TERMS OF REFERENCE AND JOB DESCRIPTION FOR POSITIONS IN PRIMATURE
NO | POSITION | DUTIES &RESPONSIBILITIES | JOB REQUIREMENTS |
1. | Senior Advisor | · Serve as strategic advisor on matters relating to the activities of the Office of the Prime Minister · Attend the audiences of the Prime Minister; · Manage and file private and confidential documents of the Prime Minister; · Read and verify the form and substance of documents submitted to the Prime Minister ; · Review speeches and messages to be delivered by the Prime Minister;
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2. | Archive and documentation | · Ensures the existence of modern books, journals, magazines and other news papers in the archive; · Ensures modern methods of archive keeping using proper coding; · Keeps a modern electronic and manual documentation for the office of the Prime Minister ; · Co-ordinates the activities of projecting binding and other audio-visual messages; · Keeps custody of the equipment used for such duties; · Organises the archives of the office of the Prime Minister, · Takes care of the archive of the office of the Prime Minister, · Takes care of machines and information system equipments in the Directorate, · Biding all necessary documents from all Departments; · Ensures the proper keeping of documents both electronic and manual · Keeps track of books and other documents to ensure their security | A1 in librarianship and a working experience of at least 2 years in similar position. |
3. | Public Education and information | · Attends all public relations activities; · Receives visitors and arranges for their accommodation and transport where necessary; · Receives enquiries from the public and channels them to the right office; · Participates in organising and arranging special functions; · Collects information for preparing and printing folders, cards · Organize and/or participate in press seminars and conferences involving the Office of the Prime Minister while ensuring their mediatization:
· Write articles for newspapers on progress of the Office of Prime
| A0 in the following: Public Administration, Communication, Literature or Social Sciences; 2 years of working experience, mastery of computer skills and working knowledge of both French and English. |
4. | DG Communication and outreach | · Design and implement annual communication program to inform the public and partners on achievements and activities realized by the Office of the Prime Minister:
· Inform authorities on quality of the Office of Prime Minister image according to public and partners point of view:
| Masters in Communication, Public Relations, Journalism, Marketing; Or other relevant field with 3 years working experience in a similar position, mastery of computer skills and working knowledge of both French and English. |
5. | Internal Auditor | – Carry out audits in the office of the Prime Minister, that is to say, evaluate the controls over revenues, expenditures and liabilities designed to optimise the efficient use of resources; – Assessing whether current controls are adequate to manage identified risks and effectiveness of risk management practices; – Audit of programs and functions to help improve efficiency; – Carry out compliance audits to exam adherence to any policy, contractual, regulatory and legislative; – Provide advisory services and solutions to financial control issues; – Review the response of management to audit recommendations. | A0 Public Finance, Accounting, with Accounting Professional Skills ; Or other relevant field with atleast 3 years working experience |
6. | Accountant | Keeping budget accounts in the PM’s Office; Updating bank accounts; Charging budget expenditure and filing related items; Reconciling bank operations at end of month and drawing balance sheets; Monitoring day-to-day cash flow and filing justifying items; Reporting written items given by cashier in cash accounts; Forwarding monthly accounts’ report to Ministry holding finance in its remit together with justifying items; Keeping management accounts; Keeping special accounts (yearly registry of assets in the PM’s Office and their ammortization rates). | A0 in Accounting, Public Finance, Management specialising in Accounting with level II Professional Qualification recognized by IFAC (ACCA, CPA) |
7. | Planning M& E | · Prepare sector policies, strategies and plans : – Collect the data and evidence for elaboration of sector policies , strategies and plans – Prepare the terms of reference of new projects – Establish the performance indicators of the sector programs and activities – Ensure that the strategic plans are results-oriented – Consolidate the plan of actions of units and agencies under the Ministry – Develop sector investment plans – Develop and strengthen a relationship with stakeholders and organize meetings for annual review and reviews at the end of programs – Coordinate the budget preparation – Consolidate the budget from different units – Ensure the linkage between the plans and the budgets – Prepare the MTEFs · Monitor and evaluate the performance of office of the Prime Minister: – Consolidate the annual rapports on budget execution and performance reports | Master or Equivalent in management, Economics, or A0 in management, Economics or other relevant field, with 2 year working experience |
8. | Special security Advisor |
| Master or Equivalent in Pol. Science, Public Administration, international relations, law,or Arts with 3 years working experience or Ao in Pol. Science, Public Administration, international relationswith 5 years working experience or 2 years in senior position. |
9. | Executive Assistant to Dir.Cab | · To prepare the Dir.Cab’s agenda · To prepare appointment schedule · To arrange for appointments · To read and verify the form and substance of documents submitted to the Dir.Cab · To forward documents submitted by the Dir.Cab to their respective destinations
· To record, dispatch and assort office mail · To manage the filing of documents · To ensure telephone communication within the office · To make logistical preparations for all meetings of Dir.cab | A0 in Public Administration, Management, Secretarial Studies; Or other relevant field with 2 year working experience |
10. | Director of Central Secretariat | · Drafts and revises letters for the Director of Cabinet; · Receives, records and files the correspondence of PM Services; · Manages office stationery and supplies of the Secretariat; · Distributes documents to services concerned; · Supervises Central Secretariat staff; · And any other assignment from the supervisor; | A0 in Secretary ship or Public Administration, ,Management, or equivalent; at least five years of experience in senior management posts; mastery of office management and computer skills; good drafting skills. |
11. | Internal Cooperation | · Analyse all foreign affairs documents · Link the Office of the Prime Minister to MINAFET · Participates in planning and coordination of events; · Receives and takes care of invited guests; · Analyse all foreign affairs documents · Other duties as assigned. · | A0 in Social Sciences, Political Science, International Relations, Law or Public Administration; proven experience in protocol work. |
12. | Budget Officer | – Commitment in Smart IFM system – Searching Payment Order numbers for customers as proof of payment; – Participate in the budget preparation; – Drafting the cash flow plan; – Performing any other assigned duties by his/her superior. – Report to the Director of finance and budget | A0 in Accounting, Public Finance, Management and at least 2 years of experience. |
13. | Policy Analyst – Economics Cluster |
· Evaluating past and present economic issues and trends. | Masters in Economic sciences and working experience of 5 years |
14. | Joint Delivery Committee Officer | · To remind JDC agenda, actions to be implemented, to be assured that the information has reached relevant partners. · To make sure that previous JDC actions are implemented correctly; · To make a proposal of next JDC agenda · To interrelate with JDC partners · To keep JDC records · To provide necessary working documents · To elaborate an attendance list of JDC meeting participants and prepare the minutes of the JDC meetings · To organize meeting of JDC presentation preparation · To design template that guides Ministries and Delivery Agencies (MDAs) to harmonize their presentations · To analyze how presentation are relevant and provide comments for their improvement | Master’s Degree or A0 in Economics, Public Administration; Management; Social Sciences with experience at least 2 years in position of coordination, planning or M&E. |
