Reference #: ADB-HR-13-0244
Position Title: Project Officer
Department: East Asia Department
Division: Environment, Natural Resources & Agriculture
Division, EARD
Location: Manila, Philippines
Recruitment Type: National and Administrative
Date Posted: 17 April 2013
Closing Date: 2 May 2013 , 5:00 p.m. (1700 Manila Time, 0900
GMT)
Job Purpose:
To provide analytical support for the Division's International Staff (IS), contributing materially to the objective of improving portfolio performance; provide technical assistance in project processing and administration.
Expected Outcomes
Portfolio Management
- Assists the Project Administration Unit (PAU) Head in achieving the division's operational key result areas in portfolio management by performing the following:
- Monitors and reviews mission back-to-office reports and aides memoire or memorandum of agreements, progress reports and other available project performance indexes on a regular basis, and provides analytical inputs in monitoring and evaluating portfolio performance in general, including specific monitoring for projects rated as “Potential Problem” and “Actual Problem”.
- Reviews Project Performance Reports (PPRs) in the Oracle-based eOperations (eOps) system to ensure quality and consistency, checking that they adequately capture the prevailing issues and risks, reflect proper identification and analysis of implementation issues and define feasible follow up actions, and provides relevant and accurate information about the project in a comprehensive manner.
- Assists PAU Head and provides advice, guidance and analytical inputs to concerned IS to maintain high quality PPRs.
- Assists PAU Head in reviewing and monitoring the division's procurement action, and ensures the compliance and consistency for each developing member country (DMC) and the region as a whole.
- Develops and maintains the division's procurement database on issues and actions, and poorly performing and/or problem contractors and suppliers.
- Assists in the conduct of special loan/technical assistance (TA) review missions.
- Reviews and prepares annual mission plans and staff days requirement for project administration activities (loans and TAs).
- Develops and maintains a database of project administration issues and actions, and ensures that necessary actions are being taken by the concerned professional and administrative staff without delay.
- Consolidates and analyzes portfolio management data and prepares periodic and ad hoc reports on portfolio management.
- Sets up database on the milestone events of ongoing loans/TA projects to monitor their progress.
- Provides guidance to analysts in monitoring project performance and contributes to portfolio performance reports.
- Initiates preparatory actions, assembles and evaluates basic data and highlights issues to be addressed during preparation of Project Completion Reports (PCR) and TA Completion Reports (TCR).
- Analyzes project costs and other associated design parameters (e.g. financial arrangements, economic costs, etc.) for the preparation of project administration manuals (PAM), PCR, TCR and other project reviews as required.
- Assists the Project Administration Unit (PAU) Head in achieving the division's operational key result areas in portfolio management by performing the following:
- Monitors and reviews mission back-to-office reports and aides memoire or memorandum of agreements, progress reports and other available project performance indexes on a regular basis, and provides analytical inputs in monitoring and evaluating portfolio performance in general, including specific monitoring for projects rated as “Potential Problem” and “Actual Problem”.
- Reviews Project Performance Reports (PPRs) in the Oracle-based eOperations (eOps) system to ensure quality and consistency, checking that they adequately capture the prevailing issues and risks, reflect proper identification and analysis of implementation issues and define feasible follow up actions, and provides relevant and accurate information about the project in a comprehensive manner.
- Assists PAU Head and provides advice, guidance and analytical inputs to concerned IS to maintain high quality PPRs.
- Assists PAU Head in reviewing and monitoring the division's procurement action, and ensures the compliance and consistency for each developing member country (DMC) and the region as a whole.
- Develops and maintains the division's procurement database on issues and actions, and poorly performing and/or problem contractors and suppliers.
- Assists in the conduct of special loan/technical assistance (TA) review missions.
- Reviews and prepares annual mission plans and staff days requirement for project administration activities (loans and TAs).
- Develops and maintains a database of project administration issues and actions, and ensures that necessary actions are being taken by the concerned professional and administrative staff without delay.
- Consolidates and analyzes portfolio management data and prepares periodic and ad hoc reports on portfolio management.
- Sets up database on the milestone events of ongoing loans/TA projects to monitor their progress.
- Provides guidance to analysts in monitoring project performance and contributes to portfolio performance reports.
- Initiates preparatory actions, assembles and evaluates basic data and highlights issues to be addressed during preparation of Project Completion Reports (PCR) and TA Completion Reports (TCR).
- Analyzes project costs and other associated design parameters (e.g. financial arrangements, economic costs, etc.) for the preparation of project administration manuals (PAM), PCR, TCR and other project reviews as required.
Project Administration
- Provides support to PAU staff in the implementation of loans/TA projects.
- Analyzes and prepares comments/recommendations on bidding documents for procurement of goods and services, selection of consultants and training institutions to ensure compliance with ADB guidelines and policies.
- Analyzes and prepares recommendations on requests for approval of changes in project scope and implementation arrangements, reallocation of loan/TA proceeds and extension of closing dates.
- Reviews and evaluates Executing Agencies’ (EA) bid evaluation reports and prepares recommendations for award of contracts.
- Provides guidance to EAs on ADB's procurement guidelines and policies.
- Participates in project inception, review, mid-term review, special loan administration missions and project completion review missions as necessary.
- Reviews PAMs, and advises mission leaders to ensure that PAMs are consistent with the project framework, include yearly contract awards and disbursement projections, reflect specific DMC, executing agency and sector considerations based on the Division’s experience and lessons learned, and that PAMs are prepared with due consideration for the available skills, experience and knowledge of the concerned EA and counterpart staff.
- Provides support to PAU staff in the implementation of loans/TA projects.
- Analyzes and prepares comments/recommendations on bidding documents for procurement of goods and services, selection of consultants and training institutions to ensure compliance with ADB guidelines and policies.
- Analyzes and prepares recommendations on requests for approval of changes in project scope and implementation arrangements, reallocation of loan/TA proceeds and extension of closing dates.
- Reviews and evaluates Executing Agencies’ (EA) bid evaluation reports and prepares recommendations for award of contracts.
- Provides guidance to EAs on ADB's procurement guidelines and policies.
- Participates in project inception, review, mid-term review, special loan administration missions and project completion review missions as necessary.
- Reviews PAMs, and advises mission leaders to ensure that PAMs are consistent with the project framework, include yearly contract awards and disbursement projections, reflect specific DMC, executing agency and sector considerations based on the Division’s experience and lessons learned, and that PAMs are prepared with due consideration for the available skills, experience and knowledge of the concerned EA and counterpart staff.
Project Processing
- Reviews draft report and recommendation to the President (RRP) and TA papers, and provides advice on implementation arrangements (e.g. project implementation arrangements, reporting and coordination arrangements, etc.) procurement (contract packaging, procurement mode, etc.) and other matters that relate to general portfolio management (i.e. consistency of arrangements for audit of project accounts, structure of project management units, specific policy/institutional issues relating to portfolio management, etc.).
- Focuses on 'lessons learned' to ensure that the Division’s experience and lessons learned are adequately described in the RRP and reflected in project design.
- Analyzes project costs and other relevant design parameters
- Support in preparation of PAM, with a particular focus on procurement plan and financing terms and conditions.
- Reviews draft report and recommendation to the President (RRP) and TA papers, and provides advice on implementation arrangements (e.g. project implementation arrangements, reporting and coordination arrangements, etc.) procurement (contract packaging, procurement mode, etc.) and other matters that relate to general portfolio management (i.e. consistency of arrangements for audit of project accounts, structure of project management units, specific policy/institutional issues relating to portfolio management, etc.).
- Focuses on 'lessons learned' to ensure that the Division’s experience and lessons learned are adequately described in the RRP and reflected in project design.
- Analyzes project costs and other relevant design parameters
- Support in preparation of PAM, with a particular focus on procurement plan and financing terms and conditions.
Others
- Coordinates preparation of annual portfolio management program (i.e. consolidate and prioritize required project supervision missions) and assesses resource implications; monitors achievement of program.
- Assists in preparation of annual/mid-year budget estimates; monitors budget utilization; ensures resources allocated to portfolio management are utilized effectively for prioritized activities.
- Performs other duties that may be assigned as reflected in the incumbent’s workplan.
- Coordinates preparation of annual portfolio management program (i.e. consolidate and prioritize required project supervision missions) and assesses resource implications; monitors achievement of program.
- Assists in preparation of annual/mid-year budget estimates; monitors budget utilization; ensures resources allocated to portfolio management are utilized effectively for prioritized activities.
- Performs other duties that may be assigned as reflected in the incumbent’s workplan.
Educational Requirements:
- Bachelor’s degree in finance, business administration or equivalent, preferably with advanced training
Relevant Experience And Other Requirements:
Work experience
- At least 8 years hands-on experience in public sector development
- At least 8 years hands-on experience in public sector development
Technical knowledge
- Demonstrated expertise and experience within a specific area
- Familiar with good industry practices and guidelines within area of expertise
- Effective report-writing and communication skills in English
- Strong analytical skills
- Proficiency with computer-based applications.
- Demonstrated expertise and experience within a specific area
- Familiar with good industry practices and guidelines within area of expertise
- Effective report-writing and communication skills in English
- Strong analytical skills
- Proficiency with computer-based applications.
People and leadership skills
- Able to guide Administrative Staff (AS) to facilitate work planning, delivery and quality review
- Able to liaise and work effectively with government officials within own work location
- Able to work collaboratively with teams as a constructive team member.
- Strong oral and written communications skills
- Able to guide Administrative Staff (AS) to facilitate work planning, delivery and quality review
- Able to liaise and work effectively with government officials within own work location
- Able to work collaboratively with teams as a constructive team member.
- Strong oral and written communications skills
Core Competencies:
Application of Technical Knowledge and Skills
- Applies updated advancements in own knowledge area to relevant tasks
- Applies knowledge and practical skills to independently perform some complex tasks
- Conveys the need to use updated project approaches
Client Orientation
- Delivers Divisional contributions across a variety of products and services to meet the needs of different clients
- Proposes options to clients that may better meet their needs than current approaches
- Defines and delivers to agreed standards with clients
Achieving Results and Problem Solving
- Conducts detailed research and analysis to determine appropriate methods for addressing the causes of issues
- Self-monitors achievement of results according to work plans
- Identifies different stakeholder needs and desired outcomes when planning for outcomes
- Independently solves problems and makes recommendations
Working Together
- Maintains collaborative relationships within the Department
- Works effectively with diverse colleagues in own and other Divisions and Departments
- Flexibly alters positions and adjusts previously stated points of view to support the group consensus
- Follows through on team priorities in the absence of a team leader
Communication and Knowledge Sharing
- Checks with audience’s level of understanding and awareness of required follow up actions
- Consistently seeks and addresses feedback on own performance
- Creates knowledge products endorsed for wider distribution
- Independently amends and clarifies messages and documents
Innovation and Change
- Actively supports work improvement and/or organizational change by work and deed
- Develops and adopts change plans to support Division initiatives on which one works
- Considers current and future client needs in proposing ideas
- Vocalizes early support for change
- Recommends inputs to new policies, systems and processes in immediate work area.
Immediate Reporting Relationships / Other Information:
- Supervisor: Designated International Staff and senior National Staff
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