Associate Project Analyst

Job Description

Sri Lanka Resident Mission, South Asia Department Job Purpose: To provide administrative and analytical support to the functions of portfolio management and project administration in general under the guidance of a designated international staff.

To ensure compliance of procurement of goods, works and services carried out by Executing/Implementing Agencies for ADB funded projects under SLRM with ADB policies, guidelines and procedures in order to eliminate to the extent possible corruption, collusion, and nepotism; to ensure consistent and efficient monitoring of documentation submitted by EAs across all projects in all sectors under SLRM administration.

Expected Outcomes: Project/Technical Assistance (TA) Implementation

Monitors physical progress in projects/TA implementation, by following up on outstanding obligations of EAs to expedite procurement/contract awards; familiarizing EAs with ADB guidelines and procedures and ensuring their compliance with loan covenants; monitoring of 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.

Review of Procurement and Consultants Recruitment under Loan, Grant and TA projects

Conducts initial review of procurement and consultant recruitment under loan projects, prepares summary notes of the review process for approval.

Reviews and analyzes submitted documentation relating to the procurement of goods, works and services, including consulting services funded by ADB, in order to determine the authenticity and accuracy of documentation presented, and ensure compliance of ADB policies, guidelines and procedures on procurement.

Assists the Procurement Officer, sets up and maintains a procurement database for all ongoing projects being administered by RM, including the details of the project/loan, the procurement package, estimated value, amount recommended for award, time of procurement submission, whether approved or rejected, and if rejected for what reason, whether the matter has been referred onto OGC-OAI due to apparent fraud and corruption, and time taken for SLRM to issue its NOL etc..

Composes routine letters/faxes relating to procurement issues and ensures that all correspondence and documents for the procurement unit are correctly typed and prepared in compliance with ADB’s standards.

Undertakes other routine office administrative assistance including addressing procurement-related queries, to ensure the efficient running of the procurement unit.

Prepares necessary documents and processes the recruitment of various consultants for SLRM-delegated TA projects.

Project Administration Memorandum (PAM)

Updates the PAM of ongoing SLRM-delegated projects in Sri Lanka, including projects description/scope, project cost, loan allocation, procurement, loan covenants, etc.

Project Performance Reports (PPRs) and Technical Assistance Performance Reports (TAPR)

Updates individual PPRs and TAPRs every month for loans and TAs as required, outlining all the required details, e.g. project description/scope, status of implementation, developments, major problems, and actions taken/proposed. Participates in the departmental PPR and TAPR meetings when needed.

Statistical Reports

Compiles data and statistics on contract awards and disbursements for all ongoing projects for the generation of various reports required by SLRM. Monitors and analyzes the actual contract awards and disbursement against targets to identify shortfalls and their underlying causes, and follows up on these matters with EAs together with the Project Implementation Officers.

Mission Participation

Participates if necessary in various missions such as procurement audits, EA capacity assessment (procurement) inception, review, mid-term mission and project completion report mission by providing assistance in collecting data on contract awards and disbursements, reconciliation of project accounts, compliance of loan covenants, familiarizing EAs with ADB’s loan procedures, and assisting in the preparation of various reports and applications.

Loan Covenants

Maintains records needed to monitor compliance with loan and TA covenants; follows up outstanding obligations of executing agencies such as the submission of financial statements and monthly and/or quarterly progress reports; and inputs data on the status of such compliance into the data base at SLRM, in consultation with the Project Implementation Officer/International Staff designated to the relevant loan projects.

Others

Assists as needed in the implementation and processing of ADB operations in the area of governance, policy, and economic development, and in other RM activities as required.

Educational Requirements: Bachelor’s degree in engineering, economics, business, law or relevant degree. Relevant Experience And Other Requirements: Suitability to undertake the responsibilities mentioned above at the required level.

At least 5 years of relevant experience in infrastructure sectors; experience in international agencies will be preferred.

Experience and knowledge of various stages of the project cycle. Understanding and knowledge of Federation International des Ingenieurs-Conseils (FIDIC) conditions of contract will be an advantage.

Ability to establish and maintain productive contacts with appropriate officials of host government, donor agencies and executing agencies; good inter-personal and communication skills are desirable. Ability to work with individuals from different cultural/national backgrounds.

Good writing and speaking skills in English language are essential.

Proficiency in word processing, spreadsheet analysis, and project monitoring software used in ADB.

Familiarity with local languages and institutions.

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 andusing 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: Designated International Staff (IS) and/or senior National Staff (NS) Important Instructions: The vacancy is for a local position with a local remuneration package. It is open only to nationals and residents of Sri Lanka.