Project Administration Instructions

Date: December 2011
Type: Guides
Subject:
ADB administration and governance

Description

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.

Contents

PAI No. Subject Date Issued Date Revised
Preparatory Actions
1.01 Initial Project Administration Activities   23 April 2010
1.02 Organizational Framework for Project Administration   21 December 2001
1.03 Signing of Loan and Technical Assistance Letter/Agreements   22 June 2009
1.04 Conditions and Declaration of Loan Effectiveness   21 December 2001
1.05 Project Administration Manual   23 April 2010
Recruiting Consultants
2.01 Definitions, Principles and Responsibilities 18 October 2010 7 August 2012
2.02 Preparing Consultant Recruitment 18 October 2010 7 August 2012
2.03 General Procedure for Selecting and Engaging Consultants 18 October 2010 7 August 2012
2.04 Specific Requirements for Recruiting Consultants by ADB 28 October 2010 31 July 2013
2.05 Specific Requirements for Recruiting Consultants by the EA 18 October 2010 12 December 2012
2.06 Consultant Contract Management 18 October 2010 12 December 2012
2.07 Consultant Performance Evaluation 18 October 2010  
Procurement
3.01 Preparatory Work and Procurement Supervision   19 April 2012
3.02 Eligibility   22 June 2006
3.03 International Competitive Bidding   31 August 2009
3.04 Local Procurement 22 June 2006 18 April 2008
3.05 Other Forms of Procurement   26 September 2007
3.06 Domestic Preference Scheme   29 January 2010
3.07 Advertising Procurement of Goods and Works   31 August 2009
3.08 Bid Security   7 April 2006
3.09 Pricing and Freight Charges in Bids and Contracts   7 April 2006
3.10 Procurement in Special Circumstances   22 June 2006
3.11 Functions and Rules of the Procurement Committee   19 April 2012
3.12 Procurement Contract Summary Sheet Procurement Contract Update Sheet   26 September 2007
3.13 Electronic Procurement 22 November 2005 7 April 2006
Disbursements
4.01 Conditions for Withdrawal from Loan and Grant Accounts   March 2013
4.02 Loan and Grant Disbursement   March 2013
4.03 Suspension and Cancellation of Loans   20 May 2004
4.04 Loan Closing Dates   17 August 2005
4.05 Controlling Adverse Effect of Foreign Exchange Fluctuations on Externally Financed or Cofinanced Grants 21 December 2001  
Project Administration Actions
5.01 Executing Agency's Progress Report   21 December 2001
5.02 Change in Scope of Loan and/or Grant Funded Projects   May 2013
5.03 Reallocating Loan and/or Grant Proceeds   May 2013
5.04 Utilizing Surplus Loan and/or Grant Proceeds   May 2013
5.05 Project Cost Overruns for Loan and/or Grant Financed Projects   May 2013
5.06 Counterpart Financing for Loan and/or Grant Financed Projects   21 January 2011
5.07 Financial Reporting and Auditing of Loan and/or Grant Financed Projects 21 December 2001  4 June 2012
5.08 Project Performance Monitoring   27 June 2011
5.09 Administering Grant-Financed Technical Assistance Projects 21 December 2001 May 2013
5.10 Implementing Small Projects with Community Participation 16 February 2005 26 September 2009
Internal Procedures and Reports
6.01 Project Administration Reviews   21 December 2001
6.02 Project Administration Missions   25 June 2010
6.03 Reports by Project Administration Missions   18 September 2007
6.04 Loan Milestone Event Dates   25 July 2005
6.05 Project Performance Reports 21 December 2001 13 October 2008
6.06 Reports to the Board of Directors on Loan and Technical Assistance Portfolio Performance   2 April 2006
6.07 Project Completion Report and Extended Annual Review Report    
  Project Completion Report for Sovereign Operations   4 March 2009
  Extended Annual Review Reports for Nonsovereign Operations 21 July 2008  
6.08 Technical Assistance Completion Report 16 February 2005 9 February 2011
6.09 Technical Assistance Performance Report 11 December 2003 17 August 2009