JOB DESCRIPTION
Responsible to: Head of Service, Minor Capital Delivery, Operations and Estates
Reporting to: Head of Service or nominated personnel – Minor Capital Delivery, O&E
Overall Job Purpose
The post-holder will be responsible to the Head of Service for the effective management and control of overall activities in MiCD and related administrative services using in-house staff and external consultants. The Cost Consultant is responsible for assisting in planning and programming the works, budgetary control, commissioning consultants, contract procurement and documentation and for providing professional advice, information and support service to all departments.
The post-holder will report to the CCT Service Manager but will also be required to work effectively with Head of Service/Senior staff across the Directorate and the EA. Through the delivery of comprehensive Cost Consultant support, the post-holder will contribute to the financial and performance management across the Operations & Estates Directorate.
Main Duties and Responsibilities
1 Budgetary Control and Planning
(i) To effectively manage all service budgets:
- To compile, monitor and control the expenditure in all major, minor, youth, SEP works capital budgets, facilities management budget, and energy budgets.
- To establish, implement and maintain effective monitoring, control and reporting systems on tenders and the letting of contracts.
(ii) To effectively manage and ensure adequate planning for the delivery of the Authority’s Capital and Revenue works programmes:
- To produce and distribute feasibility costs for all annual programme of works for all.
- To compile, implement, operate and review the programmes of work for all allocated budgets.
- To assist in identifying and compiling reserve programmes in the event of financial slippage and additional budget allocations.
- To identify schemes for consultant appointments and to ensure all consultants are commissioned to meet programme dates.
- To assist in the development and implementation of estate management information systems (Manhattan).
2 Management
(i) To commission, co-ordinate, control and direct consultants in all matters pertaining to cost budgets, specification detailing, project management and contractual control:
To represent the Authority’s interests in the commissioning and management of consultants with particular regard to cost, quality and standard of service.- To prepare, assess and recommend fee bids for Authority approval.
- To negotiate fees with consultants on single appointments.
- To prepare and provide advice, assistance and direction in the compilation of consultant tender documentation.
- To carry out the project management function on Minor, Major, SEP and Youth capital projects as required.
- To carry project board roles, including Project Sponsor and Senior Responsible Owner, on Minor, Major, SEP and Youth capital projects as required.
- To establish and maintain effective monitoring, control and reporting systems on consultants and contractors performances.
- To assess, certify and approve professional fee accounts.
(ii) To manage contracts and contractors on site:
To prepare tender documentation for Minor, Major, SEP and Youth works projects.- To supervise selected or specific projects on site.
- To supervise and monitor contractors and sub-contractors performance.
- To supervise contractors Health & Safety procedures.
- To certify payments, certificates, compensation events and agree final accounts.
3 Organisation & Administration
(i) To formulate, prepare and submit bids, financial returns and reports to the Authority and the Department of Education:
To prepare and submit Major Project Approval Forms, Scheme Design Profiles and Financial Control Records on all capital projects.- To prepare and submit cost analyses and post project evaluations on all capital projects.
- To prepare and submit profiles of expenditure on all capital projects.
- To collate and submit data on the performance of all capital projects to the Department of Education and the Governments Central Unit of Purchasing.
- To analyse and submit bids for Major and Minor Works, Temporary Accommodation and Professional Fees.
- To provide information and response to all Departmental requests.
(ii) To establish and maintain effective information and communication systems with the Authority’s Directorate in all building, financial control and programme matters:
To consult and interpret the requirements of the client in relation to the works programme.- To prepare and provide budget estimates.
- To prepare and present monthly reports on expenditure.
- To provide professional and technical advice and information as and when requested.
(iii) To research, update, direct and review current contract documentation and procedures to ensure compliance with new Policy and Procedural Guidelines, Procurement Guidance Notes, Codes of Practice, Statutory Regulations and Health and Safety:
To continually review documentation and contract procedures.- To formulate new policies and procedures.
- To prepare forms of contract, investigate insurance and other claims, prepare valuations and authorise payments.
- To check and approve contractors’ Health and Safety policies.
- To assess, compile, analyse and recommend select lists of contractors.
- To collate contractual feedback information.
- To recommend tenders
- To support EA Procurement as required
- To ensure Public Procurement policy and Authority procedures are followed.
- To provide feedback to the Department of Education and Directorate on the operational effectiveness of existing policies and procedures.
(iv) To give professional advice and assistance to all services including schools and colleges on a day-to-day basis:
To give professional advice, assistance and directions on technical matters, procurement procedures and contract documentation to the Direct Services, Schools, and Youth Service.- To advise and support various committees in the formulation, development and implementation of Policy.
(v) As part of the EA MiCD Head of Service Management Team to assist in reviewing the Service’s performance on a regular basis and to deputise for the CCT manager when required:
To provide reports on various activities within the Service- Where and when appropriate to represent the CCT Manager at meetings with Directorate, the Department of Education and other stakeholders.
- To serve on departmental and Authority working groups as and when required.
- Support the CCT manager on engendering sound and productive relationships with other services and stakeholders.
- To ensure agreed objectives are achieved through appropriate implementation, evaluation and monitoring.
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.
