Terms of Reference (TOR)

Construction Management Information System (CMIS) implementation officer.

Background:

The Kaizen Company (Kaizen) is an international development consulting firm and an incubator for innovative, scalable solutions that address emerging market challenges and opportunities. Our proven solutions catalyze locally driven organizational and institutional performance improvements and establish communities of practice that facilitate peer-to-peer learning and the achievement of shared goals. We aspire to transform the nature and impact of development assistance and work to strengthen organizations and institutions through innovative approaches to organizational development, reform, and change.

The Kaizen Company is seeking applications for a Construction Management Information System (CMIS) Implementation Officer position under a USAID-funded activity in Jordan. The Enhancing School Management and Planning (ESMP) Project objective is to develop sustainable system and process improvements related to school planning, design, construction, and maintenance and enhance the staff capabilities within Jordan’s Ministries of Education (MOE) and Public Works and Housing (MPWH) to improve the school management and planning process, and the quality of school environments in Jordan. 

The scope of this project is to provide assessment expertise, technical assistance, capacity building, collaboration, facilitation, and training to targeted stakeholders and counterparts to improve existing management systems and procedures used by the Government of Jordan (GoJ) in the education sector, improve performance and sustain these improvements. 

Scope of the assignment

ESMP has worked extensively with the MPWH and MoE to develop the Construction Management Information System (CMIS) platform that helps the MPWH and MoE manage and follow up on their school infrastructure projects. The system also serves different stakeholders, such as consultants, contractors, and designers, and helps its users obtain information and detailed data regarding their ongoing and past projects. The CMIS is a responsive web application that can be used on mobiles, handheld tablets, and other devices. 

As with any other intervention, system optimization and continuous improvements are a must. ESMP’s scope of work is to assess organizational needs, gather information, collect actual user requirements, and identify areas of improvement needed to expand the functionality of CMIS and provide the best value to its users.

ESMP is currently working with MoE and MPWH on supporting “Information on Demand” by providing access to timely, standardized, and relevant information. Effective and Efficient IT Services work on integrating data across multiple legacy systems, so users can generate business-critical reports by accessing only one platform, thereby saving valuable capital resources.

Scope of Assignment 

The Construction Management Information System (CMIS) Implementation Officer's role revolves around overseeing the development and enhancement of CMIS modules, coordinating User Acceptance Testing (UAT), and acting as a liaison between government departments. They are responsible for integrating CMIS with external systems, ensuring effective hosting, providing user support, and delivering training programs.

Responsibilities:

Module Development and Enhancement:

• Collaborate with developers and stakeholders to oversee the development and enhancement of CMIS modules, including Planning, Design Review, Construction, Payments & Financial Workflows, and Integrations.

• Ensure modules align with user requirements and quality standards.

User Acceptance Testing (UAT):

• Develop and maintain comprehensive test cases and testing documentation for UAT sessions.

• Coordinate with the Development Company to conduct UAT sessions for CMIS modules.

• Gather feedback from users and stakeholders to make necessary improvements.

• Ensure gathered feedback is reflected in the CMIS

Stakeholder Engagement:

• Initiate regular stakeholder meetings and workshops to identify evolving needs and ensure continuous alignment of CMIS with user requirements.

• Act as a liaison between ESMP, MoE, MPWH, and other relevant government departments.

• Gather feedback, address inquiries, and foster collaboration to support CMIS integration and usage.

Integration:

• Assist in integrating CMIS with external systems, including OpenEMIS and the Department of Land and Survey (DLS).

• Ensure seamless data exchange and compatibility with external systems.

• Explore opportunities for additional integrations that enhance CMIS functionality and provide increased value to stakeholders.

Hosting and Completion:

• Assist in finalizing infrastructure setup for CMIS modules.

• Collaborate with relevant stakeholders to ensure successful hosting and completion of CMIS.

• Implement monitoring and reporting mechanisms to track hosting performance and system completion milestones effectively.

Coaching:

• Provide ongoing support to CMIS users by addressing their queries, troubleshooting issues, and assisting with data entry and retrieval, ensuring a seamless user experience.

• Work closely with users to ensure accurate and timely data completion within CMIS, offering guidance and best practices to maintain data quality and consistency.

• Act as a liaison between CMIS users and the development team, gathering feedback from users regarding system usability, functionality, and any areas for improvement.

• Review training programs and materials to empower users with CMIS best practices and ensure the effective utilization of system features.

Qualifications:

• Bachelor's degree in a relevant field, such as Computer Science, Information Systems, or Engineering.

• 8+ years of proven experience in project management and implementation, preferably in information systems or construction management.

• Strong communication and interpersonal skills for effective stakeholder engagement.

• Familiarity with software development processes and web applications.

• Knowledge of database management and APIs.

• Ability to work collaboratively in a fast-paced environment.

• Certifications or advanced training in project management, data analysis, or related fields.

• Experience in managing cross-functional teams and leading complex projects from inception to completion.

• Proven track record of driving process improvements and optimizing system performance in previous roles.

• Demonstrated ability to work with various government and donor community stakeholders.

• Demonstrated ability to resolve work issues with senior counterparts, donor representatives, construction firms, and senior-level staff

• Excellent command of written and spoken Arabic and English with excellent presentation skills

• Possession of logical thinking with strong analytical and systematic skills.

• Prior experience working with USAID-funded projects is preferred.

• Advanced skills in Microsoft, Google Suite, and Smartsheet products.

• Ability to organize work with minimal supervision.