Project Administration Instructions

The Project Administration Instructions (PAIs) outline the policies and procedures to be followed by ADB staff involved in the administration of ADB-financed loan and technical assistance (TA) projects.

The PAIs are used in conjunction with operational documents including the Loan Regulations, Operations Manual (OM), Guidelines for Procurement Under Asian Development Bank Loans (Guidelines for Procurement), Guidelines on the Use of Consultants by the Asian Development Bank and its Borrowers (Guidelines for Use of Consultants), and the Loan Disbursement Handbook.

Abbreviations [ PDF: 8.88kb | 1 page ]

Operational Documents:
PAI No. Subject Date Issued Date Revised
 1. Preparatory Actions  
1.01 Initial Project Administration Activities [ PDF: 39kb | 7 pages ]   23 April 2010
1.02 Organizational Framework for Project Administration [ PDF: 27kb | 3 pages ]   21 December 2001
1.03 Signing of Loan and Technical Assistance Letter/Agreements [ PDF: 32kb | 4 pages ]   22 June 2009
1.04 Conditions and Declaration of Loan Effectiveness [ PDF: 19kb | 3 pages ]   21 December 2001
1.05 Project Administration Manual [ PDF: 23kb | 6 pages ]   23 April 2010
 2. Recruiting Consultants  
2.01 Definitions, Principles and Responsibilities [ PDF: 59kb | 13 pages ] 18 October 2010
2.02 Preparing Consultant Recruitment [ PDF: 48kb | 10 pages ] 18 October 2010
2.03 General Procedure for Selecting and Engaging Consultants [ PDF: 76kb | 15 pages ] 18 October 2010
2.04 Specific Requirements for Recruiting Consultants by ADB [ PDF: 70kb | 13 pages ] 28 October 2010
2.05 Specific Requirements for Recruiting Consultants by the EA [ PDF: 2,543kb | 76 pages ] 18 October 2010 1 January 2011
2.06 Consultant Contract Management [ PDF: 83kb | 14 pages ] 18 October 2010
2.07 Consultant Performance Evaluation [ PDF: 588kb | 15 pages ] 18 October 2010
 3. Procurement  
3.01 Preparatory Work and Procurement Supervision [ PDF: 134kb | 18 pages ]   21 February 2007
3.02 Eligibility [ PDF: 47kb | 5 pages ]   22 June 2006
3.03 International Competitive Bidding [ PDF: 81kb | 13 pages ]   31 August 2009
3.04 Local Procurement [ PDF: 46kb | 8 pages ] 22 June 2006 18 April 2008
3.05 Other Forms of Procurement [ PDF: 42kb | 4 pages ]   26 September 2007
3.06 Domestic Preference Scheme [ PDF: 35kb | 4 pages ] 29 January 2010
3.07 Advertising Procurement of Goods and Works [ PDF: 48kb | 9 pages ] 31 August 2009
3.08 Bid Security [ PDF: 17kb | 1 page ]   7 April 2006
3.09 Pricing and Freight Charges in Bids and Contracts [ PDF: 13kb | 1 page ]   7 April 2006
3.10 Procurement in Special Circumstances [ PDF: 47kb | 7 pages ]   22 June 2006
3.11 Functions and Rules of the Procurement Committee [ PDF: 51kb | 10 pages ]   11 Feb 2008
3.12 Procurement Contract Summary Sheet Procurement Contract Update Sheet [ PDF: 38kb | 4 pages ]   26 September 2007
3.13 Electronic Procurement [ PDF: 80kb | 18 pages ] 22 November 2005 7 April 2006
 4. Disbursements  
4.01 Withdrawal Applications [ PDF: 22kb | 1 page ]   21 December 2001
4.02 Disbursements under Force Account Works [ PDF: 13kb | 1 page ]   21 May 2010
4.03 Disbursement under Civil Works Contracts [ PDF: 12kb | 2 pages ]   21 December 2001
4.04 Suspension and Cancellation of Loans [ PDF: 30kb | 4 pages ]   20 May 2004
4.05 Loan Closing Dates [ PDF: 27kb | 3 pages ]   17 August 2005
4.06 Controlling Adverse Effect of Foreign Exchange Fluctuations on Externally Financed or Cofinanced Grants [ PDF: 19kb | 3 pages ] 21 December 2001  
 5. Project Administration Actions  
5.01 Executing Agency's Progress Report [ PDF: 44kb | 8 pages ]   21 December 2001
5.02 Change in Scope of Loan and/or Grant Funded Projects [ PDF: 64kb | 6 pages ] 2 December 2011
5.03 Reallocating Loan and/or Grant Proceeds [ PDF: 26kb | 2 pages ]   21 January 2011
5.04 Utilizing Surplus Loan and/or Grant Proceeds [ PDF: 22kb | 1 pages ]   21 January 2011
5.05 Project Cost Overruns for Loan and/or Grant Financed Projects [ PDF: 26kb | 2 pages ]   21 January 2011
5.06 Counterpart Financing for Loan and/or Grant Financed Projects [ PDF: 22kb | 1 page ]   21 January 2011
5.07 Submission of Audited Project Accounts and Financial Statements [ PDF: 63kb | 11 pages ] 21 December 2001  5 January 2009
5.08 Project Performance Monitoring [ PDF: 103kb | 9 page ]   27 June 2011
5.09 Administering Grant-Financed Technical Assistance Projects [ PDF: 91kb | 22 pages ] 21 December 2001 5 January 2009
5.10 Implementing Small Projects with Community Participation [ PDF: 82kb | 21 pages ] 16 February 2005 26 September 2009
 6. Internal Procedures and Reports  
6.01 Project Administration Reviews [ PDF: 101kb | 12 pages ]   21 December 2001
6.02 Project Administration Missions [ PDF: 49kb | 10 pages ]   25 June 2010
6.03 Reports by Project Administration Missions [ PDF: 82kb | 12 pages ]   18 September 2007
6.04 Loan Milestone Event Dates [ PDF: 12kb | 1 page ]   25 July 2005
6.05 Project Performance Reports [ PDF: 316kb | 28 pages ] 21 December 2001 13 October 2008
6.06 Reports to the Board of Directors on Loan and Technical Assistance Portfolio Performance [ PDF: 11kb | 2 pages ]   2 April 2006
6.07 Project Completion Report and Extended Annual Review Report    
  A. Project Completion Report for Sovereign Operations [ PDF: 97kb | 34 pages ]   4 March 2009
  B. Extended Annual Review Reports for Nonsovereign Operations [ PDF: 246kb | 36 pages ] 21 July 2008  
6.08 Technical Assistance Completion Report [ PDF: 34kb | 6 pages ] 16 February 2005 9 February 2011
6.09 Technical Assistance Performance Report [ PDF: 176kb | 11 pages ] 11 December 2003 17 August 2009