senior Project AssistantAsian Development Bank

Job Description - Senior Project Assistant (210278)
IMPORTANT INFORMATION:
Close relatives
1
of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.
1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).
Overview
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty.
ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its
.
ADB only hires nationals of its
.
The position is assigned in the Environment, Natural Resources & Agriculture Division (SEER) within the Southeast Asia Department (SERD). SERD is responsible for maintaining client relations and delivering ADB assistance to countries in the Southeast Asian region. SEER is responsible for policy development, knowledge management, project quality assurance, sector analytic work, and loan and technical assistance processing and administration in the agriculture, natural resources and rural development (ANR) sector.
To view ADB Organizational Chart, please click .
Job Purpose
The Senior Project assistant will perform a full range of support functions to projects handled by the Division. These include: (i) providing analysis to project processing and implementation; (ii) monitoring the progress of consultant recruitment and other activities related to portfolio management; (iii) updating of databases and documents of ongoing projects and interacting with various stakeholders to keep abreast of all project/program issues. The incumbent will report to designated International Staff or Senior National Staff.
Responsibilities
• Carries out compliance check of draft loan/grant and/or technical assistance (TA) documents, project completion report (PCR)/technical assistance completion report (TCR)s prior to final submission of the documents.
• Collects, organizes and maintains loan/grant and/or TA processing/pipeline data from ADB project systems, such as Operations Dashboard and eOperations system.
• Coordinates various meetings and schedules related to the Division's/Department's project processing programs with various stakeholders and participates in missions.
• Assists in preparing annual project administration plans, including mission plans, identification of issues to be addressed, and quarterly projections of contract awards and disbursements.
• Assists in processing disbursements for programs and projects by following up with executing agencies on timely submission of withdrawal applications and reviewing them in compliance with project agreements.
• Assists in the project administration of TAs, grants and loans including the selection process of consultants through Consultant Management System (CMS), processing of claims, processing of contract variations, and preparation of data for completion reports following existing procedures and guidelines in a timely manner.
• Updates Consultant's Recruitment Activity Monitoring System and the Procurement Contract Monitoring System to support monitoring of the progress of consultant recruitment and procurement.
• Prepares and updates regular reports on status of TAs under implementation.
• Provides logistical support and participates in the Department's portfolio review meetings and project implementation missions.
• Reminds project officers to follow up on agreed upon actions with executing agencies/ implementing agencies (EAs/IAs) and other clients on portfolio related matters.
• Ensures that project related logistical requirements are attended to including facilitation of
project related missions meeting arrangement and transportation arrangements.
• Contributes to the preparation of the Project Administration Memorandum (PAM) by gathering and consolidating data in the appendices and preparing drafts of various sections (e.g. project description, project scope, loan allocation, procurement, loan covenants.
• Maintains related computer-based information system, documents, records, and files for
assigned projects.
• Provides oversight support to the work of other Operations Assistants/Project Assistants.
• Performs other duties as may be assigned and reflected in the incumbent's workplan.
Relevant Experience & Requirements
• Bachelor's degree in business administration or a relevant discipline.
• At least 5 years of relevant professional experience.
• Proven ability to undertake background research and analysis on difficult but well-defined tasks, collect and organize required data and information, apply appropriate computer skills in analyzing and developing the data, and prepare notes, papers and sections of reports.
• Proficiency in MS Office Suite (Outlook, Word, Excel, and PowerPoint, and SharePoint).
• Familiarity in videoconferencing tools (MS Teams, Zoom, Webex).
• Good coordination skills and strong interpersonal skills; ability to develop rapport internally and externally in a multilateral environment.
• Ability to coordinate proper distribution of tasks among other administrative staff.
• Ability to work with individuals from different cultural/national backgrounds.
• Ability to provide guidance to Operations Assistants/Project Assistants on assigned area of work.
• Ability to exercise judgement on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
• Ability to work collaboratively with teams as a constructive team member.
• Excellent command of written and spoken English.
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 5.
General Considerations
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.
ADB offers competitive remuneration and a comprehensive
. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.
ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.
Please note that the actual level and salary will be based on qualifications of the selected candidate.
: Asian Development Bank Headquarters-Philippines-Manila
Department: Southeast Asia Department
Division: Environment, Natural Resources & Agriculture Division, SERD
Staff Category: Administrative Staff (HQ)
Position Level: AS 5
: 18-Jun-2021, 7:51:36 AM
: 02-Jul-2021, 9:59:00 PM