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Project Administration Instructions (PAI)

Institutional Document | December 2018

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 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 Scope and General Guidelines   14 Dec 2018
1.02 Initial Project Administration Activities   14 Dec 2018
1.03 Organizational Framework for Project Administration   14 Dec 2018
1.04 Signing of Loan and Technical Assistance Letter/Agreement   14 Dec 2018
1.05 Conditions and Declaration of Loan Effectiveness   14 Dec 2018
1.06 Project Administration Manual   14 Dec 2018
Recruiting Consultants
2.01 Definitions, Principles and Responsibilities 18 Oct 2010 9 Jul 2018
2.02 Preparing Consultant Recruitment 18 Oct 2010 22 Dec 2014
2.03 General Procedure for Selecting and Engaging Consultants 18 Oct 2010 22 Dec 2014
2.04 Specific Requirements for Recruiting Consultants by ADB 18 Oct 2010 31 Jul 2013
2.05 Specific Requirements for Recruiting Consultants by the EA 18 Oct 2010 16 Aug 2018
2.06 Consultant Contract Management 18 Oct 2010 13 Apr 2018
2.07 Consultant Performance Evaluation 18 Oct 2010 22 Dec 2014
Procurement
3.01 ADB Procurement System   13 Aug 2014
3.02 Preparatory Work for Procurement   26 Jun 2015
3.03 International Competitive Bidding   13 Aug 2014
3.04 Modified International Competitive Bidding   13 Aug 2014
3.05 National Competitive Bidding   13 Aug 2014
3.06 Other Methods of Procurement   13 Aug 2014
3.07 Procurement Methods in Special Circumstances and Other Procurement Arrangements   13 Aug 2014
3.08 Electronic Procurement   13 Aug 2014
3.09 Project Supervision During the Bidding Process   13 Aug 2014
3.10 Functions and Rules of the Procurement Committee   18 Jul 2018
3.11 Procurement Contract Monitoring, Supervision, and Review   13 Aug 2014
3.12 Procurement Contract Summary Sheet (PCSS)
Procurement Contract Update Sheet (PCUS)
  2 Oct 2018
Disbursements
4.01 Conditions for Withdrawal and Disbursement of Loan Proceeds   14 Dec 2018
4.02 Suspension and Cancellation of Loans   14 Dec 2018
4.03 Loan Closing Dates   14 Dec 2018
4.04 Controlling Adverse Effects of Foreign Exchange Fluctuations on Externally Financed or Cofinanced Grants 21 Dec 2001  
Project Administration Actions
5.01 Executing Agency’s Progress Report   17 Dec 2018
5.02 Change in Loan Projects   17 Dec 2018
5.03 Reallocation of Loan Proceeds, Change in Counterpart Funding and Change in Disbursement Percentage   2 Oct 2018
5.04 Utilizing Surplus Loan Proceeds   17 Dec 2018
5.05 Project Cost Overruns for Loan Projects   17 Dec 2018
5.06 Counterpart Financing for Loan Projects   17 Dec 2018
5.07 Financial Reporting and Auditing of Loan- and Grant- Financed Projects 21 Dec 2001  7 Aug 2015
5.08 Project Performance Monitoring   1 Aug 2018
5.09 Administering Grant-Financed Technical Assistance Projects   14 Sep 2018
Internal Procedures and Reports
6.01 Project Administration Reviews   20 Dec 2018
6.02 Project Administration Missions   20 Dec 2018
6.03 Reports by Project Administration Missions   20 Dec 2018
6.04 Loan Milestone Events   20 Dec 2018
6.05 Project Performance Reports 21 Dec 2001 11 Oct 2008
6.06 Reports to the Board of Directors on Loan and Technical Assistance Portfolio Performance   20 Dec 2018
6.07 Project Completion Report and Extended Annual Review Report    
  A: Project Completion Report for Sovereign Operations   5 July 2019
  B: Extended Annual Review Report for Nonsovereign Operations 21 Jul 2008 21 Feb 2017
6.08 Technical Assistance Completion Report   14 Sep 2018