Employment

To provide support in carrying out the following key activities: grant mobilization, processing, administration and reporting to donors; administration of the OCO website, cofinancing database management, internal and external reporting; and work on OCO's visibility particularly in the production and update of annual reports, presentations, and publications. These require extensive and direct liaison with internal and external clients and involve processing and administration of grant cofinancing portfolio.

Grant Mobilization, Processing, Administration and Reporting to Donors
Assists in mobilization efforts related to grant cofinancing activities by liaising with donors on submission of specific project proposals. Assists in processing and administration of grant-financed Technical Assistance (TAs) and grant components of loan projects.

Reviews and prepares preliminary comments on TA papers involving grant cofinancing and directly discusses with staff concerned. Follows up on compliance of requirements under cofinancing agreements (provision of bank account details; schedule of remittances; submission of progress, financial, and audit reports, extensions of validity of agreements). Obtains relevant project documents/reports (e.g. Progress Reports, financial statements, and other information) from other departments and reviews them before submission to donor agencies as required. Seeks donor confirmation of cofinancing and inputs cofinancing data for grant cofinancing in the Project Processing Information System (PPIS). Assists in the submission of Grant Cofinancing Board Papers for circulation and approval. Reviews and stores Cofinancing Agreements and other related Grant Cofinancing Board Papers and documents in the proper manual/electronic repository and ensures transmission of original documents to Office of the Secretary where required. Coordinates with Central Operations Services Office (COSO) on readiness to commit the ADB-administered external grants, for project activities, based on firm commitments by the donors. Collects relevant documents to complete the cofinancing files for projects under processing; and responds to cofinanciers' queries upon clearance by supervisor(s).

Contacts and obtains relevant documents/papers from other departments as requested by donor countries. Consults directly project officers when necessary for clarification. Packages these materials into reports and submits to donor agencies.

Reviews and analyzes Financial Statements for grant-financed TAs and grant components of loan projects before submission to donors' agencies. If necessary, consults and coordinates with Controller's Department (CTL) for changes and adjustments in Financial Statements, including recording and transfer of balances.

Work on OCO's Visibility
Acts as Cofinancing Website Administrator. Reviews, updates and ensures that information in this website comprising official and commercial cofinancing and the overall OCO organization, activities and initiatives is accurate, current, and updated regularly, specially the donor and partnership information.

Acts as OCO's focal point for liaison with Department of External Relations (DER) on matters relating to grant cofinancing, to ensure that major grant cofinancing initiatives are adequately reflected in ADB's printed news sources with direct liaison with internal and external clients to get their clearances. Provides data and other statistical reports on cofinancing for inclusion in ADB publications. Prepares presentation materials for use in OCO’s promotional/outreach activities.

Database Management and Internal Reporting Activities
Systematically and regularly updates and disseminates the grant cofinancing matrix, keeping track of and reporting new contributions, replenishments, balances, commitments and utilizations and consolidates all these information for easy and meaningful reference.

Manages and updates grant cofinancing database/lotus notes/projects module to ensure timely input and quality of data and coordinates with operational departments on compliance with requirements by internal and external clients. Extracts and packages relevant statistical information as needed. Prepares, analyzes and finalizes various reports for the Board, operational departments and external clients. Assists in updating cofinanciers' profiles/handouts and assists in drafting briefing notes for OCO and ADB Management

Coordination, Logistics, and Administrative Support
Drafts consultation program and schedule and arranges logistics for visiting delegation from donor agencies. Assists in preparation of presentation materials for cofinancing seminars and workshops. Provides coordination and administrative support prior to, and during, the programs as appropriate.

Others
Performs other duties that may be assigned by the immediate supervisor, specialist and/or director.

Bachelor's degree major in business administration, economics, or related areas.

Suitability to undertake the responsibilities mentioned above at the required level.

At least 5 years experience in a multilateral organization relating to project processing and administrative work

Excellent oral and written communication and strong interpersonal skills

Knowledge of office computer applications such as database and website management, and mainframe subsystems such as Grant Financial Information System (GFIS), Technical Assistance Information System (TAIS), and Loan Financial Information System (LFIS).

Technical Knowledge and Skills
- Can perform the job independently
- Recognizes and corrects things that are wrong
- Can answer all routine queries and questions

Client Orientation
- Sees colleagues and other departments as clients as well as external contacts
- Speaks and acts with respect towards clients
- Makes changes to help clients when their needs change

Achieving Results
- Manages time to ensure work is completed to deadlines and targets
- Prioritizes to ensure important deadlines are met
- Manages obstacles to getting work done

Working Together
- Regularly assists others in their work
- Has supportive and cooperative relationships with other colleagues in the team
- Complements the work of other team members

Learning and Knowledge Sharing
- Learns new things and keeps knowledge and skills up to date
- Volunteers for training and development
- Explains new methods of work to colleagues and voluntarily shares useful information

Designated professional staff (PS) and/or national officer (NO)

The Asian Development Bank's vision is a region free of poverty. Established in 1966 and headquartered in Manila, Philippines, ADB's multicultural staff come from over 50 member countries. ADB's Headquarters in Manila generally recruits its administrative staff locally from the Philippines. ADB offers a highly competitive salary and benefits package applicable to local staff. While the position advertised is for ADB Headquarters in Manila, Philippines, ADB staff must be prepared to serve in any location outside its Headquarters at the discretion of Management.

Apply electronically, quoting Ref. No. EXT-AS08-171(2)-OCO and job title on subject line and attaching application form to email address LS-jobs@adb.org no later than 17 October 2008, 5:00 p.m., Manila time.

Due to the volume of applications, ADB will not be able to respond to inquiries about application status and will only contact shortlisted candidates. Applications from qualified ADB staff will be considered before external applications.

Applications lacking the job reference number and job title or using the wrong e-mail address will not be considered.