Project Administration Instructions

Project Administration Instructions
PAI 6.01
Revised in December 2018
Page 1 of 2
PROJECT ADMINISTRATION REVIEWS
1. This Project Administration Instruction (PAI) describes the institutional framework of

project administration reviews.
2. The sector divisions 1 regularly review projects to ensure that they are implemented
efficiently (i.e., that the projects’ inputs and activities are in accordance with the design and
monitoring framework) and the projects’ outputs and outcomes are achieved. In addition to these
reviews, divisional and departmental project administration review meetings and operations
review meetings (ORMs) should be held.
3. Under the ADB-wide operations framework, the project administration unit (PAU) has
specific responsibility for administering and monitoring all loans 2 and technical assistance (TA)
projects under implementation, and for the overall portfolio performance of the sector division.
The portfolio management team in the front office of the regional department monitors the
department’s portfolio performance and provides quality assurance support in all aspects of
project administration. The focal for the PAU head network is the Director of the Portfolio
Management Division (PFPM) of the Procurement, Portfolio and Financial Management
Department.
4. The project team leader oversees the administration of the project, under the overall
guidance of the PAU head. The project team members assist the PAU head and/or project team
leader, as required, in administering and monitoring the projects. The general responsibility of the
PAU is to: 3
(i) provide advise on project administration-related activities during loan processing;

(ii) monitor loans and TA projects including management of contract awards and
disbursement, and contributes to overall portfolio performance of the sector
division;
(iii) prepare the sector division’s operational targets of project administration and
monitors their achievement;
(iv) timely update eOperations records to ensure quality and accuracy of project
implementation status;
(v) support country portfolio reviews;
(vi) prepare project completion reports (PCRs) and technical assistance completion
reports (TCRs) based on the annual program;
(vii) plan, conduct, and monitor project administration missions;
(viii) manage all loan and TA portfolio administration activities in accordance with PAIs
and other guidelines and instructions, including input to the project administration
manual;
1 In this PAI, the term “sector division” also refers to the regional office or resident mission primarily administering the
project.
2 In this PAI, the reference to “loan” also includes grants, unless the context requires otherwise. This PAI also applies
to loans and grants from external sources that are administered by ADB unless agreed otherwise between ADB and
cofinanciers,
3 PAU responsibilities may vary depending on regional department needs.
PAI 6.01
Revised in December 2018
Page 2 of 2
(ix) regularly interact with relevant government agencies and executing agencies
(EAs) 4 for smooth implementation of projects, and interact with other departments
and offices in headquarters and resident missions on project administration related
matters;
(x) assist in preparing various reports on portfolio management;
(xi) conduct country/tripartite portfolio review meetings jointly with government to
review progress, identify issues, and prepare a timebound action plan to resolve
issues; and
(xii) identify lessons learned, facilitates knowledge sharing and collaboration, and
organize capacity development programs for EAs on project administration.
A. Project Administration Review Meetings
5. Project administration review meetings are held quarterly or more frequently by the
regional departments to review the performance of their projects and portfolios and discuss
specific project implementation issues. The PAUs are responsible for updating the project
performance report in eOperations which are used to highlight issues for the review meetings.
Minutes of the meetings are maintained and circulated within the departments and shared with
other departments if requested. PAI 6.05 (Project Performance Reports) provides details on the
content and preparation of the PPR.
B. Operations Review Meetings
6. ORMs serve as a management tool for reviewing implementation of the ADB-wide

operational program (loan and TA processing and administration) and portfolio performance. They
also serve as a mechanism to seek Management’s guidance on specific issues and
recommendations.
7. ORMs are normally held quarterly. ORMs are chaired by the Management, organized by
PFPM and the Strategy, Policy and Review Department, and attended by the regional
departments, Private Sector Operations Department, Sustainable Development and Climate
Change Department, Office of Cofinancing Operations, and other departments or offices invited
at the option of the chair.
4 In this PAI, the term “executing agency (EA)” also refers to implementing agencies, unless the context requires
otherwise.

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Project Administration Instructions

PROJECT ADMINISTRATION REVIEWS

1. This Project Administration Instruction (PAI) describes the institutional framework of

(i) provide advise on project administration-related activities during loan processing;

A. Project Administration Review Meetings

B. Operations Review Meetings

6. ORMs serve as a management tool for reviewing implementation of the ADB-wide

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