SECTION I: LETTER OF INVITATION

17 April 2025

Dear Applicants,

REF: CONSULTING SERVICES - INDIVIDUAL CONSULTANT –. BILINGUAL SECRETARY

1. The Pan African University (PAU) wishes to select a highly qualified African expert to undertake the above assignment. The PAU now invites interested Individual Consultants to submit CVs for the assignment as per the attached Terms of Reference (TORS). 
2. Consultants will be selected based on their qualifications and experience in accordance with the provisions on the selection of Individual Consultants, and the pass mark shall be 70%.
3. The EoIs must include the following:

1. A Cover Letter outlining the understanding of the assignment and methodology
2. (ii) CV demonstrating experience with similar assignments.

1. The EoIs must be submitted to the following e-mail address:

PAURectorate@africa-union.org

1. The title of the Procurement and Procurement Number must appear as the subject of e-mail submissions
2. The Deadline for submission of EoIs is 11:30 Yaounde Time, on 19^th May 2025. Late applications will not be considered.
3.  This Request for Expressions of Interest comprises of the following:

                  Section I – This Letter of Invitation

                         Section II - Terms of Reference

Yours sincerely,

Rectorate Office

TERMS OF REFERENCE

                                        BILINGUAL SECRETARY

1. INTRODUCTION:

The Pan African University (PAU) is the culmination of continental initiatives of the Commission of the African Union to revitalize higher education and research in Africa, under the Second Decade of Education for Africa and the consolidated Plan of Action of Science and Technology for Africa. It will exemplify excellence, enhance the attractiveness and global competitiveness of African higher education and research, and establish the African University at the core of Africa's development.

1. OBJECTIVES OF THE POSITION:

The overall objective of this position is to support the PAU Rectorate to provide administrative and secretarial support for the execution of tasks in the relevant area of work;

The specific objectives of this position include:

• Facilitate and assist in the implementation of activities and programs concerning established policies and procedures;
• Provide follow-up support to the activities of the Rectorate/vice Rectorate;
• Carry out initial analyses and draft reports within deadlines;
• Participate in the organization of meetings, congresses, and conferences with stakeholders and prepare plans for the organization of meetings identified by the mission, including the coordination of invitations, confirmations, ticketing, and accommodation of multiple participants for the Office.;
• Take charge of logistical organization and keep senior officials regularly informed of progress;
• Prepare draft briefing notes based on engagement with mid-level stakeholders and develop relationships as delegated;
• Implement planned and agreed secretariat activities;
• Contribute to the creation, improvement and maintenance of recording and research systems;
• Manage the Bureau's work schedule in general, preparing and sharing the calendar in a timely manner, to enable adequate preparation of programmed activities;
• Provide first-hand technical and administrative support to the mission by preparing draft budgets, work plans, summaries (on technical, financial and human resources issues) for the supervisor, to facilitate direction, decisions and actions as required;
• Ensure confidentiality of management information and records;
• Liaise with administrative support staff to ensure that results of meetings and correspondence are properly monitored and decisions implemented; provide timely report to supervisor or relevant official; support planning and execution of subsequent actions to achieve desired results;
• Prepare and participate in various departmental meetings and ensure that minutes and/or notes for review and approval by participants are prepared in a timely manner; review/edit and follow up on timely dispatch;
• Supervise the communication activities of administrative support staff to ensure prompt responses to internal and/or external requests, via official correspondence, e-mail, etc.
• Support administrative assistants and secretaries whenever necessary. Type and proofread documents, reports, correspondence, messages, inquiries, etc. as required by assigned supervisors;
• Greet guests, visitors and staff and provide basic information on relevant issues and procedures;
• Maintain a proper filing and recording system for all incoming and outgoing correspondence and documents;
• Answer and screen telephone calls and e-mail messages, and follow up with supervisors and partners;
• Ensure that the entire mission office is properly organized, clean and tidy at all times;
• Performs any other relevant duties as may be directed or required.

1. QUALIFICATIONS AND REQUIRED SKILLS

Master's degree in a related field (Secretarial Science, Office Management, Business Management, Business Administration, Public Administration, etc) from a recognized educational institution. With (2) years of relevant work experience in secretarial duties, office administration and management and/or program management, with adequate exposure to records management work.

OR

Bachelor degree in Secretarial Science, Office Management, Business Management, Business Administration, Public Administration, or any related field from a recognized educational institution with Five (5) years of relevant work experience in secretarial duties, office administration and management and/or program management, with adequate exposure to records management work.

•          A qualification or training in program/project management and a higher qualification will be an added advantage

•          Experience in Office Management is mandatory.

•          Experience in planning and coordination of meetings with various stakeholders is mandatory.

• Experience of working with ERP systems, in particular SAP, will be an added advantage

Required Skills and Competencies

• Good computer skills, including excellent word processing, proficiency with e-mail and internet applications experience in using programmes such as MS Word, Excel and Power Point
• Sound planning and organisational skills
• Good interpersonal and communication skills
• Strong communication ability both orally and in writing
• Capacity to work under pressure and in a multicultural environment

1. DURATION AND CONTRACT TERMS

• Fixed-term contract of 12 months, renewable based on performance and institutional needs.
• The Bilingual Secretary will collaborate with the administrative team and report directly to the Rectorate.
• Remuneration according to experience and prevailing salary scales at the institute.

1. EXPECTED DELIVERABLES

• Successfully implement activities and programs in line with established policies.
• Provide adequate support and follow-up for Rectorate/vice Rectorate operations.
• Prepare reports and initial analyses in a timely manner.
• Seamless organization and logistics for meetings and events.
• Development of budgets, work plans, and summaries to inform decisions.
• Ensure proper documentation management and maintain confidentiality.
• Track and monitor meeting outcomes and correspondence to drive timely actions.

1. DUTY STATION

The position is based at the PAU Rectorate in Yaounde, Cameroon.

1. REMUNERATION AND PAYMENT

• A lump sum consultancy fee shall be paid to the suitable candidate monthly
• No additional benefits except for DSA (per diem) when the consultant travels out of Cameroon to attend different meetings  (The consultant should cover any tax or other government obligation)

1. EVALUATION AND QUALIFICATION CRITERIA

The following technical evaluation criteria will be used to select the appropriate individual consultant:

1. General qualifications and suitability for the task to be performed 35%
2. Experience in specific assignments described in the TOR 40%
3. Knowledge of the African region (assignment environment) 5%
4. Experience with institute university, multilateral donors/ International organizations 10%
5. Proficiency in French and English is a must and, at least one of the AU working languages (Arabic, Swahili and Portuguese) will be an added advantage.

1. APPLICATION PROCESS

The Pan African University Rectorate now invites eligible Individual consultants to indicate their interest in providing the requested services. The documents to submit are:

• A detailed curriculum vitae (CV).
• Copies of relevant academic and professional qualifications.
• Contact information for at least three professional references.
• A short overview of how the consultant meets the qualification, experience, and skills requirements (No more than one page)

Interested applicants should email their proposal and other supporting documents to Administrative assistance at PAURectorate@africa-union.org no later than 19/05/2025 at 11:30 pm Cameroon Time.

Or submit their application in a sealed envelope at the reception of the PAU Rectorate (1^st Floor).

Interested applicants may obtain further information and should confirm their interest by contacting:

PAN AFRICAN UNIVERSITY / UNIVERSITE PANAFRICAINEPAU RECTORATE / RECORAT DE L’UPA,

Rue 1777 Joseph MBALLA ELOUMDEN – Nlongkak – Bastos

BP: 5383 Yaoundé, Cameroun

e-mail: PAURectorate@africa-union.org

 Tel: +237 222 21 70 90/ 690 657097

DOWNLOAD THE REQUEST FOR EXPRESSIONS OF INTEREST (EOI)