Unit Head, Project Administration

IMPORTANT INFORMATION:

Close relatives¹ 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).

In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.

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 Strategy 2030.

ADB only hires nationals of its 68 members.

The position is assigned in the Urban Development and Water Division (SAUW) within the South Asia Department (SARD). SARD is responsible for providing leadership, innovation, lending, project implementation and knowledge sharing for ADB’s sector and thematic work that covers operations in Bangladesh, Bhutan, India, Maldives, Nepal, and Sri Lanka. SAUW is responsible for sector support for water and urban development.

To view ADB Organizational Chart, please click here.

Job Purpose

The Unit Head, Project Administration will manage the project administration unit of SAUW including (i) leading the planning and conduct of periodic review of the status and progress of loans, grants, and technical assistance (TA) projects; and (ii) overseeing the identification of implementation problems and execution of corrective actions to address and improve portfolio performance in general in the urban development and water sector. The incumbent will utilize the division’s collective experience and knowledge gained through portfolio management to enhance sector assessment, country programming efforts, project/TA processing, and continuous improvement of project administration practices; lead in the formulation of sector operational policies and strategies, engagement with developing member countries (DMCs) governments and project execution and/or implementing agencies on project implementation issues and project administration issues. He/she will work within a framework of broad policies, principles and goals, applying a high degree of autonomy in selection of work methods. The incumbent will report to Director, SAUW and may supervise national and administrative staff.

Responsibilities

• In consultation with resident missions (RMs), develop country/division’s operational targets (key result areas) for project administration including projections for project contract awards, disbursements, project/TA completion and closing, and monitoring their successful achievement;
• Prepare sector results profile for the sector in the region and monitor the regular update and provide feedback on sector performance to country programming teams in preparing sector strategy and roadmap;
• Develop the medium- and long-term strategy and action plan to improve portfolio performance in the SARD urban sector;
• Recommend innovation and performance improvement in portfolio development, balancing innovation and deliverability, for promoting sustainable and inclusive urban development initiative and supporting regional cooperation and integration. Manage the division’s portfolio of ongoing projects and TAs with a view to ensuring their smooth implementation and optimizing development impacts;
• Coordinate with RMs on country-specific yet sector-related actions to ensure smooth implementation of development projects and develop plans in consultation with the concerned RMs for timely delegation of project administration between SAUW and specific RMs;
• Lead sector portfolio performance assessment in country/tripartite portfolio review missions, identify systemic issues, propose initiatives to promote project quality and improve portfolio performance and provide guidance and advice for the identification and implementation of action items needed to resolve implementation issues and problems;
• Prepare periodic reports on portfolio management and SAUW submissions for SARD and management portfolio review meetings, and for the Audit Committee of the Board;
• Oversee professional and supporting staff and provide guidance on project management aspects including procurement, consultant selection, and preparation of project/TA performance rating;
• Provide guidance and functional oversight related to project/TA administration among division staff to ensure timely implementation and performance reporting, timely fielding of missions, and oversee the execution of required measures to address project/TA implementation problems;
• Provide guidance on the proper consideration of key implementation issues based on the division’s collective experience and knowledge gained through portfolio management in the design of TA and projects;
• Plan, conduct, and monitor project inception missions, review missions, midterm review missions, and project completion report (PCR)/TA completion report (TCR) missions as well as issues-oriented special project administration missions;
• Interact with executing agencies to ensure smooth project implementation as well as liaising with other ADB departments/offices involved in project administration activities;
• Mentor staff in project processing and administration, by providing ad-hoc advice and guidance on project design and sector issues and participate in their missions as and when necessary;
• Provide review and comments for quality control of documentations (e.g. review of bid documents, review of bid evaluation reports including electronic Procurement Approval Forms (ePAFs), project administration manual, procurement arrangement, PCRs/TCRs etc.) for ensuring project implementation readiness and smooth and quality project implementation;
• Maintain the division’s collective experience and knowledge gained through portfolio management for sharing with ADB PAU Head Network;
• Oversee, participate in and contribute to relevant internal and external training and conferences and other activities for advocacy, development and dissemination of knowledge on ADB policies, guidelines, practices on project administration in the sector;
• Oversee, create and lead multidisciplinary teams and ensure the overall quality of their work; and
• Oversee and supervise the performance of teams and individuals by providing clear direction and regular monitoring and feedback on performance.

Qualifications

Relevant Experience & Requirements

• Master’s degree or equivalent, in engineering, economics, project management or other related fields. University degree in engineering, economics, project management or other related fields, combined with specialized experience in similar organization/s, may be considered in lieu of a master’s degree;

• Suitability to undertake the responsibilities mentioned above at the required level;
• Broad experience in the preparation and administration of infrastructure projects, including knowledge on procurement and consultant recruitment. For internal candidates, completion of Procurement Accreditation Skills Scheme (PASS) for Procurement of Goods and Works and Consultant Recruitment is desirable;
• At least 10 years of relevant and significant professional experience in project processing and administration, international experience working in several countries;
• Proven leadership qualities;
• Excellent oral and written communication skills in English;

• Please refer to the link for ADB Competency Framework for International Staff Levels 5 – 6.

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 benefits package. 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.