Secretary for the PCU - RLS Project

Request for Expressions of Interest (REoI)

CONSULTING SERVICE:

Project Executive Secretary

PROJECT NAME:

South Sudan Resilient Livestock Sector Project (RLSP)

PROJECT ID:

P500553

GRANT NUMBER:

IDA-E4270-SS

ACTIVITY REFERENCE:

SS-MLF-567050-CS-INDV

TYPE OF CONTRACT:

Individual Consultant Selection (National)

DUTY STATION/COUNTRY:

Ministry of Livestock and Fisheries, Juba, South Sudan

Background: Ministry of Livestock and Fisheries (MLF) has received funding from the World Bank towards the cost of implementing the 5-years South Sudan Resilient Livestock Sector Project (RLSP) and intends to apply part of the proceeds for consulting services. The project development objective is to enhance animal health, improve range-land management, and strengthen resilience of livestock production in selected project areas. The project will directly benefit 166,000 households in the targeted eight (8) Counties in the following five (5) States, namely: Jonglei, Warrap, Upper Nile, Central Equatoria and Western Equatoria. The project aims to lay the foundation for a climate-resilient, competitive, and gender sensitive productive livestock sector in South Sudan to enable socioeconomic and inclusive growth. The main components of the project are; (i) strengthening animal health and welfare systems, (ii) sustainable and integrated rangeland development and management for livestock production, with focus on feed and water management, (iii) technical assistance, institutional strengthening, and project management, coordination, monitoring, and communication. Objective: The consulting services (“the Services”) is for Project Executive Secretary who will work within the Ministry’s Project Coordination Unit (PCU), report to the Project Administrative Assistant and be responsible for providing support to the Project Management Team and executing the project secretarial duties and responsibilities as well as the daily operations of the project. The incumbent is expected to work in synergy with other Donor funded projects being coordinated through PCU under MLF.

Key Responsibilities: These include but are not limited to the following:

Front desk management and reception of visitors to the Project in liaison with the security guard at the office's entrance of the Project Manager; Receiving and dispatching all office communication by e-mail, fax, post, diplomatic bag, etc. Distributes incoming traffic to the relevant recipients for action or information (assures copying and further distribution); Assist the Project Manager and Administrative Assistant in fleet management and supervision of the cleaners, messengers, drivers and security guards; Assist in implementing and maintaining office systems and maintaining filing systems; Maintaining an updated address and phone lists of MLF key staff, and all key project stakeholders; Assist the Project Manager and Administrative Assistant in organizing, coordinating meetings, conference and travel arrangements and writing minutes of the meetings; Providing secretarial services as required by project personnel (i.e. write correspondence, phone calls, photocopies, scanning etc.); and Carrying out any other duties assigned by the Project Management Team.

Terms of Reference: The detailed Terms of Reference (ToR) containing roles and scope for the assignment as well as the evaluation criteria for this consultancy can be obtained upon written request to the e-mail address: [contact details removed] clearly indicating the subject matter as “ ToR for Administrative Assistant ”.

Qualification and Experience: The consultant must meet the minimum qualification and selection criteria indicated below:

Qualification Hold a minimum Diploma in any of the following: Management, Business and Administration, International Development, Project Management, and Social Work from a recognized institution. Bachelor’s degree will be an added advantage.

Proficiency in appropriate office technology e.g. basic Computer Applications.

Fluent in English both written and spoken. Experience At least two (2) years of work experience in a similar or related role with Government or any other reputable non-government organisation. Office administration skills - experience managing front office. Other Requirement Initiative and practical resourcefulness together with exceptional group dynamics and people skills. Good communication skills, both oral and written

Selection Criteria: The Consultant(s) will be selected in accordance with the World Bank’s Procurement Regulations for IPF Borrowers, dated July 2016 and revised 7th Edition of September 2025 which can be found at the following website: www.worldbank.org/procurement. Individual Consultant Selection (ICS) method will be used, and the first step shall be shortlisting based on the above qualification and experience requirements. This will then be followed by oral interviews for the shortlisted candidates and will be assessed using scored criteria on qualification, specific experience and desirable skills. Duration of the Assignment: The initial duration of the consultancy services is Twenty-four (24) months and shall be subject to renewal annually based on the performance and availability of funds. The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” Fifth Edition of September 2023 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest. Further information can be obtained at the address below during office hours [ weekdays Monday to Friday 0800hrs to 1700hrs local time excluding public holidays ]. The Ministry of Livestock and Fisheries (MLF) now invites eligible Consultants to indicate their interests in providing the Services. Interested Consultants should provide information, as stipulated in the ToR, demonstrating their qualifications and relevant experience to perform the Services.

Deadline for Submission: w