CALL FOR EXPRESSION OF INTEREST & TERMS OF REFERENCE FOR CONSULTANT TO DEVELOP A REGIONAL ANTI-SEXUAL HARASSMENT POLICY
1. Introduction and background to assignment
The SADC Parliamentary Forum is a leading inter-parliamentary organisation composed of 15 Member Parliaments. Established under Article 9(2) of the SADC Treaty, the Forum operates as an independent organ of the Southern African Development Community vested with the mandate to promote democracy, parliamentarism and regional dialogue on issues of mutual interest. The Forum implements initiatives and programmes which aim to promote human rights and democratic principles, including the quest for Universal Health Coverage (UHC) under the Sweden-funded SRHR, HIV and AIDS Governance Project (2023-2026).
According to the Forum’s Strategic Plan (2024-2028), the guiding principles of the Forum include respect for one another based on the existence of fundamental freedoms. The Forum is a Member-parliament based organisation composed of Parliamentarians (MPs) and staff of its Secretariat. In addition, staff of Member Parliaments also interface with Forum MPs, Secretariat and staff of other Member Parliaments, and collaborating partners in the course of their duties. All parties spend inordinate amount of hours during Standing Committee meetings, Joint Sessions and the Plenary Assembly of the Forum, which are hosted and rotate in SADC member states. All activities that bring members together are governed by the Forum’s Strategic Plan, the Rules of Procedure as well as its Administrative Rules, as the case may be.
Meanwhile, research has indicated that Parliamentarians in their diversity are equally susceptible to sexual harassment in their vocation, experiencing psychological violence, sexist remarks, threats or harassment, in their cohort within the institution of Parliament as well as in their interactions at regional level. This state of affairs enjoins the SADC PF to develop a Regional Anti-Sexual Harassment Policy (RASHP), which will include a mandatory Capacity Development Guide. The development of this Policy shall trigger measures to incorporate into all SADC PF’s statutory documents (the Constitution and Rules of Procedure) to expressly provide provisions intended to prevent and protect SADC-PF MPs from Sexual Harassment in their interactions under the auspices of the Forum.
In view of the above, the Policy must be drafted in a manner that is designed to give internal effect to a zero tolerance framework concerning unwarranted interpersonal relations, in consonant with the Forum’s guiding principles. The Policy will be cognisant of the highly sensitive political environment in which MPs navigate and will include a framework to hold offenders to account at Forum level, in addition to other consequences under the applicable law where the offence is committed.
In this regard, a consultant is required to formulate a Regional Anti-Sexual Harassment Policy (RASHP) and to present it in a final form to the Forum. The Policy will include a section for a Preamble on its rationale and reasoning, followed by a Capacity Development Guide. The Policy shall be disseminated by the Consultant during two stakeholder meetings, back-to-back with the Plenary Assembly Session in 2026. The Consultant must have regard to the regional positioning of the Forum and the fact that Hon Speakers, and MPs meet at Forum level from diverse parliamentary backgrounds, with varying powers and authority.
The Policy will also include any necessary legal amendments which need to be made to the Forum’s operational framework including its Constitution, Rules of Procedure and Administrative Rules, for the Policy to be enforced by a relevant organ of the Forum such as an independent Committee of retired judges of SADC Member States. The formulated legal amendments will then be adopted by the Forum’s Plenary Assembly, on the recommendation of the Legal Sub-Committee of the Executive Committee and finally the Plenary Assembly in accordance with established practices prevailing at the SADC-PF.
2. Objectives and deliverables of the assignment
The Consultant will deliver according to the following objectives and output:
- Present a first draft and solid position paper to the Executive Committee of the SADC-PF or such other organ as directed;
- Develop a Regional Anti- Sexual Harassment Policy (RASHP) which is applicable to MPs of the Forum, to be operationalized and enforced among MPs, as well as MPs and other stakeholders during regional meetings under the aegis of the Forum;
- Present the RASHP to the Forum and finalise a version of it which is acceptable to Forum representatives as may be designated by the Secretary General.
- Propose a provision for dress code for MPs and other stakeholders attending the SADC PF sessions, which will be included in the RASHP;
- Present at two Capacity development Sessions, one in 2027 and the other in 2028, as part of continuous learning and sharing;
3. Time frame and methodology
The assignment will be delivered over a period of 20 working days.
The methodology will be as follows:
The Consultant will propose a 20-day work plan that will include 3 phases:
- The development of an Inception Report within 5 days. The research to be conducted will be desk research which should benchmark on the situation in international organisations such as the Inter Parliamentary Union (IPU), the Commonwealth Parliamentary Association (CPA) as well as other Parliaments such as the European Parliament or the House of Commons;
- Engagement with stakeholders and Forum representatives regarding expectations in relation to the Policy;
- A zero draft to be submitted for feedback by the 15th working day;
- A final draft by the 20th working day;
- A presentation of the Policy including the Capacity Development Guide to a stakeholder meeting designated by the Secretary General on the 18th working day;
- Presentations during 2 additional working days in 2027 and 2028 as part of continuous learning and sharing.
The working days can be staggered and need not be continuous, upon mutual agreement of the parties.
4. Qualifications
a. Education:
- Advanced University Degree in law with a Phd in law or social sciences, or equivalent qualification acceptable to the Forum.
- Professional qualifications which give the right to practise law in a given jurisdiction will represent an advantage.
b. Competencies, Experience and Skills:
The Consultant will have the following competencies, experience and skills:
- Be a retired judicial officer or retired ombudsman with experience in similar complex assignments which relate to political and parliamentary environments. The combined work experience of the candidate must exceed 20 years;
- Experience in developing policies and procedures for Parliamentarians, Judicial Officers and organisations of similar standing as the Forum;
- Experience in both parliamentary and judicial environments will constitute an added advantage;
- Good advocacy and presentation skills, ability to gain persuasive traction amongst Parliamentarians and Speakers of Parliament of the Forum;
- Experience in working with politicians, Members of Parliament and/or civil servants.
- Excellent communications skills, both oral and written and ability to interact cross-culturally and across different levels.
c. Language and computer skills:
- English language fluency and strong writing skills is mandatory.
- Computer skills: full command of Microsoft word and common Internet applications will be required.
e. Core Values:
- Professionalism: knowledge and understanding of the context of the SADC PF within the institutional framework of the SADC in Southern Africa;
- Planning and Organizing: allocates appropriate time and resources for completing assignment within the set deadline.
Assignment fee
The Consultant will be paid a total assignment fee of USD 10,000 which will be paid after the end of the assignment. Part payment will be acceptable after submission of the inception report and in accordance with a payment schedule mutually agreed by the parties.
The SADC PF shall ensure that the deliverables meet acceptable standards as per the Terms of Reference and that the deliverables are endorsed and approved by the Secretariat. SADC PF reserves the right to withhold payment for the services rendered if the services are of unacceptable quality, provided that the Consultant shall, as soon as possible and in writing, be furnished with a detailed report of such inadequacies. Should the Consultant fail or neglect to address the said inadequacies forthwith after receipt of the notice advising of the need to address any identified inadequacies, the SADC PF reserves the right to decline payment altogether.
6. Execution of the Assignment
In the execution of this Assignment, the Consultant is encouraged to consult regularly with the Secretary General and/or any officer(s) designated by the Secretary General to ensure that the contractual expectations are met.
7. Termination of the Assignment
Termination may be based on, but not limited to, lack of work; change in position description; uncooperative attitude and unsatisfactory relationship with the Forum; counterpart personnel, or co-workers; conflict of interest; incompetence; carelessness; insubordination; failure or refusal to work; or other acts of misconduct as determined by the Forum.
8. Confidentiality
The Consultant shall not disclose or use at any time, either during or subsequent to the expiry of this Assignment, any confidential information or knowledge obtained or acquired by their being party to this Assignment, unless such information or knowledge is in the public domain without his or her own wrongdoing. The Consultant further agrees not to impart information relating to work or services performed hereunder to any person not entitled to receive it, and to safeguard any confidential or other classified data that may come into his/her possession by virtue of this Consultancy.
9. Copyright and prohibition of plagiarism
The SADC PF shall retain ownership and copyright of all materials delivered under this Assignment, and shall reserve the right to reproduce, edit or amend the material for official use by the Forum. The Forum shall, however, acknowledge the intellectual contributions of the Consultant.
The consultant is strictly prohibited from plagiarism, including content generated by artificial intelligence (AI), without giving proper credit.
10. Enforceability
In the event that any provision of these Terms of Reference shall be held invalid or unenforceable, such invalidity or unenforceability shall apply only to that provision and shall not affect or render invalid or unenforceable any other provision of these Terms of Reference.
11. Medical Cover
The Forum shall NOT be responsible for any costs relating to the Consultant’s medical expenses during the course of this Assignment. The Consultant shall, therefore, be personally responsible for his/her own medical cover for the duration of the assignment.
12. Management of Assignment and Domicilium and Correspondence
The management of the assignment shall be conducted by the Secretary General of the SADC PF, Ms Boemo Sekgoma, and the address for correspondence shall be:
Secretary General
SADC Parliamentary Forum
SADC Forum House
Parliament Gardens
P/Bag 13361
Windhoek
NAMIBIA
Tel: +264 61 287 0000
Fax: +264 61 247 569
Email: [email protected]
13. Deadline for Submissions
Deadline for submissions is 31st March 2026.
N.B:
(1) The Forum is an equal opportunity employer.
(2) The Forum reserves the right not to make any appointment pursuant to the publication of these TOR.