Purpose of consultancy

The United Nations Population Fund (UNFPA) works to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA supports the Government of Uganda to generate population data for planning and decision making. We also ensure the empowerment of women, adolescents and young people to live their dreams and fulfill their potential.

The UNFPA Country Office and UN Resident Coordinator’s office in Uganda plans to relocate offices to a new location on Plot 61 & 63 Yusuf Lule, Kampala. The building is newly constructed, and it is currently at its final stages. The building is of 6 floors with total usable space of 2808sqm inclusive of terrace of 621sqm. The net office area space is 2182sqm. A professional office design has been developed and approved for the new premises.

To provide technical expertise and ensure compliance with the design and construction of the project, UNFPA/RCO wishes to recruit a qualified, competent and experienced engineer (Project Supervision Consultant) with an Architectural/Engineering background, and familiar with large building infrastructure projects to closely monitor the implementation of the office design to the new premises. The post essentially involves liaising with and supervision of works of the construction company and giving support to the International Operations Manager

The Project Supervision Consultant reports to the International Operations Manager as per the Country Office (CO) set-up and is responsible for providing technical support and supervision to construction of the office layout design for the office Premises on Yusuf Lule Road in accordance with the approved design. The technical support includes planning, support to procurement, as well as monitoring of construction works on site. The incumbent collaborates closely with the different stakeholders and provides local knowledge and expertise to help meet the needs of the project.

Scope of work:

Preparation of design, construction and technical documents

• Draft the scope of construction works based on project requirements, budget and site limitations; define deliverables and payment modality.
• Apply UNFPA norms and standards (accessibility, MOSS, MORSS, etc.) to construction projects, taking into consideration the local environment and available materials; verify if compliance with green building standards is required.
• Provide assistance in checking technical documents related to construction (design drawings, technical specifications and bills of quantities); verify whether they are clear, complete and compliant to construction needs, eco-efficiency and accessibility requirements; undertake the actions required to endorse these technical documents by relevant ministries.
• Attend technical cooperation meetings; prepare PPT presentations on projects progress; undertake follow-up actions in relation to project implementation and monitoring.
• Provide information on projects progress; undertake appropriate actions to overcome technical obstacles, prepare reports on projects progress.
• Prepare and issue Construction Documents (Production Drawings, Specifications, etc.) Ensure all documentation is compliant with Ugandan laws in development and construction.
• Advice and support application for all statutory approvals (building regulations etc.) if required.
• The consultant shall review the Contractor’s proposed work schedule and ensure that it is in line with the project timelines.
• Develop an implementation Plan for the works of the project.

Support to procurement process

• Assist Procurement section in preparation of procurement requests and CRC submissions with supporting documents related to construction activities.
• Prepare tender documents in relation to construction works and engineering services; attend bidders’ conference and present the technical components of the tender; draft answers on technical questions raised by the bidders during the tendering.
• Support procurement section in organizing bidders’ conference and site visits; participate in the evaluation of technical proposals received and draft technical recommendation; if needed, provide support to the procurement section on the analysis of financial proposals.

Monitoring of the construction project

• Participate in the kick-off meeting of construction works with the construction company, the engineering firm and relevant government counterparts.
• Provide close monitoring on construction activities by undertaking regular site visits and conducting regular technical meetings including joint monitoring with relevant partners including building owner; follow up progress for each activity per milestones and review site supervision reports to ensure work compliance with norms, standards, and timeline; verify quality and precautions on health and safety standards on ground.
• Use effective monitoring and supervision tools to ensure easy assessment of work quality, progress, and performance of engineering firms and construction companies during the entire duration of the project.
• Certify payments/variations and compile supporting documents; monitor construction expenditures and progress certificates; prepare and maintain relevant tables for each construction activity.
• Provide assistance to UNFPA Contract Administrator on contract management, amendments, variations, duration extensions, applying liquidated damages, etc., compile and archive project documents, minutes, correspondence, instructions, etc.
• Participate in the partial, substantial and final reception of works after verifying the correction of all defects during the DLP; prepare and issue relevant certificates.
• Establishment of a positive and amicable, but impartial, liaison with the Contractor(s).
• Ensure proper management of all written records based on powers and duties exercised under this Contract.
• Ensuring the Contractor(s) complete and timely compliance with the Works Program in relation to the Works.
• Random sampling and testing of Construction Contractor’s materials to ensure compliance with the Specifications.
• Review and make recommendations on any claims submitted by the Contractor for payments and extensions of time.
• Conduct formal Site Meetings with the Contractor and record minutes of all discussions and decisions, highlighting matters of concern.
• Inform UNFPA of any required Change Orders and the likely implication on Cost and Time, any requests for Change that will have an impact on cost shall require prior approval by UNFPA before instructing the contractor to proceed with the change.
• Ensure the Contractor is complying with all elements of the construction contract, including but not limited to:

1. Interpretation of technical specifications.
2. Matters relating to worksite safety and traffic management.
3. Construction methodology
4. Receipt and checking of Contractor’s Progress Claims, preparation of payment certificates in the format prescribed.
5. Confirm that Practical Completion has been reached and advise the UNFPA accordingly.

Specific Outcomes and Deliverables

• Ensuring that the contractor conforms to project design, specifications, drawings and otherwise meets its contractual obligations
• Ensuring that the works are executed in accordance with the agreed construction program(s) and methodologies and fully completed within the agreed budgets.

Supervision and Contract Administration

1. Submit weekly progress reports including site meeting minutes and issues arising
2. Review of Contractor’s Interim Claims and recommendations to the Client Payment certificates
3. Practical Completion Inspection Report and Punch List.
4. Practical Completion Certificate/Certificate of Occupancy and other Project Completion Reports as applicable.

Defects Liability Period (12 months)

Liaise with UNFPA and provide construction contractor with advice and instructions on rectifying any defects during the12-month period

Duration and working schedule:

Expected duration of this assignment will be 60 working days spread over a period of four months.

This plan is indicative. Alternative plans may be suggested by the project team. Please consider that some flexibility will be required as the project evolves in order to ensure the most successful results on the ground, in close communication with all stakeholders.

Monitoring and progress control, including reporting requirements, periodicity format and deadline:

The consultant shall report to the International Operations Manager and work will be conducted at the UNFPA Country Office both at the current premises and the premises of construction.

Payment Terms:

30% Partitioning/structure fittings.

30% Electrical installations and other Mechanicals.

20% Completion of works.

20% Retainer-1 month after completion.

Qualification Experience and Knowledge:

• The Consultant will be a technically qualified Civil Engineer or Architect and at least 6 years of proven working experience in Civil Engineering Construction /Architectural works/Interior Designing particularly with office partitioning and office layout works.
• Possession of a national license authorizing him/her to practice as an architect/engineer in Uganda.
• Specific experience of at least 6 years in the design and construction supervision of office layouts is a requirement.
• Experience working in Ugandan context particularly coordinating local contractors.
• Fluency in English language, oral and written
• Evaluation criteria: 70% Technical, 30% Financial combined weight.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.