Associate Procurement and Contracts Administration / Procurement S

Shift : Morning shift

Work Set-up : Onsite

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 :

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.

Maintain effective filing, databases, and records.

Others :

Key Deliverables :

reflecting the action items and outputs for the responsibilities as indicated in these Terms

of Reference. Contents of the reporting module are to be developed with the immediate

Relevant Experience & Requirements :

field of procurement and administration support.

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.

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

productivity tools such as : Word, PowerPoint, Excel.

collaboration and document repository platform.