Education Authority Northern Ireland
Senior Project & Contracts Manager
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JOB DESCRIPTION
Responsible to:
Major Capital Delivery (MaCD) Service Manager
Major Capital Delivery Senior Team (MaST)
Job Purpose:
The Senior Project & Contracts Manager (SPCM) will be responsible for delivering large-scale/complex projects through their project life cycle in accordance with governance procedures. The SPCM will support the Head of Service, Major Capital Delivery Service Managers, and relevant stakeholders, through the delivery of comprehensive project & contract management, to ensure the effective and efficient development and delivery of Projects and Contracts, in order to meet the Authority’s strategic objectives.
Main Duties and Responsibilities:
Project Management
The Senior Project & Contracts Manager will lead, manage, co-ordinate, and participate in the procurement, design, and implementation of the following services:
- Overall responsibility for the successful procurement, initiation, planning, design, execution, monitoring, controlling, administration, and closure of projects or workstreams allocated to them.
- Responsible for managing and delivering a work portfolio that may contain several strands within a programme, project, or workstream.
- Work closely with team members to ensure that all project requirements, deadlines, and schedules are on track, including submitting or reviewing project deliverables, preparing status reports, establishing effective project communication plans, the proper execution of plans, monitoring requirements and standards, and ensuring projects meet time, cost, and quality constraints.
- Ensure that the scope and direction of each project is on schedule, in line with agreed parameters/budgets, set by the Head of Service/Service Manager.
- Manage the risk profile of the project and provide early warning on all assurance matters.
- Escalate issues appropriately, in accordance with project governance.
- Act as a Senior Responsible Officer / Client Advisor / Project Manager / Project Sponsor on projects.
- Act as the service representative when engaging with other Directorates and Services, Department of Education (DE), Boards of Governors, and external suppliers, providing project management advice and enabling the provision of projects required for transformation.
Contract Management
The Senior Project & Contracts Manager will be responsible for the management, co-ordination, and participation in the delivery of the following services:
- Contract management of PPP Projects throughout the contract period.
- Providing financial support and advice to all school authorities at all stages.
- Providing general support to all PPP projects as required.
- Contributing to the work of the PPP Team and any initiatives in which the Service is involved.
As part of the operational phase contract management, the post holder will:
- Liaise with the school, the Contractor, and Authority in managing operational phases.
- Manage the provision of contracted services.
- Ensure the Contractor is conforming to specified performance standards.
- Manage Authority and Contractor changes.
- Ensure that all necessary obligations in respect of insurance, indemnities, performance bonds, health and safety procedures, and other obligations are met.
- Chair the Liaison Committee, as required.
- Bring forward reports to the Authority on recommendations on deductions for sub-standard performance.
- Receive and check invoices and make recommendations to the Authority on payments under the Payment Mechanism.
- Ensure that the Contractor’s books are audited in accordance with the provisions of the contract.
- Monitor and approve third-party use.
- Monitor the Contractor’s Asset Register.
- Monitor the Contractor’s performance and draw up and bring forward an annual report on the same to the Authority.
- Support the Authority in the development and production of Post Project Evaluation at agreed intervals throughout the contract period.
- At contract end, ensuring that the accommodation and the Furniture and Equipment are fit for purpose where they are to continue in operation.
- Support the retendering of the service, if appropriate.
- Assess and make provision for any liabilities arising from the return of the assets.
- Implement the Authority agreed contract end procedures.
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As part of Financial Management, the post holder will:
- Provide financial support and advice as required across all projects and to all Authorities.
- Provide financial support and advice in relation to financial models, LMS, and Affordability.
- Manage and maintain affordability spreadsheets and agree figures with the Authority, schools, and Department of Education.
- Monitor PPP affordability and report anomalies arising over time to Authorities.
- Monitor Unitary Charge payments and report to Authorities on same.
- Provide financial support to all projects across all phases of procurement, construction, and operation.
- Maintain PPP benchmark database and advise Authority accordingly.
- Provide financial support to all Post Project Evaluation Teams.
- Provide financial support and expertise to all PPP reviews, post-project evaluations, and any other such reviews as required.
- Calculate the outcomes of benchmarking exercises and agree revised unitary payments with school authorities, contract managers, and PPP operators.
- Update unitary charges and upgrades on assigned project(s) and agree these with all stakeholders.
- Update allocation of unitary charge including DE capital contribution.
- In liaison with EA accounting officers, advise on the accounting treatment to be applied to the unitary charge and agree same with all stakeholders.
- Provide support to PPP projects and school authorities and the Department of Education on any financial exercises that may arise from time to time in relation to PPPs.
- Provide reports and information to all school authorities and the Department of Education as required.
Management
The post-holder will be responsible for supervising, managing, and leading teams engaged in the development of projects and management of contracts. This will include:
- Service staff aligned to projects or workstreams.
- Internal and external Clerk of Works allocated to projects.
- Integrated Consultant Teams (ICT) and Integrated Supply Teams (IST).
- Contract Managers, Contractors, Facility Management providers, and Suppliers.
Decision Making
The post-holder will be expected to:
- Make managerial, architectural, and technical decisions throughout the design, production, and construction phases of the EA’s in-house and external projects.
- Make managerial and technical decisions throughout the contract period of the EA’s PPP projects.
Supervision Received
The post-holder will:
- Work under the direction of the Service Manager / Head of Service.
Work Complexity
The post-holder will be expected to completely deliver the services of:
- A qualified construction professional in the application of specific projects and other matters relevant for the service.
- A Senior Project Manager.
- A Senior Contracts Manager.
The post-holder will be expected to promote the corporate vision, values, and culture of the EA, including:
- Manage and Lead Others.
- Improve, Challenge, and Coach colleagues and teams, helping them fine-tune their skills, improving their industry knowledge, and improving service delivery.
- Foster a culture that supports the achievement of the authority’s Strategic Plan by role modeling core values and leadership behaviors.
- Ensure that ICT, IST, and others, on each project or workstream, are provided with clear structures, roles, and responsibilities and are supported to work in an integrated way.
- Contribute to transformational change, structures, strategies, policies, and processes.
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Collaborate Working
The post-holder will work collaboratively and be expected to:
- Enhance the development of the service by building effective relationships.
- Manage effective communication plans and consultation with stakeholders.
- Contribute to meetings, in accordance with corporate goals and service requirements.
- Develop links and relationships with:
- Colleagues across the Authority’s Directorates
- Senior Responsible Officers
- Department of Education (DE)
- Controlled Schools’ Support Council (CSSC)
- The Council for the Catholic Maintained Schools (CCMS)
- The Northern Ireland Council for Integrated Education (NICIE)
- The Governing Bodies Association (GBANI)
- Boards of Governors
- Statutory Bodies
- External Consultants, Contractors, and suppliers.
- Liaise with the public.
Creative Work
The post-holder will be expected to:
- Provide professional and technical design and development in the delivery of the Service and works programmes.
- Challenge conventional approaches, harness new approaches, and maximize efficiencies.
Other Duties
The post-holder will be expected to:
- Provide professional support and advice to Stakeholders.
- Provide non-managerial support, information, and training, as required.
- Provide advice and assistance on building maintenance and technical standards, when required.
- Undertake training, as may be required, for personal and professional development.
- Contribute and assist in service development, planning, implementation, and monitoring.
- Contribute and assist in the development of policies, plans, and objectives.
- Ensure compliance with all relevant statutory legislation.
- Ensure risks are assessed, monitored, managed, and controlled effectively.
- Participate and/or undertake review processes to enable compliance of all quality assurance policies and procedures, maintaining and enhancing the high standards of the Authority.
- Prepare, maintain, manage, review, and deliver effective reports and financial controls.
- Monitor expenditure ensuring propriety, regularity, and value for money.
- Represent the service and/or deputise for the Service Manager as required.
- Undertake such other duties relevant to the post as directed by the Service Manager.
- In accordance with the business needs of the Infrastructure and Capital Development Division, may be required to assist in the delivery of Minor Capital Delivery Programme.
- Comply with EA policies and procedures in relation to their duties and responsibilities.
This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.
In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity, and pay due regard for equality legislation at all times.
To view the summary of terms and conditions for this post, click here.
PERSON SPECIFICATION
NOTES TO JOB APPLICANTS
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