Technical Capacity Assessment – Consultancy 80 views1 applications

TERMS OF REFERENCE FOR NATIONAL/STATE CAPACITY ASSESSMENT 2023/2024

Project Name: Enhancing Community Resilience and Local Governance Project (ECRP-II)

Position Status: Consultant- short term (6 Months)

Duration: Effective from contract signing up

Reports to: TBA

Nature of consultancy: Technical Assessment of government institutions

Classification: International Ungraded

Type of contract: Individual contract

Background and context

The Enhancing Community Resilience and Local Governance Project (ECRP-I) was designed to improve access to basic infrastructure and strengthen community institutions in vulnerable counties in South Sudan. ECRP-I became effective in September 2020, leveraging the experience of the Local Governance and Service Delivery Project (LGSDP). LGSDP was implemented between 2014-2019 and financed by the World Bank and laid the foundation for local institutions in South Sudan to actively participate in shaping their local community development initiatives. ECRP-1 focused on strengthening community-level infrastructure delivery and community institution strengthening. The project was implemented by a third party that saw the United Nations Office for Project Services (UNOPS) act as the Project Management Unit (PMU) and the International Organization for Migration (IOM) provide complementary support.

Based on the lessons learned from the first phase of the Enhancing Community Resilience and Local Governance Project (ECRP-I), the second phase, ECRP-II, has been designed to run from 2023-2027. ECRP-II aims to build upon the achievements of its predecessor and promote government ownership, youth engagement, gender inclusion, flood risk reduction, and institution strengthening for disaster risk management. It also includes an Operation & Maintenance (O&M) component tailored to each locality and infrastructure type and introduces performance-based grants to incentivize behavioral change among communities and county governments. ECRP-II places the government in charge of key activities such as measuring the performance of county governments and community institutions and determining performance grant allocation. To achieve this, the capacity of critical state and national government ministries, including the Project Management Unit of ECRP-II, the Ministry of Finance and Planning (MoFP), the Local Government Board (LGB), the Ministry of Humanitarian Affairs and Disaster Management (MHADM), and the Ministry of Water Resources and Irrigation, among other relevant government entities at the national and state level, needs strengthening.

Therefore, ECRP seeks to conduct Institutional Capacity Needs Assessment (ICNA) of these critical government institutions to generate recommendations to ensure relevant and appropriate capacity-strengthening efforts. ICNA will be required to identify, understand address institution’s capacity assets and needs. This will involve identifying capacity that is already in place to determine opportunities and constraints to the achievement of clearly identified results. Institutional Capacity Building Plans (ICBP) will be developed based on findings from the assessment. The plan should provide a clear pathway to achieve the expected results.

IOM is seeking the services of individual consultant or a firm who will work in close collaboration with the selected national and state level institutions/organizations to undertake CNA, Training need assessment identify gaps (training); develop long/short term capacity Building/training plan. Consultants are needed in the following specified areas:

• Operational management
• Professional development and public sector training
• Change management.
• Program development and management.
• Project Cycle Management

Overall Objective TCA of National and State level government institutions

The overall objective of the assessment (TCA) is to examine and identify the key capacity gaps and desired capacity needs by national and state level institutions to deliver their mandate focusing on program and operations management. The key capacity domain area of national and state level institutions includes:

1. Strategy and Implementation
2. Management and Supervision
3. Data Management and MIS.

The assessment will help to clearly understand and identify current capacity gaps, including the desired/future capacity needs in achieving institutional goal of targeted institutions in key technical capacity domains mentioned above or other capacity areas at national and state level.

The domains have sub-domains as listed below:

1. Strategy and Implementation
   • 1.1 Program Approach
   • 1.2 Problem/Issue Identification
   • 1.3 Target Audience and Key Messages
   • 1.5 Positioning of Messages
   • 1.6 Procurement & Financial Management
   • 1.7 Products/Outputs
   • 1.8 Quality Improvement
2. Management and Supervision
   • 2.1 Human Resources Management
   • 2.2 Planning and Coordination
   • 2.3 Supportive Supervision
   • 2.4 Leadership
   • 2.5 Sustainability
3. Data Management and MIS
   • 3.1 Data Collection
   • 3.2 Data Quality Assurance and Improvement
   • 3.3 Data Use for Decision-Making
   • 3.4 Feedback and Sharing
   • 3.5 Management Information Systems

Assessment objectives:

1. Examine strategic frameworks and implementation methods used by national and state government institutions to improve community resilience and local governance for effective service delivery, including structured approaches, coordination, and collaboration mechanisms.
2. Assess the state and national governments’ communication strategies, feedback mechanisms and information disclosure regarding service delivery to the local community.
3. Evaluate state and national government communication and mobilization capacity and skills to engage all residents in project phases, including marginalized groups like women, youth, people with disabilities, and the elderly.
4. Identify the state and national governments’ organizational and institutional capacity to manage and provide technical guidance on civil works infrastructure development (designs, procurement, and BoQs).
5. Assess the capacity of the state and national governments to mobilize resources for community development projects, engage the private sector, and establish collaborations and coordination for equitable service distribution and mutual benefit.
6. Examine the state and national government’s institutional capacity for data collection, processing, storage, and provision for enhanced service delivery.
7. Assess the impact of state and national operations and maintenance strategies on the sustainability of community development infrastructures.
8. Make short and long-term recommendations to strengthen national and state government capacities to perform their roles and responsibilities.

Scope of Work:

The scope of the technical assessment is limited to national ministries whose mandates fall within the objectives of ECRP. These include but are not limited to MoFP, LGB, Ministry of Humanitarian Affairs and Disaster Management (MHADM), Ministry of Water Resources and Irrigation (MoWRI), Commission for Refugee Affairs, Rehabilitation and Reintegration Commission, Health, Education, Gender, youth, and sports.At the state level, the assessment will cover two Administrative Areas in South Sudan (Pibor and Ruweng) and three states (Unity, Upper Nile, Jonglei, and Bar El Ghazel). Consultations will be conducted with each key state and national ministry to determine the list of those participating in the assessment. The assessment will deliberately embrace participatory methodologies to enhance ownership of the process, collective learning, and commitment to implement the recommendations from the assessment.

3. METHODOLOGY OF THE CAPACITY NEEDS ASSESSMENT

The capacity assessment will use a combination of quantitative and qualitative methods, including:

1. Desk review.
2. Interviews
3. Key informant interviews.
4. Focus group discussions.
   1. Consultant Roles/obligation

The consultant should conduct the assessment using a methodology developed in consultation and under the guidance of IOM and relevant experts. The proposed methodology to be used will be submitted for review together with the inception report. It is expected that the process will be built around self-assessment processes as well as broad consultation to help validate, expand, and improve the range of information collected across three technical capacity assessment areas.

The assessment framework should recognize the multiple dimensions of technical capacity focusing on institutional capacity (organizational strategy, structures, processes, etc.) than individual competency/skills capacity assessment.

4.2 Roles and Responsibilities

1. In consultation with IOM, design the assessment tools to conduct capacity needs/gaps assessment.
2. Submit inception report and proposed assessment tools.
3. Identify capacity gaps, desired capacity needs for national/state level institutions.
4. Draft report of the technical assessment outcomes including solutions themes that includes findings, recommendations, and a capacity-strengthening training, validated by state and national government ministries.
5. Develop capacity building/training road map i.e. short/long term in alignment assessed capacity gaps and desired capacity needs.
6. Submit different reports including inception, ICA Report against established the timeline.
7. Conduct one day validation workshop to the state and national governments officials.
8. Compile and submit final report maximum of 15 pages summary report incorporating feedback from state and national government ministries submitted as outlined in the inception report.
9. The consultant will cover all costs associated with the consultancy, including travel, accommodation, and other expenses.
   1. IOM Roles/Obligation

      1. Review the proposed methodology and assessment tools.

   2. provide logistics and coordination supports, including internal travels, mobilization of participants, coordination with national and state ministries, organization of venues, materials, and related facilitation.

   3. Guide and manage the consultant work including the approach, methodology, reports, and monitoring the delivery of milestones.

   4. Provide promptly feedback on the draft report, ICA report including the final report.

   5. Ensure implementation subsequent action following technical capacity assessment in targeted national and state government institutions.

PMU Roles/Obligations

1. Support IOM in mobilization of relevant government officials to participate in the assessment.
2. Facilitate engagement of National and state governments – ensuring that they participate in the assessment.
3. Ensure relevant national/state government ministries and departments to effectively participate at the given exercise (assessment and implementation of assessment results)
4. Ensure the quality of respective deliverables, reports, and feedback on technical capacity assessment of national and state governments.
5. Support and oversight the implementation of capacity assessment against established.

Expected Deliverables: The Key deliverable under the given assessment includes inception report, mapping of /Report on TCA domain, workshop/consultation report, capacity assessment report including, Situational Analysis report, Training Needs Assessment Report (TNA), Validation workshop, and Final Report.

Timeline:

The consultancy is expected to be completed within 6 months, with the following timeline:

Key Activities and Deliverables Timeline with Payment Schedule

1. Inception of the TOR
   • Deliverables: Inception report
2. Desk review and identification of institutional capacity domain for TCA of national and Subnational government institutions
   • Key Activities:
     1. Conduct consultation with IOM and PMU team.
     2. Conduct consultation with selected government institution.
     3. Map key TCA domains for further assessment in respect to the context and position of the government institution in relation to program and operations management.
     4. Others (to be specified).
   • Deliverables:

• Situational Analysis report
• Report on key/identified TCA Domains
• Payment Schedule: 20%

1. Consultations with critical national and state governments and other stakeholders on key capacity domains and training needs for assessment
   • Deliverables: Workshop report
   • Payment Schedule: 15%
2. Conduct Institutional Capacity and Training Needs Assessment (TNA)
   • Key Activities:

• Develop ICA and TNA tools/questionnaires.
• Pilot assessment tools.
• Develop scoring rubric tool for the assessment.
• Deliverables:
• ICA Report
• TNA Report
• Payment Schedule: 25%

1. Conducted workshop with National & State governments to validate information
   • Deliverables: Validation Report
   • Payment Schedule: 15%
2. Finalization and submission of the final report
   • Deliverables: Final Report
   • Payment Schedule: 25%

Qualification:

• Advanced degree in public administration, development studies, economics, or other social science related field.

Experiences:

• At least 10 years of relevant experience in conducting capacity needs assessments for governments, preferably at the national level in East and Horn of Africa.
• Familiarity with participatory methodologies in the development.
• Demonstrated experience in providing capacity-building support to government institutions.
• Ability to manage human and interpersonal dynamics.
• Good understanding and application of conflict-sensitive communication.
• Excellent conflict-sensitive communication skills.
• Ability to work under pressure and meet deadlines.
• Ability to write analytical reports.
• Excellent community facilitation, coordination, and mentorship skills.
• Familiar with gender and conflict sensitivity to community-based planning.

Desirable Competencies

Behavioral

• Takes responsibility and manages constructive criticism.
• Works effectively with all clients and stakeholders.
• Promotes continuous learning and communicates clearly.
• Takes initiative and drives high levels of performance management.
• Plans work and sets goals within the area of responsibility.
• Displays mastery of subject matter.
• Contributes to a collegial team environment.
• Incorporates gender-related needs, perspectives, and concerns and promotes equal gender participation.
• Ability to work independently with minimum supervision.
• High sense of confidentiality.
• Personal commitment, efficiency, flexibility, and drive for results.
• Capacity to work effectively and harmoniously with colleagues from diverse cultures and professional backgrounds.
• Works effectively in high-pressure, rapidly changing environments.
• Ability to work under extreme pressure under challenging conditions while maintaining security awareness.

Technical

• Displays awareness of relevant technological solutions.
• Executes tasks in a timely and accurate manner.
• Coordinates and corresponds clearly and concisely.
• Follows up on tasks to ensure timely completion.
• Seeks to improve efficiency in tracking and monitoring.

Languages:

Fluent knowledge of the English language is required. Knowledge of local languages is an added advantage.