Reference #: ADB-HR-13-0305
Position Title: Associate Project Analyst
Department: Pacific Department
Division: Transport, Energy and Natural Resources
Division, PARD
Location: Manila, Philippines
Recruitment Type: National and Administrative
Closing Date: 10 June 2013 , 5:00 p.m. (1700
Manila Time, 0900 GMT)
Job Purpose:
To provide statistical and analytical support to the functions of portfolio management.
Expected Outcomes
Project Start-up Support
- Contributes to preparation of Project and/or Facility Administration Manuals and Grant Implementation Manuals by consolidating data and information for appendixes, drafting project description and scope, project cost and financing plan, procurement plan, selection procedures and terms of reference for the consulting services, design and monitoring framework, loan covenants, and others.
- Prepares initial inputs of information and data of loan, grant and TA projects for eOperations, including project description and scope, design and monitoring framework, and initial baseline projections for contract awards and disbursements.
- Undertakes activities connected with the initial operation and implementation of loan, grant and technical assistance (TA) projects, including monitoring and following up of loan/grant signing, TA letter signing, loan/grant effectivity, drafting necessary documents and correspondence related to such activities.
- Contributes to preparation of Project and/or Facility Administration Manuals and Grant Implementation Manuals by consolidating data and information for appendixes, drafting project description and scope, project cost and financing plan, procurement plan, selection procedures and terms of reference for the consulting services, design and monitoring framework, loan covenants, and others.
- Prepares initial inputs of information and data of loan, grant and TA projects for eOperations, including project description and scope, design and monitoring framework, and initial baseline projections for contract awards and disbursements.
- Undertakes activities connected with the initial operation and implementation of loan, grant and technical assistance (TA) projects, including monitoring and following up of loan/grant signing, TA letter signing, loan/grant effectivity, drafting necessary documents and correspondence related to such activities.
Project Performance Monitoring
- Updates information and performance of assigned loan, grant and TA projects into eOperations quarterly or as necessary, including project description and scope, status of implementation, developments, major problems, and actions taken/proposed.
- Participates in the departmental and divisional portfolio review meetings when needed.
- Assists designated International Staff in applying rules and procedures, such as the Loan/Grant Regulations, Project Administration Instructions, loan/grant/TA disbursement handbooks, the financial management handbook.
- Assists designated International Staff in preparing annual project administration plans, including mission plans, identification of issues to be addressed, and in preparing revised projections for contract awards and disbursements.
- Maintains records needed to monitor compliance with loan/grant covenants, following up outstanding obligations of executing agencies (EA) such as the submission of monthly and/or quarterly progress reports, safeguard compliance reports, and benefit monitoring and evaluation reports, and inputting data on the status of such compliance in e-Operations.
- Participates in various missions as required such as inception, review, mid-term review and project completion missions by providing assistance in collecting data on contract awards and disbursements, reconciliation of project accounts, compliance with loan covenants, and familiarizing executing agencies with ADB's policies and procedures and assisting them where necessary in the preparation of various reports and disbursement applications.
- Updates information and performance of assigned loan, grant and TA projects into eOperations quarterly or as necessary, including project description and scope, status of implementation, developments, major problems, and actions taken/proposed.
- Participates in the departmental and divisional portfolio review meetings when needed.
- Assists designated International Staff in applying rules and procedures, such as the Loan/Grant Regulations, Project Administration Instructions, loan/grant/TA disbursement handbooks, the financial management handbook.
- Assists designated International Staff in preparing annual project administration plans, including mission plans, identification of issues to be addressed, and in preparing revised projections for contract awards and disbursements.
- Maintains records needed to monitor compliance with loan/grant covenants, following up outstanding obligations of executing agencies (EA) such as the submission of monthly and/or quarterly progress reports, safeguard compliance reports, and benefit monitoring and evaluation reports, and inputting data on the status of such compliance in e-Operations.
- Participates in various missions as required such as inception, review, mid-term review and project completion missions by providing assistance in collecting data on contract awards and disbursements, reconciliation of project accounts, compliance with loan covenants, and familiarizing executing agencies with ADB's policies and procedures and assisting them where necessary in the preparation of various reports and disbursement applications.
Project Financial Management
- Administers all activities necessary to process disbursement claims by reviewing withdrawal applications, following-up submission, preparing required correspondence and re-estimating project costs and ADB's commitments and financing percentages.
- Compiles data and statistics on contract awards and disbursements for the assigned projects, and assists in monitoring and analyzing the actual contract awards and disbursements against targets to identify shortfalls and underlying causes, following-up with the executing agencies, and identifying needed actions to meet projections.
- Assists in reviewing requests for changes and/or reallocation of loan, grant and TA proceeds, and in drafting requisite memos for approval.
- Reconciles project accounts and monitors disbursement status, imprest accounts as well as creation and closing of accounts.
- Monitors EAs’ submission of audited financial statements and/or project accounts, and assists in reviewing the submitted audit reports.
- Familiarizes staff of EAs with the ADB's loan/grant/TA disbursement guidelines and procedures.
- Updates project data in ADB applications, such as Mainframe and e-operations, and prepares various reports on projects’ financial status as required by the Department and Management.
- Administers all activities necessary to process disbursement claims by reviewing withdrawal applications, following-up submission, preparing required correspondence and re-estimating project costs and ADB's commitments and financing percentages.
- Compiles data and statistics on contract awards and disbursements for the assigned projects, and assists in monitoring and analyzing the actual contract awards and disbursements against targets to identify shortfalls and underlying causes, following-up with the executing agencies, and identifying needed actions to meet projections.
- Assists in reviewing requests for changes and/or reallocation of loan, grant and TA proceeds, and in drafting requisite memos for approval.
- Reconciles project accounts and monitors disbursement status, imprest accounts as well as creation and closing of accounts.
- Monitors EAs’ submission of audited financial statements and/or project accounts, and assists in reviewing the submitted audit reports.
- Familiarizes staff of EAs with the ADB's loan/grant/TA disbursement guidelines and procedures.
- Updates project data in ADB applications, such as Mainframe and e-operations, and prepares various reports on projects’ financial status as required by the Department and Management.
Procurement and Consultant Services
- Contributes to the review of various procurement documents, for example, prequalification documents, bid evaluation reports, contract awards-related documents/reports such as Project Contract Summary Sheet or Project Contract Update Sheet, and assists in drafting various papers (for example, procurement papers for award of contracts), and correspondences as required.
- Assists designated International Staff in recruiting consultants in preparing shortlists, request for proposals, evaluation of proposals, contract negotiations, and contract signing. Also assists in issuing contract variations for consultants’ contracts.
- Updates the Consultant Recruitment Activity Monitoring System and the Procurement Contract Monitoring System to support monitoring of the progress of consultant recruitment and procurement.
- Assists in monitoring submission of TA consultants’ final billings and TA completion for timely closure of TA accounts.
- Contributes to the review of various procurement documents, for example, prequalification documents, bid evaluation reports, contract awards-related documents/reports such as Project Contract Summary Sheet or Project Contract Update Sheet, and assists in drafting various papers (for example, procurement papers for award of contracts), and correspondences as required.
- Assists designated International Staff in recruiting consultants in preparing shortlists, request for proposals, evaluation of proposals, contract negotiations, and contract signing. Also assists in issuing contract variations for consultants’ contracts.
- Updates the Consultant Recruitment Activity Monitoring System and the Procurement Contract Monitoring System to support monitoring of the progress of consultant recruitment and procurement.
- Assists in monitoring submission of TA consultants’ final billings and TA completion for timely closure of TA accounts.
Educational Requirements:
- Bachelor's degree preferably relating to project financial management and administration
Relevant Experience And Other Requirements:
Work experience
- At least 5 years of relevant work experience; related experience in international agencies will be preferred
- At least 5 years of relevant work experience; related experience in international agencies 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
- Proficiency in operating microcomputers and using ADB software packages, for performing word processing, spreadsheets, graphics and database applications
- 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
- Proficiency in operating microcomputers and using ADB software packages, for performing word processing, spreadsheets, graphics and database applications
People and leadership skills
- Able to liaise and work effectively with staff within own work location and throughout ADB
- Able to work collaboratively with teams as a constructive team member
- 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 written English communication skills
- Able to liaise and work effectively with staff within own work location and throughout ADB
- Able to work collaboratively with teams as a constructive team member
- 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 written English communication skills
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
Achieving Results and Problem Solving
- 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
Communication and Knowledge Sharing
- 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
Innovation and Change
- 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 Staff
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