Request for Expression of Interest
Consulting Services – Individual Consultant
Assignment Title: Administrative Assistant – Strategy Management
Duty Station: Midrand, South Africa
Contract Type: Short-Term
Duration: Nine (9) months
Reporting to: Clerk of the Pan African Parliament
Procurement Reference Number: PAP/PROC/012/25
1. Background
The Pan African Parliament (PAP), a key organ of the African Union (AU), promotes citizen engagement in continental integration, governance, and development. With support from the African Export-Import Bank (AFREXIMBANK), PAP seeks to enhance the implementation of its strategic plan by hiring an Administrative Assistant – Strategy Management.
2. Purpose of the Role
To provide administrative, logistical, and coordination support to the Strategy Management Team, ensuring smooth implementation and monitoring of strategic initiatives.
3. Key Duties and Responsibilities
A. Document Preparation & Management
- Draft, format, proofread, and distribute strategic documents and reports.
- Maintain a systematic filing system.
- Track document versions and manage archiving.
B. Meeting & Event Coordination
- Provide logistical support for meetings, workshops, and events.
- Coordinate scheduling, venue booking, and materials.
- Record minutes and compile action points.
C. Records & Data Management
- Maintain records of strategic activities and timelines.
- Assist in data collection for monitoring and evaluation.
- Support database and spreadsheet maintenance.
D. Communication & Liaison Support
- Act as a communication point within the strategy unit.
- Draft correspondence and briefing notes.
- Facilitate information flow across departments and stakeholders.
E. Administrative & Logistical Support
- Manage appointments and logistics for the strategy team.
- Handle document reproduction and distribution.
- Support procurement and financial documentation processes.
4. Expected Deliverables
- Organized document management system.
- Timely coordination of meetings and events.
- Accurate records of strategy implementation.
- Effective communication support.
- High-quality administrative and logistical assistance.
5. Qualifications and Experience
Education:
- Diploma or bachelor’s degree in Public Administration, Office Management, Business Administration, or related field.
Experience:
- 3–5 years of relevant administrative experience.
- Experience in strategy, planning, or project management is an advantage.
- Familiarity with AU institutions or continental programs is desirable.
Skills and Competencies:
- Excellent organizational and multitasking skills.
- Proficiency in Microsoft Office Suite.
- Strong communication skills.
- Confidentiality and attention to detail.
- Ability to work in a multicultural environment.
6. Duration and Reporting
- Duration: 9 months
- Reports to: Clerk of Parliament and Strategy Management Team
7. Evaluation and Qualification Criteria
| Criteria | Maximum Points |
|---|---|
| General Experience | 10 |
| Specific Experience Relevant to Role | 50 |
| Qualifications | 30 |
| Language Proficiency | 10 |
| Total | 100% |
Selection will follow the Individual Consultant Selection method per AU Procurement Regulations.
8. Consultancy Fee
- Negotiable based on qualifications and AU consultancy rates.
- Travel and event-related costs will be covered by PAP.
9. Reporting
- The consultant will report to the Clerk of Parliament.
10. Services/Facilities Provided by PAP
- Office accommodation
- Computer, photocopying, and stationery
- Visa facilitation
- Internet access
11. Application Process
Required Documents:
- Detailed CV
- Cover letter
- Academic and professional certificates
- Contact details of three referees
Submission Deadline: Monday, 2 June 2025 at 14:00 (local time)
Submission Methods:
- In person or by post:
The Procurement Office
Pan-African Parliament
19 Richards’ Drive
Midrand 1685
Johannesburg - By email:
[email protected]
CC: [email protected]
Subject Line: Application – Administrative Assistant – Strategy Management
Note: Late submissions will not be considered.