TERMS OF REFERENCE FOR RECRUITMENT OF EXECUTIVE SECRETARY AND PROFESSIONAL STAFF AT THE PERMANENT SECRETARIAT OF THE TRANSIT TRANSPORT COOORDINATION AUTHORITY OF THE NORTHERN CORRIDOR

 

A.        Background

 

The Northern Corridor Transit Transport Coordination Authority (NCTTCA) was established in 1985 by the Member states of Kenya, Uganda, Rwanda, Burundi, and Democratic Republic of Congo in accordance with the provisions of Article 37 of the Corridor Transit Agreement.

The Northern Corridor links the Kenyan seaport of Mombasa on the Indian Ocean to the landlocked Countries mentioned above. The Authority’s mission is to facilitate transit transport by:

 

·         Promoting development of infrastructure,

·         Harmonization of transport and custom policies,

·         Promotion of private sector participation and investments along the corridor, among others.

 

The Permanent Secretariat, which is involved in the day to day execution of Authority’s mandate, is based in Mombasa, Kenya. It is headed by the Executive Secretary and assisted by Senior officers heading the following Programs:

 

·         Customs & Trade Facilitation

·         Infrastructure Development & Management

·         Transport Policy & Planning

·         Private Sector Investment Promotion

·         Finance & Administration

 

In compliance with decisions taken by the Policy Organs meeting in Kigali, Rwanda on 14-16 December 2009, the Permanent Secretariat is hereby implementing these decisions by inviting bids from suitably qualified firms to undertake a recruitment exercise for the following positions:

 

  1. Executive Secretary (CEO), S1
  2. Head of Program, Infrastructure Management, P5
  3. Head of Program, Strategic Planning & Policy, P5
  4. Information Technology officer, P4
  5. Accountant, P2
  6. Assistant Program officer, Customs & Trade Facilitation, P2

 

 

 B.   D.  Scope of Work

 

Upon receipt of bids, evaluation and subsequent selection, the selected firm will undertake following tasks:

 

         i.        Advertise the above vacancies in print and electronic media, both regionally and in all the five NCTTCA Member States (i.e.  Kenya, Uganda, Rwanda, Burundi and DR Congo) in both English and French.

 

       ii.        Receive motivation/applications letters accompanied with CV’s and certified copies of academic and professional certificates

 

      iii.        Short-list three candidates for each position from each Member State.

 

      iv.        Review the short-list in consultation with the NCTTCA Executive Board with a view to further short-listing one candidate from each Member State for each post.

 

        v.        Be guided by Job requirements as per attached Job descriptions when short-listing.

 

      vi.        Interview one candidate for every vacancy from each Member State.

 

 

C.   Methodology

 

             i.        The Firm shall develop an action plan with specific dates, detailing the main stages of the tasks as enumerated under the scope of work, with a commencement date of 18th March and a tentative completion date of end of May 2010.

 

           ii.        The Firm shall develop selection criteria (interview methods) that will be used in determining the best candidate for each position.

 

          iii.        The Firm shall develop ranking criteria with an overall score for each candidate.

 

D.  Evaluation of Bids and Selection Criteria

 

 

The selection of the firm shall be in two stages:-

 

a)    Technical Proposal, which will carry 75% of the score, and

b)   Financial  proposal, which will carry 25%

 (a)    Technical Proposal

 

In addition to the requirements under C. above (i.e. Methodology), the firm shall:

 

                     i.        Provide a listing of not more than six panelists with their academic, professional standing and experience in areas covered by the vacancies in A. above.

 

                   ii.        Demonstrate its capability and reputation by listing assignments of similar caliber undertaken within the last five years.

 

                  iii.        Demonstrate that the panelists have knowledge of the current trends in the transport industry with particular emphasis to transit transport logistics along the Northern Corridor.

 

                     i.        Demonstrate that the panelists have a fair understanding of both English and French languages

 

The score shall be determined as follows:

 

1

Specific experience of the firm related to this assignment

20%

2

Adequacy of the proposed action plan (methodology) in responding to Terms of Reference

30%

3

Qualifications and Competencies of the Key staff (panelists) to be engaged in this assignment

30%

4

Knowledge of Transit Transport logistics along the Northern Corridor

15%

5

Panelists understanding of English and French

5%

 

Total Score

100%

 

Only those firms scoring 75% will qualify for consideration in the next stage (i.e. financial proposal).

 

 

(b)          Financial Proposal

 

 

                     i.        In carrying out this assignment, the firm is expected to provide a detailed breakdown of its costs for the entire exercise.

 

                   ii.        The proposal should be quoted in US dollars.

   E.    Deliverables       

 

                     i.        The firm shall send to the Permanent Secretariat the initial short-list of candidates as per B. iii & iv (under scope of work).

 

                   ii.        The firm shall prepare six dully signed copies of the interview report by the panelists, in both English and French, providing a ranking of candidates for each position.

 

                  iii.        The Reports shall be sealed and sent to the Secretariat at the address provided under H. below.

 

                  iv.        The firm shall be invited to present the Reports to the Executive Board meeting at a date and venue to be communicated later.

 

  F.     Payment Modalities

 

Payment modalities shall be discussed with the selected firm at the time of contract negotiations and signing.

 

 G.     Reimbursable Costs

 

The Permanent Secretariat of the Transit Transport Coordination Authority of the Northern Corridor shall be responsible for the following:

 

                     i.        Payment of economy return-tickets and full-board accommodation expenses for both the candidates invited for interviews and members of the panel.

 

                   ii.        Payment for the interview venue and related facilities.

 

                  iii.        Payment of Interpreters, translators and SIE equipment during the interview.

 

H.      Deadline for Receipt of Bids

 

The deadline for receipt of bids will be on Monday, 1st March 2010, at 15.00 hours. All bids should be submitted in a sealed envelope by registered mail or courier and addressed to:

 

The Permanent Secretariat of the Transit Transport Coordination Authority of Northern Corridor

Off-Links Road, Nyali

Plot 1196/1/MN

P.O. Box 95341-80104, MOMBASA, Kenya