TERMS OF REFERENCE FOR SERVICE CONTRACTING

Transcription

1 TERMS OF REFERENCE FOR SERVICE CONTRACTING Assignment Technical support for the deployment of Syrian Volunteer Administrative Assistants to support Formal Education and Nashtati Project (MoE After School Program) in double-shift schools, including the Catch-Up Program, and single shift schools. Location All Governorates Duration Nationality 12 months Jordanian Reporting to Chief of Education 1. JUSTIFICATION/BACKGROUND In its efforts to improve the livelihoods of vulnerable Syrian refugees in Jordan, UNICEF advocated with the Ministry of Education for the deployment of Syrian volunteers in morning and afternoon schools, to provide school teams with the needed administrative support. The volunteers will mainly engage in organizing students movements in and out of the classrooms, distributing healthy snacks to the school students, assisting in the distribution of textbooks and stationary, informing the school principals of challenges facing the children during school hours in addition to undertaking other tasks as the school principals deem suitable. UNICEF initiated the recruitment process of 180 Syrian volunteers in September 2017, which was completed end of October To date, a total of 180 volunteers have been assigned to morning and afternoon schools across Jordan. The volunteers are paid a monthly salary based on the number of working days and according to attendance sheets provided by the Ministry of Education and Nashatati focal points. 2. OBJECTIVE AND UTILITY Under the direct supervision of the school principals and Nashatati focal points, and with the technical support of UNICEF Education Section, the Syrian volunteers will provide the needed administrative support requested by the school principals to the teaching staff as well as to the children enrolled in formal school, the Catch-Up Program and the Nashatati Project. The Syrian volunteers will help make sure that challenges facing students on daily basis during school hours and during the after-school project are being met. 1 P a g e

2 3. METHODOLOGY AND CONTRACTOR WORK ASSIGNMENT The contractor shall be responsible for reviewing the performance of the recruited Syrian volunteers for the past three months (October-December 2017), in coordination with UNICEF. The contractor shall be responsible for renewing the contracts for the 180 Syrian volunteers and/or recruit replacements, based on performance evaluation provided by the school principals through the Ministry of Education and the Nashatati focal points, in collaboration with UNICEF. The deployment of Syrian volunteers will be divided between double-shifted schools and single shift schools running Nashatati to support the assigned teachers with the admin work. The contractor shall consult with UNICEF on the recruitment process and make use of the deployment process guidelines developed by UNICEF The contractor shall be responsible for monitoring the performance of volunteers who will be deployed in schools as of January 2018, for the remainder of the academic year. The contractor shall be responsible for evaluating the performance of the Syrian volunteers towards the end of the academic year based on feedback provided by the school principals through the Ministry of Education and the Nashatati focal points. The contractor will make sure that each Syrian Volunteer signs the Code of Conduct prepared by UNICEF. The contractor shall be responsible for securing work permits from the Ministry of Labour, based on a process agreed upon with UNICEF. The contractor will make sure that the Syrian volunteers are assigned to schools that are the closest to where they live, in collaboration with UNICEF. The contractor shall provide UNICEF with attendance lists by the end of each month certified by the Ministry of Education for the double-shifted schools and the Nashatati focal points for the single-shift schools. Based on the attendance sheets, the contractor shall provide UNICEF with excel sheets showing deductible amounts and allowances, including health insurance, due to each of the Syrian volunteers, based on which UNICEF will proceed with the salary transfers. Each volunteer will receive a flat remuneration of 190 JD/month, excluding of health insurance. For the double-shifted schools, working hours will be from 12:30 pm to 4 pm from Sunday to Thursday and from 9 am to 11 am on Saturdays. For the single shift schools, working hours will be from 12 pm to 4pm from Sunday to Wednesday and from 8:30 am to 1 pm on Saturdays. The contractor will be paid a percentage against the management of school volunteers contracts as administrative fees. UNICEF has no legal liability towards the school volunteers hired by the contractor. 4. Activities to be completed by contractor The contractor shall deploy 180 volunteers in double-shift schools and morning shift schools as detailed in point 3. In conjunction with UNICEF, conduct training for the 180 school volunteers on their roles and responsibilities in the schools. 2 P a g e

3 The Contractor shall conduct frequent monitoring visits for sight supervision of the school volunteers. These visits will be reported back to UNICEF through a regular monthly progress reports. 5. EXPECTED DELIVERABLES The contractor is expected to deliver the following: Recruit and manage the deployment of 180 school volunteers and attend to the everyday challenges in close coordination with the school principals and the Nashatati focal points, keeping UNICEF informed always; Train recruited volunteers on their roles and responsibilities (basic training of 2 to 3 hours). Trainings should be closely coordinated with UNICEF. Undertake regular monitoring visits to supervise the performance of the volunteers in the schools and ensure that the deployed volunteers are in schools and monitor their absence; Throughout the validity of the contract, provide monthly reports and attendance sheets by the end of each month duly completed to facilitate payment; Throughout the validity of the contract, coordinate with MoE focal points to receive attendance sheets of Syrian volunteers working in double-shift schools Throughout the validity of the contract, coordinate with Nashatati focal points to receive attendance sheets of Syrian volunteers working in double-shift schools Recruit new school volunteers, when and if needed, (e.g., in the event of a resignation or poor performance); Renew and/or recruit 180 school volunteers for the next academic year. Each payment is subject to the receipt of: a. Approved deliverables b. Certified invoice 6. Timeline: 3 P a g e

4 Deliverables Location Target Date 1. Renew recruitment and deployment of the 180 Syrian volunteers, including signing the Code of All governorates Month one Conduct and training. 2. Field visits to monitor the performance of Syrian volunteers in the schools. 3. Duly completed monthly reports at the end of each month (documenting interviews, shortlisting and selection process, etc.) 4. Duly completed attendance sheets certified by MoE and Nashatati focal points 5. Duly completed excel sheets of Syrian volunteers, showing exact amounts to be paid to each month. 6. Renew recruitment and deployment of 180 volunteers for the next academic year 2018/2019, adopting the same process and improving as per lessons learned. 7. Final report for the entire consultancy (documenting process, lessons learnt and recommendations) All governorates All governorates month five month twelve month twelve month five Month eight Month twelve 8. Syrian Volunteers Scope of Work: The 180 Syrian volunteers will be deployed in double-shifted schools and morning shift schools based on needs and availability. The deployment will be closely collaborated with UNICEF Education Section. 8.a.i Double-Shifted Schools: Provide continued support to school principals and teaching staff as follows: Assist in lining up the children in the morning queue and organizing the students movement in and out of their classrooms, without instances of violence and bullying. Check students attendance and follow up on absent and drop-out students in coordination with the school counsellor. Follow up on cleanliness of classrooms and school yards during and after the recess time. Assist in the distribution of textbooks and stationery to students and teachers. Help students during their presence in various school facilities) e.g. libraries, science and computer labs, etc.) and in the preparation of lists of resources needed for student use in these facilities. 4 P a g e

5 Assist students with disabilities and learning difficulties in classrooms and school yards. Inform the school principal of any problem or threat that may affect the teachinglearning process, e.g. violence, delay, etc. Administratively support PTAs and Students Parliaments/Councils. Assist KG teachers in the daily reception and exit of children. Any other administrative tasks identified by the school principal. 8.a.ii Single shift schools: Provide continued support to teachers assigned to the Nashatati as follows: Assist in bringing the target students for the session s right after the end of the school classes on the agreed days of session (4 Days a week, 2 sessions per each group of 50 students). Check and follow up the attendance requirements of the teachers. Verify students attendance of the sessions during sessions complying for the M&E requirements of the programme. Manage the custodianship of stationary provided by GFP to school and ensure that it is well stored and maintained. Help the 2 teachers and the 2 volunteers with the session s preparations and implementation. Any other administrative tasks related to the programme identified by the programme representatives at schools (School principal, teachers, volunteers) or the Field Coordinator at the directorates. 8.b. Reporting: 8.b.i Double-Shifted Schools: Share information with school principals, and/or assistant principals on weekly and monthly basis; Ensure close coordination with school principals and/or assistant principals on day-to-day tasks and challenges; Provide school principals and/or assistant principals with weekly and monthly reports on: o Tasks completed o Challenges encountered and solutions provided o Daily attendance o Drop out cases o School Violence cases o New and current enrolment o Any other pressing issues Report to UNICEF Education focal point, in case of major unresolved issues and problems faced in school. 8.b.ii Single Shift Schools 5 P a g e

6 Report to the Nashatati focal points on daily basis on attendance and absence of children taking part in the after-school activities Report to Nashatati focal points on weekly and monthly basis on: o Daily tasks completed o Challenges encountered and solutions provided o Drop out cases and reasons for drop out of the Nashatati program. o Any other pressing issues. Report to UNICEF Education focal point in case of major unsolved issues and problems faced in school 8.c. Qualifications and experience of the volunteers 1. Preference will be given to holders of BA degrees related to education. 2. A first level university degree (Undergraduate) is not compulsory. Masters education is an asset. Good mastery of Arabic required and working knowledge of English is an asset. 3. Priority in selection will be given to persons with practical experience in school education. 4. Priority in selection will be given to parents whose children are registered in the same school. 5. Good inter-personal communication skills and team work. 6. Willing to work voluntarily for vulnerable people in Jordan 7. Syrian nationality. 8. UNHCR Card is a must. 9. Security clearance card issued by Ministry of Interior is a must. 9. OFFICIAL TRAVEL INVOLVED Intensive travel to all governorates will be required. 10. DESIRED QUALIFICATIONS, SPECIALIZED KNOWLEDGE OR EXPERIENCE The contractor should be registered with the government of Jordan to operate. The contractor must have at least three years in provision of personnel recruitment, deployment and overall management provided that the contractor has a general understanding and is familiar with the work of the education sector Good track record with United Nations Agencies, International NGOs or International companies is preferred. 11. PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS Deliverables submitted on time Complete coverage of all targeted schools Quality of data analysis Quality field monitoring of the Volunteers Quality of report 6 P a g e

7 12. FREQUENCY OF PERFORMANCE REVIEWS Every two weeks minimum 13. CALL FOR PROPOSALS Financial and technical proposals will need to be submitted separately. Financial proposals to include costs related to remuneration to School Volunteers and contractor s management costs. The technical proposal should include: Detailed methodology, with demonstrated understanding of the scope of the assignment Work plan with detailed timeline Composition of team Detailed schedule for data collection Minimum of 3 samples of previous work led by the proposed project leader CV of key team members with assurance letter that team members are fully committed to undertake the assignment 14. INDICATION OF HEALTH STATEMENT AND CERTIFICATE OF GOOD HEALTH HAS BEEN RECEIVED PRIOR TO SIGNING THE CONTRACT (for consultants/individual contractors traveling with UNICEF or working in UNICEF Office) 15. UNICEF RECOURSE IN CASE OF UNSATISFACTORY PERFORMANCE If the contractor for any reason did not deliver the work as agreed the consultant must return any previous payment received. 16. INDICATION THAT THE CONSULTANT/INDIVIDUAL CONTRACTOR HAS RECEIVED A COPY OF THIS DOCUMENT OR. ALTERNATIVELY, AN EXPERT OF RELEVANT PROVISIONS INCLUDING THOSE CONCERNING LEGAL STATUS, OBLIGATIONS AND TITLE RIGHTS. 17. CONDITIONS - The contractor will work using own computer(s)/tablets and use its own office resources and materials in the execution of this assignment. The contractor s fee shall be inclusive of all office administrative costs - The contractor will use its own means of transportation 7 P a g e