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.
This vacancy is a local staff position. It is open only to nationals and residents of Mongolia.
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 Mongolia Resident Mission (MNRM) within the East Asia Department (EARD), which is responsible for maintaining relationships and delivering ADB assistance to the developing member countries of Mongolia and the People’s Republic of China. MNRM provides the primary operational link between ADB and the government, private-sector, civil-society stakeholders, and with other multilateral and bilateral development agencies and other sources of development finance in its activities. MNRM engages in policy dialogue and acts as a knowledge base on development issues in Mongolia.
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The Associate Project Analyst will provide administrative and analytical support to the functions of the portfolio management and programming units in general, under the guidance of designated international staff and senior national staff. The Associate Project Analyst will assist the teams in (i) processing of projects and Technical Assistance (TA), (ii) portfolio management, and administer loans and TA projects; and (iii) production of knowledge products. The incumbent will report to the designated International Staff and Senior National Staff.
Work 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):
Project Administration Memorandum (PAM)
- Contributes to the preparation of PAM by gathering and consolidating data in the appendices, and preparing draft on various sections (e.g., project description/scope, cost, loan allocation, procurement, loan covenants, disbursement, etc.), and ensures timely updating of PAM basic data and relevant appendixes, as necessary, during project implementation.
- Prepares and updates individual project records in Oracle based eOperations (eOps) e.g., project description/scope, milestones, status of implementation, developments, major problems, actions taken/proposed.
Statistical Reports and Portfolio Management
- Compiles data and statistics on contract awards and disbursements for the assigned projects for the generation of various reports required by the Department and Management;
- Assists in collecting and organizing basic project data from the eOps, Operations Dashboard (ODB), mainframe, Lotus Notes database, and ADB intranet for all ongoing projects (loan, grant, TA projects);
- Monitors and analyzes the actual awards and disbursements against targets to identify shortfalls and their underlying causes, and follows up these matters with the executing agencies (EAs);
- Organizes and prepares for regular Portfolio Review Meetings, including Quarterly Portfolio Performance Review (QPPR) and/or annual Country Portfolio Review Mission (CPRM).
- Participates in various missions as required such as inception, review, mid-term mission and project completion report missions by providing independent support in:
- Collecting data on contract awards and disbursements;
- Reconciliation of project accounts;
- Compliance with loan covenants;
- Familiarizing EAs with ADB’s loan procedures; and
- Assisting EAs where necessary in the preparation of various reports and applications.
- Maintains records needed to monitor compliance with loan and grant covenants;
- Follows up on outstanding obligations of EAs including submission of financial statements, monthly and/or quarterly progress reports;
- Inputs data on the status of such compliance into the data base at MNRM.
- Monitors physical progress in projects/TA implementation by following up on outstanding obligations of EAs to expedite procurement/contract awards;
- Familiarizes EAs with ADB guidelines and procedures and ensures their compliance with project covenants;
- Drafts various papers (e.g. Procurement Papers for award of contracts), reports needed for project implementation and technical assistance proposals, and correspondences as required;
- Monitors progress in terms of outputs and deliverables, ensures timely submission of project reports, financial statements, etc;
- Maintains related documents, records and files for delegated projects;
- Maintains computer-based information system for project administration matters.
- Assists in processing disbursements for assigned projects by following up with EAs on their timely submission of withdrawal applications;
- Reviews withdrawal applications for compliance with project and grant agreements;
- Prepares/reviews data input for procurement contract summary sheet (PCSS) to update the Loan Financial Information System (LFIS).
- Contributes to the review of procurement related documents, for example, prequalification and bid evaluation reports, submission documents, draft contracts and contract modifications;
- Prepares/reviews data input for the Procurement Review System (PRS).
- Provides technical information required to support the preparation of special reports, knowledge products, and studies of the projects implemented by MNRM and other divisions. Assists project teams in preparing and updating templates, best practice examples.
- When required, provides backup support for other analysts in exercising administrative coordination and support with oversight from the Supervisor or a more senior team leader;
- Assists teams in translations. Performs any other tasks as reflected in the incumbent’s workplan and/or assigned by the Supervisor.
Relevant Experience & Requirements
- Bachelor’s degree in related disciplines
- At least 5 years work experience in liaising with government, and supporting project processing and administration in different sectors
- Working knowledge and understanding of development projects and programs of ADB
- Working knowledge of ADB’s project cycle and project implementation is advantageous
- Strong in using Microsoft Word, PowerPoint, and Excel
- Good interpersonal skills, demonstrated ability to work with individuals from different cultural/national backgrounds and to collaborate with project teams
- Strong oral and written communications skills in English and Mongolian
- Please refer to the link for ADB Competency Framework for Administrative Staff Levels 6.
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.