Contract Administrator

**Purpose**:
Responsible to the Contracts Administration Supervisor for the performance of Contracts Administration duties in the Home/Field Office. In the event the Contracts Administration is transferred to the field office, he remains functionally responsible to the Contracts Administration Supervisor, and operationally responsible to the Construction Manager.

**Specific responsibility and authority**:
Within the limits of the Project Instructions Manual, the **Contracts Administrator **has the responsibility and commensurate authority to accomplish the following duties:
**_ General -_**
- To familiarize himself with the contracts administrator position and other applicable positions of the Project Instructions Manual.
- To become thoroughly conversant with the various types of standard contract documents.
- To become thoroughly conversant with the project General Conditions of Contract.
- To ensure that all activities are performed in a timely manner in accordance with the Project Schedule and Contracting Plan.
- To maintain liaison with the members of the project task force with whom and from where information and data need to be obtained or given.
- To ensure that strict official practices and confidentiality are maintained at all times.
- To provide regular reports to the Contracts Supervisor as required.

**_ Specific Responsibility -_**
- To issue the tender preparation work sheet to the appropriate area manager and to other departments in accordance with the timing requirements of the contracting plan.
- To prepare a bidders list for the relevant contract from the list of pre-qualified bidders and issues to Contracts Supervisor for approvals as necessary.
- To review information received from the Area Manager and from other Departments, and ensures that no conflicts or ambiguities exist between such information and between information and the Model Document.
- To prepare tender document in accordance with the Project Model Tender Document and circulates internally for approval.
- To advise the Document Controller of the list and quantities of drawings and documents required for particular package and the required date of availability.
- To prepare the letter of invitation to tender in the approved format for signature by the Contracts Supervisor.
- To coordinate the printing, binding and collation of the tender document and drawings through Document Controller and ensures that the document is issued and distributed in a timely manner.
- To input drawing and specification information into the computerized data bank.
- To attend to contracts queries during the tender period primarily by specific reference to the appropriate section of the tender document or by the preparation, approval and issue of a formal addendum to all tenderers.
- To receive/attend the tender opening activity, to arrange for limited and confidential distribution of tenders and to proceed with the evaluation, conditioning, clarification of tenders all in accordance with the provisions of the Project Instructions.
- To attend and conduct pre-award negotiations (if needed) with short listed tenderer(s) and draft the recommendation for the award of the contract.
- To prepare letter of acceptance of tender for approval and issue by the Contracts Administration Supervisor.
- Alternatively, to prepare and issue the confirmed contract document for signatures by the Contractor and the Client within 10 days of receipt of approval to award.
- To arrange for the issue of copies of the confirmed contract is accordance with standard distribution.
- To arrange for passing on to the Site Contracts Administrator files related to the particular contract.
- To administer contracts after award either in the Home Office or from the field office. Administration includes any or all of the following in accordance with the Project Instructions.
- To ensure that all required insurances and securities are in place before commencement of work at site.
- To attend kick-off meeting with Contractor and records all instructions, and agreements on procedural matters.
- To ensure that all temporary construction utilities are available by the promised dates.
- To ensure that all Owner supplied materials and equipment are or will be available to the specified dates.
- To ensure that the Contractor provides as required by the contract all programs, drawings, specifications and manuals.
- To advise the Document Controller of the details and dates for submission of the various documents so that proper expediting may be undertaken.
- To administer the contract including:

- Ensuring that a proper contract filing system is erected and maintained in accordance with established project procedures.
- Review certification of progress payment and advise to Cost Controller.
- Obtaining approvals and issue of contract variation orders.
- Attendance of regular weekly meetings with contractors.
- Maintaining records of drawing and specification transmittals and update compute