REQUEST FOR EXPRESSIONS OF INTEREST

AFRICAN DEVELOPMENT BANK

01 BP 1387 Abidjan 01,

Côte d’Ivoire

Corporate IT Services Department

E-mail: IT_Recruitment@afdb.org                                  

Telephone: (+225) 20 26 25 83

1. Expressions of interest are being requested for: Local Business Process-Database Automation Officer 
2. Brief description of the Assignment: 

The Board Affairs and Proceedings Division of the General Secretariat (PSEG.1) of the Bank Group reports to the Office of the Secretary General and is mainly responsible for providing secretarial services to the Board of Governors, the Board of Directors and their subsidiary organs. It manages relations between these Boards and Senior Management, and coordinates statutory relations between Senior Management, the Boards and Member States. 

The consultancy services being sought will be provided to the Board Affairs and Proceedings Division, PSEG.1. The objective is to assist the department with respect to increased efficiency and effectiveness through automation and better use of IT tools. The consultant shall report directly to the Director, PSEG.1, and work under her supervision. 

The tasks of the consultant shall require him/her to be fully involved in the activities of the Board Document Distribution Section. He/she shall administer database platforms and associated systems including Governors email address database and the automated codification system efficiently and effectively. 

3. Department issuing the request: Corporate Information Technology Services (CHIS) 

4. Place of assignment: Abidjan /Cote D’Ivoire 

5. Duration of the assignment: Six (06) months 

6. Tentative Date of commencement: 01 March 2019. 

7. Detailed Terms of reference for the assignment: The TOR are in annex 1 below 

8. Deadline for applications: Monday 11 February 2019 at 17h00 Abidjan local time. 

9. Applications to be submitted by email to: IT_Recruitment@AFDB.ORG 

10. Any questions and requests for clarifications may be sent to: IT_RECRUITMENT@AFDB.ORG

11. Establishment of the Short List

A shortlist of three to six individual consultants will be established at the end the request of expressions of interest. The consultants on the shortlist will be judged on the following criteria on the basis of their updated resume.

The eligibility criteria, the establishment of a short list and the selection procedure shall be in conformity with the Bank’s procedure for the acquisition of consulting services funded by the Administrative or Capital expenditure. Please, note that interest expressed by a Consultant does not imply any obligation on the part of the Bank to include him/her in the shortlist.

12. MODEL CURRICULUM VITAE (CV)

Please attach updated Curriculum Vitae on the basis of the template below:

MODEL CURRICULUM VITAE

ANNEX 1: TERMS OF REFERENCE

CONSULTANCY SERVICES FOR A BUSINESS-PROCESS-DATA-BASE AUTOMATION OFFICER IN THE OFFICE OF THE SECRETARY GENERAL AND GENERAL SECRETARIAT OF THE AFRICAN DEVELOPMENT BANK

1. BACKGROUND

The African Development Bank (the Bank) is a Multilateral Development Bank established in 1964 to catalyze sustainable economic development and social progress in its regional member countries (RMCs), thus contributing to poverty reduction. The Bank has 80 members consisting of 54 regional and 26 non-regional countries.

The Board Affairs and Proceedings Division of the General Secretariat (PSEG.1) of the Bank Group reports to the Office of the Secretary General and is mainly responsible for providing secretarial services to the Board of Governors, the Board of Directors and their subsidiary organs. It manages relations between these Boards and Senior Management, and coordinates statutory relations between Senior Management, the Boards and Member States.

The consultancy services being sought will be provided to the Board Affairs and Proceedings Division, PSEG.1. The objective is to assist the department with respect to increased efficiency and effectiveness through automation and better use of IT tools. The consultant shall report directly to the Director, PSEG.1, and work under her supervision.

2. SCOPE OF FUNCTIONS AT THE DISTRIBUTION SECTION

The section, in the Board Affairs and Proceedings Division of the General Secretariat, is responsible for:

1-   Documents Distribution: Electronic

2-   Codification/Indexing

3-   Retrieval of documents from DARMS

4-   Sending Correspondences to Governors

5-   Managing IT automation projects in collaboration with CHIS

3. DELIVERABLES AND SERVICES TO BE PERFORMED BY THE CONSULTANT

The tasks of the consultant shall require him/her to be fully involved in the activities of the Board Document Distribution Section. He/she shall administer database platforms and associated systems including Governors email address database and the automated codification system efficiently and effectively. More precisely, the Consultant shall carry out the following tasks:

1. Automation of Business Processes

 Technical support to Board Document Distribution Section Governors Database

1. Improve the Governors’ email address database: make it more user friendly and ensure that it is up to date

2. Conduct training of users on : managing the database and sending letters using the database

3. Accessing essential documents and standard/models

4. Manage the Board Document Distribution Section page on SharePoint;

5. Create a virtual library, for the storage of documents and letters prepared by the department

Technical support to other sections

6. Create templates of transmittal memoranda for invitations, meeting highlights and committee reports;

8. Create the digital document codification system (Invitations/Highlights/Committee);
9. Create and manage a system for monitoring and reporting on adherence to distribution deadlines.

9. Automate and digitize the templates and transmittal messages of invitation letters, certificates (work, salary and tax exemption for ED’s and ALT ED’s)

10. Create and manage a shared drive platform for updating Governors list information by the respective offices of the Executive Directors

All these new tools should be developed with the concerned sections /staff involved and training should be provided to ensure good use of the relevant IT tools.

1. Additional Duties

 The consultant shall perform any other duties as required by the Director, including providing IT support to the various sections in PSEG.1 by developing new tools and providing IT solutions for enhanced efficiency and effectiveness, delivering personalized training as and when required and participating in Bank Group Annual meetings. 

4. SELECTION CRITERIA

The consultant must have:

• A Master’s  degree  in  Computer  Science,  Software  Engineering,  Digital Content Management or related disciplines;
• A minimum of 5 years of relevant professional experience with Multilateral Development Banks;
• Experience in SharePoint content management;
• Experience in the creation of templates;
• Excellent ability to communicate in English and in French.

5. LOCATION

The consultant will be based in Abidjan, Côte d’Ivoire.

6. REMUNERATION

The consultant will receive a monthly lump sum rate. No additional benefits will be paid. The individual consultant is responsible for his/her own health insurance and own accommodation costs.