Back Procurement and Contract Management Officer

• A. About Asian Disaster Preparedness Center

ADPC is an intergovernmental regional organization with a vision to reduce disaster and climate risk impacts on communities and countries in Asia and the Pacific by working with governments, development partners, international organizations, NGOs, civil society, private sector, media, and other key stakeholders.

Established in 1986 as a technical capacity building center, ADPC has grown and diversified its expertise across social and physical sciences to support sustainable solutions for risk reduction across a broad range of specialist areas. With over 100 staff from 19 different nationalities and a wide range of professional expertise from atmospheric scientists to social scientists with experiences from all levels of engagement typically required for Disaster Risk Reduction (DRR) and Climate Resilience (CR) in an effective manner. ADPC is a competent regional resource center and has seven thematic departments: ADPC Academy, Risk Governance, Climate Resilience, Urban Resilience, Health Risk Management, Preparedness for Response and Recovery, Geospatial Information. These are supported by Finance, Human Resources and Administration, and Strategic Planning departments. In addition to the departments, ADPC works on three cross-cutting themes: Gender and Diversity, Poverty and Livelihoods, and Regional and Transboundary Cooperation through permanent working committees.

ADPC Strategy 2020 guides the organization in providing comprehensive risk reduction support to countries and communities in Asia and the Pacific. ADPC recognizes the importance of examining the linkages between disaster risk management, poverty reduction, gender equality, sustainability, rights-based approaches, climate change and regional cooperation.

For details please refer to ADPC website at http://www.adpc.net/

B. Background

Disasters take a huge toll on the development agenda of SAR countries. Between 2000 and 2017, disasters in South Asia incurred estimated damages of US$ 149.27 billion. Public expenditure is under stress by the repeated need to reallocate capital budgets away from long term development planning and towards reconstruction activities in post-disaster environments. For example, since 2005, Pakistan has suffered losses on the order of US$ 16 billion due to natural disasters. In Bangladesh, 2007 Cyclone Sidr resulted in damages and losses of US$1.7 billion or 2.6 percent of GDP.

To increase resilience and achieve climate commitments, there is a need for a transformational shift towards policies and institutions that enable climate-resilient investments. Investing in more resilient infrastructure is both profitable and urgent as disruptions are extremely costly for governments, households and private sector and large ongoing investments in infrastructure assets will have long-lasting repercussions as poor maintenance and natural disasters result in a vulnerable stock.

With the financial support from the World Bank, ADPC will be implementing a five years’ project, titled “Climate Adaptation and Resilience Project for South Asia” (CARE). The project aims to create an enabling environment for climate resilience policies and investments across South Asia. This objective will be achieved through enhanced regional cooperation and knowledge exchange for climate resilience and adaptation and mainstreaming of resilience and adaptation in national policies, plans and investments.

Procurement and contract management plays a vital role in order to satisfactorily implement all the required components as planned within the fiscally agreed budget. It would involve preparation of yearly program or section procurement plans and procurement related reports to comply with World Bank regulations, for Bank-funded projects.

Accordingly, a qualified and experienced Procurement and Contract Management Officer will be required to assist the Procurement and Contract Management Specialist consolidate an annual procurement plan linked to the annual work plan and budget.

The objectives of this staff position are to:

• Support the Procurement and Contract Management Specialist and the Chief of Human Resources & Administration (HRA) Department to strengthen the procurement and contract management capacity of ADPC in relation to the execution of procurement and planned contracts of CARE Project;
• Assist the Procurement and Contract Management Specialist to oversee that all contract correspondences of ADPC and actions are made in compliance with the relevant contract agreements, stipulations, documents and international standards, in a timely manner; and,
• To provide support in ensuring procurement and contract management processes are carried out in accordance with ADPC’s procurement procedures and in compliance with the CARE Project requirements.

C. Statement of Intent

The Procurement and Contract Management Officer will provide technical and coordination support to the Human Resources & Administration (HRA) Department and the Procurement and Contract Management Specialist (PCMS) to establish and maintain a high-quality procurement and contract management functions, able to secure maximum benefit from goods, works, consultancy and non-consultancy services and achieving value for money in terms of economy, efficiency and effectiveness.

The Officer will be based in Bangkok, Thailand.

Note:

It is not the intent of this Terms of Reference to cover every aspect of the position requirements, rather to highlight the most important areas of personal and joint responsibilities.

D. Duties and Responsibilities

The Procurement and Contract Management Officer shall be supported in:

Procurement Management:

• Coordinate with PCMS and Project Director to assist in developing, monitoring, and implementing the Procurement Plan ensuring timely completion of all procurement activities.
• Support the PCMS in the use of the World Bank’s Systematic Tracking of Exchanges in Procurement (STEP).
• Support PCMS in developing, preparing and issuing documents required for the different stages of procurement cycle in accordance with ADPC procurement processes and in compliance with the World Bank’s procurement regulations.
• Support PCMS in organizing bid evaluation meetings by: (i) arranging venue and the timing of bid opening, evaluations with evaluation panel members, (ii) preparing necessary bid evaluation packages (bid documents, proposals, evaluation sheets etc.) and distribute them to evaluation panel members, (iii) attend bid evaluation meetings as a note-taker and keep the minutes of the meetings, and (iv) provide other necessary technical supports to facilitate the procurements.
• Assist PCMS to monitor the progress of procurement activities by periodically updating procurement plans and maintaining and contract roster.
• Support PCMS in preparing an action plan to incorporate the World Bank’s and government’s commitments to anti-corruption, quality assurance, and transparency in the procurement of goods and services.
• Provide support in the documentation related to all matters associated with the procurement of goods/works/services e.g. taxation, duties clearance, etc.

Contract Management:

• Support PCMS and ADPC in checking the quality of procured goods upon provision by Service Providers, and, if not satisfied, ensure taking action to get the equipment replaced with the equipment or materials in compliance with the specifications stated in the proposals.
• Assist ADPC during statutory and internal audits including audits and reviews by Donors.
• Support PCMS in handling all contractual aspects of the project (such as initial requests, authoring contracts, negotiating the contract, approving the contract, execution of the contract, obligation management, revisions and amendments, auditing and reporting, contract renewal).
• Provide support (documentation) to PCMS in case of any dispute that ADPC may have with Consultant/s on any certification, determination, instruction, opinion or valuation related to the contract(s).
• Any other relevant task assigned by the supervisor

E. Qualifications

The candidate should at least have:

• A master’s degree in supply chain management, business administration or any other relevant discipline.
• At least 5 years of relevant work experience, after acquiring the stipulated qualification, in Procurement and Contract Administration or similar.
• Experience of procurement of goods works & consulting services in the private and public sector, preferably with experience in procurement following the policies and procedures of the World Bank or other multilateral development agencies.
• Excellent English language writing and communication skills.
• Excellent computer skills including MS Office (Word, Excel, and PowerPoint), familiarity with WB Procurement systems (STEP) or other similar Procurement software is a plus.

F. Reporting Relationships

The Procurement and Contract Management Officer will report to the Chief of Human Resources & Administration Department. S/he will work in close coordination with the CARE Project Implementation Unit (PIU).

G. Contract Duration

The contract duration will be for 1 year

H. Selection Method

The staff will be selected in accordance with ADPC’s recruitment process**