Job: Project Analyst

Location: Manila 
Deadline: Wednesday, 13 November 2013

Job Purpose:

To provide support to the oversight of the work of Associate Project Analyst; coordinate and consolidate information to achieve specific functional results; and provide diversified analytical, statistical and administrative support to the function of portfolio management.

Expected Outcomes

Works 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):

Analytical Function

• Assists in the review of the prequalification documents, bid documents, prequalification and bid evaluation reports submitted by the Executing Agencies (EA) and/or Implementing Agencies (IAs) for ADB approval towards the procurement of goods/services and civil work contracts; assists in preparation of comments/recommendations, Procurement Committee papers and memos based on the review.
• Assists in the review of EA's submission of draft Requests for Proposals (RFPs), shortlist of consultants, report on evaluation of technical proposals, combined evaluation of technical and financial proposals, negotiated contract for engagement of consultants under various selection method.
• Assists in selection process for Technical Assistance (TA)/staff consultants; coordinates paperwork with concerned departments/offices; identifies and resolves to the extent possible problems in consultant contractual documentations;
• and monitors submission of consultants' billings and TA completion to ensure timely closing of TA accounts.
• Assumes high level of tact, initiative and independent thinking in execution of responsibilities associated with assignments covering the transport, energy and environment sectors, and Unit management support in budget and administrative arrangements.

Portfolio Management

• Assists in portfolio management including undertaking analyses of portfolio for the energy and transport sectors, and preparation of background papers for Tripartite Portfolio Review Mission/Country Portfolio Review Mission (TPRM/CPRM) with the host government and executing agencies for delegated and non-delegated projects and programs.
• Participates as necessary in various missions, such as inception, review, mid-term mission and project completion report missions and provides assistance in collecting data on contract awards and disbursements, reconciliation of project accounts, compliance of loan covenants.
• Familiarizes executing agencies with ADB's loan procedures and assists as necessary in preparation of various reports and applications.
• Compiles and analyzes data and statistics on contract awards and disbursements for all ongoing projects for generation of various reports.
• Monitors and analyzes actual contract awards and disbursement performance against targets to identify shortfalls and underlying causes, and follows up those matters with EAs together with project implementation officers.
• Assists Project Implementation Officers in administration of loan/TA projects with a level of responsibility that reflects high levels of initiative, independence and dependability in review, analytical and monitoring activities.
• Monitors physical progress in projects/TA implementation, for example, by following up on outstanding obligations of EAs to expedite procurement/contract awards and withdrawal application processing;
• familiarizing EAs with ADB guidelines and procedures and ensuring their compliance with loan covenants; monitoring progress in terms of outputs and deliverables; following up submission of project reports, financial statements, etc.; maintaining related documents, records and files for delegated projects;
• maintaining computer-based information system for project administration matters.
• Updates individual projects performance reports (PPRs) and technical assistance performance reports for delegated projects every month, outlining all required details, for example, project description/scope, status of implementation, developments, major problems, actions taken/proposed, and participating in departmental Project Performance Report (PPR) meetings when needed.
• In addition, liaising closely with the EA on the processing of withdrawal applications (WAs).
• Assists in preparation of Project Administration Memorandum for ongoing projects including project description/scope, project cost, loan allocation, procurement, loan covenants, etc.
• Provides background analyses of problems encountered, in consultation with project officer, of projects classified 'potential problem' and 'at risk'.
• Sets up database of milestone events of ongoing loans/TA projects to monitor implementation progress.
• Provides background analyses regarding EA's requests for approval of changes in project scope and implementation arrangements, reallocation of TA/loan proceeds, extension of closing dates and partial loan cancellation.
• Independently interacts with EAs, consultants and technical review teams to keep abreast of all project/program issues, and uses tact and judgment to resolve if practicable or appropriate at that level.

Advisory/Mentoring Support

• Provides advisory support to international staff on project administration documentation requirements.
• Assists in providing training as required to EA staff on ADB procurement and disbursement procedures, or supports formal HQ/RM training programs in those activities, during the course of project implementation.
• Trains and supervises contractual staff and new analysts in undertaking project administration activities and preparation of Project Completion Reports (PCRs) and Technical Assistance Completion Reports (TCRs).

Thematic Specialization

• Assists in review of safeguard policies (environment, resettlement, indigenous peoples) in activities undertaken by the EA during project implementation.

Educational Requirements:

• Bachelor's degree in civil engineering, economics, accounting, business administration, or other related discipline

Relevant Experience And Other Requirements:

Work experience

• At least 5 years experience in one or more of the following: portfolio management, project administration, disbursement; preferably with experience in infrastructure sector with international agencies

Technical knowledge

• Sound understanding of procedures and practices related to project administration
• Knowledge of ADB safeguard policies in environment and resettlement/social development
• Good computer skills with sound knowledge of commonly used application software such as MS Word and Excel
• Familiar with EAs, institutions, professional associations, technical institutes in the infrastructure sector
• Strong analytical skills and demonstrable ability to guide new staff
• Excellent written and oral communication skills in English

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
• Strong interpersonal skills suitable for multicultural environment
• Able to liaise and deal effectively with staff, counterparts in executing agencies and other development agencies

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 and senior National Staff

Important Instructions

This vacancy is a local staff position with local remuneration package. It is open only to nationals and residents of Papua New Guinea.

More Info and Application