Selection and Employment of Contract Management Specialist for the EFM-Project Management Unit (PMU) of MoWE

Source: World Bank — Ethiopia Flood Management Project

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES – INDIVIDUAL NATIONAL)

FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA

ETHIOPIA FLOOD MANAGEMENT PROJECT (E-FMP)

Grant No. E124-Et

Assignment Title: Consultancy Service (Individual consultant (IC) – Contract management specialist for the ET-Flood Management Project -Management Unit (PMU).

(Procurement Ref. ET-MOWE-371951-CS-INDV)

The Government of Ethiopia has received financing from the World Bank toward the cost of the Ethiopia Flood Management Project and intends to apply part of the proceeds for consulting services.

The consulting services (“the Services”) include:  provision of Contract management service to Ministry of Water and Energy (MoWE) as a general and in the Procurement Executive office (PEO) who has the responsibility for managing and coordinating the program contract management activities implemented by the Ministry of Water in particular in collaboration with the technical specialists, financial management specialists, Contract Administration Team experts. The Contract management Individual Consultant is to deliver expertise in Contract management activities of the E-FMP PMU in Ministry of Water and Energy, under the Procurement Executive officer and E-FMP   program.

1. OBJECTIVES OF THE ASSIGNMENT:

The objective of the service is to provide support to the Central Procurement Unit/PMU adherence to the Contract management procedures and ensure timely completion of projects based on approved workplans and ensure timely updating in event of changes to proposed activities in the Contract management plan; communicates with PITs providing them with the Contract management directions, information, systems and skills as well  ensure the maintenance of sound Procurement arrangements consistent with agreements, manuals and project documents.

The Ethiopia Flood Management Project PMU Coordinator and the MoWE Procurement Executive Officer would affirm that work plans drawn by the Contract management Individual Consultant 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 and in line with the objective of the project. 

2. SCOPE OF SERVICE

The scope of the assignment includes the following tasks:

The responsibilities of the Contract management specialist will include but not limited to the following:

• Reports to CPU of Government and PMU coordinator
• His/her primary task is working for Flood management Projects and take additional tasks from CPU of Government: 
• Specific tasks to be carried out by the Contract Management Specialist include but are not limited to the following components:

2.1 Essential Duties:

• Develop appropriate contract Management System, create contract management plans
• For activities, develop Key Performance Indicators for main contracts, and monitor and
• Oversee performance of signed contracts to ensure timeliness, cost and quality of

2.2 Deliverables

• Participate in contract negotiations 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

2.3 Administration of the project activities.

• Collaborating with internal procurement, legal and human resources teams to ensure contracts' compliance.
• Prepare contract change notices, monitor contractor performance, including the reporting and status of contractor/ supplier/ consultant deliverables.
• Analyze potential risks involved with certain contract agreements and help staff and leadership
•  Better understand the information outlined in the contracts.
•  Analyze potential risks involved with specific contract terms and propose mitigation measures track payments and deadlines.
• Ensure all deadlines and conditions described on contracts are met (e.g. payments and shipping’s)
• Prepare regular contracts status reports and make presentations at meetings
• Monitor contracts and move forward with close-out, extension or renewal according to provisions of contracts documents
• Consult with the Project Coordinator and Procurement Specialist and the Legal Units on contractual matters.
• to address legal issues arising out of contracts and in the performance of duties
• Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules;
• Maintain digital and hard copies of relevant documentation.
• Review contract amendment requests and prepare amendments
• Guide project staff on contractual questions based on knowledge of agreement terms and conditions,
• Verifying accuracy of invoices and authorizing payments consistent with contract terms.
• Support analysis of claims, manage contractual changes and resolve disputes
• Keep track of contracts’ terms, alerting parties to renewals or extensions of Advance guarantees, Performance Bonds etc.
• Involve in inspecting and approving the final goods/services.
• Ensure approval is documented in writing.
• Exercising appropriate contract remedies when contractor’s/ supplier’s performance is deficient.
• Provide contract summaries and ensure contract execution in accordance with contract provisions
• Performing contract close-out process, including ensuring the contract file contains all necessary contract documentation.
• Ensure project completion documents including inspection, delivery, acceptance documents are upload in STEP at Contract Completion Roadmap stage
• Overall supervision of contractors administrative and support personnel used on this contract,
• Monitoring all task order work plans to ensure quality control and timely delivery of all deliverables,
• Preparation, review and delivery of all financial, logistical, and other documents as scheduled for this contract,
• Initiation and preparation of task order documentation, including recommendation of personnel,
• Serve as the primary contact point and liaison between the project implementers and program/project manager of all beneficiary institutions,
• Bear primary responsibility for procurement, personnel, reporting, and other management related requirements of the contract.
• Ensure that the terms of contractual agreements written in language that is legally binding and in accordance with the desires of the client,
• Review contract terms and conditions to verify that they are in compliance with existing policies and all applicable federal and state regulations

3. SPECIFIC OUTPUTS EXPECTED FROM SPECIALIST

The consultant shall deliver the following outputs:

• Prepare Quarterly and annual financial plans of the Project
• Monthly financial Progress report highlighting both challenges and progresses
• Quarterly Financial progress on activities undertaken and solution to challenges
• Annual financial progress report
• Project completion financial report after completion of the project
• Report on Financial management POM development and implementation
• Regular update on code classifications and periodic financial reports 
• Regular update on Cash flow projections and budget monitoring
• Accounting and reporting on the use of financial resources
• Regular update on management of signed contracts
• Internal control systems and procedures maintained including ensuring regular internal audit reviews by regular internal audit unit at each implementing entities
• Updated fixed assets register,
• Report on financial supervision and guidance provided to the project and MoWE
• Monitoring report on project performance from the financial management point of view
• Report on Review of World Bank disbursement database for this project
• Interim unaudited financial reports
• Update on facilitated Project accounts audits
• Submit status report for actions taken on all audit findings
• Submission of report on overall Financial Management of the projects consistent with agreements, manuals and project document-POM

4. DURATION OF THE ASSIGNMENT

The assignment will be for one year with possibility of extension based on evaluation of performance.

5. REQUIRED QUALIFICATIONS/COMPETENCES

     The following skills are essential for this work: 

• Academic specialization: Should have BSc/MSc in construction technology management, civil engineering or hydraulic engineering from a recognized university.
• Professional experience: should have 8 for MSc /10 for Bsc in work experience with:
•  contract management, procurement,
• Recruitment, and logistics,
• counterparts and institutions is desirable,
•  Ability to think strategically, remaining focused on goals and objectives,
•  Highly proficient and knowledgeable in the use of current computer software tools applied for contract management,
•  Extensive knowledge of World Bank contracting and assistance principles, policies, and procedures from pre-award through post-award phases,
•  Highly facilitative and collaborative leadership style and ability to develop relationships with individuals from diverse backgrounds,
•  Collaborate with a legal team consisting of 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

Personal Skills and competencies

• Strong quantitative skills and an analytical mindset
• Excellent communication and interpersonal skills – ability to work well in a multi-cultural team environment
• Ability to prepare written reports in a clear and concise manner
• Ability to work with minimum supervision

Language: Fluency in both English and Amharic language in written and oral communications required.

6. RESPONSIBILITY OF THE EMPLOYER

The Employer- client will:

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

7. MANAGEMENT PROCEDURES

Contractually, the Specialist will work under the central CPU-procurement executive office and in cooperation with PMU coordinator and staff, and other GOE staff. And shall also work closely with the World Bank’s, EMI, EDRMC /PIT/ PCU Task Team Leader (Ethiopia) and other designated World Bank staff and consultants.

8. REPORTING

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

9. The Ministry of water and Energy now invites eligible “Individual Consultants” to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services.

10. The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” July 2016 updated in November 2020.Procurement will also comply with “Guidelines on Preventing and Combating Fraud and Corruption in Projects Financed by IBRD Loans and IDA Credits and Grants” revised as of July 1, 2016.

11. A Consultant will be selected in accordance with the individual consultants Selection method set out in the Consultant Guidelines.

12. Further information can be obtained at the address below during office hours from 9:00 am to  

12:00 noon and 2:00 pm to 5:00 pm from Monday to Friday.

13. Interested individual consultants may submit their CVs and credentials with written applicant to the address below (in person, by mail, or by e-mail) on or before 01 November 2023, 4:00 pm.

Ministry of Water and Energy

Attn: Mr. Wagari Madera

Haile Gebresilassie Avenue 1st floor, Room Number 114

P.O. Box: 5744

Tel: +251116898006

E-mail:  Procurement@mowe.gov.et

Addis Ababa, Ethiopia