Contract Management Specialist

Gambella water and energy bureau intended to recruit qualified professional through OWNP-CWA-II program.

General Duties

The Contract Management Specialist will be responsible for the provision of technical support to One WASH National Program Consolidated WASH Account (OWNP-CWA) Phase II partners at federal, regional and utility levels. The Contract Management Specialist will be fully engaged to in the overall contract management of the project. Including implementation, follow up and monitoring of the contract effectiveness with respect to project guidelines, manuals and standards of the One WASH National Program Consolidated WASH Account (OWNP-CWA) Phase II program. This work involves among others providing technical support to woreda and towns during all the phases of the project on matters pertaining to the procurement and contract management.

The Contract Management Specialist will work within the One WASH National Program Consolidated WASH Account (OWNP-CWA) Phase II Program Management Unit (PMU) and in close collaboration with One WASH National Program Consolidated WASH Account (OWNP-CWA) Phase II staffs in partnership-oriented approach, harmony and team spirit. The project coordinator would affirm that work plans drawn by the Contract Management Specialist in order to discharge his/her contracted duties are logically compatible with his/her respective job descriptions and would monitor that the planned services are delivered by the expert in a manner in line with the objective of the project/program.

Specific Duties and Reasonability

The Contract Management specialist will be accountable to the regional PMU Coordinator and will undertake the following duties and responsibilities.

In general, the specialist is expected to make a frequent field visit to projects: in particular, the tasks are grouped under three categories.

• He/ She is familiar with the Federal Construction Minister and Water and Energy Minister Project, contract management and study and design standards.
• He/ She Shall acquaint him/herself to the PPA, WB and or any other Funding agency's procurement and Contract Management guidelines.

Procurement works, Consultancy and Goods:

• Participate in preparation of procurement documents for the project, bidding documents, bid evaluation reports and the contract documents.
• Support review of the standard procurement documents prepared for the project, ensure appropriate usage by the implementing agencies and provide inputs for updating and enriching the documents.
• Assist in the evaluation, contract negotiation and contract signing as well as implementation;
• Provide support in the preparation of detailed Scope of Works, Request for Proposals. Request for quotation, Bill of Quantities, and provide input on specifications. Deliverables, and contract evaluation criteria;
• It includes participate in bid evaluation committees as needed to select qualified construction firms (sub-contractors) or suppliers for goods and materials, following up of payment modality and review of interim payment certificates, maintain systematically all the contractual cases, records and documentations for audit, monitoring and evaluation and review;
• Assist the independent auditors as wells as World Bank's procurement reviewers while reviewing Contract Management activities at the woreda, town, and regional levels.

Contractual Administration and Management:

• Ensure that the requirements of the One WASH National Program Consolidated WASH Account (OWNP-CWA) Phase II program Construction schedules are fully implemented
• Oversee the management of One WASH National Program Consolidated WASH Account (OWNP-CWA) Phase II program infrastructure construction contracts that would be supervised by the contracted consultancy firms (government or private firms),
• Participate in contract negotiation and assist in preparation of contract documents
• Ensure World Bank standard conditions of contract are applied as needed
• Ensure the necessary no objections are obtained from the Bank for prior review contracts,
• Review, improve, or develop system and procedures to facilitate proper contract.
• Ensure that construction quality is monitored in accordance with the conditions of contract, specifications, drawings and Bills of Quantities;
• Follow up and assist the towns/cities/regional PMU on overall contract administration and management starting from contact negotiation and agreement up to end of contract implementation and final acceptance of the project.
• Execute and follow up foreign exchange applications, letter of credit opening procedures, delivery of goods as per contract terms and conditions
• Monitor the update of the contract status tracking system, and monitor and report on Contract Management activities.
• Monitor contracts management including the timely supply of the goods, the release of payment, issuing contract amendments, inventory management, etc. and assure for quality procedure.
• Review and advice on contract change or variation orders as needed;

Technical works

• Ensure timely completion of infrastructure activities by providing quality assurance and quality control of the construction of the water supply and sanitation systems;
• Closely monitor the performance of contractors and supervisory consultancy firms- this will require regular attendance of the monthly progress meetings;
• Support with the review of construction design documents to ensure quality and if it is within the context of scope, schedule and budget;
• Ensure that high quality construction is delivered ensuring that all work is carried out in full compliance with the engineering design, technical specifications and other contract documents; Provide technical assistance to the implementing agencies in contract supervision& management regarding construction; goods supply and installation WSS works; and
• Ensure the quality of Operation and Maintenance trainings given by the contractors to the utilities technical staff;
• Regular update on management of signed contracts
• Submission of report on overall contracts management of the program consistent with agreements, manuals and Program document POM.
• In addition to the above-mentioned activities, the Contract Management Specialist performs other related and relevant assignments.

Number of position-- 1(0ne)

Time frame and contract arrangement

• Duration of the assignment:- The assignment will be for one year with possibility of extension based on evaluation of performance.

The clients input for the service

• Avail to the specialist all necessary data and document available.
• Facilitate to the specialist to have access to data and documents available in the governments WaSH institutions.
• Provide office facilities (space, table, and chair)
• Provide transportation for field visits
• Facilitate and organize stakeholders workshop

Reporting

• The specialist reports to the PMU
• Submits reports of the field visits, workshops and meeting results (minutes) within agreed time frame
• Reports monthly, quarterly, and yearly project status.

Required educational qualification and work experience

The following skills are essential for this work:

• Academic Specialization: Should have BSc/MSc in construction technology & management, civil engineering, Water Resources Engineering or Hydraulic Engineering from a recognized university.
• Professional experience: should have 8 (eight) for MSc / 10 (ten) for BSc in work experience with: Contract Management, Procurement Management, Ability to think strategically, remaining focused on goals and objectives, Proficient and knowledgeable in the use of recent computer software tools applied for Contract/ project Management, Knowledge of World Bank and Development Assistance principles, policies, and procedures from pre-award through post- award phases. Facilitative and Collaborative leadership style and ability to develop relationships with individuals from diverse backgrounds, Collaborate with a legal team consisting f Lawyers, Paralegals and office staff, Strong set of personal values including integrity, honesty and desire to be of service. Excellent oral and written communication skills in English, and Amharic.