Job Description
Government of the Republic of Malawi
Roads Authority (Malawi)
REQUEST FOR EXPRESSION OF INTEREST (INDIVIDUAL CONSULTANTS SELECTION)
(Appointment Type: Local Hire)
COUNTRY: MALAWI
NAME OF PROJECT: RESILIENT AND STRATEGIC TRANSPORT OPERATIONAL ENHANCE PROJECT– RESTORE
IDA NUMBER: IDA – V5160
PROJECT ID: P500625
ASSIGNMENT TITLE: CONTRACT MANAGEMENT SPECIALIST
REFERENCE NUMBER: MW-RA-430906-CS-INDV
DATE OF ISSUE: 14TH AUGUST 2024
1. Background
The Government of Malawi (GoM) through the Ministry of Finance (MoF) has applied for financing toward the cost of the Resilient and Strategic Transport Operational Enhance Project (RESTORE). The Roads Authority (RA) as the implementation agency intends to apply part of the proceeds of this financing to eligible payments under the contract for hiring a Contract Management Specialist.
The RA invites applications from suitably qualified and interested candidates to fill the post of Contract Management Specialist, recruited as individual consultant following World Bank Procurement Regulations dated September 2023.
Post Title: Contract Management Specialist (1 Post)
Time Commitment: 100%
Accountable: Project Coordinator
Duration of Assignment: 5 years
2. The Objectives of the Assignment
The overall objective of the assignment is to build capacity of Project Implementation Plan (PIU) to plan, coordinate, manage and monitor the implementation of Project contracts in adherence
with the World Bank’s Regulations for IPF Borrowers dated September 2023.
3. Duties and Responsibilities
The specialist’s main tasks include the following (other tasks may be added, by agreement, as the project progresses):
a) Develop an appropriate contract Management System, create contract management plans for all contracts and activities, develop Key Performance Indicators for main contracts, and monitor and oversee performance of signed contracts to ensure timeliness, cost and quality of deliverables
b) Participate in contract negotiations and assist in preparation of contract documents
c) Ensure World Bank standard conditions of contract are applied as needed
d) Ensure the smooth execution of design, planning and implementation of all contracts under the project
e) Consult with the Project Coordinator and Procurement Specialist and the Legal Units to address legal issues arising out of contracts and in the performance of duties
f) Maintain a comprehensive knowledge of all the contractual requirements governing the procurement and contracting process, initiating and revising procedures to address changes
in the consultant and contractor’s contracts
g) Review procurement records to ensure that all applicable laws, rules, and regulations are adhered to and that proposed contracts represent the “best value” to the employer
h) Assist in the provision of correct and timely inputs for invoicing by the consultant and contractors.
i) Maintain documentation of all signed contracts which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules; maintain digital and hard copies of relevant documentation. and ensuring that they are compliant and Audit ready at all times
j) Provide support to the PIU in the clarification of the objectives and operations for particular programmes within the contract
k) Act as a liaison between contractors, consultants and the employer and all parties in involved in the contract management system
l) Prepare contract change notices, monitor consultant and contractor performance, including the reporting and status of contractor/ supplier/ consultant deliverables.
m) Track payments and deadlines. Ensure all deadlines and conditions described on contracts are met (e.g. payments and shippings)
n) Prepare regular contracts status reports and make presentations at meetings;
o) Identifying contract management issues and proposing solutions, including financial monitoring and control;
p) Identify key contract management knowledge and capacity gaps in stakeholder/partner organisations and provide technical assistance to the PIU to strengthen contracts management capacity
q) Assist PIU in reviewing Engineers determination on the contractors’ claims, Dispute Avoidance and Adjudication Board (DAAP) opinions and decisions on disputes and advice PIU accordingly:
r) Develop a risk management system to track all identifiable risks of the Project;
s) Monitor and review contractor’s claims and disputes and advise the PIU on any potential issues and recommend remedial actions.
t) Anticipate claims that may be submitted by contractors related to Project execution and review recommendations prepared by the appropriate Engineer regarding claims submitted by contractors, and support the Employer’s legal counsel to resolve claims;
u) Provide expert assistance to the employer in responding to issues referred to DAAP and Arbitration by the Contractors as need arises;
v) Complete orderly and comprehensive closeout of contracts and contract files as per the Contracts;
4. Reporting Requirements
The Contract Management Specialist will report to the Project Coordinator for all his/her technical and administrative operations and will liaise with other specialists in the project.
5. Key Result Areas
a) Regular reports on contracts management, including financial monitoring and control of projects;
b) Analyse sub-project progress reports, and produce estimates of updated project costs and financial forecasts;
c) A risk management system; develop and review and monitor risk register and check risk controls;
d) Put in place a project management data base and tracking system for monitoring project physical implementation process and financial payments against contract price.
6. Qualification and experience
The candidate should meet the following minimum qualifications:
a) Master’s Degree in Civil Engineering, Construction Management, Architecture, Quantity Surveying or similar field and, registered in a relevant and professional body;
b) General experience of 15 years in managing civil engineering contracts in road projects;
c) Similar experience as a Contract Manager in the last 10 years;
d) Highly proficient and knowledgeable in the use of current computer software tools applied for contract management,
e) He/she must have experience in the FIDIC Red Book, World Bank or other donor funded projects;
f) Experience in developing countries
g) Fluency in written and spoken English is mandatory.
7. Performance Criteria
The following performance criteria will be used to assess the performance of the Contract Management Specialist at annually and based upon these assessments the contract with the Project
may be continued or terminated:
a) Maximum compliance with contract obligations by all parties.
b) Timeliness of Contract amendments/extensions/variations
c) Quality and timeliness of Consultant/Contractor/Supplier performance
d) Minimal avoidable contractual risks
e) Extent of avoidance of contractual disputes
f) Timeliness of resolution of contractual disputes
g) Quality and completeness of contract execution records.
8. Duration of the assignment
The assignment is for an initial period of one year in the Project Preparatory Activities and will thereafter be extended for the entire period of project implementation of 5 years. The contract
will be renewable annually subject to satisfactory performance, need and availability of funding.
9. Facilities to be provided by the Client
The Client will provide office space, furniture, office equipment, communication, and internet facilities. For all field related assignments, the Project shall provide transport and costs and
other expenses (per Diems etc.) related to the fieldwork.
10. Location of Employment
The Contract Management Specialist will be based at the PIU Office in Lilongwe but would be required to travel regularly to other relevant field offices where the Project is implementing its activities.
11. Mode of Application
Interested Individuals meeting the stated requirements should submit their Expressions of interest including updated detailed curriculum vitae (CVs) and copies of professional certificates must
be delivered in a written form to the address below (in person, or by mail, or by e-mail) by Wednesday, 28th August, 2024 on or before 16:00 hours, local time.
The Project Coordinator,
Resilient and Strategic Transport Operational Enhance Project
Roads Authority
Functional Buildings
Private Bag B346
Lilongwe 3
MALAWI.
Attention: The Procurement Manager
Email: ipc@ra.org.mw copy schipala@ra.org.mw