Procurement Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is an international development finance institution that was established to foster economic growth and cooperation in the Asia-Pacific region. Headquartered in Manila, Philippines, ADB has been operational since 1966 and currently comprises 68 member countries, with 50 of these being from the Asia and Pacific region. ADB's mission is to alleviate poverty and promote sustainable development, focusing on creating a prosperous, inclusive, resilient, and sustainable Asia and the Pacific. The organization combines finance, knowledge, and partnerships to achieve its goals under its Strategy 2030 framework. ADB is committed to ensuring a diverse and inclusive work environment, encouraging applications from all qualified candidates regardless of their background, and actively promoting gender equality in its hiring practices.

Job Overview:
As a Procurement Assistant at ADB, you will play a crucial role in supporting the procurement-related activities of the Procurement Division within the Procurement, Portfolio and Financial Management Department. Your responsibilities will include providing advanced operational support for consultant recruitment, monitoring and evaluating technical and financial proposals, and assisting in the preparation and review of procurement notices and bidding documents. You will also coordinate meetings, organize seminars, and act as a project analyst for Technical Assistance (TA) projects. This position requires a proactive approach to managing procurement processes and ensuring compliance with ADB standards, while also fostering collaboration within the team and across departments to achieve the organization's objectives.

Duties and Responsibilities:
The Procurement Assistant will be responsible for a variety of tasks, including but not limited to: reviewing and posting procurement notices on ADB's website; assisting in the review of bidding documents and bid evaluation reports; arranging Consultant Selection Committee (CSC) meetings and taking minutes; processing consultant recruitment checklists; issuing Requests for Proposals (RFP) to shortlisted consultants and monitoring communications; initiating contract negotiations and preparing finalized contracts; monitoring and updating the Consultant Recruitment Activity Monitoring Process; assisting in the evaluation of technical proposals and ensuring compliance with ADB guidelines; managing correspondence and documentation related to loan, grant, and TA processing; providing administrative support for procurement and portfolio management activities; and assisting in organizing seminars and preparing necessary materials. The role may also involve providing guidance to junior procurement assistants and performing other tasks as assigned by supervisors.

Required Qualifications:
Candidates for the Procurement Assistant position must possess a Bachelor's degree in business administration, commerce, management, accounting, or a related field. A minimum of 5 years of relevant professional experience is required, along with a working knowledge of procurement processes and practices. Excellent written and verbal communication skills in English are essential, as well as proficiency in spreadsheets and information technologies. Candidates should demonstrate strong interpersonal skills, the ability to work collaboratively in a multicultural environment, and good contract negotiation skills. Familiarity with database management systems and common computer applications is also necessary.

Educational Background:
The educational requirement for this position is a Bachelor's degree in a relevant discipline such as business administration, commerce, management, or accounting. This educational background provides the foundational knowledge necessary for understanding procurement processes and financial management within the context of an international development organization.

Experience:
The position requires at least 5 years of relevant professional experience in procurement, financial management, or a related field. This experience should include a solid understanding of procurement processes, contract negotiation, and project management, as well as the ability to work effectively in a team-oriented environment. Candidates should have a proven track record of successfully managing procurement activities and supporting project implementation.

Languages:
Proficiency in English is mandatory for this position, particularly in written communication and report writing. While English is the primary language of communication at ADB, knowledge of additional languages may be considered an asset, especially if they are relevant to the regions in which ADB operates.

Additional Notes:
This is a fixed-term appointment for an initial period of 3 years, with the possibility of extension for up to 2 additional years, conversion to a regular appointment, or termination at the end of the initial period based on ADB's needs and the employee's performance. The position offers competitive compensation and a comprehensive benefits package, including paid leave, medical and health benefits, life insurance, staff development opportunities, and a retirement plan. ADB also provides housing and education allowances for eligible staff and expatriate benefits for international staff.