Ministry of Science and Higher Education Contract Administration Officer Jobs in Ethiopia

Ministry of Science and Higher Education Contract Administration Officer Jobs in Ethiopia


Job Description

Background of the Project

  • Currently, the Ministry of Science and Higher Education (MoSHE) is implementing the East Africa Skills for Transformation and Regional Integration Project (EASTRIP).

  • EASTRIP is a regional project in three East African countries including Ethiopia, Kenya and Tanzania.

  • The project aims to increase access, improve quality of technical and vocational education and facilitate regional integration.

    The objectives and results of the project will be achieved through

  • Strengthening seven TVET flagship institutes which are found in Ethiopia

  • Creating national TVET enabling environment and

  • Enhancing regional collaborative capacity in TVET and project coordination

    Objective of the Assignment

  • The overall objective of the assignment is to assist the implementation agencies of EASTRIP including MoSHE, TVETI, and the seven flagship TVETs in planning, implementation and monitoring of contracts and facilitate the coordination with Supervision Consultant (Engineer), Contractors, Suppliers and other actors defined in contract agreement ensuring 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 of contracts.

    Scope of the work/assignment

  • The Contract Administration Officer will be responsible for day-to-day contract management activities and will work closely with Project Team and MoSHE Procurement Directorate.

    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 category.

  • 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 action plans to recover delays where possible.

  • 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 service.

  • Carry out contract management activities for other goods and consulting services to be procured under the project.

  • 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 issue that need actions by the contracting parties for timely delivery.

  • Maintain and
    update contract register regularly

  • Maintain and safeguard procurement and contract management files in a systematic manner

  • Perform other related duties assigned by the Project Coordinator as required.

    Deliverables

  • The Contract Administration Officer submits monthly, quarterly as well as annual reports on contract management activities carried out under the project during reporting period.

    Reporting Line/Communication

  • Contractually, the officer will be accountable to the Project Procurement Specialist to whom all reports and deliverables as per the ToR should be submitted.

  • The PCU will be responsible for all payments to the consultant on a regular basis.

  • The Contract Administration Officer will work closely with other project staffs, seven Flagship TVET Institutes, 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 for additional years during the project implementation period

    Work plan

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

    Responsibility of the Employer

  • MoSHE 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, an internet access, telephone and fax facilities for successful discharging of his assignment as specified in this TOR.

    Required Qualification

  • She/he should have a minimum of MA/BA/MSc/LLB in the field of Procurement, Supply Chain Management, Business Management, Economics, Engineering, Development Studies, Law or related field from recognized university.

  • She/he should also have at least five or eight years of practical experience in procurement and contract administration for the first- and second-degree holders, respectively.

  • At least two years’ experience in managing contracts in the World Bank financed projects is desirable.

  • Training in contract management will be considered as an added bonus.

  • 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 contract.

  • Proficiency in computerized contract management system is an advantage. Excellent communication and team working skills and proficiency of English (Both Written & Spoken) are essential.

    Job Requirements

    Educational Level

  • MA/BA/MSc/LLB in the field of Procurement, Supply Chain Management, Business Management, Economics, Engineering, Development Studies, Law or related field

    Work Experience

  • Minimum of 5 years for MA and 8 years for First Degree and having at least 2 years’ experience in managing contracts in the World Bank financed projects is desirable.

    How to Apply

  • Email: npcueastrip@gmail.com and zelalemeastrip@gmail.com

  • Subject: Application for Contract Administration Officer

  • Expressions of interest (CV), Cover letter and documentary evidence for fulfilling the qualifications must be sent to the email below, on or before May 31st 2020, 17:00 local time.

  • Please specify the position of the post in the subject line of your e-mail for easy sort-out of applicants.

  • Candidates who meet the minimum requirement shall be invited for further assessment.

  • Due to the COVID-19 situation we will only being accepting applications via email

  • The address referred to above is:

    Ministry of Science and Higher Education

    East Africa Skills for Transformation and Regional Integration Project (EASTRIP)

    Addis Ababa, Ethiopia

    Email: npcueastrip@gmail.com and zelalemeastrip@gmail.com

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