PARTNERSHIPS MANAGEMENT AND RESOURCES MOBILISATION DIRECTORATE

CABINET OF THE CHAIRPERSON

TERMS OF REFERENCE

CONSULTANCY SERVICE FOR A PROJECT ADMINISTRATIVE ASSISTANT FOR THE

IMPLEMENTATION OF AN INSTITUTIONAL CAPACITY BUILDING PROGRAM

MARCH 2023

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1. Background

The African Union (AU) has launched a comprehensive Institutional Reform process to make the
organization more efficient and financially self-sufficient. Notable achievements include the move to
hold the AU Ordinary Summit once a year rather than twice and internal organizational reform of the
Commission that reduced the number of Commissioners from eight to six. However, key gaps still
exist, which include systems' reform and upgrade, policy planning, coordination, and corporate service
delivery. The AUC has therefore called upon the African Development Bank (AfDB), as a premier
Pan-African and partner institution, to support implementation of the Reform process. In this regard,
the AU has received financing from AfDB for the implementation of an Institutional Capacity
Building Project of which a part of the agreed amount of the Grant will be channeled towards
payments for Consultancy services of a Project Administrative Assistant (PAA).

2. Objectives of the Assignment

The objective of the assignment is to improve the institutional capacity of the AUC through the
development, upgrade and reform of systems vital for improved service delivery. The aim is to
strengthen the AUC's planning and coordination capacity.
3. Scope of the Assignment

The Project Administrative Assistant will be expected to provide support for the smooth running of the
Project Implementation Unit (PIU) and ensure that the Project Coordinator is enabled to effectively
discharge his/her core technical duties and responsibilities.

Key Responsibilities shall include:

a) Work Flow Management

• Undertake tasks and processes that ensure the smooth implementation of the work of the
Project Coordinator and Project Team;
• Provide support and follow-up on routine administrative correspondence and processes;
• Undertake tasks and correspondence in accordance with the Project’s approved formats and
ensure the grammatical validity and accuracy of all documents submitted to the Project
Coordinator for clearance, approval or signature;
• Review and prioritize important tasks and correspondence for execution;
• Follow-up and ensure that all tasks are completed and transmitted/dispatched with the
prescribed deadlines.

b) Communication
• Facilitate the arrangements for meetings with respect to timing and location;
• Prepare minutes of meetings and relevant reports;
• Provide necessary logistical support to the Project Coordinator/Team for missions relevant to
the Project;
• Schedule meetings for the Project Coordinator/Team according to already identified and set
priorities;
• Be updated and follow-up on deadlines for Project related tasks;
• Be tactful, responsible and discretional in the handling of Project visitors or communication.

c) Record Keeping and Documentation

• Maintain a detailed filing system in both electronic and print format;
• Maintain a weekly calendar of meetings that indicates all meetings to be attended by the
Project Coordinator/Project Team;
• Ensure that all necessary documentation (briefing notes, talking points, presentations) for
meetings, seminars, workshops or conferences are prepared in advance and are provided to the
Project Coordinator/Project Team;
• Maintain an updated contact address and e-mail directory of all key stakeholders of the
Project.

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 d) Office Administration

• Make travel arrangements for the Project Coordinator/Team including tickets, hotel
reservation, ground transportation, etc. based on the approved Project Travel Plan;
• Support the preparation of presentations as required;
• Photocopy and transmit electronic communication as required;
• Undertake any other related tasks as assigned by the Project Coordinator.

e) Procurement and Financial Duties

• Maintain a regular overview of procurement and financial issues and bring any relevant issues
to the attention of the Project Coordinator;
• Participate in the preparation of the annual and mid-year budget review, work plan and
procurement plan development and maintain records of all relevant documents during this
process.

4. Qualifications and Experience Requirements for the Consultant

The ideal candidate should have:

• Hold at least a Diploma in the field of business administration or business management or
other relevant/equivalent academic disciplines;
• Have a minimum of four (4) years of relevant and practical experience in administrative and
secretarial roles in similar international organizations, Development Banks or similar
institutions;
• Good knowledge of administration and office support services, including relevant AUC and
AfDB systems and procedures;
• Ability to work under pressure and to prioritize in the dynamic setting of an international and
multicultural setting;
• Good writing skills; Communication; Problem Solving; Client Orientation; Team working;
Operational Effectiveness; Innovation and Creativity; Integrity and confidentiality;
• Proficiency in at least one of the AU working languages (English, French, Arabic and
Portuguese) is a must (oral and written);
• Good planning, multitasking and capacity for timely delivery and work under pressure;
• Proficiency in the use of standard office equipment (computer, fax, scanner, photocopies, etc.)
and the use of Microsoft Office suite (Word, Excel, Access and PowerPoint); Ability to
navigate the internet will be appreciated.

5. Duration of the Assignment

The estimated duration of the assignment is three (3) years renewable every year upon satisfactory
performance.

6. Duty Station

The consultant will be based in the AU Headquarters, Addis Ababa, Ethiopia.

7. Remuneration

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Remuneration shall be on a monthly basis. The AUC shall pay the Consultant for services rendered at
the rate(s) per man/month spent, subject to a maximum of eight hours per day in accordance with the
rates agreed during contract negotiations.

8. Institutional Arrangement

The Project Assistant will be under the direct supervision of the Project Coordinator in the
Partnerships Management and Resources Mobilization Directorate, Cabinet of the Chairperson.

9. Services and Facilities to be provided by AUC

The AU shall make the following available for the consultant:

▪ Office accommodation;
▪ Computer, Photocopying, Stationary;
▪ Facilitation of Visa and
▪ Internet Access