Holeta Polytechnic College

Position: Contract Administration Officer

Job Time: Full-Time

Job Type: Permanent

Place of Work: Holeta, Ethiopia

Salary: Negotiable

Posted date: 24 minutes ago

Application Deadline: Sep, 7/2021 (14 days left)

Duty station: Holeta Polytechnic College, Holeta, Ethiopia

Educational Level: BSc/MSc in the field of Civil Engineering, Construction Management, or related field.

Work Experience: Minimum of six years for Second Degree and eight years for First Degree in building construction and having at least two years' practical experience as contract Administrator.

Background of the Project

Holeta Polytechnic College (HPC) is one of the Regional T'VET flagship institutes selected for implementing the East Africa Skills for Transformation and Regional Integration Project (EASTRIP). The project aims to increase access, improve the quality of technical and vocational education and facilitate regional integration. EASTRIP is a regional project in three East African countries including Ethiopia, Kenya, and Tanzania. The objectives and results of the project will be achieved through

• Creating college enabling environment
• Strengthening governance and management of the Centre
• Institutionalizing industry linkages;
• Developing market-relevant and competency-based training programs;
• Training of school managers and teachers;
• Provide teachers in-service, farmers, and youth training

The objective of the Assignment

The overall objectives of the assignment are to

• Assist the Project Implementation Unit (PIU) of EASTRIP at HPC in planning, implementation, and monitoring of contracts regarding the timeliness, compliance, and adherence to contract conditions and regulations for Works, Goods and Services Contracts;
• Facilitate the coordination with Supervision Consultant (Engineer), Contractors, Suppliers and other actors defined in contract agreements, in a timely manner; and
• Ensure the quality, cost, and timely implementation of contracts in course of execution of various civil works, Goods, and Services contracts for effective, efficient, and economic completion.

Scope of the work/assignment

The Contract Administration Officer will be responsible for day-to-day contract management activities and will work closely with PIU and HPC management. Specific responsibilities include

• Review designs and BOQs, BDs prepared by consultants, and provide comments, as necessary.
• Prepare complete and well-defined contract agreements in consultation with the project team for all types of procurement categories.
• Prepare contract implementation plans, monitor implementation thereof, review deliverables, and manage contract changes.
• Agree on construction schedules with Site Managers in all TVET contracts and monitor progress.
• Communicate schedules and subsequent changes to all affected parties. Intervene and agree on action plans to recover delays where possible.
• Ensure timely request for and delivery of all information that is on the schedule critical path.
• Compile such reports as are required to demonstrate progress against schedules and budget.
• Receive requests obtains estimates, update records, initiates paperwork and follow up on request for approval of work not previously covered in the contract; processes and obtain approval of contract changes. Identify variations to the contract that will impact the schedule and ensure the schedule is revised to accommodate them.
• Interpret contract provisions to help resolve claims and questions submitted by contractors.
• Monitor compliance to contract requirements ensuring all conditions are satisfied before approval of the final invoice.
• Initiate and/or conduct meetings with contractors concerning contractual problems as requested by the Project Coordinator.
• Establish and update records of all correspondence related to contract activity.
• Compile and prepare bid documents and bidders list, including inquiry preparations, request for bids, and recommendations for award of contract as per the World Bank Procurement Regulations.
• Represent/ support EASTRIP Project during statutory and internal audits including audits and reviews by financiers, and procurement reviews.
• Provide specialist technical advice on abnormal aspects of the works which are not normally required/provided during the construction of similar facilities.
• For services additional to those specified above, if specifically requested by the EASTRIP Project, provide, or take all reasonable steps to arrange for the provision of any of the services.
• Carry out contract management activities for other goods and consulting services to be procured under the project.
• Review large value contract agreements prepared by Holeta Polytechnic College PIU before signing.
• Properly manage the contract administration activities starting from contract award up to final delivery/completion of Works, Goods, and Services.
• Follow-up due dates of contracts and take the appropriate measures.
• Monitor the validity of bid securities and performance guarantees and follow up the extension of bid securities and performance guarantees as necessary.
• Support the project in Complaint Handling and Claims Management.
• Involve in the capacity-building activity needed by the project in the flagship TVET Centers in the area of contract administration
• Assess the status of the implementation of all contracts and identify impediments or issues that need actions by the contracting parties for timely delivery.
• Maintain and update contract register regularly
• Maintain and safeguard procurement and systematically contract management files
• Perform other related duties assigned by the Project Coordinator as required.
• Perform other related duties as required.

Expected Deliverables

Specific Deliverables

• Review payment certificates, reports, and comments on the Contracts Plans;
• Reports for construction of college facilities follow up;
• Monthly progress reports;
• Documentation of all correspondences during the implementation of contracts management activities;
• Contract monitoring reports (Monthly, quarterly, and annual reports); and
• Project Completion Report.

Reporting Line/Communication

Contractually, the officer will be accountable to the Project Manager to whom all reports and deliverables as per the ToR should be submitted. The PIU will be responsible for all payments to the consultant regularly. The Contract Administration Officer will work closely with other college staff and the World Bank in the area of establishment of contract management systems.

Duration of the Assignment

The duration of the assignment will be a time-based contract and is for one year, but extendable depending on the satisfactory performance and availability of budget for additional years during the project implementation period.

Work plan

The Contract Administration officer will prepare monthly, quarterly and annual plans in the area of his /her specialty and field supervision plan.

Responsibility of the Employer

HPC will provide reasonable and standard office space and office furniture and equipment required for the duration of the assignment, at its premises. The officer will also be provided, for official business, internet access, telephone, and fax facilities for successful discharging of his assignment as specified in this TOR.

Required Qualification

It is envisaged that the assignment will require an experienced and high-level technical competence in contracts management of Works, Goods, and Services: The contract administration officer, therefore, should be required to fulfill the following qualifications

• MSc or BSc Civil Engineering, Construction Management, or related field from a recognized university
• She/he should have at least six or eight years of experience in building construction for the second - and first-degree holders, respectively
• She/he should also have at least two years of practical experience in contract administration. (Thes. candidate shall provide evidence of serving as contract administrator)
• Experience in managing contracts in the World Bank-financed projects is advantageous (The candidate shall provide evidence of serving as contract administrator)
• Any experiences credential received from the private institution must be complemented by evidence of government tax payment
• The candidates should also have adequate knowledge of the World Bank and Ethiopian Government procurement procedures and manuals, claim and contract management, negotiation, dispute resolution, and arbitration of project contracts
• Proficiency in the computerized contract management system is an advantage
• Excellent communication and team working skills and proficiency in English (Both Weiner & Spoken) are essential

Salary: Negotiable based on qualifications and work experience.

Place of Work: Holeta Polytechnic College, Holeta, Ethiopia.

How to apply

Interested applicants shall submit their non-returnable application letter, CV, educational credentials, work experience, and other relevant documents by indicating the post applied in hard copy or electronic copies to the address mentioned below. 

NB: All application documents must be in pdf format in one file. Applications with more than one file may not be considered. Applications sent via e-mail must state the subject line as "Application for Contract Administration".

Address: Human Resource Office, room no. 11 E-mail: hpc.eastrippiu@gmail.com Phone: 0118785927 Holeta Polytechnic College, Holeta.