Clerk of Works

Specific Responsibilities

1. Responsibilities of the Clerk of Works:

• The Clerk of Works is responsible to the Project Manager for supervision on site of the whole works forming the contract or contracts on which they are engaged.
• The Clerk of Works will, within their ability, carry out the duties of Clerk of Works for other consultants as directed by the Architect.

1. Delegated powers of the Clerk of Works:

• The Clerk of Works is empowered to issue site instructions in connection with any routine infringement of the Conditions of Contract, a departure from the Specification or failure to follow the drawings by the Contractor or sub-contractors which does not involve a stoppage of work. Such instruction shall be copied to the Project Manager, Architects and Quantity Surveyor and shall have full authority unless countermanded in writing by the Project Manager or the Architect.
• The Clerk of Works shall recommend to the Project Manager and the Architect but shall not themself order any variation in the drawings, specifications, or Conditions of Contract that they may deem necessary.
• The Clerk of Works is empowered to order work to stop where in their opinion, the Contractor is in error in position or level or executing poor workmanship, providing that they immediately seeks the Project Manager’s approval and authority for their action by telephone or other immediate contacts.
• Otherwise, the Clerk of Works has no executive power. All instructions to the Contractor and nominated Sub-contractors should and must be made by the Architect or confirmed in writing by the Architect.

1. Duties of the Clerk of Works:

• Generally, the Clerk of Works must inspect the works and ensure that the Contractor is always and, in all respects, complying with the Conditions of Contract, the Specification and the Drawings and that they are conforming with the programme of works and, in particular as follows:
• Attend the works during operations which, if carried out defectively, would result in work in which the deficiency would not be immediately apparent.
• Record and transmit to the Project Manager the same day by telephone or by other means all their queries, the Contractor’s queries and requests, and questions needing urgent decisions.
• Maintain a “Site Instruction Book” for the Architect and other Consultants to record instructions given on-site during site visits. (Architect or other Consultants to retain one copy).
• Examine the Contractor’s progress schedule, check and record work progress, and note any delay with reasons.
• Anticipate work to be put in hand and ensure all details and information are available in good time.
• As far as possible, in advance of construction, examine all drawings and documents to check for discrepancies between Architect’s, other Consultants’ and Sub-Contractors’ drawings and details and report to the Project Manager any problems that they consider may arise.
• Settle minor problems of details arising on site to ensure that work proceeds in an effective, professional, and economical manner, provided the Project Manager, and the Architect are kept informed.
• Check setting and levels, the position, dimensions and plumb of all formworks before concrete is poured, and all structural members, walling etc.
• Check the conditions, size, bending, fixing, spacing, cover and positioning of all reinforcing steel and the condition, size, fabricating, setting out, connection and erection of all structural steel and ensure that they conform with the Specification, Drawings and bending schedules.
• Supervise the taking of site samples and delivery to the testing authority for testing for quality and workmanship.
• Check whether any rebates, mortices, holes, fixings, or fittings of similar items are required to be built into the structure before pouring concrete and check the sizes and positions of these items in the formwork.
• Supervise making concrete test cubes, marking, dating, and curing. Ensure that the contractor is dispatched to the laboratory for testing at the correct time, maintain an up-to-date record of all results, and ensure that the Project Manager receives a copy.
• If so, instructed to supervise the execution and recording of in-situ density tests, drainage tests, and any other tests as instructed by the Architect.
• Where approved samples are available, compare work carried out against samples and ensure that it is consistent with the originals.
• Ensure that the required standards of quality and accuracy of work and materials are maintained, and refer to work which, in their opinion, is inferior for inspection and decision by the Architect, taking all necessary samples or specimens of work completed.
• Attend monthly site meetings and represent the Project Manager and the Architect at the Contractor’s periodic measurements of work completed.
• Confirm in writing with copies to the Project Manager, Architect or Consultant concerned instructions given to the Contractor and request confirmatory written Architect’s Instructions from the Architect.
• Endorse the Contractor’s Day worksheets in respect of time and materials only.
• Ensure that the Contractor carries out all instructions, particularly regarding the rejection of work and removal of rejected materials from the site.
• Check that only the latest issue of any drawing is being used on site and that earlier copies are marked “SUPERSEDED” and PUT AWAY. Assist in the preparation of draft record drawings.
• Maintain contact with representatives of Local Authorities, Statutory Undertakings, and the contractor.
• Give the Project Manager at least 21 days’ notice of any request for a leave of absence from duties. In case of illness, ensure that the Project Manager is immediately aware that the works are not being supervised.
• Try to anticipate and foresee difficulties on site and advise the Project Manager or Architect in good time so that the necessary instructions can be issued.
• They will prepare weekly progress reports capturing key events on-site and milestones achieved.
• The Clerk of Works will request from the Consultants through the Project Manager for any information, clarification, specification, or detail needed by the Contractor in the execution of Works.
• Inspect materials on site and ensure they conform to the Consultant’s specifications.
• Keep proper records of any events on-site, including visitors to the site, material deliveries, drawings received and any other significant events occurring on-site.
• Perform any other duties on site regarding the project that the Project Manager or the Lead Consultant would deem fit to authorise them in the project contract duration.
• Prepare and provide weekly and monthly reports on the actual progress on site against the approved works program.

Qualifications

• Degree in Building/Construction Management, Civil Engineering, or a related field (persons with Diploma and relevant 15 years experience will be considered)
• At least seven years of experience in a similar position or role.
• Membership of Institute of Clerks of Works Kenya.
• Proven ability to solve problems creatively.
• Strong familiarity with project management software tools, methodologies, and best practices.
• Experience seeing projects through the full life cycle and progress project reporting.
• Excellent analytical skills & Strong interpersonal skills, and highly resourceful.
• Proven ability to complete projects according to outlined scope, budget, and timeline.
• Fluent in English and Kiswahili.

Skills and Experience

• A team player with leadership abilities and management skills.
• Excellent communication and interpersonal abilities, including negotiation skills.
• Be a person of integrity.
• Have analytical and excellent organisational skills.
• Attention to detail and high level of accuracy
• Cultural awareness and sensitivity
• A team player with sound negotiation skills.

Work Environment

UAF-Africa is an equal opportunity employer and does not discriminate in its hiring practices. UAF-Africa actively seeks a diverse applicant pool to build the most robust possible workforce. The Fund is committed to creating an inclusive environment for all employees. This position will be based on-site in Muselele, Kitui County, Kenya.