Associate Project Officer (Procurement)/Project Officer (Procurement)

Job Vacancy | Friday, October 8, 2021

IMPORTANT INFORMATION:

Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.

1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle


Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).

In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.

This vacancy is a local staff position. It is open only to nationals and residents of India.

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

The position is assigned in the Portfolio Management Unit (PMU) of the India Resident Mission (INRM) within the South Asia Department (SARD). The INRM-PMU is responsible for (i) monitoring the India portfolio totaling $14 billion under implementation in transport, energy, urban, education, agriculture and natural resources and finance sectors, to achieve results and meet portfolio targets of the loans and technical assistance (TA) projects, (ii) provide guidance/support on project management that includes procurement, contract management, financial management and safeguards support mainly during project/program implementation, project processing and for capacity development, and (iii) provide oversight to maintain the quality of assistance processed, and administered confirming with ADB policies and procedures through quality review of relevant documents for operations.

To view ADB Organizational Chart, please click here.

Job Purpose

The Project Officer (Procurement) supports the function of the INRM PMU in coordination, implementation, and monitoring of ADB financed projects in India, quality assurance of project/portfolio administration functions and collect, compile and consolidate operational information/data across the portfolio for analytical purposes, and will coordinate with INRM and HQ sector teams and government agencies as needed. The incumbent r will also work with the Procurement Officer to provide quality oversight of the portfolio implementing and supporting procurement related initiatives and processes, including providing operational support in reviewing procurement related transactions. The incumbent will report to the designated international staff (IS) and may report to senior national staff (NS).

Responsibilities

  • Supports the preparation and updating of the portfolio projections, plans, and annual targets, such as contract awards, disbursements, related ratios, and thematic targets
  • Supports INRM’s operations group in achieving key results areas (KRAs) related to portfolio management (i.e. contract awards, disbursements, related ratios, missions, completion reports, outputs, etc.), including the progress of implementation and achievement of intended outputs/goals/development objectives, and status of compliance with covenants
  • Supports INRM's portfolio of ongoing loans, grants and TAs and analytics preparation
  • Supports the preparation and conduct of the Tripartite Portfolio Review Meetings (TPRM) and all other portfolio review meetings including review of project briefing sheets and monitor and report on the implementation of the agreed actions
  • Maintains database to utilize the Project Performance Assessment System to rate projects under implementation on a quarterly basis to report to DEA and also for TPRM to include in project briefs
  • Supports in the administration of delegated loan, grant and TA projects in compliance with ADB guidelines, Project Administration Instructions (PAI), and other relevant instructions and policies. Investigates project specific issues and recommend actions to be taken.
  • Conducts technical review of various procurement documents from sector teams, including draft bidding documents, technical and financial bid evaluation reports, contract variations, expression of interest (EOI), requests for proposals and evaluation of technical and financial proposals for consultant recruitment, draft contracts, and contract award recommendations for projects under INRM administration, provides advice to project officers/mission leaders on procurement, consultant recruitment and contract management matters to resolve issues affecting project implementation and ensure compliance with ADB procurement policy, procedures, guidelines, borrower regulations and staff instructions.
  • Reviews internal electronic Procurement Approval Forms (ePAF), consultant recruitment checklists and contract modification forms for contract variations and processes them through online Procurement Review System (PRS) along with fax letters to executing agencies for goods/ civil works contracts and consulting services contracts and other related correspondences as required.
  • Assists executing and implementing agencies (EAs/IAs) in preparing various procurement documents to ensure compliance with ADB’s procurement guidelines, borrowers regulations, staff instructions and financing agreements. Responds to EAs’ inquiries on procurement and consultant recruitment matters. Assists INRM staff in the engagement of individual staff consultants and technical assistance (TA) consultants through Consultant Management System (CMS) and guides them in dealing with complex contract administration issues.
  • Assists INRM in processing and administering delegated loans and TAs, including participating in projects processing and review missions, particularly for procurement related aspects including preparing procurement capacity and risk assessment, conducting post-procurement audits, reviewing contract packaging, preparing/revising procurement plans and preparing mission reports relating to procurement and consultant recruitment.
  • Identifies non-compliance, if any, with ADB procurement policy, guidelines, borrowers regulations and financing agreements and recommends remedial measures and actions for improving procurement processes, issues related to contracts management, and helps solve procurement and contract management problems.
  • Coordinates with ADB’s Portfolio, Procurement and Financial Management Department (PPFD), Office of Anticorruption and Integrity (OAI), Office of General Counsel (OGC), Sector Divisions and other concerned divisions on procurement and consulting services matters.
  • Maintain MIS on procurement, consultant recruitment and data on current status of contract awards under ongoing projects and assists INRM Staff in updating the Consultant Recruitment Activity Monitoring System (CRAM) and Procurement Contract Monitoring System (PCMS) for effective monitoring of the progress of consultant recruitment and procurement under ongoing and pipeline projects.
  • Assists in developing training materials and case studies and in conducting procurement and consultant recruitment trainings for executing and implementing agencies, based on practical experience gained from review of procurement and consultant recruitment documents in ADB projects.
  • Supports INRM in carrying out country portfolio reviews and tripartite portfolio review meetings (TPRM) to monitor portfolio performance and discuss procurement, consultant recruitment, contract management issues and project implementation activities in ADB-financed projects including review of TPRM briefing sheets, background papers and action-plans. Maintains close communications with concerned government agencies with respect to country procurement system and other policies, as and when needed.
  • Keeps current with ADB’s list of sanctioned and cross-debarred firms and corruption cases related to public procurement.
  • Performs other tasks as may be required by the Country Director and PMU Head, and as reflected in the incumbent’s work plan.

Qualifications

Relevant Experience & Requirements

  • Bachelor’s degree preferably in engineering business administration or related discipline; preferably with advanced training in public procurement, project/portfolio management and other relevant fields;
  • At least 6 years relevant experience in project preparation and administration; and experience in procurement, consultant recruitment and contract management;
  • Procurement Accreditation Skills Scheme (PASS) preferred (non-accredited applicants may be considered though will be required to complete accreditation within one year of appointment);
  • Ability to quickly grasp the project implementation issues, procurement policy and procedures, guidelines, borrower regulations and anticorruption policies of ADB;
  • Sound knowledge of local government’s administrative systems and procedures, particularly public procurement systems;
  • Sound knowledge of competitive bidding procedures and exposure to the domestic construction and consulting industries in India;
  • Strong conceptual skills and ability to identify issues and appropriate actions at the field office level;
  • Strong planning and organizing skills to handle many tasks with deadlines;
  • Able to liaise and work effectively with government officials within own work location;
  • Effective report-writing and communication skills in English;
  • Ability to manage priorities and workload within general schedule of work, instructions and standardized practices;
  • Please refer to the link for ADB Competency Framework for National Staff Levels 1-2.

General Considerations

The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB’s standards and computation, taking into account the selected individual’s qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on qualifications of the selected candidate.