Does my executing/implementing agency have the staff and capability to work with ADB?
ADB's Office of Anticorruption and Integrity conducts project procurement-related reviews (PPRRs) or proactive integrity reviews to help prevent and detect integrity violations. In this context, government agencies that execute and implement ADB-supported projects need the following:
- An organizational chart in relation to ADB project management that is based on the implementation arrangements specified in the financing agreement.
- Documented job descriptions and/or adequate staff orientation to clarify the roles and responsibilities of each staff member assigned to the project.
- Project procedure manual or documented instructions, which includes the key processes for procurement, including contract award, financial management, and contract management.
- Project records management procedures and a storage/filing system for original and photocopies of project source documents for easy retrieval.
- A list of names/positions of authorized signatories and their related specimen signatures to withdrawal applications as well as interim progress payments, certificates of inspection, acceptance and completion.
- Qualified and experienced engineers to supervise and inspect the construction works, and prepare associated reports.
- An asset register for goods purchased out of the project funds that is kept updated.
- Staff members, specifically those handling project procurement, that have received training on the ADB procurement process.
- A written approval and recording system for accessing unopened bids.
- A bid evaluation committee that has been trained to evaluate bids for ADB-financed contracts that was formed solely for the procurement process of the project.
Due Process System
- An ethical code of conduct with written instructions for handling internal and/or external complaints, including unethical behavior.
- A system to record associations and related parties to staff to monitor potential conflict of interest.
Financial Management and Accounting System
- A qualified project financial management team that includes a full-time accountant.
- A back-up of project financial records.
- Access controls in financial records to ensure that they are free from manipulation.
- Project staff, specifically those handling project disbursements, that have received training on the ADB disbursement process.
- Adequate separation of duties (e.g. staff who account for invoices does not approve invoices, pay contractors, or perform bank reconciliations).
- Certifications to confirm delivery of goods/services or certificate of inspection to certify physical progress of works before processing payments.
- Dual authorization for payments, with contractors/suppliers paid through checks.