Sri Lanka Resident Mission, South Asia Department
Closing Date: 9 April 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)
Job Purpose:
To perform a variety of specialized responsibilities relating to the function of loan disbursement processing in Sri Lanka Resident Mission (SLRM) Disbursement Unit.Expected Outcomes
Works independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisors (International Staff and/or senior National Staff):Disbursement Processing
- Reviews withdrawal applications (WAs), Summary Sheet, Statement of Expenditures (SOE) and other disbursement related documents under Direct Payment, Replenishment/Liquidation, Reimbursement and Commitment Letter procedures for assigned ongoing loans and grants and ensure accuracy and completeness of WAs and documentation.
- Checks the claims and ensure validity, correctness and compliance with the conditions of loan/grant agreement.
- Assigns Procurement Contract Summary Sheet (PCSS) numbers for the claims under WAs and find out the claims not covered by PCSS, before processing disbursements.
- Requests project staff concerned in the SLRM and sector divisions for issuance of PCSS/Procurement Contract Update Sheet (PCUS) for WAs not covered or partly covered by PCSS.
- Provides assistance to the SLRM Portfolio Management Unit (PMU) in the PCSS issuance process as and when required.
- Queries Loan Financial Information System (LFIS) reports through System to ensure correct processing of disbursements.
- Processes disbursements through direct logging of the WAs in the System, ensuring Service Level Standards (SLS) .
- Inputs line-items in support of logged-in WAs in the System indicating amount approved, PCSS numbers, breakdown of categories, period covered and exchange rates for online validations of the line items.
- Prints Contract Ledgers of all PCSS charged under WAs and checks to ensure correct inputting of the line items.
- Maintains loan-wise work sheets for historical records of exchange rates applied for US$ Imprest fund conversion to Taka, in order to ensure correct exchange rate usage for replenishment applications under FIFO method.
- Monitors the status of withdrawal applications, uploads applications to e-Star and maintains files and updated records of those received and processed.
- Reviews commitment letter applications to ensure that they are in conformity with requirements in the Loan Disbursement Handbook, such as appropriate format, attachments and signature and that related PCSS has adequate balance to support issue of CL.
- After review ensuring completeness, sends WAs to Disbursement Section (CTLA) for loans, disbursement functions of those are not delegated to the SLRM.
- Maintains database records of the W/As reviewed/processed by the SLRM.
- Keeps up-to-date on changes in Disbursement Guidelines, ADB's policies and Project Administration Instructions on disbursements etc and familiarizes executing agencies with those.
Support Functions
- Downloads disbursement data from the System and generate various reports.
- Provides disbursement related information to the SLRM’s Project Management Unit (PMU).
- Performs SOE verification for loan disbursements under SOE procedure for selected projects.
- Assists in conducting disbursement seminars for staff in Executing Agencies (EAs), and others.
- Accomplishes any other related tasks assigned by Financial Control Officer, SLRM.
- Prepares disbursement related correspondences.
- Organizes seminars/workshops on disbursement procedures for the staff of EAs and Implementing Agencies (IAs).
Coordination Functions & Others
- Takes up with EAs the discrepancies and incompleteness of the W/As and get them corrected.
- Provides necessary assistance to EAs in following Bank's disbursement guidelines.
- Forwards to EAs the disbursement related queries and documents from Headquarters (HQ) and follow-up the actions.
- Attends to inquiries made by EAs regarding claims under WAs.
- Provides information related to disbursement operation to CTLA and other ADB staff, as required.
Educational Requirements:
Bachelor's degree in Business Administration, Commerce, Finance or other related fields.Relevant Experience And Other Requirements:
Work Experience- At least 5 years related experience and training in banking and accounting. Experience in auditing will be preferred.
Technical Knowledge
- Demonstrated knowledge and understanding of ADB operational processes and procedures.
- Proven ability to undertake background research and analysis on difficult but well-defined tasks, collect and organize required data and information, apply appropriate computer skills in analyzing and developing the data, and prepare notes, papers and sections of reports.
- Good analytical thinking with ability to make causal links, pro-and-con lists and analyses to reach a decision; and set priorities for tasks in order of importance.
- Ability to establish and maintain productive contacts with appropriate officials of host government, donor agencies and executing agencies. Good interpersonal and communication skills are desirable. Ability to work with individuals from different cultural/national backgrounds.
- Very good oral and writing English communication skills.
- Proficiency in using ADB software packages for performing word processing, spreadsheets, graphics and database applications.
- Familiarity with local languages and institutions.
People and leadership skills
- Able to provide guidance to other AS staff on assigned area of work
- Able to liaise and work effectively with government officials within own work location and with colleagues throughout ADB
- Able to work collaboratively with teams as a constructive team member.
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
- 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
- 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 Relationships / Other Information:
Supervisor: Designated International Staff and senior National StaffImportant Instructions
This vacancy is for a local staff position with local remuneration. It is open only to nationals and residents of Sri Lanka.Apply Online
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