Job Purpose:

To provide administrative and analytical support to the functions of portfolio management, project administration and project processing 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 and updating of PAM by gathering and consolidating data, and preparing draft on various sections such as:

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

Project Performance Reports (PPRs)

• Prepares and updates individual Project Performance Reports through eOperations for loans/grants outlining all the required details for example, project description/scope, status of implementation, developments, major problems, actions taken/proposed, and participates in the Departmental PPR 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/implementing agencies.

Mission Participation

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

• Collecting data on contract awards and disbursements,
• Reconciliation of project accounts,
• Compliance with loan/grant covenants,
• Familiarizing the executing agencies (EAs) and implementing agencies (IAs) with ADB's loan/grant and TA procedures
• Assisting them where necessary in the preparation of various reports and applications.

Project Covenants

• Maintains records in eOperations as required to monitor compliance with project and TA covenants.
• Follows up on outstanding obligations of the EAs/IAs such as the submission of financial statements, and monthly and/or quarterly progress reports.
• Inputs data on the status of such compliance into eOperations.

Project/TA Implementation

• Monitors physical progress in projects/TA implementation, for example, by following up on outstanding obligations of EAs/IAs to expedite procurement/contract awards.
• Familiarizes EAs/IAs 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.

Disbursements

• Undertakes all activities to process disbursement requests including:

- Reviewing of withdrawal applications and verifying compliance with disbursement conditions,
- Developing disbursement projections, monitoring actual disbursements, tracking shortfalls and identifying causes of such shortfalls.
- Preparing/updating project data in ADB applications such as eOps and mainframe.

Others

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

Educational Requirements:

• Bachelor's degree in finance, business administration or a relevant discipline.

Relevant Experience And Other Requirements:

Work experience
- At least 5 years of relevant work experience

Technical knowledge

• Demonstrates 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
• Effective report-writing and communication skills in English
• Proficient in spreadsheets and required information technologies

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
- Able to establish and maintain productive contacts with appropriate officials of host government, donor agencies and EAs/IAs
- Ability to work with individuals from different cultural/national backgrounds

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)