Job Description

Terms of Reference

Contracts Management Officer

1. Identification

• Job Title: Contracts Management Officer/Engineer
• Location: Sana’a
• Application Deadline: 26th of March 2024

2. Overall Purpose:
The Contracts Management Officer, an engineering professional, is responsible for managing and archiving project contracts. He/She will play a critical role in overseeing the contractual aspects of the project, including coordination with consultants for the development of Bill of Quantities (BoQs) and drawings, as well as communication with contractors for the execution of the hard activities. The Contracts Management Officer/Engineer will ensure compliance with TYF's policies and donor regulations, facilitating smooth implementation, timely deliverables, and effective communication between all parties involved.

3. Key Duties and Responsibilities:

• Manage and meticulously archive project contracts for easy retrieval and accurate documentation.
• Collaborate with consultants to develop comprehensive Bill of Quantities (BoQs) and drawings aligned with project requirements.
• Effectively communicate with contractors, addressing queries and providing necessary instructions for contract adherence.
• Track the entire contracting process in TYF, ensuring adherence to established timelines and procedures.
• Share TYF's feedback, notes, and instructions with consultants and contractors to ensure contractual compliance.
• Review standard documents for tenders before announcing any tender.
• Participate in tender analysis as requested by the project manager.
• Prepare purchase request form raised by the project team.
• Receive samples, examine them, and submit them to the project manager.
• Prepare payment requests and dues for everyone who has been contracted.
• Transcribe tender data into approved forms in TYF.
• Receive, review, and ensure accuracy and compliance of contractors' financial claims with contract terms.
• Collaborate with project manager to review, process, to approve financial claims.
• Maintain meticulous records and documentation of financial transactions related to contracts.
• Assist in coordinating contract-related activities such as reviews, amendments, and extensions.
• Provide support to project manager in matters related to contracts.
• Collaborate with finance staff to ensure accurate and timely processing of financial claims.
• Ensure compliance with TYF's policies, procedures, and donor regulations throughout the contract management process.
• Identify and mitigate risks associated with contract performance, escalating critical issues as necessary.
• Collaborate with project teams to address any potential deviations from contract terms and conditions.
• Foster positive relationships with consultants and contractors, maintaining open lines of communication.
• Collaborate with project manager, engineers, and stakeholders to ensure effective coordination and collaboration.
• Provide timely updates and reports on contract-related activities as required.
• Perform any other related duties as assigned by the direct supervisor.

Job Requirements:

• Bachelor's degree in Engineering, preferably in a relevant field such as Civil Engineering or Construction Management.
• Proven experience in contract management, preferably within the infrastructure or construction industry.
• Strong knowledge of contract administration and compliance with policies, regulations, and industry standards.
• Excellent organizational skills, attention to detail, and the ability to manage multiple contracts simultaneously.
• Effective communication and negotiation skills, with the ability to maintain positive relationships with consultants and contractors.
• Proficiency in using contract management software and MS Office Suite.