Clerk of Pan African Parliament

Vacancy
Start: 
Monday, September 12, 2016 - 13:00
End Date: 
Saturday, September 17, 2016
Description: 

The National Assembly of Zambia, on behalf of the Pan-African Parliament, invites applications from suitably qualified and experienced citizens of African Union Member States to fill the position of Clerk of Pan African Parliament.

  1. Main Duties and Responsibilities

Key Performance Areas (KPAs):

  • Reporting to the President of the PAP, the incumbent 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-today operations run smoothly;
  • In this context, the successful candidate will be expected to provide 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 analyze and review related processes and procedures and recommend appropriate and timely changes to improve performance;
  • Effectively manage the provision of services to ensure that they comply with procurement guidelines and contractual agreements signed with the PAP;
  • Interface with the host country’s Government on the host country agreement with the African Union relating to its obligations, diplomatic privileges and immunities to the PAP and its staff.

With respect to key responsibilities, the incumbent undertakes the following, among others:

  1. Key Performance Area1 - Statutory Responsibilities:
  • Provides advice to the Parliament, the President, the Bureau and the Members on the procedure (formal and informal rules) of its operations;
  • Assists the President in preparing for the sessions comprising the plenary and the Committees, and gives advice on procedure.
  • Formally records decisions of the Parliament in the plenary and the Committees and maintains the authentic verbatim record of proceedings of the Parliament and signs or endorses all orders and official communication of the Parliament.

 

  1. Key Performance Area 2 - Administrative Services:
  • 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 frame works, system 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 and Manuals;
  • Interface with the host country’s Government in liaison with the Legal Unit on privileges and immunities matters for PAP and its staff.
  • Ensures compliance with contractual agreements signed with PAP;
  • Advises and supports the provision of quality facilities management services, security services, as well as asset management framework, policies and systems; and
  • Leads and facilitates the provision and implementation of an effective IT framework, system and policies.

 

  1. Key Performance Area 3 – Financial Management
  • Provides overall leadership for 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;
  • Oversees preparation of PAP budgets, budget execution reports, financial reports, including quarterly financial statements and ensures that financial statements are prepared on time and in compliance with generally accepted accounting principles and AU guidelines;
  • Leads and facilitates the development of an effective financial performance management and reporting system that allows for the production of updated information for line managers, regular reports for the President and the Bureau and ensures compliance with statutory reporting requirements;
  • Provides strategic leadership in 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;
  • Provides guidance in the development and implementation of PAP’s resource mobilization, income generation and investment management strategies;
  • Leads and facilitates the development and implementation of an effective grants management system and policies and provides effective oversight on project finances to ensure sound financial management, timely call for pledged funds and compliance with PAP’s financial management guidelines; and
  • Provides overall guidance to auditors and legal services officers.

 

  1. Key Performance Area 4 – Human Resources Management
  • Leads and facilitates the development and implementation of an overall Human Resources (HR) strategy and administration system that are aligned with the strategic vision and objectives of PAP and in accordance with AU Rules and Regulations;
  • Advises the President and staff clearly on HR issues, promotes and facilitates teamwork and the maintenance of 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 fully and successfully implement its activities;
  • Assists the President in creating and maintaining an effective organization structure that supports the overall operations of PAP;
  • Oversees and closely monitors staff relations and provides guidance in the channeling of staff grievances and working with the Deputy Clerk of Finance, Administration and HR as well as Head of HR to ensure that all matters are addressed appropriately and promptly; and
  • Leads and supports the development and implementation of an effective performance management system that aligns institutional performance with individual performance.

 

  1. Key Performance Area 5- Management of the Office of Clerk of Parliament
  • Ensures overall management of the Office of the Clerk of Parliament: human resources, budget, performance, quality control, discipline, training and development in conformity with relevant rules and procedures;
  • Promotes application of best practices, appropriate and effective working systems, processes and procedures;
  • Oversees the preparation of the Office’s annual work plan and conducts performance appraisals for staff under the incumbent’s supervision; and
  • Builds and maintains good working relations with all Departments, Divisions and Units within PAP as well as with the African Union Commission (AUC) and all AU Organs and Specialized Agencies.

 

  1. Other Assigned Duties
  • Performs any other related duties as assigned by the President.

 

  1. Qualifications and Experience:

A minimum of Master’s degree in Law, Public Administration or Social Sciences is required. Candidates should have a minimum of fifteen (15) years relevant work experience, with at least ten (10) with direct responsibility for Administration, Finance and Human Resources management. Experience in drafting, interpretation of rules and procedure, parliamentary operations and administration will be an added advantage.

 

  1. Required Traits, Skills and Competencies:
  • 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;
  • Excellent strategic visioning , planning, implementation, monitoring, evaluation and reporting skills with capacities 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 by providing practical solutions to challenging situations with tact and emotional maturity without composure and focus;
  • Ability to interact with official and professional colleagues at the highest levels of government, private sector, civil society, and international organizations;
  • Highly 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;
  • Strong organizing, work planning, scheduling and time management skills, capable of handling large volumes of assignments accurately and thoroughly while balancing several complex operations;
  • Ability to identify opportunities and build strong relationships with partners and other external parties;
  • Excellent computer application skills such as Microsoft Office package (MS Word, Excel and Power Point); SAP; Knowledge and Information sharing platforms, e.g., Teamwork etc.

 

  1. Tenure of Appointment:

The appointment will be made on an AU three-year (3) Regular Contract, of which the first year will be considered a probation period. Thereafter, the contract may be renewed for a period of two (2) years, subject to satisfactory performance.

 

  1. Language Requirement

Proficiency in one of the African Union working languages is required. Knowledge of other working languages would be an added advantage.

 

  1. Age Requirement

Candidates must be between 45-55years of age.

 

  1. Gender Mainstreaming

The pan African Parliament is an equal opportunity employer. Qualified women are strongly encouraged to apply.

 

 

 

 

  1. Remuneration:

Indicative basic salary of US$70,139.00 per annum plus other related entitlements (e.g. post adjustment, housing allowance, education allowance, etc.) in accordance with the rules and regulations governing international civil servants of the African Union. However, these allowances do not apply to locally recruited candidates (citizens of the Republic of South Africa).

 

  1. How to Apply

To apply for this position, candidates are required to submit the following:

  • A motivation letter demonstrating suitability for the job and stating reasons for seeking employment with the Pan African Parliament;
  • A two – three page vision statement;
  • Detailed and updated curriculum vitae, including nationality, age and gender;
  • Three (3) referees with good knowledge of candidate’s work. Please, provide referees’ contact details – telephone, fax and e-mail addresses;
  • Certified copies of education qualifications – degrees, diplomas and certificates, where applicable.

 

  1. Closing Date of Applications

Applications must be received not later than Friday, 16th September, 2016 and should be addressed to:

Head, Human Resources & Administration

Pan African Parliament

19 Richards Drive

P/Bag X16

Midrand, 1685

Johannesburg

South Africa

Telephone: +27 (0)11 545 5000

E-mail:recruitment@panafricanparliament.org

 

Only candidates who meet the requirements for this position will be contacted.

For information on the Pan African Parliament, please visit PAP website at

www.pan-africanparliament.org