Associate Project Analyst

Reference #: ADB-HR-13-0300

Position Title: Associate Project Analyst

Department: East Asia Department

Division: Energy Division, EARD

Location: Manila, Philippines

Recruitment Type: National and Administrative

Date Posted: 24 May 2013

Closing Date: 7 June 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To provide administrative and analytical support to the functions of portfolio management and project administration in general.

Expected Outcomes

Work 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):

Project Administration Memorandum (PAM)

• Contributes to the preparation of PAM by gathering and consolidating data in the appendices, and preparing draft on various sections, for example,

- Project description/scope,
- Project cost,
- Loan allocation,
- Procurement,
- Loan covenants, etc.

Project Performance in eOperations

• Reviews and updates individual records of assigned projects in the Oracle-based eOperations Project every month for loans and grants outlining all the required details and participates in Departmental project portfolio meetings when needed.

Statistical Reports

• Compiles data and statistics on contract awards and disbursements for the assigned projects for the generation of various reports required by the Department and Management.
• Monitors and analyzes the actual awards and disbursements against targets to identify shortfalls and their underlying causes, and follows up these matters with the Executing Agencies (EAs).

Mission Participation

• Participates in various missions as required such as inception, review, mid-term mission and project completion report missions by providing independent support in:

- Collecting data on contract awards and disbursements,
- Reconciliation of project accounts,
- Compliance with loan covenants,
- Familiarizing EAs with ADB's loan procedures
- Assisting them where necessary in the preparation of various reports and applications.

Project Covenants

• Maintains records needed to monitor compliance with project and technical assistance (TA) covenants.
• Follows up on outstanding obligations of executing agencies such as the submission of financial statements, monthly and/or quarterly progress reports.
• Inputs data on the status of such compliance into the database, in consultation with the respective project team leader.

Project/TA Implementation

• Provides support in the preparation of terms of reference (TOR) and cost estimates for consultant recruitment for TAs.
• Verifies and updates project information documents.
• Processes consultants’ contract variation and reviews consultants’ claims for TAs.
• Monitors consultants’ contracts and output delivery.
• Prepares project information updates and progress reports.
• Monitors physical progress in projects/TA implementation, for example, by following up on outstanding obligations of EAs to expedite procurement/contract awards.
• Familiarizes EAs with ADB guidelines and procedures and ensures their compliance with project covenants.
• Monitors progress in terms of outputs and deliverables, following up submission of project reports, financial statements, etc.
• Maintains related documents, records and files for delegated projects.
• Maintains computer-based information system for project administration matters.

Disbursements

• Assists in processing disbursements for delegated and non-delegated projects by following up with EAs on timely submission of withdrawal applications.
• Reviews withdrawal applications for compliance with project agreement.
• Prepares/reviews data input for procurement contract summary sheet (PCSS) to update the loan financial information system (LFIS).

Others

• Performs other tasks as assigned and reflected in the incumbent’s workplan.

Educational Requirements:

• Bachelor’s degree in a relevant field

Relevant Experience And Other Requirements:

Work experience
- At least 5 years of relevant professional experience preferably in the Energy Sector

Technical knowledge

• Proven ability to work independently on assigned transactions, areas of analysis and research, which have well-defined scope and steps
• Able to conduct cost-benefit analysis to support decision-making
• Able to set priorities for self and junior team members
• Effective report-writing and communication skills in English and the national language (as required)
• Proficient in spreadsheets and required information technologies.

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

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 (IS) and senior National Staff (NS)

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