Team Leader / Compliance Specialist / Legal Expert

EUROPEAN PROFILES S.A. (GR) is looking for experts for the implementation of the following Framework Contract: "Democracy, Human Rights,Rule of Law,Gender Equality and Human Rights Based Approach (HRBA)"

 

Services Location: Africa

Start date: 01/08/2025

Duration: 180 days

 

Global objective

To support the OACPS Secretariat in implementing organisational reforms, including conducting staff reorganisations to transition the Secretariat to a new organisational structure and establishing policies and procedures to address the key findings of the 2024 system audit.

 

Specific objective(s)

Specific Objective 1 (SO1): Support the Secretariat to transition to a new organisational structure by strategic execution of tasks to minimise disruption and ensure alignment with the organisation's goals.

Specific Objective 2 (SO2): Support the Secretariat in establishing procedures and regulations as informed by the 2024 system audit and put in place administrative, contractual and financial checks, balances and controls.

 

Key experts required

• Team Leader
• Compliance Specialist
• Legal Expert

Requested services, including suggested methodology

Requested Services for SO1:

 

SO1.1: Support the Secretariat in the preparation of a streamlined organigram approved by the Council of Ministers. The streamlined organigram will clearly outline the reporting lines and decision-making authority for each role. Develop a transition plan to guide movement to a new structure.

 

SO1.2: Preparation of job descriptions. This should include the following non-exhaustive list of actions:

• Understand the role of the position in the Secretariat
• Identify key components, including responsibilities, reporting lines, qualifications, skills, and performance metrics.
• Use standardised, clear, and concise language while maintaining consistent formatting across all job descriptions.
• Align with the Secretariat's goals by ensuring that the role supports its objectives and departmental aims.
• Ensure alignment of job descriptions with international standards and internal grading/classification systems.

SO1.3: Support in the recruitment process for the new staff. This will include the following activities:

• Advertising job descriptions.
• Shortlisting in accordance with the job descriptions
• Conducting interviews and staff assessments
• Propose at least three names to the Secretary-General for selection

SO1.4: Conduct a skills audit for the locally recruited staff: This will include the following activities:

• Review the new structure to understand roles and functions, identifying critical skills for the new roles.
• Collect data on the current staff skills
• Align current roles with the new structure
• Provide recommendations of locally recruited staff to be appointed in new roles in the new structure.
• Identify staff for separation from the Secretariat.

SO1.5: Provide advice and guidance to the Secretariat to ensure orderly separation of locally recruited staff is done in full compliance with the legal provisions of the host country to avoid disputes

 

Requested Services for SO2:

SO2.1: Review and update the HR internal rules and staff policies to provide for clear, unambiguous and accountable application of the staff regulations relating to staff allowances for non-Belgian employees, including school fees, child, spouse and domestic allowances. The review will also address relevant staff regulations to promote staff retention.

 

SO2.2: Review and update the performance management framework for the Secretariat and support the Secretariat in preparing a comprehensive annual training plan.

 

SO2.3: Review and update financial regulations and policies, establish an internal control system, as informed by the findings of the 2024 systems audit to ensure the following non-exhaustive list:

• Strengthened the archiving policy and procedures to ensure proper preservation of essential accounting documentation, including digitalisation of records to ensure costs are identifiable, verifiable, reasonable, and justified
• A regular cash flow forecasting system which is shared with management
• Strengthened procedures for petty cash management with adequate controls and oversight procedures.
• Support the Secretariat to establish an Internal Audit Plan
• Strengthened budget-making process to ensure the effectiveness of the activities' planning

Required Outputs

Outputs O1 contributing to Specific Objective 1(SO1):

• O.1.1 A streamlined organigram with clear reporting lines, and decision-making authority and a transition plan to guide movement to a new structure, completed to the full satisfaction of the OACPS Secretary-General.
• O.1.2 A package of detailed job descriptions for posts in the organigram drafted in full consultation with the Secretary-General or designated representative(s).
• O.1.3 At least 20 recruitment and selection reports submitted following staff assessments and interviews, and each case providing three names to the Secretary-General for final selection
• O.1.4 A report of the skills audit for the locally recruited staff with clear recommendations to the Secretary-General, highlighting the best candidate(s) to take up administrative roles in the new Organigram
• O.1.5 A report providing legal advice and detailed procedure for the separation of identified locally recruited staff to ensure full compliance with the legal provisions of the host country

Outputs O2 contributing to Specific Objective 2(SO2):

• O.2.1 Updated HR policies, internal rules and manuals of procedure to promote staff retention, and accountable and transparent payment of staff allowances, submitted in consultation with the Secretariat.
• O.2.2 Updated performance management framework for the Secretariat and comprehensive annual training plan.
• O.2.3 Updated internal controls system, financial policies and procedures prepared in close consultation with the Secretariat, including the following:
  • O.2.3.1 Archiving policy
  • O.2.3.2 Petty Cash Management Procedure
  • O.2.3.3 Updated asset register
  • O.2.3.4 Internal audit plan
  • O.2.3.5 Financial Circuits
  • O.2.3.6 Updated internal procurement manual of procedures aligned with Prag

Applications and updated CV should be submitted to recruitment_dev@europeanprofiles.gr in reference to SEA-2023-37048.

Please fill accordingly the Europeaid CV form