POSITION TITLE: Logistics Officer
DURATION OF CONTRACT: One Year (renewable)
DEPARTMENT: Programmes
DUTY STATION: ACB Headquarters, Los Baños, Laguna, Philippines
REPORTING TO: ASEAN ENMAPS Project Manager

TERMS OF REFERENCE

A. BACKGROUND

The ASEAN Centre for Biodiversity (ACB) is an intergovernmental regional centre of excellence established through an agreement among the Governments of the Member States of the Association of Southeast Asian Nations (ASEAN) in 2005. The ACB facilitates cooperation and coordination among the members of ASEAN, and with relevant national governments, regional and international organisations, on the conservation and sustainable use of biological diversity and the fair and equitable sharing of benefits arising from the use of such biodiversity in the ASEAN region. Since its establishment, the ACB has lived up to its mandate of strengthening national and regional capacity for biodiversity conservation.

The ACB is the Implementing Partner of the GEF project, Effectively Managing Networks of Marine Protected Areas in Large Marine Ecosystems in the ASEAN Region (ASEAN ENMAPS), which is designed to address the coastal and marine ecosystem challenges in the ASEAN region through enhanced collaborative management of marine protected areas (MPAs) and other integrated coastal management and ecosystem-based fisheries management approaches. The objective of the project is to develop and improve the management of networks of MPAs and marine corridors within selected Large Marine Ecosystems (LMEs) in the ASEAN for the conservation of globally significant biodiversity and support for sustainable fisheries, and other ecosystem goods and services. This regional project will have a strong upscaling focus, including engagement with ASEAN working groups and LME governance mechanisms, as well as leveraging complementary investments across the ASEAN region. The ASEAN ENMAPS will be implemented for five (5) years, beginning in March 2024, in selected marine protected areas and marine corridors with high conservation importance across Indonesia, the Philippines, and Thailand.

The ACB is seeking dynamic, innovative and committed candidates for the position of Procurement Officer for this project that will ensure that sourcing out of works, goods and services of the project are properly acquired at the best possible cost, and that activities and processes can proceed efficiently and successfully.

B. SCOPE OF DUTIES

The Programmes Department is the primary oversight of the ASEAN ENMAPS project with the technical and management support of the Project Management Unit (PMU). The Procurement Officer will be part of the PMU, under the direct supervision of the ASEAN ENMAPS Project Manager and close administrative guidance and supervision of the Director for Finance and Administration.

The Procurement Officer shall perform the following specific roles to ensure that the project objectives are efficiently achieved:

1. Ensure consistency of all procurement activities within the Annual Procurement Plan, as well as the completeness of the documentation;
2. Schedule and conduct actual planning and procurement of services, equipment and supplies;
3. Provide administrative assistance support;
4. In coordination with the PMU, schedule and plan the procurement of goods, works, and services;
5. Consolidate various procurement requirements submitted by the end-user Departments;
6. Review, update, and implement the Annual Procurement Plan (APP);
7. Responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality;
8. Provide assistance in managing the procurement process and coordinate closely with the Bids and Awards Committee (BAC);
9. Prepare Purchase Orders (PO), Contracts, BAC requirements, and certify that PRs and POs are accurate and within the required specifications;
10. Monitor procurement activities and milestones for proper reporting to relevant end-user when required;
11. Review the evaluation report prior to submission to the BAC for endorsement to the Executive Director for approval;
12. Provide assistance in the preparation of the Purchase Request (PR), technical specifications, terms of reference, programme of works, publication, invitation to tender, preparation of tender documents, evaluation of tenders, and contract awarding;
13. Serve as liaison with suppliers for both goods and services; and
14. Perform other related tasks that may be assigned by the supervisor(s) from time to time.

C. QUALIFICATIONS

Education and Work Experience

• Bachelor’s degree in Business Administration, Management, Engineering, Information Technology or any related fields with at least three (3) years work related experience, or its equivalency requirements:
• Bachelor’s degree in non-related fields with at least five (5) years of work-related experience
• Relevant work experience in regional/international organisations preferably in ASEAN, is an advantage.
• Significant experience in procurement of goods, works, and services, business administration, management and operations, customer service, retail management, materials and supply chain management
• Familiarity with the bidding procedures is an advantage

Skills

• Good knowledge of the English language and with good writing presentation and communication skills
• Adept at working with international partners, is an advantage
• Able to use computer applications, in particular, MS Office
• Adept at working within a multicultural working environment, is an advantage
• Ability to work independently and to manage effectively different tasks

Nationality

• Must be a citizen of the Philippines

D. COMPETENCY REQUIREMENTS

Core Values

• Integrity, professionalism, and respect for diversity
• Cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly
• Prudence, dependability, and accountability

Core Competencies

• Communication, teamwork, planning, and organising, accountability, commitment to continuous learning, and technological awareness.

E. APPLICATION PROCEDURE

Applicants should prepare the following and send all to [email protected]:

1. A letter of intent of no more than two pages, elaborating how his/her qualifications and experiences make him/her suitable for the position. Address the letter to Executive Director Dr. Theresa Mundita S. Lim. JP 2024-12 Procurement Officer should be indicated in the aforesaid letter.
2. Updated curriculum vitae, and diploma, or transcript of records
3.  A completed Job Application Form (which can be downloaded here)

(**if the link does not download automatically, please RIGHT-CLICK on the link and select OPEN LINK IN NEW TAB or SAVE LINK AS)

Deadline for submission of completed applications is on 10 April 2024. Only applications with complete documentary requirements (Letter of Intent, completed Job Application Form, and curriculum vitae) will be processed. Applications received beyond this date will not be considered. All applicants will be given notice as to the status of their application. Previous applicants may apply again.

F. ADDITIONAL INFORMATION

The ACB does not ask for payment at any stage of its recruitment process (application, processing, training, interviewing, testing or other fee) nor authorises anyone to officially receive applications from prospective candidates, except through the ACB Human Resources Division. The public is strongly advised to be vigilant when dealing with financial transactions online and to report any suspicious individuals or accounts representing the ACB.

This job posting is intended for active pooling of candidates who will become part of the ACB’s talent pool. Applicant’s qualifications will be assessed against both current and future job openings of the ACB. The ACB Human Resources Division will reach out to the applicants whose knowledge, skills, and work experience are aligned with the ACB’s requirements.