Selection process and recruitment of the Executive Director of the Tana High-level Forum

The tenderer shall support the high-level selection process for the Executive Director of the Tana Forum, followed by the (expected) employment and management of this contract once the Executive Director of the Tana Forum has been selected. The tenderer must be in a position, either alone, with a consortium partner or through subcontracting to fulfil both components of the contract. Indicatively, the contract aims to start in March 2024. Tentative estimate for the first part of the contract, the preparation and execution of the selection process, is about four months. The second part of the contract, which immediately follows upon the successful completion of the selection, is currently foreseen to run until spring 2025 with the possibility for an extension. The tenderer is advised that this political selection process will be steered by the Tana Forum Board in collaboration with the Tana Forum Secretariat and the contracting authority (GIZ). In order to ensure the best possible coordination and involvement of all parties concerned, a kick-off meeting with all will take place at the beginning of the process. In the framework of this kick-off meeting possible other meeting dates will be discussed. The tenderer is advised that this contract consists of two components. The first part entails the support to the selection process described here in chapter 2 which will be initially contracted. The second part - depends on the successful completion of the transparent selection process - and contains the services outlined under Step 3.

Step 1) Support in setting up and coordinating a political recruitment process (non-exclusive list). The tenderer is expected to support the Tana Forum Board and the Tana Forum Secretariat in the setup of a transparent recruitment process for the Executive Director of the Tana Forum; in close coordination with the contracting authority (GIZ, the project under which this tender is launched): - Following contract signature, organise a kick-off meeting with all relevant parties. - This entails but is not exclusive to the elaboration (in consultation with the involved parties) of the necessary documents such as: o The elaboration of a selection timeline o The ToR for the position of the Executive Director of the Tana Forum and based on this; a selection grid as the basis for the candidate vetting process. o Support to the Tana Forum Board and Secretariat for the development of a job description on the basis of the ToR o The recruitment package (salary, support structure, workplace, duration, etc.) o The Executive Director of the Tana Forum will be recruited by the tenderer; however, he/she will work for the Tana Forum Board and with the Tana Forum Secretariat. The administrative and disciplinary relations of this triangle will need to be organised as best as possible so that all roles and responsibilities are clear for each of the parties. Therefore, it will be part of the tenderer"s tasks to ensure, together with the other parties involved, that an administrative setup for the person to be selected is created to allow the person to take up duties quickly and without losing much time on logistical matters. Hence the tenderer is expected to support the preparation of Memoranda of Understanding (the Tana Forum Board, the Tana Forum Secretariat and the GIZ project) to jointly define responsibilities, reporting lines and conflict resolution mechanisms as well as a possible transition mechanism should the Tana Forum obtain legal personality during the life span of this service contract. o Step 2) Identification of at least five suitable candidates (male/female/divers) from the African Union member states There will be two sources of suitable candidates: - the Tana Forum Board, Technical committee and Secretariat can propose potential candidates. - the tenderer will identify potential candidates. All proposed candidates must be vetted against the ToR established under Step 1 and the pre-established selection grid to create a shortlist of max. three candidates. The possibility to consult individual candidates with the Tana Forum Board should be given if requested/needed. The tenderer will be in charge of organising an in-person interview day between the three shortlisted candidates in Addis Ababa with the members of the Tana Forum Board (individual interviews). This entails the needed logistical support for the three candidates such as flights, hotels, per diems, visas, transfer to and from the airport which need to be considered in the budget as well as the interview preparation for the Tana Forum Board members (e.g., structured interview timeline and questions). The search, vetting and interview schedule will be aligned to the timeline identified jointly under Step 1.

Step 3) Based upon the successful conclusion of the selection process for an Executive Director of the Tana Forum, the Executive Director of the Tana Forum will be recruited by the tenderer, however they will work for the Tana Forum Board and with the Tana Forum Secretariat. 1. Recruitment and contracting of the selected Executive Director of the Tana Forum as full-time expert for the remaining duration of the project. 2. Elaboration of a budget for the Executive Director of the Tana Forum that includes amongst others budget lines for the salary (adapted to the months remaining under the project duration), relocation (if applicable), networking and fundraising travels, per diems, or accommodation expenses, if needed visa costs, representative expenses 3. Regular payment of the expert 4. Submission of a max. 2-page progress report every three months to the Tana Forum Board and the contracting authority outlining how the Executive Director of the Tana Forum is fulfilling their tasks and for the contracting authority how the budget is being spent. In case of any problems or urgent issues the contracting authority is to be contacted immediately.