Terms of Reference for ADMINISTRATIVE ASSISTANT OF THE EAPP – PROJECT IMPLEMENTATION UNIT (PIU)
TECHNICAL SUPPORT TO THE EASTERN AFRICA POWER POOL
Position: Administrative Assistance/Office Assistance of the EAPP – PIU
Ref. No. ET-EAPP-91090-CS-INDV
Organization: Eastern Africa Power Pool (EAPP)
A. Project Background and Objectives
The Eastern Africa Power Pool (EAPP) is a regional institution established in 2005 to coordinate cross-border power trade and grid interconnection among nations of the Eastern Africa region. The EAPP currently has eleven (11) member countries (Burundi, Democratic Republic of Congo (DRC), Djibouti, Egypt, Ethiopia, Rwanda, Kenya, Libya, Sudan, Tanzania, and Uganda), and fifteen utilities.
The Council of Ministers (COM) is the supreme governing body of EAPP that provides strategic guidance and oversight. The Steering Committee (SC), which consists of Chief Executive Officers (CEOs) of the member utilities, is the executive arm responsible for policy formulation and monitoring of execution. The day-to-day activities are handled by a General Secretariat located in Addis Ababa, Ethiopia.
The Independent Regulatory Board (IRB) is EAPP’s organ for regional regulation and reports directly to the COM. The IRB is composed of the heads of the national regulatory authorities / commissions in each member country.
The objectives of the EAPP are to:
i. Secure power supply for the countries in the region;
ii. Optimize the usage of energy resources available in the region by working out a regional investment scheme in power generation, transmission and distribution taking into account the environment effects;
iii. Increase power supply in the region in order to increase access rate of the population to electricity in Eastern Africa;
iv. Reduce electricity production cost in the region by using power system interconnection and increase power exchange between countries;
v. Provide efficient coordination between various initiatives taken in the field of power production and transmission, as well as exchange in the region;
vi. Create, in the framework of New Economic Partnership for African Development (NEPAD), a conducive environment for investment in order to facilitate the financing of regional integration projects in power generation and transmission; and
vii. Facilitate, in the long term, the development of the electricity market in the region
Total power demand in the EAPP member countries in 2015 was forecasted to be 315 TWh according to EAPP’s 2014 Regional Master Plan, which is based on EAPP member countries’ latest national master plans. Demand in the region has doubled over the previous ten years, and is expected to grow at 9% per annum over the next decade. The 2014 EAPP Regional Master Plan also established that 54% of existing and committed supply in the region is coming from thermal resources.
The proposed Regional Interconnector Project consists of a Series of Projects to connect the electricity grids of Tanzania and Zambia, strengthening transmission infrastructure to enable cross-border power exchange between the Eastern and Southern Africa regions, and enhance technical capacity of the Eastern Africa Power Pool (EAPP) to perform and coordinate intra- and inter-regional electricity trade to enable access and deliver electricity in an economically efficient and environmentally sustainable way.
The proposed Program will (i) connect transmission grids of Tanzania and Zambia to create the first high voltage link between the EAPP and the Southern African Power Pool (SAPP) for bi-directional regional power trade, (ii) strengthen the capacity of respective utilities in Tanzania and Zambia to plan for, and participate into intra- and inter-pool power trade in EAPP and SAPP, and (iii) enable the extension of distribution networks to allow expansion of energy access to unserved and under-served areas of each respective country. In addition, the Program will advance regional integration between Eastern and Southern Africa, while accruing tangible economic benefits to both countries through enhancing power supply options and increasing revenues from power trade.
Power trade can address key energy challenges in Africa, including the continent’s chronic need for adequate availability of generation capacity to address supply shortages at least cost. The regional integration of Africa’s power systems would facilitate large-scale development of the region’s cost-effective and clean energy sources. Regional transmission interconnections, supported by legal frameworks for electricity trade, would allow the countries in the region accessing the benefits of diverse primary generation sources and thereby optimize the costs related to electricity service provision. For instance, countries with small domestic markets will be able to access much larger regional markets, thus leveraging economies of scale for development of large domestic generation resources. Improved reserve margins and the possibility to access regional supplies for serving peak demand will enable importing countries to defer and/or reduce/avoid large and lumpy investments in domestic generation, greatly reducing the internal fiscal burden.
The SAPP is already mostly interconnected, while interconnections among EAPP members are growing. SAPP is the most advanced pool in the continent consisting of nine (out of twelve) interconnected members and with an established institutional structure. Tanzania, Malawi, and Angola are the only member countries not yet interconnected to the SAPP grid. In comparison, EAPP has eleven-member countries with relatively limited interconnection and trade (high voltage links are operational between Ethiopia-Sudan, Ethiopia-Djibouti, Libya-Egypt). However, with ambitious generation developments in Ethiopia and planned transmission interconnectors (such as Ethiopia-Kenya, and the proposed Tanzania-Zambia), EAPP have built up ambitions of substantially expanding power trade.
The proposed interconnection is the last component of the Ethiopia-Kenya-Tanzania-Zambia (EKTZ) transmission corridor that is being developed in a phased manner. The corridor development has been identified as one of the priority power infrastructure projects for Africa designated by Program for Infrastructure Development in Africa. This regional power corridor is key for materializing the potential for power trade between the SAPP and EAPP and improving energy security and quality of supply in the region. As mentioned above, the PPA between Ethiopia and Kenya is already in place and between Ethiopia and Tanzania is being negotiated.
The World Bank is providing a US$10million grant for Technical Assistance to EAPP under the Tanzania-Zambia Regional Interconnector Project. The Technical Assistance will (i) facilitate knowledge sharing between SAPP and EAPP (South-South exchange); and (ii) help design and operationalize a market operator for the EAPP to facilitate short-term power trade. This component may also support measures to facilitate interconnection of EAPP and SAPP, such as grid code harmonization, and putting in place the legal and regulatory mechanisms. The precise scope is outlined in the Tan-Zam Regional Interconnector Project Appraisal Document and is closely aligned with the ongoing Bank executed Multi Donor Trust Fund (MDTF) support to the EAPP Secretariat.
The EAPP is looking for an Administrative Assistant who will be the Assistant of the EAPP – PIU Project Manager. The position will be funded under the IDA Grant to EAPP.
B. MAJOR ROLE AND OBJECTIVES OF THE ASSIGNMENT:
The major role and objective of the assignment is be responsible for management of the Project Implementation Unit (PIU) office and facilitating communication with internal and external customers, beneficiaries and partners of the project.
C. PRIMARY DUTIES AND RESPONSIBILITIES
The Administrative Assistant shall do everything necessary to assist specifically the PIU to achieve the above stated major role, duties, responsibilities and objectives of the assignment, and in so doing, shall carry out all necessary tasks, including but not necessarily limited to the following:
· Responsible for receiving and answering telephone calls, emails and other messages to ensure follow-up by the Project Manager.
· Draft responses for routine correspondences or signature of the Project Manager.
· Attend and record minutes of meetings as required.
· Follow-up pending issues, arranging meetings and keeps both internal and external communication accordingly.
· Type letters, forms and reports.
· Arrange and coordinate the Project Manager’s travel.
· Carry out office administrative duties including reminding work unit heads of the Project Implementation Unit (PIU) on deadline and tracking progress on various assignments.
· Maintain the dairy of the Project Manager.
· Maintain an effective filing and record management system for the Project Manager’s office.
· Ensure safety and security of information in the office of the Project Manager.
· Read through original material and re-write it in the target language (French or English).
· Retains the meaning of the source text when translating any document (French or English).
· Ensure consistency of translation within documents.
· Proof read and edit final translation versions (French and English).
· Undertake any other functions directly related to the efficient execution of assigned position as directed by the Project Manager.
D. KEY PERFOMANCE INDICATORS
· Accuracy of the Project Manager’s appointments and travel arrangement.
· Efficiency in operation of the office of the Project Manager.
· Ease of the access and retrieving of information from the office of the Project Manager.
· Cycle time, availability and accuracy of meetings proceedings.
· Incidents of confidentiality of information in the office of the Project Manager.
· Incidents of complains on office of the Project Manager.
E. REQUIRED QUALIFICATIONS/COMPETENCES
· Have a Bachelor’s degree in Communication, Secretarial Management or Business Administration.
· A minimum of 3 years in communication and administration field.
· Knowledge of records management.
· Knowledge of short hand writing,
· Organizing meeting skills.
· Knowledge of social media and online communications strategies and practices.
· Have communication skills.
· Minutes writing skills.
· Interpersonal skills.
· Computer literacy; Microsoft Word, Power Point, Excel and usage of internet.
· Very good oral and written command in communication of both English and French languages.
· Strong writing, editing, presentation, verbal and analytical skills.
· Trainings in Communications.
· Excellent ability to prepare reports and documents.
F. RESPONSIBILITY OF THE EMPLOYER
The Employer will be availing office furniture, office equipment, stationery materials and communication facilities and other materials required by the Administrative Assistant to perform his/her duties as specified in this TOR.
G. DURATION OF THE ASSIGNMENT
The duration of the assignment/service is for three years, subject to 6 months’ probation period with satisfactory performance before confirmation and continuation to the second and third years and also will be subject to satisfactory performance evaluated yearly. Expected start date: July 2019.