Project Assistant

The Project Assistant provides administrative and analytical support to portfolio management and project administration functions within the India Resident Mission of the South Asia Department. The role involves preparing project administration manuals, performance reports, monitoring contract awards and disbursements, and supporting compliance with loan covenants.

Responsibilities

• Help prepare and update project administration manual by gathering and consolidating data in the appendices, and preparing draft on various sections, including project description/scope, project cost, loan allocation, procurement, loan covenants.
• Help prepare and update monthly individual project performance reports (PPR) for loans outlining all the required details and participate in departmental PPR meetings.
• Compile data and statistics on contract awards and disbursements for the assigned projects for generating different reports required by the Department and Management.
• Help monitor and analyze the actual awards and disbursements against targets to identify shortfalls and their underlying causes and follows up these matters with the executing agencies (EA).
• Participate in various missions such as inception, review, mid-term mission and project completion report missions by providing 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 them where necessary in the preparation of various reports and applications.
• Help maintain records needed to monitor compliance with project and technical assistance (TA) covenants. Input data on the status of such compliance into the database at INRM and in monitoring physical progress in projects/TA implementation, for example, by following up on outstanding obligations of EAs to expedite procurement/contract awards.
• Familiarize EAs with ADB guidelines and procedures and ensuring their compliance with project covenants. Follow up on outstanding obligations of executing agencies such as the submission of financial statements and progress reports.
• Help update procurement (including consultant recruitment) plans, reviewing procurement (including contract) documents, and drafting responses on procurement matters and internal procurement processing documents.
• Help prepare and update Procurement Contract Summary Sheets (PCSS) and Loan Financial Information System (LFIS).
• Maintain data management systems and help review withdrawal applications for compliance with project agreement; and perform other tasks as assigned and reflected in your workplan.

Requirements

• Bachelor's degree preferably in engineering, business administration or related fields.
• At least 5 years of relevant experience in infrastructure sectors, project related activities; experience in international agencies will be preferred.
• Experience and knowledge of various stages of the project cycle including procurement, contract administration, and progress management.
• Knowledge of Federation International des lngenieurs-Conseils (FIDIC) conditions of contract is an advantage.
• Experience in portfolio analysis, simulations and data management.
• Proficiency in standard software in word-processing, spreadsheets, and graphics software programs and information technologies.
• Can collaborate with teams as a constructive team member and to work with individuals from different cultural/national backgrounds.
• Can liaise and work with government officials.
• Can conduct cost-benefit analysis to support decision-making.
• Written and verbal proficiency in English and local languages.

Skills

• Project Cycle Management
• Procurement
• Contract Administration
• Progress Management
• FIDIC Conditions of Contract
• Portfolio Analysis
• Data Management
• Cost-Benefit Analysis
• Project Administration
• Performance Reporting
• Loan Covenant Compliance
• Stakeholder Liaison
• Government Relations
• Word Processing
• Spreadsheet Software Knowledge
• Graphic Software
• Information Technology

Languages

English, local languages