Senior Project Manager (Civil Engineer), Fixed Term NOC, Addis Ababa

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid and special operations.

WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.

ORGANIZATIONAL CONTEXT

This position is located in WFP Ethiopia Country Office based in Addis Ababa. The incumbent will be under the direct supervision of the Head of Engineering Unit or the designate. The jobholder will be responsible for the accountabilities identified hereunder.

JOB PURPOSE

WFP Ethiopia is looking for a Project Manager/Civil Engineer to manage Construction works in Addis Ababa and around the country.

KEY ACCOUNTABILITIES (not all-inclusive)

Description of Tasks

• Administer all civil engineering projects, prepare, write and assemble project documents for engineering or construction projects, including detailed design, technical specifications, contracts and tender packages; contribute to and manage technical tender evaluations and/or support corporate procurement procedures
• Monitor all works including proactively seeking solutions to issues arising (contractual, technical, authorities on site, etc.) and compiling regular reports to ensure WFP priorities, quality standards and time schedules are adhered to and accurate information is provided to donors and local authorities;
• Develop project budgets or preliminary and detailed costs estimations to implement projects (including feasibility studies and project schedules). Work-time estimates could be also required. Manage and report on project budgets and financial commitments
• Manage all communication with clients for various multiple projects and provide engineering and technical support to clients.
• Managing team of Project Managers and Site Engineer (when required or advised) to manage the overall supervision of the rehabilitation and renovation works of facilities.
• Establishment of project programme, budget, cash flow and control mechanisms;

• Prepare all relevant technical documents for tenders and procurement processes of all engineering projects, including evaluation and award;
• Preparation of a scope of works and supervision of any complex work. Management of contracts through all stages of the project;
• Co-ordination with the various WFP units including but not limited to admin, security and ICT incorporating the requirements specified into the construction/adaption of projects;
• Direct supervision of the project team to ensure adherence to budget, programme, quality and safety;
• Co-ordination, monitoring and adherence to procurement activities, and;
• Reporting to Head of Engineering where required on weekly, fortnightly and monthly basis about the progress of works.
• Oversee and coordinate design and construction including but not limited to:
• Project Management including establishment of project programme, budget and control mechanisms.

• Co-ordination of the projects through the feasibility and preliminary design phase. Engineer shall:
• Gather all relevant information in relation to the projects;
• Prepare specifications for topographical survey, ground investigation and demining (where required) contracts, oversee the procurement action for the contracts, supervise and certify the projects;
• Identify any existing services/utilities;
• Consult with stakeholders to establish the requirements of WFP;
• Liaise with local authorities to obtain necessary authorization for the implementation of the projects;
• Establish any constraints and/or problems associated with the projects;
• Develop a number of outline design options for the projects (where required) for discussion with relevant parties;
• Report on the process above, this report will form the basis of the detailed design.

• Co-ordination of the projects through the detailed design and construction phase. Following the confirmation of the preliminary designs for each location, the relevant project will be developed to a detailed design stage and progressed through the construction phase. The Engineer shall:
• See clients’ point of view in order to identify their needs, provide efficient service and match clients’ needs to appropriate solutions
• Prepare a scope of works and detailed design of the projects;
• Prepare EIA and Health and Safety plans for the project to the international standards;
• Identify risks and allows for contingencies when planning;
• Manage the consultant firm contract through all stages of the consultants’ contract;

• Report to Head of Engineering on detailed cost estimates for project derived during the detailed design phase.
• Prepare documentation for the pre-qualification of construction companies. Implement and oversee, with WFP procurement division, the prequalification process;
• Prepare the construction tender package to include contract documentation, drawings and specifications.
• Implement and Oversee, with WFP procurement division, the construction procurement action;
• Prepare a scope of work for a consultant engineering firm for the supervision of the project (if required), and;
• Supervise the construction work in line with the General Description of Tasks detailed below.

General Description of Tasks

WFP operates to the highest levels of international construction standards while taking account of local constraints and methods of work. As noted above some of the following tasks may, at the discretion of the Head of Engineering, DCD and CD ETCO, be delegated to a consultant supervising engineering company. Where this occurs, it is the responsibility of the Engineer to monitor the performance of the consulting engineering firm ensuring that their duties are being performed in accordance with the agreed contract scope of work. Notwithstanding this, the Engineer shall be responsible for ensuring that each project is being progressed to an acceptable standard under the supervision of the consultant. Where the Engineer is tasked with the complete construction supervision role, the following non-exhaustive list of duties shall be within the remit of the Engineer:

Project Management & General Supervision

• Supervision of the construction work, programming and co-ordination.
• Provision of engineering and project management services.
• Liaison with Local Authorities to obtain necessary authorization for the implementation of the projects and to ensure co-ordination of activities throughout the project duration.
• Assessment and approval of the contractor’s security provisions, with WFP Security division, to protect WFP personnel and assets during the construction phase of the projects.
• Provision of advice to the Head of Engineering DCD and CD ETCO concerning the schedule of handing over of the site and any designated access to the successful contractor including notification of possible delays that could affect such a handover.
• Approval of the contractors site supervision personnel.
• Approval of the contractors selected sub-contractors.

• Inspection and evaluation of the contractors' on-site and off-site facilities especially laboratory items to ensure compliance with the terms and conditions of the contract. This shall include monitoring the contractors' laboratory testing and recommend improvements (if any) to ensure the desired performance.
• Advice on the selection of contractor's equipment. Assess minimum construction equipment, plant and machinery requirements, by type and specification, and monitor, keep and regularly update a list of the contractor’s equipment, plant and machinery in order to keep a check on the contractor’s mobilization.
• Inspection of contractor's construction equipment ensuring that compliance with the manufacturers’ requirements is being achieved and international standards relating to pollution, noise, and vibration are being complied with.
• Inspection of material sources. Order tests of materials and ensure adherence to specifications. Approval of all material to be used on the projects.
• Assessment of the contractor’s construction methods for the works ensuring that the methods proposed are satisfactory with respect to the requirement of quality, health and safety requirements.
• Monitor closely the construction progress on a regular basis to ensure it is proceeding in accordance with the approved work program. Liaise with the contractor in the event of programme “slippage” to arrest the situation.
• Authorization of all minor additional works that do not materially affect the project, at the rates established in the construction works contract, or at alternative rates mutually agreed upon when the works are not listed in the contract bill of quantities.

• Ensure that the contractor adheres to local laws and customs and in particular not to use child labor for the execution of the contract.
• Preparation (where necessary), review and approval of "as built" documentation and preparation of report(s) testifying to the satisfactory completion of the works in accordance with the contract.
• Inspection of the completed works with the Head of Engineering and DCD including the provision of assistance in formal taking over of the works.
• Monitoring of any required remedial works carried out during the defect’s notification period and provision of guidance to the Head of Engineering and DCD with respect to the release or otherwise of the contract retention.

Reporting

• Review, evaluation and approval of the planned construction methodology by the contractor.
• Establishment and maintenance of project performance monitoring, evaluation and reporting up to project completion;
• Establishment of a comprehensive system for maintaining site records including site correspondence, survey data, inspection records, test data, site diaries, records of meetings, financial records, progress records etc.
• Compilation of a day by day project diary which shall record all events pertaining to the administration of the contract and any other information which may be at a later date be of assistance in resolving queries which may arise concerning execution of the works.
• Preparation and issuance of the following reports, the format and content of which are to be acceptable to the Head of Engineering and DCD: an inception report, a monthly progress report, a detailed quarterly report and a detailed project completion report.
• Preparation of reports, including technical appraisals, additional contract documentation, reviews on the contractor's proposals and any other relevant reports as may be required from time to time.
• Issuance of project completion reports: draft report at 80% physical completion, full report on final completion.

Monetary

• Assurance of the receipt of and maintenance of permanent records of all bonds and warranties required under the Contract for items/materials including their source and equipment accepted and incorporated in the project.
• Assistance to the Head of Engineering DCD and CD ETCO in contractual matters with the contractor (performance bonds, insurances, claims, advance payment guarantees etc.).
• Preparation and management of cash flow programmes, including processing invoices and following payments.
• Assistance with interpretation of the contract documents. Explain and or reconcile any ambiguities and or discrepancies in the contract documents and apply the various provisions of the contract documents;
• Provision of all relevant documentation needed for settling disputes (if any) with the contractors. Formulation of recommendations to Head of Engineering with respect to such claims received from the contractor for issues including but not limited to escalation, time extensions, variation orders, subletting, quantification of claims, rate and price fixing etc.

• Processing interim and final payments to the contractors.
• Preparation of variations to address issues encountered on site or arising from the needs of the WFP or others. Preparation of all designs, drawings, quantities etc to address the issues for the approval by the Head of Engineering. Review and approval of proposal on variation orders and implementation schedule prepared by the contractor. Preparation of variations to address programme constraints arising from escalations in the security situation
• Assistance in the settlement of the Audits and Enquiries (if any) pertain to the Project.
• Preparation of final accounts

Quality

• Assess contractor submissions
• Establish and maintain project quality assurance procedures.
• Completion of all necessary measurements and control of quality of the works for the implementation of the works. The Engineer in consultation with the Head of Engineering will make all engineering decisions required for the successful and timely implementation of the contracts.
• Assurance of the quality of the works during construction, continuously inspecting the materials and construction operations with regard to workmanship and compliance with the specifications. Carrying out independent testing in the field and/or in a laboratory in order to approve or disapprove and certify the works that conform to the contract. Maintenance of permanent records of results of all the tests made.
• Provision of notice to the contractors of any defects and deficiencies, and issue instructions for the removal and substitution of the improper works, where provided under the contract.
• If required, order suspension of the work(s) and/or recommend to the Head of Engineering and other recourse available under the relevant contract.

Health & Safety

• Ensure that the contractors abide by the internationally recognized standards of health and safety for the works, adjacent properties, all site personnel and the general public.
• Notification to the Head of Engineering and DCD of any serious breaches to health and safety rules on the project.
• Reporting of all health & safety incidents and accidents in monthly progress reports.

Other

• Perform other related duties as required

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Engineering experience focused on construction supervision, contract administration and project management.
• UN experience or similar nature Organisation is an added advantage.
• Experience in health and safety;
• Experience of working in difficult security environments;
• Experience of working in project risk management;
• Knowledge of UN Procurement procedures;
• Familiarity with FIDIC international contract formats;
• Experience of working in the Humanitarian context;

DESIRABLE SOFTWARE SKILLS:

• Computer Literate
• Microsoft Project
• Microsoft Application Software (Outlook express, PowerPoint, Word and Excel)
• ETABS, AutoCAD, ArchiCAD

STANDARD MINIMUM QUALIFICATIONS

Education & Experience: University Degree in Civil Engineering with 5 or more years of professional experience in a Civil Engineering projects focused on construction supervision, contract administration and project management OR a master’s degree with at least 3 year of professional experience in a related field. Experience with UN agencies is an added advantage.

Language: Fluency in both oral and written communication in English. Knowledge of the local language is added advantage.

DEADLINE

02 of September 2022

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.

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