TERMS OF REFERENCE
FOR A CONSUTLANCY ASSIGNMENT
ORGANISATION OF 2019 ANNUAL MEETINGS OF
THE AFRICAN DEVELOPMENT BANK GROUP IN MALABO, EQUATORIAL GUINEA
- Background
1.1 The African Development Bank (hereinafter referred to as the “Bank”) is an international financial institution, with its headquarters in Abidjan, Côte d’Ivoire. The Bank’s mandate and purpose are to contribute to and assist African countries attain sustainable socio-economic development. The Bank manages the resources of certain Funds entrusted to it for financing development projects, programmes and related activities in African countries, including the African Development Fund (the “ADF”), which has a separate Board of Directors, and the Nigeria Trust Fund (the “NTF”). The Bank, the ADF and the NTF constitute the African Development Bank Group (hereinafter referred to as the “Bank Group”).
1.2 The Bank holds every year the Annual Meetings with an average of 3500 attendees per event. In May 2016, the Boards of Governors decided to endorse that the 2019 Annual Meetings will be organized in Equatorial Guinea.
1.3 The Bank is hereby seeking to recruit two (02) Consultants in the context of the 2019 Annual Meetigs. The Consultants will work for the Bank to assist Equatorial Guinea in hosting the Annual Meetings.
- Objectives of the Assignement
The principal objectives of conducting the assignment are :
2.1 to ensure that preparations of the 2019 Annual Meetings are carried out in a timely manner with the required expertise by having individuals of experience to assist the Host Country (Equatorial Guinea) and the Bank’s organization team;
2.2 to follow-up on a day-to-day basis actions that need to be taken for the Annual Meetings in Malabo, Republic of Equatorial Guinea;
2.3 to follow-up with the National Organization Committee (NOC) of the Host Country and other relevant government officials : (i) the timeline of the 2019 Annual Meetings; (ii) the progress being made on the ground on all aspects of organization, including conference infrastructure and interpretation, Information technologies and communication, accommodation and catering, transport and logistics, protocol, hospitality and social programmes, health, media and communication, security, and financial services.
2.4 to advise and assist the Host Country on any issue in connection with the organization of the Annual Meetings and not listed above.
2.5 to work closely with the Host Country and members of the Bank’s organization team to ensure the effective preparation and organization of the 2019 Annual Meetings.
- Key Qualifications of the Consultants
The assignment requires the services of qualified Consultants with extensive and substantial experience in the work, functioning and planning of major international events and familiar with the region for this purpose :
3.1 The Consultants must demonstrate solid and proven experience with planning and organization of Annual Meetings of the Bank or other similar international institutions ;
3.2 The Consultants must be fully familiar with the host country institutions and culture as well as practices with regard to similar events ;
3.3 The Consultants must be fully familiar with the Bank’s Annual Meetings requirements, standards and shareholders expectations ;
3.4 The Consultants must possess an excellent oral and written command of one of the Bank Group’s working languages (French), and a good working knowledge of the other language (English) ;
3.5 A good knowledge of Spanish, the official language of the host country, will be an advantage ;
3.6 The Consultants must have a University degree, preferably a Masters or higher, in a relevant field such as, but not limited to: international relations; economics; management and organization; law; international organizations; and governance.
- Duties and Responsibilities of the Consultants
4.1 Work directly with the host country and the Bank’s organization team to ensure successful organization of the 2019 Annual Meetings in a timely manner ;
4.2 Provide advice to the host country and members of the Bank’s organization team on all matters relating to the successful organization of the Bank Group’s 2019 Annual Meetings ;
4.3 Follow-up with the NOC the implementation of host country requirements for the successful organization of the Annual Meetings ;
4.4 Ensure that all preparations are conducted with efficiency and efficacy ;
4.5 Ensure that all Annual Meetings organizational aspects are fully covered in a manner satisfactory to the Bank and the Host Country ;
4.6 Serve as a sounding board for the Office of the Secretary General at all time for the Annual Meetings and provide quick and effective operational solutions ;
4.7 Facilitate communications between the Bank and the Host Country and ensure follow up for timely feedbacks ;
4.8 Any other assignments as directed by the Secretary General or the Chief of Protocol and Coordinator of the Bank’s technical team.
- Consultations and Interactions with the Bank and the Host Country
In performing their duties and carrying out their responsibilities under the contract, the Consultants shall regularly consult and interact with the Chief of Protocol and coordinator of the technical team as well as designated Officials from the Host Country. They will regularly brief the Chief of Protocol and coordinator of the technical team as may be required on specific issues or progress achieved for the preparation of the meetings and highlight slippages if any.
- Reporting arrangements
The Consultants will be permanently based in Malabo, Equatorial Guinea and will work under general guidance of the Secretary General and directly with the Chief of Protocol and Coordinator of the technical team. In performing their day-to-day assignment, the Consultants shall report to the Chief of Protocol, Division Manager PSEG2.
Outputs/Deliverables
The Consultants shall prepare and submit to the Bank for review and comments the following reports and deliverables :
- Ensure that Annual Meetings requirements are delivered by the Bank and the Host Country ;
- Provide a live check list of key steps on all organizational aspects ;
- Provide a risk mitigation plan ;
- Provide weekly Briefs on the preparation status to the Chief of Protocol and Coordinator of the technical team on key aspects of the Annual Meetings which could be submitted to the Secretary General, if required ;
- Advise the Bank and the Host Country on the need for an Event Management Company for the organization of the 2019 Annual Meetings ;
- Other deliverables as highlighted in the duties of the Consultants.
- Reports
The Consultants shall submit :
- A weekly Implementation Report on key aspects of their assignments ;
- Verbal reporting and emails exchanges will be regularly used to inform the Bank on their dealings with the Host Country and other parties involved in the organization of the Annual Meetings.
- Focal Point in the Bank
The focal point in the Bank for the Assignment shall be the Chief of Protocol and Division Manager, PSEG2 who shall support and provide necessary guidance to the Consultants in performing the Assignment.
- Contribution of the Bank
In order to assist the Consultant successfully complete the assignment, the Bank will, as necessary or appropriate, provide information and assistance.
- Duration of Assignment
The assignment will be for a cumulative period not exceeding 6 months starting from January 15, 2019 and ending June 30 2019.