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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 ]

PAI NO.	SUBJECT	DATE ISSUED	DATE REVISED
	1. Preparatory Actions
1.01	Initial Project Administration Activities [ PDF: 42kb \| 7 pages ]		7 April 2006
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: 18kb \| 3 pages ]		18 September 2006
1.04	Conditions and Declaration of Loan Effectiveness [ PDF: 19kb \| 3 pages ]		21 December 2001
1.05	Project Administration Memorandum [ PDF: 52kb \| 7 pages ]		15 May 2008
	2. Recruiting Consultants
2.01	General Guidelines on Recruiting Consultants	21 December 2001	25 February 2008
	A: General Principles [ PDF: 40kb \| 4 pages ]		25 February 2008
	B: Types of Consultants and Consulting Assignments [ PDF: 34kb \| 3 pages ]		25 February 2008
	C: Eligibility [ PDF:42kb \| 5 pages ]		25 February 2008
2.02	Recruiting Consulting Firms
	A: Selection Methods [ PDF: 80kb \| 11 pages ]	7 April 2006	25 February 2008
	B: Types of Technical Proposals [ PDF: 16kb \| 3 pages ]	7 April 2006	1 January 2008
	C: Types of Contracts [ PDF: 17kb \| 2 pages ]	7 April 2006	1 January 2008
	D: For Technical Assistance Assignments [ PDF: 120kb \| 27 pages ]	7 April 2006	18 March 2008
	E: For Loan/Grant Projects and Delegated TA Grants, and Trust Funds [ PDF: 186kb \| 33 pages ]	7 April 2006	13 June 2008
	F: For Staff Consulting Assignments [ PDF: 29kb \| 3 pages ]	7 April 2006	1 January 2008
	G: For In-House Training Assignments under the Administrative Budget [ PDF: 42kb \| 5 pages ]	7 April 2006	1 January 2008
	H: NGOs, Specialized International and National Agencies, Universities and Institutes, Service Contractors, and Other Special Types of Consultants [ PDF: 39kb \| 6 pages ]	7 April 2006	1 January 2008
2.03	Recruiting Individual Consultants
	A: For Technical Assistance Assignments [ PDF: 38kb \| 8 pages ]	7 April 2006	18 March 2008
	B: For Loan/Grant Project Assignments [ PDF: 41kb \| 4 pages ]	7 April 2006	25 February 2008
	C: For Staff Consulting Assignments [ PDF: 45kb \| 7 pages ]	7 April 2006	18 March 2008
	D: For In-House Training Assignments Under the Administrative Budget [ PDF: 34kb \| 4 pages ]	7 April 2006	1 January 2008
	E: For Resource Person Assignments [ PDF: 25kb \| 2 pages ]	7 April 2006	25 February 2008
2.04	Supervising the Implementation of Consulting Services
	A: Supervising Consultants for Grant-Financed Technical Assistance [ PDF: 59kb \| 13 pages ]	1 January 2008
	B: Supervising Consultants on Loan/Grant Project Assignments [ PDF: 18kb \| 1 pages ]	1 January 2008
	C: Supervising Consultants on Staff Consulting Assignments [ PDF: 13kb \| 2 pages ]	1 January 2008
2.05	Evaluating Consultants' Performance
	A: Consulting Firms [ PDF: 53kb \| 13 pages ]	1 January 2008
	B: Individual Consultants [ PDF: 22kb \| 4 pages ]	1 January 2008	5 June 2008
	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: 80kb \| 13 pages ]		22 June 2006
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: 68kb \| 14 pages ]		20 February 2007
3.07	Advertising Procurement of Goods and Works [ PDF: 45kb \| 9 pages ]		18 April 2008
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: 19kb \| 1 page ]		21 December 2001
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	Contract Awards, Commitments, and Disbursement Projections [ PDF: 19kb \| 2 pages ]	21 December 2001
5.03	Reviewing Compliance with Loan Covenants [ PDF: 20kb \| 2 pages ]		21 December 2001
5.04	Change in Project Scope or Implementation Arrangements [ PDF: 37kb \| 6 pages ]		13 June 2008
5.05	Reallocating Loan Proceeds [ PDF: 27kb \| 2 pages ]		17 August 2005
5.06	Utilization of Surplus Loan Proceeds [ PDF: 18kb \| 1 page ]		1 June 2007
5.07	Project Cost Overruns [ PDF: 12kb \| 2 pages ]		21 December 2001
5.08	Local Cost Financing by Borrowers [ PDF: 10kb \| 1 page ]		21 December 2001
5.09	Submission of Audited Project Accounts and Financial Statements [ PDF: 57kb \| 12 pages ]	21 December 2001	22 October 2004
5.10	Project Performance Ratings [ PDF: 271kb \| 33 pages ]		06 October 2004
5.11	Administering of Grant-Financed Technical Assistance Projects [ PDF: 69kb \| 18 pages ]		1 January 2008
5.12	Implementing Small Projects with Community Participation [ PDF: 117kb \| 26 pages ]	16 February 2005	26 September 2007
	6. Internal Procedures and Reports
6.01	Project Administration Reviews [ PDF: 101kb \| 12 pages ]		21 December 2001
6.02	Project Administration Missions [ PDF: 55kb \| 10 pages ]		20 September 2006
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: 215kb \| 27 pages ]	21 December 2001
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: 95kb \| 34 page ]		21 July 2008
	B. Extended Annual Review Reports for Nonsovereign Operations [ PDF: 246kb \| 36 page ]	21 July 2008
6.08	Technical Assistance Completion Report [ PDF: 32kb \| 8 pages ]		19 June 2006
6.09	Technical Assistance Performance Report [ PDF: 98kb \| 9 pages ]	11 December 2003