Job Title: Associate Procurement and Contracts Administration/ Procurement Service Coordinator

Work Location: Onsite in Ortigas ADB Office

Shift: Morning shift

Work Set-up: Onsite

Salary range: 30-40k

Job Purpose:

The Procurement Service Coordinator will collaborate with and deliver support to CSPC,

assisting in (i) administrative tasks; (ii) coordination (internal and external) of different

activities and initiatives related to procurement; (iii) data analysis and documentation

management; (iv) preparation of digital communication (e.g. graphic presentations and

reports) consistent with ADB/CSPC branding standards. The Procurement Service

Coordinator will report to the designated Technical International (TI) Staff and Technical Local

(TL) Staff.

Responsibilities:

Procurement Functions:

• Support and contribution to successful completion of procurement requirements and tasks

assigned, in particular:

• 
  

  Coordinate with concerned parties, including but not limited to, end user
  
  departments, suppliers, vendors and manufacturers.

  
  


• 
  

  Monitor contract expiration and renewal schedules, procurement status and timeline.

  
  


• 
  

  Assist in procurement tracker and the established Procurement Service Standards
  
  monitoring; coordinate with end user units to ensure completeness of data (Annual
  
  Institutional Procurement Plan etc.).

  
  


• 
  

  Support expanding of the existing sources of supply (e.g. potential bidders
  
  research, market research, cost benchmarking, etc.) and vendor information
  
  verification.

  
  


• 
  

  Facilitate the timely delivery of ordered items by monitoring deliveries and
  
  shipments based on issued Purchase Orders. Conduct regular follow-ups with
  
  concerned parties. Monitor payment processes in conjunction with other
  
  departments/divisions for compliance with agreed terms and ADB procedures and
  
  practices.

  
  

Administrative Functions:

• Perform administrative and office support function, in particular:

• 
  

  Coordinate with various teams within CSD, end user units and CSPC for data and document management, including uploading of signed contracts and procurement-
  
  related documents in the eProcurement system and in CSPC’s SharePoint; transmittal of signed contracts to vendors.

  
  


• 
  

  Prepare digital communication materials (e.g. graphic reports, power point
  
  presentations, posters, leaflets, etc.) to support CSPC’s branding.

  
  


• 
  

  Prepare and validate data for regular reporting purposes including but not limited to
  
  progress reports, procurement status, capital budget utilization, cost savings, time
  
  efficiency and any other required team reports.

  
  


• 
  

  Participate in regular discussions, project meetings, coordination meetings, and prepare
  
  meeting notes, minutes and summary of discussion.

  
  


• 
  

  Support logistical planning for various events, e.g. conferences, workshops,
  
  negotiations, etc.

  
  

Others:

• Perform other duties as may be assigned by the position’s immediate supervisor(s).

Relevant Experience & Requirements:

• College graduate with at least three (3) years relevant experience preferably in the

field of procurement and administration support.

• Demonstrates (i) high level of integrity and ability to maintain confidentiality; (ii)

analytical skills, organized and attentive to details; and (iii) ability to interface with

internal and external clients and ability to work in a collaborative environment.

• Knowledge and understanding of construction, renovations, hospitality, facility

management services concepts, processes, and products is preferred but not essential.

• With advanced skills in communication and marketing including using MS Office

productivity tools such as: Word, PowerPoint, Excel.

• With at least one (1) year experience in the use of SharePoint as a communications,

collaboration and document repository platform.

• Good understanding of new and evolving technologies and digital platforms.

• Ability to multi-task in a fast-paced and multi-cultural environment, while working collaboratively with internal and external stakeholders.