Procurement and Contract Management Assistant at Asian Disaster Preparedness Center

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.

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

B. Background

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.

The objectives of this short-term position are to:
• Support the Procurement and Contract Management process and related ADPC staff
handling this responsibility and the Chief of Human Resources & Administration (HRA)
Department in relation to the execution of procurement and planned contracts of
CARE Project;
• Assist the Procurement and Legal and Compliance Manager on day-to-day tasks
related to 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 Assistant will provide support and assistance to
the Human Resources & Administration (HRA) Department and the Procurement and
Contract Management staff 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 Consultant 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 Assistant shall support in:
Procurement Management:
• Coordinate with PIU staff and Project Director to assist in ensuring timely completion
of all procurement activities.
• Support HRA department in 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 HRA department in organizing bid evaluation meetings by: (i) arranging venue
and the timing of bid opening, evaluations with evaluation panel members, (ii) assist
in 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 supports to facilitate the procurements.
• Provide support in documentation related to all matters associated with procurement
of goods/works/services e.g. taxation, duties clearance, etc.
Contract Management:
• Support HRA department 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.
• Support and assist the Legal and Compliance staff 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).
• Any other relevant task assigned by the supervisor

E. Qualifications
The candidate should at least have:
• A bachelor’s degree in supply chain management, business administration or any other
relevant discipline.
• At least 1 year of relevant work experience, in similar discipline or within department
of Human Resources.
• Good English language writing and communication skills.
• Excellent computer skills including MS Office (Word, Excel, and PowerPoint).

F. Reporting Relationships
The Procurement and Contract Management Assistant will report to the Procurement and
Employee Relation Coordinator and the Legal and Compliance Manager as direct supervisors.
S/he will work in close coordination with the CARE Project Implementation Unit (PIU).

G. Contract Duration
The contract duration will be for 2months.