Objectives
The Corporate Procurement Division (CGSP.2) is entrusted with the strategic, operation and oversight responsibilities for the execution of corporate procurements within the Bank. Under the auspices of the General Services and Procurement Department (CGSP), CGSP.2 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�s internal operations financed under the Bank�s Administration and Capital Expenditure Budgets.This position is to develop and maintain systems and procedures for the filing and management of files and records (both physical and electronic) generated in the Corporate Procurement Division, permit easy and timely retrieval and ensure consistency of master data.
Duties and responsibilities
Under the direct supervision of the Division Manager and the IT Procurement Systems Officer, the incumbent is expected to perform the following duties:- Maintain physical and electronic records of procurement activities in compliance with the policy requirement for audit trails.
- Record and file various memos, evaluation forms and results.
- Assist in the development and the maintenance of knowledge and record systems (e.g. DARMS, share point, etc.) and procedures for the filing and management of procurement documentation in full compliance with the Bank�s Policy on Disclosure of Information. Ensure that the system is user-friendly and enables easy research and accessibility to documents from everywhere for smooth procurement operations.
- Assist with timely access to comprehensive procurement records during audit queries.
- Assist in the development and the maintenance of vendor management database.
- Assist in the development and the maintenance of SRM e-Procurement application to facilitate �paperless� procurement processes.
- Assist with the materials data management (MDM) by providing the quality insurance control for the maintenance of the master data.
- Perform periodic reconciliation of the data recorded in the system.
- Creation of analytical models using applications or spreadsheets.
- Compile and maintain statistical records to meet the reporting requirements of corporate procurement activities.
- Participate in projects of the division related to improving the quality of data or improvement and automation of periodic reports.
- Assist, as appropriate, to carry out various activities of client management.
Selection Criteria
Including desirable skills, knowledge and experience
- A minimum of a Bachelor�s Degree or its equivalent in Documentation, Archiving, IT document management systems or related discipline.
- A minimum of five (5) years of progressively relevant and practical experience with some practical knowledge of the environment in the international organizations.
- Strong customer service and interpersonal skills, good organizational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
- Sound knowledge of archival principles, practices and ethics of archival profession.
- Demonstrate strong technical competencies related to provision of records management programs and services (incl. capturing, organizing, describing, providing access to, storing, protecting, and disposing records) for both physical and electronic archives.
- Solid analytical competencies and excellent use of Bank standard software (Word, Excel, ECM DARMS, SAP).
- Strong knowledge in data entry.
- Excellent sense of initiative, confidentiality, enthusiasm, team spirit.
- Excellent written and verbal communication skills in English and/or French, with a working knowledge of the other language.
Information Resources and Services Assistant (Records and Archives) (Re-advertisement)
| Reference Number | ADB-HR-15-0262 |
|---|---|
| Department | Office of Administrative Services |
| Division | Information Resources and Services Unit |
| Location | ADB HQ |
| Date Posted | Wednesday, 15 April 2015 |
| Closing Date | Wednesday, 29 April 2015 5:00 p.m. (1700 Manila Time, 0800 GMT) |
To assist the Information Resources and Services Unit in the management of ADB�s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.
Expected Outcomes
Archives Organization, Maintenance and Conservation
Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.
Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.
Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.
Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.
Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.
Records and Documents Retrieval
Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.
Records Management Audit
Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.
Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.
Others
Performs other duties as may be assigned or reflected in the incumbent�s work plan.
Education Requirements
- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.
Relevant Experience
Work experience
- At least 5 years experience in information management
Technical knowledge
- Sound working knowledge and understanding of ADB�s records management system, policies and procedures
- Sound working knowledge of digital imaging and electronic documents conversion processes
- Sound working knowledge of ADB�s ISO 14001/EHSMS 18001 best practices particularly on records management
- Proficient in ADB standard software programs and information technologies
People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good command of written and spoken English
Core Competencies
Application of Technical Knowledge and Skills
- Deals with routine queries and correspondence in accordance with procedures
- Proactively seeks relevant development opportunities and submits for approval
- Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation
- Adjusts style and approach to respect and serve different clients
- Conveys messages by asking questions and using different approaches
- Identifies when a client issue requires escalation
- Responds to clients without prompts or reminders from senior colleagues
- Proposes solutions to minimize delays and setbacks in completing work
- Reviews all task objectives and achieves core deliverables
- Uses time management and organizational skills to promptly complete work to the required standard
- Delivers beyond the stated task objectives
Working Together
- Consistently works effectively with individuals of different views, culture, nationality, gender, and age
- Consistently seeks assistance when requirements are unclear
- Provides timely updates on relevant information
- Freely shares and seeks useful knowledge and to complete work
- Uses effective written and oral communication in preparing documents, presentations and interactions
- Asks questions to understand how to follow up on feedback
- Locates relevant information to expedite workflow
- Adopts new policies, systems and processes in a timely fashion
- Shares ideas for how work can be completed more effectively
Immediate Reporting
- Supervisor: Designated International Staff and senior National Staff
Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.
