26 Job Positions THE AFRICAN UNION COMMISSION: (Deadline 17, 24 October 2022)

Organization Information

Reports to: Clerk of PAP
Directorate/Department : Finance, Administration & HR
Division : Finance, Administration & HR (FAHR)
Number of Direct Reports: 4
Number of Indirect Reports: 17
Job Grade: P6
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To provide strategic leadership for the overall supervision and management of the department of Finance, Administration & Human Resources.

Main Functions

•    Oversees the management of PAP’s Finances, Administration, Human Resource Management and Development functions.
•    Leads the development and implementation of internal corporate, financial, administrative and human resources management strategies, policies and plans.
•    Regularly reviews processes and procedures and recommends appropriate changes to improve staff and organisational performance in line with best practices and relevant rules and procedures of the AU.
•    Ensures that the human resource requirements, budgeting, performance management, quality control, discipline, training and development are in conformity with relevant rules and procedures of the AU.
•    Oversees the preparation of the Department’s annual work plan and conducts performance appraisals for staff under his/her supervision.
•    Builds and maintains good working relations with all Divisions and Units within the Department as well as with other Offices and Departments within PAP.
•    Takes direct responsibility for the development and implementation of PAP’s resource mobilization, income generation and investment management strategies.
•    Works directly with auditors, the legal services officers and funding partners.

Specific Responsibilities

Administrative Services
•     Coordinates the activities of the Department of Finance, Administration and Human Resources, providing appropriate managerial, logistical and administration guidance required to achieve PAP’s mandate.
•    Ensures the development and implementation of frameworks, systems and policies for managing administrative services in PAP in accordance with AU Regulations and Rules, Manuals and policies.
•    Analyses and reviews processes and working methods and recommends procedure and policy changes to the Clerk of Parliament to improve operations.
•    Guides the preparation and implementation of the administrative budget ensuring that it is utilized in an effective and efficient manner.
•    Advises on and ensures implementation of effective procurement framework, systems, policies and guidelines.
•    Advises on and ensures that protocol is maintained and protocol and logistics services are provided to stakeholders and PAP staff.
•    Advises on and implements the host country’s agreement on privileges and immunities as they relate to PAP and its staff.
•    Ensures provision of quality facilities management services and security services.
•    Ensures development and implementation of an effective IT framework, system and policies.
•    Implements contractual agreements signed by PAP.

Financial Management
•    Leads all financial operations, including resource accounting, budgeting, payroll, financial reporting and internal controls, cash flow management, forecasting, short- and long-term financial planning, and reporting functions in compliance with AU frameworks.
•    Ensures the preparation of PAP budgets, budget execution reports, financial reports, including quarterly and annual financial statements on time and in compliance with generally accepted accounting principles and AU guidelines.
•    Ensures timely preparation and submission of budget performance reports to the AU and development partners.
•    Ensures the development of an effective financial performance management and reporting system that provides updated information for line managers, regular reports for the President and the Bureau and ensures compliance with statutory reporting requirements.
•    Develops and implements effective and efficient grants management system and policies, including project finances and ensures timely call for pledged funds and compliance with PAP’s financial management guidelines.
•    Leads the development and management of an institutional framework for the implementation of PAP’s budgetary and financial policies, systems, processes and procedures in accordance with AU financial policies, regulations and controls.

Human Resources Management
•    Develops and implements an overall Human Resources (HR) strategy and administrative system, ensuring alignment with the strategic vision and objectives of PAP and AU Regulations and Rules.
•    Advises on the direction and undertakes the implementation of HR policies and procedures.
•    Advises the Clerk of Parliament and staff honestly and clearly on HR issues, ensures teamwork and promotes a positive internal environment within PAP.
•    Ensures that PAP attracts and retains a highly competent multicultural, multilingual and gender-balanced staff with the qualifications, skills, competencies and orientation required to implement its activities fully and successfully.
•    Advises the Clerk of Parliament on an effective organizational structure that supports the overall operations of PAP.
•    Works closely with the Head of HR to manage staff relations and provide guidance in the handling of staff grievances.
•    Develops and implements an effective performance management system that aligns institutional performance with individual performance.
•    Performs any other work as may be assigned by the Clerk of PAP.

Academic Requirements and Relevant Experience

•    A Master’s Degree in finance, human resources management, public or business administration with fourteen (14) years of relevant work experience in finance, administration or HR management/development in an International Organisation or National and/or Supranational Parliament, of which seven (7) years at managerial level and four (5) years at senior management level.

Required Skills

•    Leadership and management skills
•    Ability to successfully manage teams in Multicultural and Multilingual environ
•    Interpersonal and negotiation skills
•    Presentation, report writing and communication skills;
•    Computer skills with practical knowledge of Microsoft Office Suite.
•    Planning and organizing skills
•    Ability to effectively lead, supervise, mentor, develop and evaluate staff
•    Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and  fluency in another AU language(s) is an added advantage

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: President of PAP
Directorate/Department : Office of the Clerk
Division : N/A
Number of Direct Reports: 5
Number of Indirect Reports: 9
Job Grade: D1
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To provide leadership in the management of PAP’s corporate services, finances and general administrative requirements ensuring that PAP’s internal day-to-day operations run smoothly.

Main Functions

·    Reports to the President of the PAP.
·    Undertakes statutory responsibilities as Clerk of Parliament.
·    Provides leadership in the management of PAP’s corporate services, finances and general administrative requirements and ensuring that PAP’s internal day-to- day operations run smoothly.
·    Provides strong and effective professional and managerial leadership in the development and implementation of internal corporate, financial, administrative and human resources management strategies, policies and plans;
·    Regularly analyzes and reviews processes and procedures and recommend appropriate and timely changes to improve performance;
·    Manages the provision of services to ensure that they comply with procurement guidelines and contractual agreements signed with the PAP
·    Interfaces with the officials of the Government on host country agreement with the African Union relating to its obligations, diplomatic privileges and immunities to the Members of PAP and its staff.
·    Performs any other duties that may be assigned by the President.

Specific Responsibilities

Statutory:
·    Provides advice to the Parliament, the President, the Bureau and the Members on the procedure (formal and informal rules of its operations).
·    Formally records decisions of the Parliament in the Plenary and the Committees.
·    Assists the President in preparing for the sessions comprising the Plenary and the Committees and gives advice on procedure.
·    Maintains the authentic verbatim record of proceedings of the Parliament and signs or endorses all orders and official communication of the Parliament.

Administrative:
•    Chairs management meetings, which discuss corporate issues, enters into contracts on behalf of the Parliament, acquires and manages properties of the Parliament.
•    Leads and facilitates the development and implementation of frameworks, systems and policies for managing administrative services in PAP in accordance with AU rules and regulations.
•    Guides, analyses and reviews processes and working methods and recommends procedure and policy changes to the President, to improve operations.
•    Provides oversight of the administrative budget, ensuring that it is utilized in an effective and efficient manner and in accordance with the African Union Financial Rules & Regulations and Policies.
•    Interfaces with the host country’s Government in liaison with the Legal Officer on privileges and immunities matters for PAP and its staff.
•    Ensures compliance with contractual agreements signed with PAP.
•    Facilitates and guides the provision and implementation of effective procurement framework, systems, policies and guidelines.
•    Advises and supports the provision of quality facilities management services, security services, as well as asset management framework, policies and systems.
•    Leads and facilitates the provision and implementation of an effective IT framework, system and policies.

Academic Requirements and Relevant Experience

·    Masters degree in Law, Public Administration or Social Sciences is required.

·    Minimum of fifteen (15) years relevant work experience, with at least eight years
(8) years at Managerial level and five (5) at supervisory level including serving as Clerk of Parliament at National and/or Supranational organisation with experience in drafting, interpretation of rules and procedure and parliamentary operations and administration.

Required Skills

·    Demonstrated knowledge of the African Union system and capacity to coordinate, manage, monitor and evaluate the work of the Pan African Parliament.
·    A sharp and analytical mind imbued with creative thinking, innovation-generating and problem-solving skills.
·    Ability to interact with officials and professional colleagues at the highest levels of government, private sector, civil society, and international organizations.
·    Excellent oral and written communication, facilitation and presentation skills, proven ability to clearly and concisely prepare, present, discuss and defend issues,  findings and recommendations; strong editing skills.
·    High ethical and accountability standards, impeccable integrity and a deep sense of fairness.
·    Highly refined diplomatic skills, exceptional interpersonal skills and possession of a teamwork orientation and ability to interact harmoniously and effectively with colleagues from diverse disciplines, perspectives, countries and cultures.
·    Ability to make objective decisions and resolve  problems,  exercising  the  highest  sense  of responsibility and maturity in the handling of confidential and sensitive issues.
·    Ability to generate innovative, practical solutions to challenging situations, with tact and emotional maturity without losing composure and focus.
·    Ability to identify opportunities and build strong relationships with partners and other external parties.
·    Excellent strategic visioning, planning, implementation, monitoring, evaluation and reporting skills.
·    Ability to work with enthusiasm and commitment under pressure and minimal supervision, multi-task with a wide range of individuals and institutions and be proactive and creative with sound judgment.
·    Ability to leverage limited resources and staff for maximum impact.
·    Ability to work in a multi-cultural and multi-national organizational environment.

·    Strong networking and representation skills and ability to mobilize support on behalf of the Pan African Parliament.
·    Excellent computer application skills  (Microsoft  Office  package  –  MS  Word,  Excel  and PowerPoint; knowledge and information sharing platforms, e.g., Teamwork).

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Deputy Clerk – Editor of Debates
Directorate/Department : Legislative Business
Division : Plenary, Hansard, Interpretation and Documentation
Number of Direct Reports: 1
Number of Indirect Reports: 2
Job Grade: P2
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To provide technical support in managing the delivery of a complete, accurate and prompt report of the proceedings of the Pan-African Parliament and advise on information and communication technology solutions to ensure the Hansard Unit is efficient, cost-effective and consistent in producing high standard work.

Main Functions

•    Supervises and coordinates the activities of the Hansard Reporters during Sessions of Parliament.
•    Coordinates the activities of the transcription room.
•    Supports preparation of the Division budget and work plan
•    Prepares periodic reports

Specific Responsibilities

•    Assists in the transcription, checking, editing and proof reading and indexing of Meeting the expectations of Members of Parliament and the public in the production and publication of the daily verbatim of the proceedings and maintaining the unique professional standards required of the parliamentary record.
•    Assists in the transcription, checking, editing and proof reading and indexing of the Hansard and Committee Reports.
•    Ensures that proceedings are transcribed accurately and submitted on time to the Hansard Editor.
•    Assists in the preparation of periodic reports of the Hansard Unit.
•    Performs any other duties as may be assigned.

Academic Requirements and Relevant Experience

•    A Bachelor’s Degree in Humanities, Social Sciences or Media and Communication, preferably with a language background, from a recognized university, with a minimum of five (5) years of relevant professional experience or a Master’s Degree or equivalent with a minimum of  two (2) years of relevant work experience.
•    Experience in Publishing for Parliament in all or any of the 4 Languages of the African Union (English, French, Portuguese and Arabic) is required.

Required Skills

•    Possess highly developed editorial, grammatical and comprehension skills,
•    Knowledge of the principles of the system of parliamentary democracy as practised at the Pan-African Parliament and the national and regional parliaments.
•    Result orientation skills
•    Interpersonal skills
•    Planning and organizational skills
•    Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and  fluency in another AU language(s) is an added advantage
•    Experience in reporting, editing, proofreading, typesetting applications such as Word, Publisher, Excel and internet research and email communication is required. Work experience in the Hansard Unit of a national or regional parliament would be an added advantage.

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Director/Head of Mission or Office
Directorate/Department : Finance
Number of Direct Reports: All General Service Staff, except the Secretary and Driver of Director
Number of Indirect Reports: 0
Number of Positions: 14
Job Grade: P2
Contract Type: Regular
Location: Various duty stations
New York/USA,
Geneva/Switzerland,
Cairo/Egypt,
Niamey/Niger,
Ouagadougou/
Burkina Faso,
Algiers/Algeria,
Debrezeit/Ethiopia,
Bamako/Mali,
Nairobi/Kenya,
Beijing/China,
Malabo/Equatorial Guinea,
Kinshasa/Congo DRC,
Abidjan/Côte d’Ivoire)

Purpose of Job

Responsible for all the Finance and Administrative Function of the office which include financial reporting, budget preparation, maintaining accurate and complete data in the general ledger and trial balances in line with the AU financial rules and International Public Sector Accounting Standards (IPSAS).
Main Functions

•    Manage Budget, Payments, Accounting, Procurement, Human Resources and Risk management functions of the Office;
•    Provide support in the preparation and implementation of the programmes developed out of the Office’s strategic plan;
•    Ensure effective coordination and implementation at various levels;
•    Prepare and develop reports, budget and work programmes related to the functioning of the Office;
•    Provide support to develop resource mobilization strategy with stakeholder’s coordination;
•    Manage and supervise employees under his/her supervision with regard to organization and performance evaluation;
•    Conduct complex analysis and generate accurate reports in a timely manner for the Office and AU’s internal use;
•    Perform Human Resource management functions;
•    Coordinate and manage all the activities of the procurement function within the Office;
•    Liaise with the various Departments/Units of the Commission for coordination and alignment purposes;
•    Actively contribute in the development of strategies, policies, programmes and plans.

Specific Responsibilities

Finance
•    Coordinate the preparation, implementation and monitoring of the budget of the Office;
•    Manage and process payments in accordance with African Union Financial Rules and Staff Rules and Regulations;
•    Oversee the timely payment of salaries, allowances and entitlements to staff and payments to suppliers and other service providers, leveraging suitable technology and simplifying accounting processes;
•    Ensures that accurate and complete accounting and internal control systems are functioning at Office;
•    Coordinate and post all accounting transactions and produce management accounts and financial statements;
•    Maintain accurate and complete Trial Balance for the Office in accordance African Union Financial Rules and International Public Sector Accounting Standards (IPSAS);
•    Reconcile Interoffice and Statutory Net Payable Accounts in SAP on monthly basis and ensure they are always zero;
•    Provides advice and ensure compliance with Financial Rules, IPSAS, Executive Council Decisions and other determined financial policies;
•    Participate and respond to internal/external audit requests and lead the implementation of audit recommendations;
•    Liaise and consult with oversight bodies such as the Board of External Auditors, African Union Commission and the Office of Internal Oversight on matters relating to accounting, payments and audits;

HR & Procurement

•    Coordinate Human Resources Services such as recruitment, placement, contract management of local and international staff, performance management, skills development, leave management, employee relations and overall staff administration, ensuring compliance with AU Staff Rules and Regulations and AU Administrative Policies;
•    Manage staff benefits and welfare (e.g. insurance, coordinating arrangement of medical services, counselling services and others);
•    Provides advice and support to managers and staff on human resources related matters;
•    Keeps abreast of developments in various areas of human resources;
•    Provides induction, orientation and briefing to new staff members;
•    Supervises the maintenance of the human resources filing system;
•    Supervises the activities of the administrative support team i.e. transport team (Drivers) and cleaning services.
•    Coordinate and manage procurement process that would ensure the Office receives quality and efficient services in line with AU rules and procedures;
•    Proactively identify and manage risk in the operations of the Office;
•    Coordinate and direct the day to day work and activities of the Office;
•    Performs other related duties as required.

Academic Requirements and Relevant Experience

•    A Bachelor’s degree in Business Administration, Finance, Accounting or related field with Five (5) years of work experience in Budgeting, Payments, Accounting, Procurements and Human Resources management;

Experience in supervisory will be an added advantage.

OR

•    A Master’s degree in Business Administration, Finance, Accounting or related field with Two (2) years of work experience in Budgeting, Payments, Accounting, Procurements and Human Resources management;

Experience in supervisory will be an added advantage.

•    A professional qualification such as CPA, CA, ACCA, CIMA, Expert Comptable or equivalent is an added advantage;
•    Demonstrate practical experience in applying IPSAS;
•    Hands-on experience in budget preparation and administration in international organizations;
•    Hands-on experience in processing payments using ERP preferably SAP;
•    Practical experience in closing accounts and preparing financial statements;
•    Demonstrate understanding of procurement rules and procurement of goods and services in international organizations;
•    Experience in managing human resource function;
•    Experience with finance module of Enterprise Resource Planning (ERP) such as SAP, or similar ERP;
•    Advance knowledge in the application of Microsoft Office Suite particularly Excel and PowerPoint.

Required Skills

•    Conscientious in observing deadlines and achieving results
•    Familiarity with international and regional policy processes and policy analysis in the relevant area
•    Strong communication ability both orally and in writing
•    Proficiency in one of the AU working languages, fluency in another AU language is an added advantage

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Principal Recruitment Officer
Directorate/Department : Human Resources Management
Division : HR Shared Services
Number of Direct Reports: 1
Number of Indirect Reports: 0
Number of Positions: 6
Job Grade: P2
Contract Type: Fixed Term
Location: Addis Ababa,Ethiopia

Purpose of Job

To oversee the entire recruitment process managing both internal and external stakeholders from recruitment requisition from hiring managers, writing and placing adverts, shortlisting, interviewing, managing the offer and completing associated administrative tasks.

Main Functions

•    Provides support for the monitoring and evaluating of predefined recruitment strategic plan.
•    Responsible for sourcing high calibre candidates, ensuring the recruitment has been planned, budgeted and approved prior to recruitment.
•    Manages and coordinates the selection and assessment processes including cv sifts, ensuring all resourcing processes meet legal requirements and are fair, fit and inclusive.
•    Provides support in setting the overall research direction and execution of relevant policy areas.
•    Engages with relevant mid-level stakeholders and develop working relationships.
•    Work with hiring managers to ensure a smooth, timely and effective recruitment and selection process.
•    Provide feedback to relevant parties at each stage of the recruitment process.
•    Prepares minutes, reports and ensure the approval of all due documents in a timely manner.
•    Provides technical support to internal and external stakeholders.

Specific Responsibilities

•    Participate in the review of Standard Operating Procedures, policies, guidelines and tools used in short listing, interviewing and selection of staff;
•    Provides support in the development of the yearly recruitment plan and contribute to the recruitment process;
•    Ensures compliance to established recruitment practices and staff regulations and rules at all recruitment processes;
•    Reviews job openings in consultation with hiring managers/HRBP, ensuring that the evaluation criteria and responsibilities are in line with the approved documents;
•    Publishes vacancies on AU website and subscribed social media platforms (LinkedIn, twitter and Facebook)
•    Ensures thorough monitoring of postings and applications to ensure timely recruitment.
•    Coordinates and participates in shortlisting and interview activities using the Success Factor for candidate’s list generation and scoring.
•    Carry out all the administrative duties in the recruitment process such as logging application forms/cvs, organizing recruitment timetables, arranging interviews, interview tests and distributing interview packs and shortlisting to interviewees/panels.
•    Accurate and timely management of documentation and reporting.
•    Ensures administration of language professional examination and psychometric assessment to candidates;
•    Makes sure that reference checks are done in timely manner.
•    Seeks approval for appointments and ensure creation of contracts in SAP system, and prepare job offers to successful candidates;
•    Revises all outgoing documents to ensure accuracy,
•    Administers the process for new employees, for example, prepares offer letters.
•    Liaises with on-boarding team to initiate on-boarding process for appointed successful candidates.
•    Processes upgrading, promotion, transfer and other relevant requests to the Promotion and Mobility Committee until approval.
•    Provides support in the process of building awareness amongst, senior management and staff members with regard to CBI, Psychometric Tests, application process; recruitment policy, staff rules and regulations, and related guidelines;
•    Provides guidance on interpretation and application of related recruitment policies, regulations and rules.
•    Contributes to the resolution of grievances and complaints related to recruitment.
•    Participates in the planning process throughout the recruitment life cycle for determining the staffing requirements and organizational structure and conduct analysis to provide inputs on emerging fixed term capacity gaps in accordance with the mission/clients’ mandate.

Academic Requirements and Relevant Experience

•    Bachelor’s Degree in Human Resources Management, Business Administration/Management, Public
Administration, Labor Law or related field with 5 years of progressive relevant experience in human resources management or recruitment in similar international organization out of which 2 years are at supervisory level.
Or
•    Master’s degree in indicated fields are required to have 2 years of experience in human resources management or recruitment in similar international organization.
•    Professional certification from recognized HR institutions such as SHRM-CP, PHR or equivalent are desirable.

Required Skills

•    Communication, report writing and presentation skills
•    Planning and organizational skills
•    Research and analytical skills
•    Interpersonal and negotiation skills
•    Ability to use Microsoft Office suite and AU computer software systems
•    Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and fluency in another AU language(s) is an added advantage

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Head of Plenary, Hansard, Interpretation &Translation
Directorate/Department : Plenary, Hansard, Interpretation & Translation (PHIT)
Division : PHIT
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: P4
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

• To provide simultaneous and/or consecutive interpretation from English to French
• To translate documents from English into French

Main Functions

•    Provides proper, clear, faithful simultaneous interpretation from French to English during conferences and meetings of the Parliament using standard, clear and accurate language.
•    Provides consecutive interpretation when required during audiences and of statements
during conferences, meetings, discussions etc.
•    Uses exact understanding of PAP technical terminologies.
•    Keeps abreast of developments in the field of languages, both in the source and target
languages, by compiling and regularly updating specific terminologies, phrases, acronyms, and special expressions in order to widen and deepen vocabulary with the aim of enhancing skills and ability.
•    Facilitates and participate in the development of PAP’s terminology/lexicons.
•    Translates documents from English into French, ensuring the highest standard of accuracy and maintaining the spirit, context, quality, technical language and nuances of the original version using precise, clear, and proper terminologies.
•    Performs any other related duty as may be assigned by the Supervisor.

Specific Responsibilities

•     Provides proper, clear, faithful consecutive and simultaneous interpretation mainly from English to French and also, preferably, from Portuguese, Spanish, Swahili or Arabic to French during various conferences and meetings of the Pan-African Parliament using standard, clear and accurate language;
•    Translates, mainly from English to French, and also, preferably, from Portuguese, Spanish, Swahili or Arabic to French highly sensitive and technical documents from various sources, using Translation Memory, Terminology databases, and a whole range of CAT tools ensuring the highest standard of quality, accuracy, faithfulness to the spirit, style and nuances of the original document;
•    Revises translations of complex and sensitive documents covering the full range of the Pan-African Parliament’s work;
•    Edits French language original documents before they are sent for translation;
•    Works with client units to develop terminology, as well as ensure compliance with established terminology and consistency;
•    Contributes to the development and sharing of terminology within the Division and with all the internal and external stakeholders;
•    Contributes to the performance evaluation of external interpreters and translators;

Academic Requirements and Relevant Experience

A Masters degree in Languages and a professional qualification from a recognised
school of Interpretation/Translation with ten (10) years relevant work experience in interpretation/translation in an institution or international meetings on diverse issues with 6 years at Expert/Specialist level and 3 years at supervisory level.

OR

Bachelor’s Degree in Languages and a professional qualification from a recognised
school of Interpretation/Translation with twelve (12) years relevant work experience in interpretation/translation in an institution or international meetings on diverse issues with 6 years at Expert/Specialist level and 3 years at supervisory level.

Knowledge and use of interpretation and translation tools is required.

Required Skills

•    Ability to do simultaneous and consecutive interpretation from English to French
•    Ability to translate from English to French, using modern translation tools such as Trados
•    Typing skills that enables one to produce his/her own work independently
•    Good interpersonal skills
•    Ability to delegate the appropriate responsibility, accountability and decision-making authority with regard to performance management and professional development
•    Fluency in any other AU official working languages (Portuguese, Arabic, Spanish, and Kiswahili) is an added advantage

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Senior Assistant Clerk
Directorate/Department :
Division :
Number of Direct Reports: 1
Number of Indirect Reports: 0
Job Grade: P1
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To provide technical and administrative services to facilitate the orderly and efficient operation of the Parliament’s sittings.

Main Functions

•    Supports of the Chamber as Table officer.
•    Collects reliable information for the verification of credentials of the Members of Parliament.
•    Assists in producing Votes and Procedures, and compilation of legislative report during the Plenary sittings
•    Supports the electoral process of the Parliament
•    Assists in the planning of PAP’s meetings and parliamentary sessions.
•    Facilitates the arrangement of different types of meetings, such as the staturory and non-statutory  ones.
•    Prepares and disseminates agendas of meetings as well as order paper’s and procedural guides.
•    Records the minutes of the meetings.
•    Prepares and submits periodic reports on activities of the Unit or specific missions.
•    Performs any other duties as assigned by the Supervisor.

Specific Responsibilities

•    Keeps the membership data of the Parliament up to date.
•    Prepares orientation meeting for the administration of Oath for the new Members.
•    Ensures circulation of documents in the Chamber
•    Compiles attendance sheets of MPs and registration of speakers lists for debates.
•    Supports preparation of the Division budget and work plan
•    Prepares periodic reports

Academic Requirements and Relevant Experience

A Bachelor’s degree in Law, Social Sciences, or related field with a minimum of two (2) years of experience in serving committees and work in parliamentary documentation and research..

Required Skills

•    Interpersonal skills
•    Planning and organizational skills
•    Ability to negotiate diplomatically
•    Ability to delegate the appropriate responsibility, accountability and decision-making authority with regard to performance management and professional development
•    Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and  fluency in another AU language(s) is an added advantage

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Human Resources Officer
Directorate/Department : Finance, Administration & Human Resources
Division : Administration & Human Resources
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA4
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To provide secretarial and general administrative support services.

Main Functions

•    Arranges appointments and maintains calendar of activities for the supervisor.
•    Prepares meetings both internal and external as assigned.
•    Types, proof-reads, saves, classifies and dispatches documents, letters, memos,
reports, faxes, emails.
•    Drafts responses to correspondence.
•    Filing of all correspondence.
•    Placing shorthand, dictation and typing transcription verbatim and editing correspondence, documents and reports.
•    Receives official guests and visitors.

Specific Responsibilities

•    Takes minutes and notes during meetings as assigned.
•    Creates purchase requisitions for travel, stores requisitions and other services for the Division/Unit assigned.
•    Maintains the Division/Unit retrievable filing system for all incoming and outgoing correspondences.
•    Provides secretarial and administration support during Pan-African Parliament’s statutory meetings by preparing invitation letters and contracts for support staff.
•    Maintains the diary of the activities of the supervisor.

Academic Requirements and Relevant Experience

A Diploma in Secretarial Studies, Management, Administration with three (3) years secretarial experience in a busy office or a Bachelor’sDegree in the above fields with two (2) years relevant work experience.

Required Skills

•    Good knowledge of modern office procedures.
•    Excellent knowledge and practical experience of computer programs at the user level i.e. Word, Excel, PowerPoint, SAP, etc
•    Good Interpersonal and communication skills.
•    Planning and organizational skills.
•    Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and fluency in another AU language(s) is an added advantage

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Human Resources Officer
Directorate/Department : Finance, Administration & Human Resources
Division : Administration & Human Resources
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA4
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To provide secretarial and general administrative support services.

Main Functions

•    Arranges appointments and maintains calendar of activities for the supervisor.
•    Prepares meetings both internal and external as assigned.
•    Types, proof-reads, saves, classifies and dispatches documents, letters, memos,
reports, faxes, emails.
•    Drafts responses to correspondence.
•    Filing of all correspondence.
•    Placing shorthand, dictation and typing transcription verbatim and editing correspondence, documents and reports.
•    Receives official guests and visitors.

Specific Responsibilities

•    Takes minutes and notes during meetings as assigned.
•    Creates purchase requisitions for travel, stores requisitions and other services for the Division/Unit assigned.
•    Maintains the Division/Unit retrievable filing system for all incoming and outgoing correspondences.
•    Provides secretarial and administration support during Pan-African Parliament’s statutory meetings by preparing invitation letters and contracts for support staff.
•    Maintains the diary of the activities of the supervisor.

Academic Requirements and Relevant Experience

A Diploma in Secretarial Studies, Management, Administration with three (3) years secretarial experience in a busy office or a Bachelor’sDegree in the above fields with two (2) years relevant work experience.

Required Skills

•    Good knowledge of modern office procedures.
•    Excellent knowledge and practical experience of computer programs at the user level i.e. Word, Excel, PowerPoint, SAP, etc
•    Good Interpersonal and communication skills.
•    Planning and organizational skills.
•    Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and fluency in another AU language(s) is an added advantage

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Deputy Clerk – Finance Administration & Human Resources
Directorate/Department : Finance, Administration and Human Resources (FAHR)
Division : Protocol Services Unit
Number of Direct Reports: 1
Number of Indirect Reports: 1
Job Grade: P3
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To support and implement strategies, policies and procedures relating to diplomatic privileges, courtesies and protocol-related services required by Pan-African Parliament operations within the AU system, in the host country and externally.

Main Functions

•    Provides the necessary advice on protocol-related issues to the PAP in accordance with diplomatic norms, especially with regards to privileges and immunities from the relevant South African authorities on behalf of the Bureau and staff members;
•    Maintains updated records of requirements of each embassy, travel advisories as well as changes in immigration policies and communicate same to the Bureau and PAP staff regularly;
•    Co-ordinates requests for import/export permits for vehicles and other goods and personal effects for the Organization and its staff;
•    Facilitates the issuance of administrative and legal documents on behalf of the Bureau and staff (resident IDs, Visas etc);
•    Facilitates separation procedures of staff from the services of the PAP;
•    Maintains close working relationship with relevant authorities of the Host Country with a view to updating the PAP (Legal Unit) on the challenges faced in the practical implementation of some provisions of the Host Country Agreement;
•    Facilitates the organisation of ceremonies and official functions (e.g. receptions, cocktails, luncheons and dinners)
•    Ensures that airport protocol services are accorded the Bureau members, Members of Parliament, VIPs and staff members;
•    Liaises with the relevant offices of the AUC, AUC specialized organizations and other partner institutions in organizing and servicing protocol requirements of the PAP meetings as appropriate.
•    Supervises accreditation, laissez passer, work permits and related documents for the MPs and staff of PAP and their renewals when due.
•    Prepares, on a regular basis, PAP diplomatic missions and related stakeholders lists and updates them with correct names, titles, full addresses, telephone numbers and email addresses.
•    Performs any other duties as may be directed by the Deputy Clerk – Finance, Administration & Human Resources.

Specific Responsibilities

•    Carries out periodic review of the PAP Protocol Manual;
•    Prepares and supervises the implementation of the Unit annual work plans and schedules;
•    Prepares and updates profiles of all official visitors to the President and the Clerk and archive protocol related documents of historical value;
•    Maintains updated records of requirements of each embassy, travel advisories as well as changes in immigration policies and communicates them to PAP staff regularly.
•    Prepares information guidelines for dignitaries and executive visitors to PAP

Academic Requirements and Relevant Experience

•    A Master’s degree or its equivalent in Communications, Diplomacy, Public Administration, Humanities or Social Sciences or related field, and seven (7) years of relevant work experience in the management of Protocol, External Relations or Communications with at least three (3) years at a supervisory level in an international organisation.
•    A Bachelor’s degree in the above-mentioned fields but with eight (10) years of experience, at least three (3) at a supervisory level in an international organisation.

Required Skills

•    Exceptional interpersonal skills, a teamwork orientation and ability to interact harmoniously and effectively in a multi-cultural environment with colleagues from diverse disciplines, perspectives, countries and cultures.
•    Ability to make objective decisions and resolve problems, exercising the highest sense of responsibility in the handling of confidential and sensitive issues in a reasonable and mature manner.
•    Diplomatic skills and the ability to generate innovative, practical solutions to challenging situations, with tact and emotional maturity without losing composure.
•    High ethical standards, integrity and a deep sense of fairness are competencies required of the incumbent.

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Committee on Audit and Public Accounts of the PAP and the President of the PAP
Directorate/Department : Bureau of the PAP
Division : Internal Audit Unit
Number of Direct Reports: 1
Number of Indirect Reports: 1
Job Grade: P3
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To Provide technical  support in auditing PAP activities designed to add value and improve operations and the effectiveness of risk management, control, and governance processes.

Main Functions

i.    Coordinates all the work in the OIA.
ii.    Supervises the Internal Auditor.
iii.    Transmits and explains management policies and organizational objectives of the PAP to all staff members of the OIA.
iv.    Sets objectives of the OIA Unit.
v.    Determines and recommends staff requirements and their job specification where necessary.
vi.    Participates in staff recruitment both for the OIA and other Units.
vii.    Attends Management and Bureau meetings and provides advice where required.
viii.    Presents reports to the PAP Management and the Committee on Audit and Public Accounts.

Specific Responsibilities

i.    Reviews and presents Annual and 3-year work plan of the OIA to Management and the CAPA.
ii.    Prepares, reviews and manages the Audit programmes for all audits, investigations and other consulting services.
iii.    Evaluates staff under him.
iv.    Attends CAPA meetings and provides it with assurance services and technical support.
v.    Performs audit jobs.
vi.    Reviews from time to time the Risk Management System of the PAP and advises on the status of the risk register and risk management process.
vii.    Performs and supervises investigations matters where necessary.
viii.    Performs consulting services when required by the PAP Management.
ix.    Coordinates and directs Performance audit assignments
x.    Performs any other duties that may be assigned by the Management and Bureau of the PAP.

Academic Requirements and Relevant Experience

•    Master’s degree in Finance Management, Accounting, Business Administration, with 7 years progressive experience in Auditing or any related field. Two (2) of which must have been obtained at supervisory level.
•    Certificate in CIA ACCA, CA, CPA, ACCA, CIMA or other related certification is an added advantage
•    Experience in working on ERP-SAP
Or
•     Bachelor’s degree in in Finance Management, Accounting, Business Administration, with 10 years progressive experience in Auditing or any related field. Two of which must have been obtained at supervisory level
•    Certificate in CIA, ACCA, CA, CPA, ACCA, CIMA or other related certification is an added advantage.

Required Skills

a)    Knowledge and experience with MS Office, Knowledge of SAP ERP desired.
b)    Interpersonal skills and ability to work in a multi-cultural environment.
c)    Report writing skills
d)    Communication and negotiating skills.
e)    Planning and organizational skills.

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Head of Administration and Human Resources
Directorate/Department : Finance, Administration and Human Resources (FAHR)
Division : Communication and IT Unit
Number of Direct Reports: 1
Number of Indirect Reports: 0
Job Grade: P3
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To provide strategic communication guidance to build a good image of the Pan-African Parliament and promote increased visibility of its objectives and activities.

Main Functions

·    Develops, reviews and implements the PAP communication and branding strategies.
·    Manages the Communication and Media Unit’s Work Programme and Budget.
·    Builds and promotes a good image of the Pan-African Parliament in alignment to the AU Agenda 2063.
·    Spearheads advocacy and public campaigns continent-wide in favor of the PAP’s vision, mission and strategic plan and for the purpose of popularizing the PAP within Africa and in the world.
·    Organizes and presides over media briefings and other speaking engagements at local and international events.
·    Organizes media interviews for the Bureau, Members of the Pan African Parliament, and occasionally for the Clerk of Parliament.
·    Develops and maintains networks with National and International partners, all National Parliaments of the African Union Member States and Heads of media institutions, etc.
·    Regularly monitors communication efforts to ensure maximum return on investment.
·    Manages the PAP website.
·    Develops and supervises the implementation of the PAP social media strategy.
·    Drafts speeches and position papers for the PAP Secretariat Management.
·    Produces Media Plans and Press Releases.
·    Manages the Broadcasting facility and supervises the Broadcast Team.

Specific Responsibilities

•    Implements and manages a communication strategy to advance PAP objectives and initiatives.
•    Provides strategic guidance on the communication activities of PAP including coordination, advocacy and communication strategies, planning and implementation.
•    Develops and disseminates holistic messages targeted to different stakeholders.
•    Works closely with the Bureau Office, Information Technology, AU Directorate of Information & Communication, the PAP Webmaster and Committee Clerks to develop and/or update the information, communication and knowledge management strategy based on PAP’s strategic plan.
•    Develops materials to compellingly communicate evidence and lead new approaches to creates and distributes multi-media content including the use of social media;
•    Drafts all external communications and keeps the PAP website updated.
•    Initiates and/or sustains professional relationship with key stakeholders/constituencies.
•    Drafts development partner engagement plan including development of communication materials and a relationship development plan to meet with and engage development partners.
•    Participates in the Crisis Management Group as the media expert and contributes to developing media strategies in response to crises that have a potential to impact our brand and reputation.
•    Works with Committee Clerks, Goodwill Ambassadors, PAP International Relations Office and the Policy Officer, Resource Mobilization Officer to identify highest-priority areas requiring funding support to communicate to development partners
•    Works with Regional and National Parliaments to develop materials to compellingly communicate the work and achievements of the PAP.
•    Provides communications support to PAP statutory and non-statutory meetings including special events/workshops/meetings and conferences.
•    Provides editorial advice, statements and replies to frequently asked questions for Senior Management and Parliamentarians.
•    Monitors events and analyzes documents to identify trends, opportunities and risks and prepare appropriate PAP action plans or responses.

Academic Requirements and Relevant Experience

•    A Master’s degree or its equivalent in Communications, Journalism, Broadcasting, Public and Media Relations or related field, with a minimum of seven (7) years of relevant work experience in the area of corporate communication, journalism, advocacy with at least three (3) years at a supervisory level in an international organisation.
OR
•    A Bachelor’s degree in the above-mentioned fields with ten (10) years of experience and at least three (3) at a supervisory level in an international organisation.

Required Skills

•    The successful candidate is expected to be creative and have the ability to interact harmoniously and effectively in a multi-cultural environment with colleagues from diverse disciplines, perspectives, countries and cultures.
•    Possess excellent interpersonal, networking, negotiation and communication skills.
•    He/she must have the ability to make objective decisions and resolve problems, exercising the highest sense of responsibility in the handling of confidential and sensitive issues.
•    Ability to contribute to strategic thinking with a view to improving media and communication services to all PAP stakeholders.
•    Ability to work under pressure, setting priorities and managing multiple tasks simultaneously.
•    Have skills and experience in the production and distribution of printed publications as well as audio-visual and e-content development.
•    High ethical standards, integrity and a deep sense of fairness.
•    Good knowledge of the African Union system.

Leadership Competencies

Core Competencies

Functional Competencies

Organization Information

Reports to: Deputy Clerk – Finance Administration & Human Resources
Directorate/Department : Finance, Administration and Human Resources (FAHR)
Division : Protocol Services Unit
Number of Direct Reports: 1
Number of Indirect Reports: 1
Job Grade: P3
Number of Positions: 1
Contract Type: Regular
Location: Midrand, South Africa

Purpose of Job

To support and implement strategies, policies and procedures relating to diplomatic privileges, courtesies and protocol-related services required by Pan-African Parliament operations within the AU system, in the host country and externally.

Main Functions

•    Provides the necessary advice on protocol-related issues to the PAP in accordance with diplomatic norms, especially with regards to privileges and immunities from the relevant South African authorities on behalf of the Bureau and staff members;
•    Maintains updated records of requirements of each embassy, travel advisories as well as changes in immigration policies and communicate same to the Bureau and PAP staff regularly;
•    Co-ordinates requests for import/export permits for vehicles and other goods and personal effects for the Organization and its staff;
•    Facilitates the issuance of administrative and legal documents on behalf of the Bureau and staff (resident IDs, Visas etc);
•    Facilitates separation procedures of staff from the services of the PAP;
•    Maintains close working relationship with relevant authorities of the Host Country with a view to updating the PAP (Legal Unit) on the challenges faced in the practical implementation of some provisions of the Host Country Agreement;
•    Facilitates the organisation of ceremonies and official functions (e.g. receptions, cocktails, luncheons and dinners)
•    Ensures that airport protocol services are accorded the Bureau members, Members of Parliament, VIPs and staff members;
•    Liaises with the relevant offices of the AUC, AUC specialized organizations and other partner institutions in organizing and servicing protocol requirements of the PAP meetings as appropriate.
•    Supervises accreditation, laissez passer, work permits and related documents for the MPs and staff of PAP and their renewals when due.
•    Prepares, on a regular basis, PAP diplomatic missions and related stakeholders lists and updates them with correct names, titles, full addresses, telephone numbers and email addresses.
•    Performs any other duties as may be directed by the Deputy Clerk – Finance, Administration & Human Resources.

Specific Responsibilities

•    Carries out periodic review of the PAP Protocol Manual;
•    Prepares and supervises the implementation of the Unit annual work plans and schedules;
•    Prepares and updates profiles of all official visitors to the President and the Clerk and archive protocol related documents of historical value;
•    Maintains updated records of requirements of each embassy, travel advisories as well as changes in immigration policies and communicates them to PAP staff regularly.
•    Prepares information guidelines for dignitaries and executive visitors to PAP

Academic Requirements and Relevant Experience

•    A Master’s degree or its equivalent in Communications, Diplomacy, Public Administration, Humanities or Social Sciences or related field, and seven (7) years of relevant work experience in the management of Protocol, External Relations or Communications with at least three (3) years at a supervisory level in an international organisation.
•    A Bachelor’s degree in the above-mentioned fields but with eight (10) years of experience, at least three (3) at a supervisory level in an international organisation.

Required Skills

•    Exceptional interpersonal skills, a teamwork orientation and ability to interact harmoniously and effectively in a multi-cultural environment with colleagues from diverse disciplines, perspectives, countries and cultures.
•    Ability to make objective decisions and resolve problems, exercising the highest sense of responsibility in the handling of confidential and sensitive issues in a reasonable and mature manner.
•    Diplomatic skills and the ability to generate innovative, practical solutions to challenging situations, with tact and emotional maturity without losing composure.
•    High ethical standards, integrity and a deep sense of fairness are competencies required of the incumbent.

Leadership Competencies

Core Competencies

Functional Competencies