| Reference # | ADB-HR-13-0374 |
|---|---|
| Position Title: | Associate Project Officer |
| Department | Central and West Asia Department |
| Division | Urban Development and Water Division, CWRD |
| Location | Manila, Philippines |
| Recruitment Type | National and Administrative |
| Date Posted | 28 June 2013 |
| Closing Date | 12 July 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT) |
Job Purpose:
To support the Division in project processing and project administration activities related to loan and Technical Assistance (TA) projects, and to support overall portfolio management
Expected Outcomes
Project Processing
Supports Project Team Leaders to design loan and grant projects and prepare loan and grant approval documents, including:
• Analyses and identification of sector performance indicators to assist in the Design & Monitoring Framework (DMF) preparation.
• Assists in the design of project implementation arrangements, including procurement/disbursement procedures, financing plans, and project management set-up.
• Assists in the preparation of Project/Facility Administration Manuals (PAM/FAM).
• Provides inputs for RRP preparation, such as lessons learned from past projects, data on outstanding loans, grants, TAs, etc.
• Participates in project processing missions as necessary.
Project Administration
Provides support to Professional staff in project implementation management for loan, grants and TAs including:
• Assists in updating and revising PAM/FAMs.
• 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.
• Conducts background analyses and drafts requests for approval of changes in project scope and implementation arrangements, reallocation of TA/loan proceeds, and extension of closing dates; monitors change of loan financing percentages.
• Assists preparation of annual contract awards and disbursement projections and monitors progress.
• Drafts project administration related memos and correspondence.
• Assists in the process of TA consultant recruitment and coordinates paperwork with concerned departments/offices; monitors submission of consultants' final billings and TA completion to ensure timely closing of TA accounts.
• Monitors submission of consultants' reports, quarterly project reports and safeguard documents; assists in ensuring compliance with Public Communication Policy.
• Supervises and reviews the accuracy and consistency of data to ensure the quality of individual Project Performance Reports and Technical Assistance Project Reports
• Monitors compliance with loan covenants and action plans; maintains system to monitor submission of Audit Reports and Project Accounts.
• Reviews audited financial statements with qualified and unqualified auditor's opinion and prepares corresponding correspondence and follow up actions.
• Tracks project outputs against ADB Results Framework.
• Participates in project inception, review, mid-term review, special loan administration missions and project completion review missions.
• Provides training for counterpart staff in project implementation; facilitates communication between implementing agencies and ADB.
• Assists Unit Head, Project Administration in conduct of special project review missions; reviews and prepares annual mission plans and staff-days requirement for project administration activities.
Portfolio Management
Contributes to the achievement of the Division’s operational key result areas in portfolio management by assisting the Unit Head, Project Administration to:
• Supervises the review, analysis, and consolidation of regular reports on status of ongoing loan/grant/TA projects, achievement of intended outputs/goals.
• Monitors and analyzes contract awards/disbursements projection and performance on contract awards/disbursements, project completion report/TA completion report programs and consults with concerned dealing officers on reasons for deviations and proposed courses of action to meet targets.
• Provides background analysis of problems encountered, in consultation with dealing officer, of projects classified "At Risk".
• Develops database on the milestone events of ongoing loans/TA projects to monitor their progress.
• Coordinates report preparation within the division, in department and with other departments/offices concerned.
• Ensures that required reports are produced and submitted on time, in the appropriate form and as complete and accurate as necessary.
Others
- Provides guidance and training to Assistant Project Analysts and Assistants within the Division.
- Performs other duties that may be assigned as reflected in the incumbent’s workplan.
- Performs other duties that may be assigned as reflected in the incumbent’s workplan.
Educational Requirements:
- Bachelor’s degree in Engineering, Economics, Finance/Accounting, Business Administration or a related field, preferably with advanced training
Relevant Experience And Other Requirements:
Work experience
- At least 8 years of experience in one or more of the following: project administration/coordination, portfolio management, and project processing.
- Experience in applying expertise in an international setting.
- At least 8 years of experience in one or more of the following: project administration/coordination, portfolio management, and project processing.
- Experience in applying expertise in an international setting.
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
- High level of computer proficiency and ability (or demonstrated capability to quickly develop such ability) to use COSTAB and Microsoft Project. Comprehensive knowledge of ADB's operational processes and administration guidelines.
- Strong skills with computer-based applications.
- Strong research skills and experience compiling and organizing data.
- 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
- High level of computer proficiency and ability (or demonstrated capability to quickly develop such ability) to use COSTAB and Microsoft Project. Comprehensive knowledge of ADB's operational processes and administration guidelines.
- Strong skills with computer-based applications.
- Strong research skills and experience compiling and organizing data.
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
Social Plugin