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The African Development Bank (AfDB) Group’s mission is to help reduce poverty, improve living conditions for Africans and mobilize resources for the continent’s economic and social development. With this objective in mind, the institution aims at assisting African countries – individually and collectively – in their efforts to achieve sustainable economic development and social progress. Combating poverty is at the heart of the continent’s efforts to attain sustainable economic growth. To this end, the Bank seeks to stimulate and mobilize internal and external resources to promote investments as well as provide its regional member countries with technical and financial assistance.
African Development Bank (AFDB) is recruiting for Senior Procurement/Contract Assistant
Position title: Senior Procurement/Contract Assistant
Grade: GS-8
Position N°: 0652 & 0661
Reference: ADB/09/118
Objectives
Duties and responsibilities
Under the general supervision of the Procurement Section Head, the Senior Procurement/Contract Assistant’s main duties and responsibilities will be:
1. Process Purchase Requisitions related to procurement of goods, services and works.
* Receive and review requisitions for clarity, adequacy of specifications, completeness, obtain additional information considered necessary and liaise with the User Departments and, if necessary, confirm that the requisite budgetary resources exist.
* Group the requests into homogenous product categories and identify the supply sources, using the list of approved suppliers, and determine the most appropriate procurement method.
* When necessary, propose alternative solutions.
2. Process and issue bids and requests for proposals (tender documents).
* Originate tender documents for approval and signature.
* Assist User Departments in elaborating Terms of Reference/Specifications.
* Launch tenders based on a short list of suppliers and through advertisement in newspapers.
* Contact suppliers and dispatch the bid documents.
* Lead the execution of the procurement process, including pre-bidding conference, issue of amendments to bid documents, response to clarifications, etc.
* Provide secretarial services for the bids opening sessions.
3. Participate in bid/proposal evaluation process.
* Verify consistency of quotations with the technical specifications specified in the tender document.
* Prepare comparative tables of quotations submitted by suppliers.
* In the case of request for proposals, propose the technical evaluation committee.
* As a member of the Technical Evaluation Committee, analyze proposals received and prepare evaluation reports for the Technical Evaluation Committee’s approval.
* Prepare recommendations for the final selection of the supplier and recommend award.
* Prepare note to the Purchasing Committee, where necessary.
4. Originate procurement and contracting documents, internal and external correspondence related to
procurement and contracting, such as:
* Purchase Orders and Contracts
* Request for clarifications regarding Terms of Reference/Specifications
* Amendments to tender documents and/or contracts
* Notification of award and regret letters
* Response to complaints
* Documents related to performance evaluation of suppliers
* Documents related to procurement reviews and audits
5. Administer contracts; liaise with User Departments and with suppliers to monitor performance, to ensure compliance and to resolve any eventual disputes.
6. Prepare regular progress reports on procurement and/or contracting activities and answer questions concerning procurement and contracting.
7. Schedule and attend meetings with user departments to discuss procedural or policy issues and resolve procurement problems; assemble and process documents for and take minutes at informal meetings.
8. Provide support to the planning activities of the procurement function and preparing relevant statistics.
*THESE POSITIONS DO NOT ATTRACT INTERNATIONAL TERMS AND CONDITIONS.
Selection Criteria
Including desirable skills, knowledge and experience
* Education: Minimum of a Bachelors Degree or its equivalent in Supply Chain Management, Commerce, Economics, Law, Finance, Business Administration, or other related disciplines.
* Experience: Preferably a minimum of 5 years of relevant practical working experience. Experience in the administration of procurement of goods, works and services in public institution are an advantage.
* Computer Skills: Fully proficient computer skills and use of Bank standard software (Word, Excel, Access and PowerPoint). Requisite knowledge of SAP or equivalent ERP system.
* Communication: Excellent written and verbal communication skills in English and/or French, with a working knowledge of the other language.
* Professionalism: Good understanding of public procurement principles and their effective application in carrying the duties of the position. Ability to demonstrate considerable initiative. Effective problem solving skills. Detailed oriented. Very good analytical skills. Excellent organizational skills. Ability to prioritize own work program and to deliver assignments in a timely and efficient manner. Excellent client orientation.
* Teamwork: Very good interpersonal skills. Ability to establish and maintain effective working relations in a multicultural environment. Good team player.
APPLICATION
Only applicants who fully meet the Bank’s requirements and are being considered for interview will be contacted. Applicants will only be considered if they submit (preferably electronically, to: [email protected]) a fully completed Personal History Form (PHF), CLICK HERE TO DOWNLOAD THE PHF (also available from the Bank’s web site), and attach a comprehensive Curriculum Vitae (CV) indicating date of birth and nationality.
The President, ADB, reserves the right to appoint a candidate at a lower level.
The African Development Bank is an equal opportunities employer and female candidates are strongly encouraged to apply.
Closing Date for Application is 10th September 2009
