OACPS Secretariat

Post Title: Rapporteur

Grade: P3

Office: Office of the Secretary-General

Supervisor:  Head of the Office of the Secretary-General

Duty Station:  OACPS Secretariat, Brussels, Belgium

Posting Period:  23 December 2021 to 31 January 2022

Post Number: ACP/41/113/21/AFHR/HR/IAF

No. Of Vacancies: 1

 

 

 Organizational Context  

 

Under the guidance and supervision of the Head of the Office of the Secretary-General of the Organisation of African, Pacific and Caribbean States (OACPS), the Rapporteur provides services related to meetings/sessions for the Executive Management Committee of the OACPS Secretariat, Bureau of the OACPS Committee of Ambassadors, OACPS Committee of Ambassadors, Bureau of the OACPS Council of Ministers, OACPS Council of Ministers, Troika of the OACPS Summit, Summit of OACPS Heads of State and Government, all extraordinary and special meetings of the aforementioned organs of the OACPS, and all other meetings within the purview of the Office of the Secretary-General, ensuring high quality, accuracy, and consistency of work.

 

The Rapporteur promotes a client-oriented approach consistent with OACPS rules and regulations. In the execution of the function, the Rapporteur has direct contact with the Secretary-General, Head of the Office of the Secretary-General, Assistant Secretaries-General, and OACPS personnel. She/he also maintains contacts with relevant officers at OACPS Embassies/Missions, Ambassadors, Ministers and Officials of Members and Regions of the OACPS, officials of European Union Institutions, and representatives of external partners within the remit of the position.

 

Functions / Key Results Expected

 

Summary of Key Functions

 

• Draft agendas, preparatory documents, and minutes of meetings; participate in meetings and ensure availability of documents; keep a record of, and ensure follow-up of meetings and implementation of decisions/resolutions.
• Draft statements, background, and speaking notes for the Chairs of the respective OACPS organs.
• Compile draft summary records of meetings/sessions of OACPS organs.
• Compile "read-out records" of any internal/external meeting as required by the Office of the Secretary-General.
• Support the Head of the Office of the Secretary-General with general correspondence and internal/external liaison.

 

 

1. Draft agendas, preparatory documents, and minutes of meetings; participate in meetings and ensure availability of documents; keep a record of, and ensure follow-up of meetings and implementation of decisions/resolutions:

 

• Ensures the availability of accurate, objective, and neutral records of debates and decisions in order to take appropriate actions in the future;
• Reflects faithfully the debates and decisions taken at meetings/sessions in summary records and read-outs;
• Ensures the meeting of deadlines for the distribution of documents;
• Participates in the preparation of meetings/sessions, and ensures the availability of all documents; and
• Ensures the timely follow-up and implementation of decisions.

 

2. Prepare and draft statements, background, and speaking notes for the Chairs of the respective OACPS organs:

•  Allows for the effective, efficient, and orderly conduct of meetings/sessions; and
•  Ensures the availability of background information that would allow for informed decision-making and conduct of meetings.

   3. Compile draft summary records of meetings/sessions of OACPS organs:

• Provides timely accurate and relevant information of issues discussed and decisions taken in the summary records; and
• Ensures the availability of all procedural guidelines at meetings/sessions, and is knowledgeable on proceedings and rules of procedures.

4. Compile "read-out records" of any internal/external meeting as required by the Office of the Secretary-General:

 

• Provides in a timely manner accurate and relevant information in the read-out records of meetings; and
• Ensures that the read-out records reflect accurately the discussions/decisions.

5. Support the Head of the Office of the Secretary-General with general correspondence and internal/external liaison.

• Ensures effective and timely internal/external communication;
• Provides accurate background and data; and
• Executes any other task as required by the Head of the Office of the Secretary-General.

 

Impact of Results  

The key results have an impact on the smooth functioning of the proceedings of the meetings/sessions of OACPS organs and the Secretariat, the accuracy of the records of the proceedings, issues discussed and decisions taken, and on the confidence of Member States in the services provided by the OACPS Secretariat and its institutional memory.

 

 

Competencies  

 

Corporate Competencies:

• Demonstrates and promotes the highest standard of integrity, impartiality, fairness, and incorruptibility in all matters affecting her/his work and status;
• Understands the structure and hierarchy of the OACPS Secretariat, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients;
• Places the reputation of the Secretariat above personal, national, regional, or other interests; and
• Accepts responsibility and accountability for the quality of the outcome of her/his decisions. 

Functional Competencies:

• Possesses good knowledge of organisational policies and procedures relating to the position and applies them consistently in work tasks;
• Works collaboratively with team members, sharing information openly and displaying cultural awareness and sensitivity;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Excellent written and oral communication skills in English and French;
• Ability to remain focused during meetings; and
• Excellent writing skills, analytical mind, and ability to summarize long debates and present decisions accurately.

Behavioral Competencies:

• Demonstrates respect for and understanding of diverse points of view in daily work and decision-making;
• Listens to others, correctly interprets messages, asks questions to clarify, and exhibits interest in having two-way communication; and
• Demonstrates strength of character and ability to stay calm and show maturity in stressful situations. 

 

 

Qualification:

 

Masters degree or equivalent in international relations, journalism, political science, social sciences, modern languages or other related studies.

 

 

Work Experience:

 

Minimum of ten (10) years of professional experience in a similar position or carrying out similar functions. Specific experience serving as a rapporteur and especially for at national, regional or international level is desirable.

Proven ICT skills.

Good analytic, research, presentation, and writing skills.

 

 

Language Requirements:

 

Good command of English and French. A working knowledge of Portuguese or Spanish would be an added advantage.

 

 

Special Notice

Candidates for the post must be nationals of Member States from the African, Caribbean, and Pacific Regions and must therefore attach a copy of their valid passport for proof of nationality. Applications from non-OACPS nationals will not be considered.

 

Staff Members of the OACPS are subject to the authority of and duties assigned by the Secretary-General and will discharge their functions under conditions established by the Secretary-General.

 

All employment decisions are made on the suitability of the candidate and the needs of the OACPS. Due regard will be paid to the importance of gender balance, and the recruitment of staff on as wide a geographical basis as possible.

 

The appointment to this position is for an initial period of 3 years and renewal thereof is subject to the needs of the OACPS and availability of the post or funds. 

 

Applications for this post should be sent by e-mail to: hr@acp.int and must reach the Secretariat by midnight on the deadline date.

 

Applications must be accompanied by an updated curriculum vitae completed in the following format: https://europass.cedefop.europa.eu/editors/en/cv/compose. Applications in another format will be treated as incomplete and will not be considered for further evaluation. Applicants must provide copies of degrees, diplomas, certificates, and any other documents attesting to their competence and professional experience.

 

Only shortlisted candidates will be contacted and those under serious consideration will be subject to reference checks