Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1698147339129.pdf (Namibia)
THE POSITION: PROGRAMME MANAGER & COMMITTEE SECRETARY Duty Station: SADC Parliamentary Forum, Windhoek, Namibia Duration: 5 years Post Type: Regional post - 5 years term Contract renewable Only once Final Grade of post: D1 Peterson grading JOB DESCRIPTION ORGANISATION SADC-PARLIAMENTARY FORUM DIRECTORATE COMMITTEES & PROGRAMMES JOB TITLE Programme Manager & Committee Secretary MAIN RESPONSIBILITY OF JOB Responsible to provide committee secretarial and procedural support as well as conceptualise, research, manage and implement the thematic programme of the Committee.
ORGANISATION CHART (JOB TITLES ONLY) 2nd LEVEL SUPERIOR Secretary General 1st LEVEL SUPERIOR Director: Parliamentary Business and Programmes THIS POST Programme Manager & Committee Secretary Page 1 of 6 DIRECT SUBORDINATES [TITLES] TOTAL SPAN OF CONTROL NONE N/A QUALIFICATIONS (MINIMUM): Relevant Bachelors Degree / Honours Degree (relevant to the scope of the work of the Committee) Masters will be desirable GENERAL REQUIREMENTS FOR THE ROLE The INCUMBENT must be from one of the Member Countries of the SADC-PF MINIMUM EXPERIENCE: A minimum of 7 years’ experience with solid knowledge and understanding of the scope of focus.
INTERNAL STAKEHOLDERS EXTERNAL STAKEHOLDERS • Executive Committee • Finance Sub-Committee • HR Sub Committee • Legal Sub Committee • Programme Committees • All other policy organs of the SADC-PF • Funders • Executive Committee • External Auditor • Financial Institutions • SADC National Parliaments • Service Providers • Clerks of Member Parliaments • Partnering institutions and organisations SKILLS AND COMPETENCY REQUIREMENTS: 1.

High energy, self-driven with a sense of urgency 2.
Ability to interpret policy 3.

Excellent knowledge of Parliamentary procedures and practices 4.

Knowledge and understanding of the thematic focus areas relating to the core program of the SADC-PF 5.

Good understanding of regional and integrated policy matters 6.

Excellent written and verbal communication skills 7.

Excellent planning and project management abilities 8.

Ability to work under sustained pressure 9.

Strong analysis and concept development skills.

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Advanced computer literacy skills 11.

Exceptional diplomatic and excellent interpersonal skills and the ability to interact with persons from diverse disciplines, perspectives and cultures; 12.

Must have strong relating and networking abilities 13.

Is innovative, agile and learning focused.

Page 2 of 6 JOB DESCRIPTION SUMMARY JOB TITLE KPAs GENERAL COMMENTS Programme Manager & Committee Secretary 1.

Programme Management and resource mobilisation 2.

Concept papers, Research, and information 3.


Committee Secretariat and procedural support 4.

Project grant management Officer will be required to provide additional support during high volume periods such for Plenary Sessions, Committee as meetings and SADC-PF events as allocated by the Secretary General of the SADC-PF.

These duties may at times fall outside the scope of the day-to-day activities of the role.
JOB CONTENT NOTES The list of actions/activities informing the KPA’s may not be exhaustive but gives an indication of the scope of responsibilities of the role.

KEY PERFORMANCE AREAS • ACTIONS / ACTIVITIES Page 3 of 6 1.

Programme Management • Collaborate with the Director of and resource mobilisation 2.

Concept papers, research, and information Programmes in development of the annual work plan, budget and Monitoring and Evaluation plan, as well as general programme activity implementation.
• Conceptualise projects in line with the Strategic Focus of the SADC-PF.

• Prepare the draft budget and plan required for the execution of the committee programme.

• Manage the programmes from start to completion, that is, programme/project design, resource mobilisation.

• Programme/project grant implementation and management and monitoring and evaluation.

• Prepare relevant Project documents as well as the production of Reports for the Committees Programmes.
• Contribute to the development of partnerships and to the identification of external resources.

• Support the resource mobilisation effort of the organisation towards Committees and programmes.

• Mobilise resource activities for the Programmes and Committees.

• Prepare funding proposals and supporting documentation in regard to funding opportunities for the SADC-PF • Provide regular reports on the activities of the committees and programmes.
• Develop concept papers and source information as required by the Committee.

• Initiate and co-ordinate research activities as required by the Committee.

Page 4 of 6 • Prepare programme briefings by collecting, analysing and summarizing information and developing Concept Notes to engage stakeholders; accordingly.

• Compile summary reports and identify key issues of importance for the Committee.

• Prepare high-level evidence materials for MPs in the form of briefs, speaking notes or draft motions.
• Contribute to the drafting of reports, website posts, social media posts, publications and Project delivery materials related to Committee work.

• Presentations and lecturing on thematic issue to Committees 3.

Committee Secretariat and Procedural Advice • Parliamentary Business Support and serve as Clerk at Table.

• Provide procedural and technical support to MPs at Committee level, and during and in-between Plenary Assembly Sessions.
• Act as Secretary to the allocated Committee, prepare Minutes of Proceedings, reports, resolutions, and upkeep records of the Committee • Conduct and coordinate the election process for Chairperson and Vice- Chairperson at Committee level in accordance with the Constitution and Rules of Procedure of the Forum; • Facilitate the participation of MPs in Committee Sessions, Plenary and other platforms; • Ensure that MPs on the Committee are sufficiently capacitated to interface with Page 5 of 6 thematic Projects and take informed decisions in relation thereto; • Establish and review of relevant institutional memory instruments and material on Plenary and non-Plenary matters (recommendations, resolution and other monitoring mechanism); • Drafting of Committee reports for onward submission to the Plenary Assembly, and implementation and monitoring of Plenary Assembly Resolutions under supervision of Director of Programmes; 4.
Project Grant Management • Engage actively with donors in view of securing required resources for programme implementation in line with the Forum’s strategic objectives, guiding principles and core values; • Prepare regular donor progress and update reports as per requirements.
• Acting as focal persons with donors for specific projects, • Coordinating correspondence with donors and ensuring that donor requirements are met in accordance with Project agreements; • Monitor funding status for each Project, identify possible funding gaps as well as funding opportunities.

The Incumbent shall perform any other duties as assigned by the Secretary General.

Page 6 of 6 SPECIAL REQUIREMENTS