TOR – Admin and Office Assistant Consultancy for PIU unit and Partnership Unit

TERMS OF REFERENCE

Admin and Office Assistant Consultancy for PIU unit and Partnership Unit

BACKGROUND

The African Peer Review Mechanism was established in 2003 by the African Union Heads of State and Government with the primary purpose of fostering practices that lead to political stability, high economic growth, sustainable and inclusive development, as well as accelerated regional and continental integration. It seeks to rectify underlying deficiencies in governance and socioeconomic development processes among member states of the African Union. The APRM covers four thematic areas: (i) Democracy and political governance; (ii) Economic management and governance; (iii) corporate governance; and (iv) Socio-economic development. Participating countries go through detailed review processes (including consultations with government, the private sector, civil society and other stakeholders), culminating in a peer review exercise at the level of Heads of State and Government.

A key feature of the APRM is that it is home grown. This, as well as its voluntary nature, are important in buttressing and consolidating Africa’s ownership of its development agenda. As an assessment and monitoring tool, the APRM can also help to track progress towards meeting regional and international development aspirations and commitments including AU’s Agenda 2063 and the Sustainable Development Goals (SDGs). The African Union and the Heads of State are cognizant of this and in January 2017 expanded the mandate of the Mechanism from the core reviews to monitoring and evaluation role for the African Union Agenda 2063 and the SDGs. This is a reflection of the confidence reposed in the Mechanism and will contribute to the universalization of the APRM where all AU member states will become members of the APRM.

DESCRIPTION OF THE PROJECT

In December 2019, the Swedish International Development Corporation Agency approved the APRM-SIDA Project. The project will help strengthen the APRM and contribute to the delivery of its mandate. It will support the implementation of the 2020 – 2023 Strategic Plan and reposition the APRM as an instrument for monitoring AU Agenda 2063 and the SDGs. Apart from addressing the immediate challenges faced by the Mechanism, the grant will help in the review and refinement of the APRM tools and processes, to ensure that the Mechanism remains relevant in a rapidly changing world and is also able to take on board the expanded mandate and expectations of member countries. In this regard, the project is expected to support the following key areas of the APRM: (1) Deepening the APRM Review, (2) Strengthening Civil Society Participation, (3) Strengthening Gender Participation, (4) National Governance Reporting, (5) Corporate Governance (6) Development of AU Guidance Note for State Owned Enterprises (SOEs) These programmes are designed to shape the work of the mechanism.

DESCRIPTION OF THE ASSIGNMENT

The position supports the implementation of the Resource Mobilization and Project Implementation Unit of the APRM.  The Administration and Office Assistant provides general administrative support for Projects Implementation Unit and will directly report to the Projects Coordinator.  S/he provides efficient and timely action on administrative and logistical matters. Responsible for select administration functions and other duties as assigned, including: the preparation of correspondence and materials, coordination of meeting and conference logistics, coordination of national and international travel, and assistance with preparing programmatic documents and reports.

SCOPE OF WORK

Admin and Office Consultant shall provide consulting service over the period of the 12 months which includes the following:

1. Assisting with the procurement of goods and services for the office and program support by making requisition for office supplies, maintaining office stock and inventory and assisting with payment of suppliers.
2. Help with filing, courier duties, receiving and sending correspondences and assist the team in creation and maintenance of database; keeping the office in good order and other duties as assigned.
3. Responsible for coordinating travel of SIDA project office staff, visitors, consultants, and related travels.
4. Assist the Projects Implementation Unit by performing tasks that support their programmatic work: coordinating meeting/workshop logistics; organizing for venues, organizing relevant documents and materials for the meetings, and taking minutes.
5. Assist in production of project-related documents, including grant agreements, contracts, disbursement schedules, project timelines, project work plans, monthly reports and narrative reporting schedules.

FACILITY AND SERVICES TO BE PROVIDED BY CLIENT

The Client will provide:

1. Access to all information and stakeholders to facilitate the assignment;
2. Adequate office space with essential office furniture and office equipment; and
3. Access to Internet, and network resources and any relevant records

TIMEFRAME/DURATION

The expected commencement date for the assignment is end March 2020 and the duration shall be 12 calendar months.

DELIVERABLES

Assist the Resource Mobilization Unit and Projects Implementation Unit by performing tasks that support their programmatic work: coordinating meeting/workshop logistics; organizing for venues, diary management, performing all administration duties, organizing relevant documents and materials for the meetings, and taking minutes.

LOCATION AND VISA (WHERE APPLICABLE)

The consultant will be based at APRM Offices. The Consultant will be required to acquire VISA for the travel.  APRM may facilitate with documents for application.

CO-ORDINATION

The Co-ordinator shall assign tasks, including geographic areas of coverage, to the Consultant in line with the Terms of Reference.

RESERVATIONS AND CONFIDENTIALITY

APRM reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if work/output is incomplete, not delivered, or for failure to meet deadlines. In the event of the producer ending the contract prior to delivering all agreed upon products, a portion of the payments shall be returned to the APRM.

The consultant undertakes to maintain confidentiality on all information that is not the public domain and shall not be involved in another assignment that represents a conflict of interest to the prevailing assignment. The Consultant shall undertake to refrain from promoting any political or religious beliefs in the documentary movie which is the subject of this contract.

GENERAL INFORMATION

All consultancies will be advertised on an equal opportunity basis. The performance criteria to be used to assess the consultant shall be based on the deliverables and scope of work defined in these TORs.

LANGUAGE OF ASSIGNMENT

English or French.

PAYMENT

Payment will be a monthly consulting fee of 3500 USD for a period of 12 months.

REPORTING

The consultant will work closely with the Head of Resource Mobilization and Projects Officer of the SIDA and AfDB-ISP Project.

EVALUATION CRITERIA

Evaluation criteria are as follows:

Only Candidate/Consultants who obtain a technical score of 70% and above shall be considered with award being made to the candidate with the highest technical score

Proposal must be submitted by email or physically to the address below on or before 19 April 2020 at 1100hrs. The Proposal shall be opened on 18 March at 1100hrs local time

Submissions to be titled: Administration Assistant SIDA Funded Programmes

All applications in writing should be accompanied by up-to-date Certified Curriculum Vitae and supporting documents (Note: do not send originals) with the names and addresses of three referees, one of which should be the last consultancy and addressed to:

Project Coordinator

African Peer Review Mechanism

Private Bag x09, Halfway House, 1685

Physical Address: 230 15th Street, Randjies Park, 1st Floor

Midrand, South Africa

Tel: +27 11 256 3400/01/29

Fax: +2711 256 3456; Email:  [email protected]