1.   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

2. 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.

 3. 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.
• 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 contract that will impact on the schedule and ensure 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 service.
• Carry out contract management activities for other goods and consulting services to be procured under the project.
• Review large value contract agreements prepared by MoSHE PIU and the seven Flagship TVET Institutes (TVET – manufacturing technology; Hawassa TVET Polytechnic College; Dire Dawa Polytechnic College; General Wingate Polytechnic College; Kombolcha TVET Polytechnic College; Holeta TVET Polytechnic College and Ethiopian Railway Academy before signing
• Properly manage the contract administration activities starting from contract award up to final delivery/completion of Goods, Services and Works.
• 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 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.

4.  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.

5. 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.

6. 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

7. Work plan

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

8. 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.  

9. 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.

10. Place of Work

The place of work is at the Federal Democratic Republic of Ethiopia, Ministry of Science and Higher Education (MoSHE), Addis Ababa with frequent travel to TVET centers as necessary.

Duration: The length of the contract for this position is initially for one year and the contract period can be extended subject to satisfactory performance and available budget 

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.