Reference: ADB/17/164 Location: West Africa Grade: GS7 Position N°: 50050081 The Complex
The Vice-Presidency, Human Resources and Corporate Services Complex ensures the delivery of efficient, people-centered, client-oriented, corporate services to ensure overall institutional effectiveness in all aspects of the Bank’s corporate services.
The Complex leads efforts to ensure the competitiveness of the Bank as the employer of choice and is responsible for providing leadership in the formulation and implementation of Bank’s strategies on people, IT, general services and institutional procurements, language services, business continuity, and health and safety strategies
The Hiring Department/Division
The primary roles of the General Services and Procurement Department are to manage the Bank’s assets, oversee all corporate procurement of goods, services, works and real estate, coordinate all staff travel and transport of Bank’s goods and staff, catering services and other logistics arrangements and the mail services and keep staff informed about services offered.
To this end the General Services and Procurement Department formulates and applies rules for procurement, storage, and maintenance of furniture, office equipment and supply; design, prepare and implement programs for the construction or acquisition and maintenance of buildings and premises; formulate and ensure the proper and effective application of administration policies within the Bank in such areas as communications, transport, travels, security, protection and safety of the Bank’s staff and property; and perform related duties.
The department is responsible for managing the Bank’s fixed assets (valued at over UA 100,000,000).
The General Services and Procurement Department comprises 3 divisions supervised by the Director General Services and Procurement. These divisions are:
Operations and Maintenance Division (Division.1);
Corporate Procurement Division (Division.2); and
Support Services Division (Division.3).
The Division is responsible for the formulation, application of the formulation, application and evaluation of procedures and practices covering purchasing and contracting for goods, works and services for the Bank.
The Position The job holder will be required to perform the following work objectives:
Efficient administration of vendor management procedures, tools and systems.
Adequate vendor sanction management.
Effective management of vendor relationships.
Facilitation of knowledge building and knowledge sharing.
Duties and responsibilities Under the overall supervision of the Principal Procurement Information Systems Officer (Team Leader), the Vendor Management Assistant has the following responsibilities: 1.) Ensure efficient administration of vendor management procedures, tools and system focusing on achieving the following results:
Effective management of current system and procedures for vendor information entry;
Prepare and conduct, from time to time or as the need arise, a mini survey among practitioners regarding their concerns and feedback on the vendor registration system;
Explore the option of optimizing the vendor management function;
Efficient support to the Team Leader in reviewing and analyzing claims of vendors;
Maintenance and dissemination of suspension list;
Update of the risk management strategy/policy for handling and sourcing vendors;
Effective maintenance of the vendor management system that reflects the appropriate treatment of sanctioned vendors in accordance with the vendor sanction policy;
Assist in the formulation and drafting of any policy guidance and write-up related to vendor management;
Support vendors for Vendor Registration process;
Refresh the vendor management database;
Actively participate in meetings with vendor when necessary; and
Other relevant tasks that may be required.
2.) Ensure adequate vendor sanction management, focusing on achieving the following results:
Efficient review and processing of all vendor submissions to the Vendor Management Team;
Preparation and keeping records of all Vendor Management Team proceedings and meetings;
Presentation of any requests for interim suspension, re-opening, exigency, exceptions, reinstatement, or settlement to Vendor Management Team;
Keeping abreast of any and all updates to the Ineligibility List;
Answering any consultations that other units may have on vendor management procedures;
Keeping minutes of Vendor Management Team;
Ensuring that the data provided by Vendors, as well as the privileged information generated pursuant to Vendor Management Team functions is fully and adequately protected;
Performing other functions as may be approved by the Team Leader;
Organizing training and workshops on vendor management procedures; and
Disseminate relevant vendor reports to procurement practitioners.
3.) Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
Organization of training for staff on vendor management in general but focusing on vendor sanction procedures;
Synthesis of lessons learned and best practices; and
Sound contributions to knowledge networks and communities of practice.
Selection Criteria Including desirable skills, knowledge and experience:
Hold at least a Bachelor’s Degree or BAC + 4 or Maitrise or its equivalent in Business Management, Commerce, Administration, Communication, IT or related discipline.
Have a minimum of Five (5) years of relevant work experience, such as procurement, commerce, vendor relation or client service related functions.
Innovation and Creativity: The commitment to search for and produce innovative and creative approaches to activities in order to enhance performance and create added benefits to the Bank and its clients.
Communication: Provides clear and concise oral and written communication; presents oral information with clarity and appropriate style and adapts language and style to suit the requirements of a particular audience.
Problem Solving: Applies business knowledge to the resolution of problems and identifies solutions to the benefit of the client (internal and external) and the organization.
Client Orientation: Ensures that the client is considered to be of primary importance in all transactions and interactions. Strives to understand, and when appropriate, anticipate client needs, and ensures that the client receives the best possible service from the Bank.
Team Working and Relationships: Works with others to maximize the effectiveness of the team as a whole, sharing the knowledge and workload. Develops strong working relationships with colleagues and contributes to creation of a positive team environment
Operational Effectiveness: The Commitment to ensure that full use is made of the systems, procedures and culture within the organization in order to deliver the required results.
Understand, interpret and apply the Bank’s rules and procedures for filing and management of files
Strong customer service skills, good organizational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce
Excellent sense of initiative, confidentiality, enthusiasm, team spirit.
Demonstrate careful attention to detail or essential elements and accuracy of information before making a decision or delivering the information.
Ability to understand how clients perceive and assess quality of services provided and answer to clients requests quickly.
Act with integrity and maintain confidentiality at all times.
Observe the highest standard of ethics, honesty and accountability.
Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
Competence with MS Packages (Word, PowerPoint, and Excel) and Outlook is required.
Competence with SAP, Supplier Relationship Management (SRM) and DARMS (document management system) is desired.
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