"Terms of Reference ADMINISTRATIVE OFFICER"
Terms of Reference ADMINISTRATIVE OFFICER Regional Programme for the Sustainable Management of the Coastal Zones of Indian Ocean Countries 1.0 CONTEXT 1.1 The secretariat General of the Indian Ocean Commission Gathering 4 ACP States (the Comoros, Madagascar, Mauritius, and Seychelles) and France on behalf of La Reunion (European area ultra-peripheral), the COI aims at "contributing through the regional co-operation to the sustainable development of (its) Member States 1". Within the framework of successive Regional Indicative Programmes (RIP) of the Indian Ocean since 1976, the co-operation between the EC and the region made possible the COI to implement projects in various fields (environment, fishing, private sector, higher education, tourism). The co-operation between the UE and the region of the Indian Ocean goes back to 1976. Since 1999 (8th EDF), the Secretary-general of the COI is the Regional Authorising Officer of EDF. Within the framework of the RIP 9th EDF (Agreement of Cotonou), the COI does not have a specific RIP but takes part in the "Southern and Eastern Africa" (SEA) RIP of a total amount of € 223 million. This RIP gathers the following regional organisations: COI, COMESA, EAC and IGAD. The RIP is coordinated by an Interregional Committee of Coordination (IRCC) whose Secretariat is based with the General Secretariat- of the COMESA (Lusaka, Zambia). At the international level, the COI is active in the promotion of the interests of the small insular economies, in close connection with other similar regional organisations (CARICOM, Pacific Forum). The General Secretariat of the COI is based at Quatre Bornes (Mauritius). One of the projects that the COI is implementing in the context of the 9th EDF is the Regional Programme on the Sustainable Management of the coastal zone of the countries of the Indian Ocean (RECOMAP- IO). 1.2 The project outline The Regional Programme for the Sustainable Management of the Coastal Zones of the Indian Ocean (ReCoMaP-IO) is a new programme of the Indian Ocean Commission financed by the European Union (EU). It is a five-year programme which aims to enhance sustainable management and conservation of natural coastal and marine resources with a view to contributing to poverty alleviation among coastal populations. Beneficiary countries include Comoros, Madagascar, Mauritius, Seychelles, Kenya, Tanzania and Somalia. The ReCoMaP-IO is implemented through a Regional Coordination Unit (RCU) based in Quatre Bornes, Mauritius within the proximity of the IOC Secretariat. 1 White book "the future of the COI", 1998 12/14/2006 ReCoMaP-IO Profile Administrative Officer.doc 1 2.0 OBJECTIVE AND IMPLMENTATION OF THE PROGRAMME 2.1 Overall objective The general objective of the programme is to support the preparation and implementation of national ICZM plans in order to enhance sustainable management and conservation of natural coastal and marine resources, thereby contributing to poverty alleviation among the coastal population of South Western Indian Ocean. 2.2 specific objectives The specific objective (purpose) of the programme is to strengthen the regional capacities of local communities and public/private bodies in order to achieve a sustainable integrated coastal zone management. 2.3 Expected result Result 1: Monitoring, conservation, valorisation & sustainable management of coastal and marine biodiversity & natural resources of the south west Indian ocean coastal zones are enhanced. Result 2: Training capacity for coastal and marine technicians are developed and adapted in the region, through Regional Centres of Excellence. Result 3: Sensitisation on ICZM issues amongst decision makers, the private sector, NGOs and the civil society are strengthened. Result 4: National ICZM plans are drafted and adopted and ICZM national action plans are available. Result 5: Capabilities of focus countries to adopt proactive positions on marine and coastal resources in multilateral negotiations and reporting on MEAs are improved. Result 6: Active involvement of non-state actors in implementing ICZM action plans is improved. Result 7: Regional policy consensus on sustainable coastal and marine management is improved and exchange of information and experiences on marine and coastal resources is enhanced at the regional level. 2.4 The Regional Coordinating Unit (RCU) The RCU is currently composed of 6 international experts: - One Regional Programme Coordinator - One Administrative and Financial Officer - One Coastal Zone Management Expert - One Local Development and "Call for Proposals" Expert - One Fisheries Expert - One Monitoring & Information Expert 12/14/2006 ReCoMaP-IO Profile Administrative Officer.doc 2 3.0 TASK AND PROFILE OF THE ADMINISTRATIVE OFFICER 3.1. Identification of the post Title: Administrative Officer 3.2 Responsibilities The Administrative Officer will work under the supervision of the Programme Administrative and Financial Officer and provide support to all members of Regional Coordination Unit. His/her responsibilities include but are not restricted to: • Assist with administrative and financial procedures including preparation of contracts and tender dossiers for all services, supplies and works required by the programme as per the European Commission guidelines for procurement • Arrange payments to suppliers and others as necessary from the Programme bank account • Assist in preparation of monthly and quarterly Financial Reports • Supervise driver, security guards and office building maintenance staff • Supervise maintenance of office building, vehicles and other equipment • Manage all office logistics, equipment maintenance and supply activities including purchase of office supplies and other consumables, keeping inventories, etc. • Recording of trips and fuel consumption • Licensing of vehicles • Obtain permits and other official documents for the project and the foreign visitors and experts • Public relations including liaison with IOC, suppliers, service providers (e.g. banks), programme partners and beneficiaries • Assist with organization of the local and international travels and missions of the RCU staff (booking, ticketing, accommodations etc.) • Assist in organization of training workshops, meetings and conferences • Ensure that the RCU premises are kept neat and tidy at all times • Any other tasks and activities needed in order to ensure the smooth and proper functioning of the RCU 3.3 Requirements - Minimum requirements: • University degree in business administration, economics, management, accounting or a related field • At least 5 years practical experience in administrative and financial management 12/14/2006 ReCoMaP-IO Profile Administrative Officer.doc 3 • Fluency (spoken and written) in French and English • Computer literate including MS Word and Excel - Organisational and inter-personal skills: • Outstanding interpersonal skills • Punctuality and willingness to work over-time • Excellent communication skills • Ability to take initiative and to work with minimal supervision • Proven ability to work in a team • Energetic and highly motivated - Additional advantages: • Practical experience in the use of accounting software • Practical experience working in EDF-funded projects/programmes 3.4 Calendar of the Mission of the Administrative Officer The position is available for 5 years or until completion of the programme 3.5 Structure of execution of the mission of the Administrative Officer The officer will work within the Regional Coordinating Unit (RCU) of the project under the direct supervision of the Administrative and Financial Officer. The RCU is headed by the Regional Programme Coordinator who has the overall mandate to lead and manage the team. 4.0 MEANS PUT AT DISPOSAL The IOC through the RCU will put at the disposal of the officer, the necessary office space, equipment and other resources required to fulfil his/her task 5.0 EVALUATION OF PERFORMANCE The activities of the officer will be subject to a permanent monitoring by the Secretary General of the IOC through the Regional Coordinator. The candidate will undergo 3months probation period and his/her contract will be extended and renewed yearly based on performance 6.0 REMUNERATION Remuneration is competitive and commensurate with qualifications and experience. 12/14/2006 ReCoMaP-IO Profile Administrative Officer.doc 4