PAN AFRICAN UNIVERSITY GENERAL SECRETARY (FINANCE AND ADMINISTRATION)
BACKGROUND
The Pan African University (PAU) is a continental academic and research institution created by the African Union, that is based on the following guiding principles: academic freedom, autonomy, accountability, quality assurance, strengthening existing African institutions at the graduate and post-graduate levels to enable them to serve the whole continent, excellence and international partnerships in academic and research activities, gender parity and equality at all levels and in all university functions. The PAU also aims at the promotion of African integration through the mobility of students, academic and administrative staff, collaborative research linked to the challenges faced by African countries, the institution of an appropriate framework to enable the African Diaspora to contribute towards the development of higher education and research in Africa, promotion of inter-disciplinary and multidisciplinary research programmes linked to policy making processes, promotion of productive linkages with the industrial sector for innovation and dissemination of new knowledge, full use of Information and Communication Technologies for pedagogy, research and management. The PAU takes into account the basic principles of the United Nations Charter and the Universal Declaration of Human Rights.
PAU STRUCTURE
In order to contribute to the emergence and strengthening of an African higher education and research platform, the PAU consists of five (5) thematic Institutes hosted by existing institutions located in the five geographic regions of the African
Union, namely: (i) Life and Earth Sciences (including Health and Agriculture) located at University of Ibadan in Nigeria for Western Africa (ii) Basic Sciences, Technology and Innovation located at Jomo Kenyatta University of Agriculture and Technology
(JKUAT) in Kenya for Eastern Africa (iii) Governance, Humanities and Social
Sciences located at University of Yaoundé II in Cameroon for Central Africa (iv) Water and Energy Sciences (including climate change) located at University of Tlemcen in Algeria for North Africa, and (v) Space Sciences in Southern Africa.
The first four Institutes located in West, East Central and North Africa are being operationalized in Kenya, Nigeria, Cameroon, and Algeria respectively. For the recruitment of the PAU Vice-Chancellor and the effective operationalization of the PAU structures, a Coordinating Committee, acting as PAU Rectorate for a period of one year is being established.
TOR for PAU General Secretary: (Finance and Administration)
JOB TITLE: PAU Secretary General: (Finance and Administration)
POST LEVEL: P4/5
DUTY STATION: The duty station will be the AUC headquarters at Addis Ababa,
Ethiopia for a period of one year.
2
1. DUTIES AND RESPONSABILITIES Job Objective
This is a senior position within the Pan African University’s interim Management structure. Reporting to the PAU Coordinator, the holder of this position will serve as the Chief Finance Officer and coordinate the development and implementation of a comprehensive financial plan in step with university priorities and will ensure that sound financial recording and reporting principles are followed. She/he will also take oversight of all budget management and planning, including procurement and the financial affairs of the PAU Endowment Fund. The position also serves as the Chief
Administrative Officer with responsibility for oversight of personnel functions and administrative policies needed by the University to realize its mission and objectives.
She/he shall specifically be in charge of the following:
Administrative
i. Coordinate the identification of human resource needs and develop an appropriate and efficient staff structure for the PAU in collaboration with the stakeholders;
ii. Coordinate the design, implementation and maintenance of appropriate human resources policies, procedures and systems that attract and retain qualified, talented and experienced personnel for the PAU;
iii. Coordinate the development of terms of service and reference, and ensure common understanding in the performance of duties and responsibilities and align them to the University’s strategic objectives;
iv. Coordinate the recruitment, allocation and employment of staff in accordance with policies and procedures, and that is responsive and efficient;
v. Coordinate the design, implementation and maintenance of administrative policies, and procedures that lead to efficient service delivery to the University community and its stakeholders;
vi. Develop communication systems and structures that will ensure that the University Management is properly and promptly advised to comply with all statutory and legal requirements that may apply;
vii. Ensure that the University complies with all applicable human resource, labor, employment equity and payroll laws, policies and procedures
viii. Coordinate and monitor the Human Resource Management function across the Thematic Hubs;
ix. Develop an efficient record keeping, filing, archiving and retrieval system for all PAU documents;
x. Serve as Secretary to the PAU interim coordinating team;
xi. Ensure the development, deployment and support of an information technology strategy throughout the organization with due consideration of all management, student, academic and administrative needs.
3
Financial
i. Coordinate preparation of appropriate policies and procedures for the preparation of budgets, reports, financial statements, including special analysis for presentation to the coordinating team for approval;
ii. Coordinate the design of procurement policies, and procedures that would ensure the University receives quality and efficient services;
iii. Coordinate the design of a strategic guide for the financial reporting, internal control and responsibility based management planning/reporting system;
iv. Develop a banking, payroll and cash flow system that is efficient and responsive;
v. Manage the PAU endowment Fund;
vi. Advice the coordinating team on financial matters of the University;
vii. Perform other related tasks and related responsibilities as assigned by the Coordinator.
2. Educational Qualifications
• Be a Professor or Associate Professor of a recognized University with an earned Ph.D. in one of the thematic fields of the PAU
• Candidates who possess additional professional qualifications such as MBA,
CPA/CPS or other recognized professional qualifications in administration, management and finance will have and added advantage.
3. Work Experience Requirement
i. At least 10 years progressive experience in senior finance and management positions at a modern university environment.
ii. Five (5) years of appropriate experience at a Senior Lecturer level and above
iii. Five 5 years’ experience at senior management position, involved in general administration, personnel management, fiscal management, strategic planning and budgeting.
iv. Experience working in University settings outside Africa
4. Other Relevant Skills
i. Demonstrated team leadership skills in change and transition management;
ii. Management experience, excellent interpersonal skills and ability to organize and motivate others and to work in a multi-cultural environment from diverse constituencies;
iii. Excellent report writing and presentation skills;
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iv. Demonstrated ability to communicate and negotiate effectively and build collaborative relationships;
v. Excellent analytical and problem solving skills and experience in interpreting complex financial information;
vi. Good planning and organizational skills;
vii. Commitment to personal performance and self-development;
viii. Evidence of ethical, transparent, fair, dependable leadership style and professionalism;
ix. Demonstrated ability to be innovative, resourceful, and action-oriented;
x. Computer literacy and competency in MS Office Applications and accounting Software.
5. Language Requirement
Proficiency in either English or French language is required. Knowledge of both languages would be an added advantage.
6. Age Requirement
Candidates must preferably be between 45 and 55 years old.
7. Tenure of Appointment
The Appointment will be made on a fixed term contract for a period of one (01) year.
8. Gender Mainstreaming
The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.
9. Remuneration:
A monthly lump sum salary inclusive of all related allowances of US$ 7,656.80 will be paid to the PAU Deputy Coordinator.
10. STARTING DATE.
It is expected that the appointee will take up the position by the end of December 2012.
Applications must be made through the AUC E-recruitment Website http://www.aucareers.org not later than 09 September 2012.
Directorate of Administration and Human Resource Management
African Union Commission
Addis Ababa (Ethiopia)
The Pan African University (PAU) is a continental academic and research institution created by the African Union, that is based on the following guiding principles: academic freedom, autonomy, accountability, quality assurance, strengthening existing African institutions at the graduate and post-graduate levels to enable them to serve the whole continent, excellence and international partnerships in academic and research activities, gender parity and equality at all levels and in all university functions. The PAU also aims at the promotion of African integration through the mobility of students, academic and administrative staff, collaborative research linked to the challenges faced by African countries, the institution of an appropriate framework to enable the African Diaspora to contribute towards the development of higher education and research in Africa, promotion of inter-disciplinary and multidisciplinary research programmes linked to policy making processes, promotion of productive linkages with the industrial sector for innovation and dissemination of new knowledge, full use of Information and Communication Technologies for pedagogy, research and management. The PAU takes into account the basic principles of the United Nations Charter and the Universal Declaration of Human Rights.
PAU STRUCTURE
In order to contribute to the emergence and strengthening of an African higher education and research platform, the PAU consists of five (5) thematic Institutes hosted by existing institutions located in the five geographic regions of the African
Union, namely: (i) Life and Earth Sciences (including Health and Agriculture) located at University of Ibadan in Nigeria for Western Africa (ii) Basic Sciences, Technology and Innovation located at Jomo Kenyatta University of Agriculture and Technology
(JKUAT) in Kenya for Eastern Africa (iii) Governance, Humanities and Social
Sciences located at University of Yaoundé II in Cameroon for Central Africa (iv) Water and Energy Sciences (including climate change) located at University of Tlemcen in Algeria for North Africa, and (v) Space Sciences in Southern Africa.
The first four Institutes located in West, East Central and North Africa are being operationalized in Kenya, Nigeria, Cameroon, and Algeria respectively. For the recruitment of the PAU Vice-Chancellor and the effective operationalization of the PAU structures, a Coordinating Committee, acting as PAU Rectorate for a period of one year is being established.
TOR for PAU General Secretary: (Finance and Administration)
JOB TITLE: PAU Secretary General: (Finance and Administration)
POST LEVEL: P4/5
DUTY STATION: The duty station will be the AUC headquarters at Addis Ababa,
Ethiopia for a period of one year.
2
1. DUTIES AND RESPONSABILITIES Job Objective
This is a senior position within the Pan African University’s interim Management structure. Reporting to the PAU Coordinator, the holder of this position will serve as the Chief Finance Officer and coordinate the development and implementation of a comprehensive financial plan in step with university priorities and will ensure that sound financial recording and reporting principles are followed. She/he will also take oversight of all budget management and planning, including procurement and the financial affairs of the PAU Endowment Fund. The position also serves as the Chief
Administrative Officer with responsibility for oversight of personnel functions and administrative policies needed by the University to realize its mission and objectives.
She/he shall specifically be in charge of the following:
Administrative
i. Coordinate the identification of human resource needs and develop an appropriate and efficient staff structure for the PAU in collaboration with the stakeholders;
ii. Coordinate the design, implementation and maintenance of appropriate human resources policies, procedures and systems that attract and retain qualified, talented and experienced personnel for the PAU;
iii. Coordinate the development of terms of service and reference, and ensure common understanding in the performance of duties and responsibilities and align them to the University’s strategic objectives;
iv. Coordinate the recruitment, allocation and employment of staff in accordance with policies and procedures, and that is responsive and efficient;
v. Coordinate the design, implementation and maintenance of administrative policies, and procedures that lead to efficient service delivery to the University community and its stakeholders;
vi. Develop communication systems and structures that will ensure that the University Management is properly and promptly advised to comply with all statutory and legal requirements that may apply;
vii. Ensure that the University complies with all applicable human resource, labor, employment equity and payroll laws, policies and procedures
viii. Coordinate and monitor the Human Resource Management function across the Thematic Hubs;
ix. Develop an efficient record keeping, filing, archiving and retrieval system for all PAU documents;
x. Serve as Secretary to the PAU interim coordinating team;
xi. Ensure the development, deployment and support of an information technology strategy throughout the organization with due consideration of all management, student, academic and administrative needs.
3
Financial
i. Coordinate preparation of appropriate policies and procedures for the preparation of budgets, reports, financial statements, including special analysis for presentation to the coordinating team for approval;
ii. Coordinate the design of procurement policies, and procedures that would ensure the University receives quality and efficient services;
iii. Coordinate the design of a strategic guide for the financial reporting, internal control and responsibility based management planning/reporting system;
iv. Develop a banking, payroll and cash flow system that is efficient and responsive;
v. Manage the PAU endowment Fund;
vi. Advice the coordinating team on financial matters of the University;
vii. Perform other related tasks and related responsibilities as assigned by the Coordinator.
2. Educational Qualifications
• Be a Professor or Associate Professor of a recognized University with an earned Ph.D. in one of the thematic fields of the PAU
• Candidates who possess additional professional qualifications such as MBA,
CPA/CPS or other recognized professional qualifications in administration, management and finance will have and added advantage.
3. Work Experience Requirement
i. At least 10 years progressive experience in senior finance and management positions at a modern university environment.
ii. Five (5) years of appropriate experience at a Senior Lecturer level and above
iii. Five 5 years’ experience at senior management position, involved in general administration, personnel management, fiscal management, strategic planning and budgeting.
iv. Experience working in University settings outside Africa
4. Other Relevant Skills
i. Demonstrated team leadership skills in change and transition management;
ii. Management experience, excellent interpersonal skills and ability to organize and motivate others and to work in a multi-cultural environment from diverse constituencies;
iii. Excellent report writing and presentation skills;
4
iv. Demonstrated ability to communicate and negotiate effectively and build collaborative relationships;
v. Excellent analytical and problem solving skills and experience in interpreting complex financial information;
vi. Good planning and organizational skills;
vii. Commitment to personal performance and self-development;
viii. Evidence of ethical, transparent, fair, dependable leadership style and professionalism;
ix. Demonstrated ability to be innovative, resourceful, and action-oriented;
x. Computer literacy and competency in MS Office Applications and accounting Software.
5. Language Requirement
Proficiency in either English or French language is required. Knowledge of both languages would be an added advantage.
6. Age Requirement
Candidates must preferably be between 45 and 55 years old.
7. Tenure of Appointment
The Appointment will be made on a fixed term contract for a period of one (01) year.
8. Gender Mainstreaming
The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.
9. Remuneration:
A monthly lump sum salary inclusive of all related allowances of US$ 7,656.80 will be paid to the PAU Deputy Coordinator.
10. STARTING DATE.
It is expected that the appointee will take up the position by the end of December 2012.
Applications must be made through the AUC E-recruitment Website http://www.aucareers.org not later than 09 September 2012.
Directorate of Administration and Human Resource Management
African Union Commission
Addis Ababa (Ethiopia)
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