Head of Committees, Research, Documentation & Library Division (PAP) at the African Union (AU)

The African Union (AU) is a continental body consisting of the 55 member states that make up the countries of the African Continent. It was officially launched in 2002 as a successor to the Organization of African Unity (OAU, 1963-1999). We are an Integrated, Prosperous and Peaceful Africa, driven by its own citizens and representing a dynamic force in the global arena.

We are recruiting to fill the position below:

Job Title: Head of Committees, Research, Documentation & Library Division (PAP)

Requisition ID: 1947
Location: Midrand, South Africa
Reports to: Deputy Clerk - Legislative Business and Conferences
Directorate / Department / Organ: Pan African Parliament
Division: Committees, Research, Documentation and Library (CRDL)
Number of Direct Reports: 2
Number of Indirect Reports: 4
Job Grade: P5
Contract Type: Regular

Purpose of Job

• Oversee the Committees, Research, Documentation and Library and ensures cooperation and coordination between parliamentary committees in the legislative, non-legislative activities and examines issues of common interest and coordinates internal and inter-institutional legislative programming and Documentation and Research and Library services provides to all PAP organs

Main Functions

• Is responsible for overall supervision of Parliamentary Committees, Library, Research and Documentation
• Conducts research into matters of parliamentary practice and procedures and prepares written opinions and papers for review
• Provides guidance to Members of Parliament on the application of parliamentary practice and procedures
• Keeps abreast of procedural developments and records procedural issues and events that may arise during parliamentary deliberations and determines potential procedural ramifications
• Prepares the agenda for Committee Meetings and supervises its distribution
• Coordinates all activities, including travel and accommodation arrangements for Committees
• Visits possible venues for Committee Meetings to ensure their appropriateness
• Arranges for the publication of all adopted Committee documents and subsidiary legislations
• Confirms the details of verbatim transcripts of the proceeding of Committee Meetings
• Ensures that a record of the attendance of members at meetings is maintained
• Keeps records of all changes in parliamentary procedures locally and keeps abreast of procedural developments in other jurisdictions
• Maintains a record of the attendance of Members at sittings of Committees
• Maintains a proper record of all documents presented to Committees
• Coordinates the distribution of Committees’ documentation
• Ensures an appropriate level of security and confidentiality for Committees’ documentation.

Specific Responsibilities

• Analyzes and approves requests from substantive offices for activities and services to be included in the draft calendar of activities
• Coordinates with substantive offices to ensure the capability and resources to meet the programs as proposed
• Monitors the work of assigned, works for efficient utilization of resources, and advises substantive offices on procedures and possible cost-effective measures
• Confirms the services to be allocated to meetings at and away from the Secretariat
• Schedules additional and urgent and preparatory meetings and ensures proper servicing of these meetings by evaluating their needs and availability of additional resources required
• Supervises the activities programming team which is responsible of activities and scheduling of ad hoc meetings
• Advises on logistics, financial and other requirements for activities
• Serves as the Accessibility focal point for the Division
• Performs other related duties as required
• Assist the Deputy Clerk - LBC in managing the LBC Department
• Coordinating the supply of Committees and Regional Caucuses minutes and reports to the Committees, Regional Caucuses and Members of Parliament, other organs of the PAP;
• Coordinating the maintenance of a procedural information and documents in the resource center
• Overseeing all activities and administrative tasks necessary for the functioning of the division including preparation of guides, develop and train staff within the division, prepare annual work plan, budgets, evaluating staff performance, fostering of teamwork and communication among staff.

Academic Requirements and Relevant Experience

• A Master’s Degree in Law, Public Administration, or Social Sciences, with extensive experience in Parliamentary affairs and procedures
• Twelve (12) years of progressively relevant work experience in public administration in parliaments, including seven (7) years at supervisory and management levels

Required Skills:

• Demonstrate 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
• Have good knowledge of the African Union systems
• Be of high ethical standards, integrity and with a deep sense of fairness
• Have good computer skills
• Have highly developed conceptual, analytical, and innovative problem-solving ability
• Demonstrate the ability to handle complex information and knowledge management issues
• Have proven ability to assess clients’ information needs of PAP and be innovative in the design and delivery of appropriate targeted solutions within the Division
• Have knowledge and understanding of the relationships between the Units, other units and external clients
• Demonstrate comprehensive working knowledge and understanding of parliamentary systems, policies, procedures and practices
• Have proven ability to build and maintain close and constructive working relationships with peers, management and staff in defining and fulfilling information needs
• Demonstrate leadership effectiveness and supervisory ability.

Leadership Competencies:

• Strategic Perspective:
• Developing Others:
• Change Management
• Managing Risk.

Core Competencies:

• Building Relationship…
• Foster Accountability Culture
• Learning Orientation
• Communicating with impact.

Functional Competencies:

• Conceptual thinking:
• Job Knowledge and information sharing:
• Drive for Results
• Fosters Innovation:

Tenure of Appointment

• The appointment will be made on a regular term contract for a period of three (3) years, of which the first twelve months shall be considered as a probationary period
• Thereafter, the contract will be for a period of two years renewable, subject to satisfactory performance and deliverables.

Remuneration
Indicative basic salary of USD50,746.00 (P5 Step1) per annum plus other related entitlements eg Post adjustment ( 57% of basic salary), Housing allowance USD27,2908800 (per annum), and education allowance (100% of tuition and other education-related expenses for every eligible dependent up to a maximum of US$ 10,00000 per child per annum), for internationally recruited staff and a maximum of $3,300 per child per annum for locally recruited staff

Application Closing Date
8th September, 2023 at 11:59pm (EAT).

Method of Application
Interested and qualified candidates should:
Click here to apply online

Note

• Only candidates who meet all job requirements and are selected for interviews will be contacted.
• Consideration will be given only to those candidates who have submitted a fully completed online application with a Curriculum Vitae (CV), an African passport, and the required academic qualifications, such as Diplomas, Bachelor's Degrees, Master's Degrees and any relevant Certificate in line with the area of expertise.
• The African Union is an equal-opportunity employer, and female candidates are strongly encouraged to apply.
• Candidates from less-represented countries within the African Union are strongly encouraged to apply for positions that fit their profiles. These countries include Algeria, Angola, Cape Verde, Central African Republic, Comoros, Egypt, Equatorial Guinea, Eritrea, Eswatini, Guinea, GuineaBissau, Liberia, Libya, Madagascar, Mali, Morocco, Namibia, Niger, Sahrawi D.R., Sao Tome and Principe., Seychelles, Somalia and Tunisia
• Gender Mainstreaming: The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.