Kenya: Junior Consultancy Service for Managing Documentation for AU-IBAR - Terms of References - 2

Organization: African Union – InterAfrican Bureau for Animal Resources

Country: Kenya

Closing date: 12 Feb 2016

Context and Rationale

AU-IBAR implements projects directly, as well as through sub-delegatees such as RECs, which undertake regional level activities, Member States, which undertake national activities and NGOs that implement activities in the field and have contacts with communities and institutions at the field level.

Implementation of activities through sub-delegatees contracted by AU-IBAR is not done under a comprehensive framework of procedures for sub-delegation, which cover all aspects of sub-delegation. A comprehensive document that could be applied by all projects has not yet been developed and adopted for routine used. As a result, implementation modalities vary from one project to another.

AU-IBAR has no established procedures for selecting sub-delegatees and assessing their implementation capacities before their engagement; however, a tool been piloted recently should be validated and rolled out.

AU-IBAR wishes to reinforce its internal control process and procedures and to conduct a thorough review of the current modalities relating to proper documentation services, with a view to establishing document management modalities and procedures based on international best practices and standards for routine application.

Objectives and Expected Results

The objective of the assignment is to document best practices relating to document management activities and in particular the following issues:

• Digitizing the AU-IBAR library collection and capture of bibliographic data into the INMAGIC library database.


• Process all information materials received by cataloguing, classifying, indexing and abstracting.


• Compiling a compedia of electronic databases, contacts and mailing lists as well as the experts directory.


• Offering information/reference services, selective dissemination of information to staff of AU-IBAR and delegates attending AU-IBAR meetings.


• Participate in the preparation of document abstracts and uploading of AU-IBAR Digitization of the archival collection using the Greenstone Digital Library Software.


• Uploading documents onto the AU-IBAR Intranet (Sharepoint).


• Provide support on other planned knowledge management related to document, records and library management.


• Prepare a report to AU-IBAR upon completion of the assignment.

Tasks – Methodology – Available Information

The tasks that will be undertaken by the consultant will be:

• To review AU-IBAR’s current documentation practices and procedures, in comparison with internationally accepted best practices and/or standards;


• To develop processes and procedures for documentation with adequate controls;


• To document/ build up a comprehensive system for the processes and procedures of the documentation activities at AU-IBAR.

Location – Duration

The total duration of the assignment will be 3 (three) months at a rate of USD1467.11 monthly.

The consultant will be expected to work from the AU-IBAR offices.

Academic Qualifications

• Higher Diploma in Library Science/Information Science/Records Management or equivalent


• A minimum of eight (8) years experience in a similar role


• Competence in the use of Library/Content Management applications.


• Experience in digitizing library collections.


• Experience using the Dewey Decimal or Library of Congress classification scheme.


• Knowledge of a library software

How to apply:

The consultant must submit an application composed of:

• A detailed CV and all relevant testimonials.


• A cover letter stating reasons why they should be considered.

The address for submission of the application is:
African Union – Interafrican Bureau for Animal Resources (AU-IBAR)
Kenindia Business Park, Museum Hill, Westlands Road
P.O. Box 30786 00100, Nairobi, Kenya

Email: procurement@au-ibar.org

The deadline for submission is 12 February 2016 at 15h00 Nairobi Time.