IT Procurement and Contracts Specialist

IMPORTANT INFORMATION:

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 is a special fixed-term appointment for a period of three (3) years following Section 3.1 (c.) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. It may be extended on exceptional basis for a further fixed period at the option of ADB. This appointment is open to internal and external applicants.

If the successful candidate is an ADB staff member holding a regular appointment, his/her regular appointment will be converted to a special fixed-term appointment. A special fixed-term appointment will automatically and without prior notice expire at the end of the term.

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.

The position is assigned in the Procurement and Contracts Unit (CSPC) within the Corporate Services Department (CSD).

CSD manages the building, office space facilities, and delivers over 70 diverse corporate services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Director General and supported by Division Directors who manage the respective business units.

CSPC is responsible for undertaking institutional procurement with the authority delegated to it by Director General, CSD. It is the focal point for ADB’s institutional procurement function including the development and maintenance of an electronic procurement system.

To view ADB Organizational Chart, please click here.

Job Purpose

The IT Procurement and Contracts Specialist undertakes and ensures effective and efficient procurement and contracting of ADB’s Information Technology (IT) requirements. The position works with a broad set of principal-based policies and orders which ensure that ADB achieves the best value from its IT systems procurement; and provides timely and practical advice and guidance to management and business units on ADB’s procurement policies, orders, and procedures and prevailing international best practices in IT procurement. The incumbent will report to Advisor, CSD and Head, Procurement and Contracts Unit and will supervise National Staff and Administrative Staff.

Responsibilities

IT Procurement, Contracting and Contracts Administration:
• Execute IT procurement for complex and strategically important IT investments ensuring value for money and fit for purpose procurement.
• Carry out sourcing for major and large-scale projects under ADB’s IT strategy and ensure successful qualification of vendors, pre bid/bid processes, and contract finalization.
• Drive innovative procurement practices and approaches such as framework agreements and agile procurement, that is consistent with ADB policies and IT project methodologies.
• Assist the IT Department in forming procurement strategies to optimize technology spend across the organization.
• Give inputs in the development of IT-related Scope of Work (SOW), Requests for Information (RFIs), Requests for Proposal (RFPs), business cases, and annual procurement plan.
• Ensure thorough evaluation of bids.
• Review decision making process in the selection of foreign vs. local markets.
• Develop and expand databases and reference materials.
• Develop/revise guidelines, procedures, and forms for the refinement of the procurement process.
• Facilitate effective procurement of IT related goods and services by providing advice to requestors on relevant information (e.g., sourcing methods, schedules, lead-time).
• Manage real-time data for all contracts and provide regular reporting on status for strategic decision making.
• Establish and sustain a culture of client orientation and service excellence amongst the IT Procurement and Contracting Unit staff.
• Manage client-vendor relationships through regular engagement and vendor meetings.
• Manage renewals automation for goods and services as much possible for the new projects.
• Manage IT Procurement and Contracting unit staff to ensure that the IT procurement portfolio is delivered with integrity, efficiency, and transparency.
• In consultation with end users, participate in detailed market research to establish optimal approaches to the relevant markets.
• Provide support to ADB’s resident missions and field offices in IT procurement and/or contracting activities, where appropriate.
• Provide periodic reports on the management and implementation of the IT procurement portfolio to direct supervisors as well as to client departments.
• Collaborate with relevant staff from client departments in understanding the IT environment of ADB and ensure that procurement processes and decisions are appropriately documented to substantiate the recommendations made.
• Collaborate with senior staff, sales, and executive management of IT vendors as part of the sales cycle, project lifecycle, and issue resolution for IT contracts on behalf of concerned ADB user departments.
• Provide guidance on areas relating to support and maintenance agreements, licensing, subscriptions, services and support contracts and similar instruments used for IT procurement and contracting.
• Establish, maintain, and enhance, where appropriate, agreements and other documentation relating to IT procurement, contracting and contracts administration activities, including requirements for outsourcing services and cloud solutions
• Identify opportunities for supply agreements and develop appropriate templates and agreements.
• Develop terms and conditions specific to IT contracts, which include framework agreements, pre-termination clauses, etc.
• Collaborate with other departments to identify strategic and long-term renewal requirements.
• Provide necessary advice to the direct supervisors and internal clients on IT procurement and contracting issues.
• In consultation with client departments, develop IT service level agreements (SLAs) and contracts.
• Undertake other related functions as determined and/or assigned.

Process Improvements
• Advise improvement to policies, procedures, and systems to improve the outcomes of IT procurement and contracting including identifying, planning, and implementing contracting strategies for changing technological opportunities.

Knowledge Sharing
• Provide advice in the application of IT procurement international best practices.
• Identify relevant training needs for staff with recommendations on how to meet these training needs.
• Contribute to continuous process improvements through the implementation of international best practices.

Staff Supervision
• Provide guidance and support to reporting staff.
• Ensure on-going learning and knowledge sharing within the team.

Qualifications

Relevant Experience & Requirements

• Master's Degree, or equivalent, in Procurement, Business Administration, Law, Information Technology or related fields. University degree in Procurement, Business Administration, Law, Information Technology, or related fields combined with relevant experience may be considered in lieu of a master’s degree.
• Preference will be given to candidates with internationally recognized professional procurement qualifications.
• At least 8 years of relevant professional experience in IT procurement gained in an international or multilateral context.
• International experience working in several countries.
• Substantial experience with procuring, renewing, negotiating, and managing ERP contracts.
• Experience in managing relationships with leading IT vendors such as Oracle, SAP, Microsoft (O365), IBM, HP, CISCO, EMC etc.
• Proven ability in undertaking market research and deep dive due diligence into the market, vendors and systems using internal and external benchmarks to identify total cost of ownership.

• Experience in all or some of the following:
o On premises to cloud migration.
o Telecommunication technologies.
o Mobile workforce solutions.
o IT Security solutions.
o Data backup, recovery, and replication.
o Managed/outsourced services.
o Software as a service.
o Infrastructure as a service.
o Agile procurement, software development and implementation.

• Proven expertise within a specific area, or breadth across multiple areas with in-depth knowledge within one area
• Able to utilize and share relevant knowledge to benefit the broader ADB community
• Lead junior team members, providing guidance on projects or processing of complex IT procurement.
• Excellent oral and written communication skills in English and the ability to make complex arguments in simple and coherent language.
• Able to act as a team leader when required with supervision from the Director or a more senior team leader
• Please refer to the link for ADB Competency Framework for IS4.

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.