FAWE REGIONAL OFFICE ORGANISATIONAL DEVELOPMENT (OD) ROADMAP FOR MCF PROGRAM IMPLEMENTING CHAPTERS & RS

Transcription

1 FAWE REGIONAL OFFICE ORGANISATIONAL DEVELOPMENT (OD) ROADMAP FOR MCF PROGRAM IMPLEMENTING CHAPTERS & RS Introduction: The Forum for African Women Educationalists (FAWE) is a Pan-African non-governmental organization, led by African women working for equality and equity in education across the continent with headquarters in Nairobi, Kenya. FAWE envisions a world in which gender disparities in education are eliminated and all African girls access education, perform well and complete their studies. FAWE s mission is to promote gender equity and equality in education in Africa by fostering positive policies, practices and attitudes towards girls education. In pursuit of our mission, FAWE works through the National Chapters to support girls to access education, stay in school and complete the education cycle. FAWE has designed a comprehensive scholarship package which enable bright students from poor and disadvantaged backgrounds access quality education and as a result, transform their lives. Over the years, we have supported girls to transition well from their formal education into engaging in gainful employment and are now in a position to fend for their families and improve their communities at large. Background: FAWE Regional Secretariat (RS) has been implementing the MasterCard Foundation Program for the past three years in Ethiopia and Rwanda. In the course of that period we have continued to provide hands-on technical expertise and program support to the two implementing chapters. While the bulk of the experience has been positive, there has also been a number of challenges that we have faced that point to issues in the organizations capacities to provide effective leadership and maintain solid structures for sustainability. These two aspects are fundamental for the network s ability to make a lasting impact in the communities they serve and as such, the regional office would like to strengthen the Chapters capacities in these aspects in order to ensure that the long term program we are implementing yields far reaching results for the long term. In 2016, Uganda Chapter will be implementing a Scholars Program funded by MCF which will likely also lead us to forge a closer working relationship with the Chapter and we prudently anticipate that there will be OD challenges that may be revealed to us in the course of this partnership. In order to ensure that we do not wait to be reactive to the Uganda s possible challenges, we plan to include them in this initial framework in order that they gain an advantage when they start to implement their program.

2 FAWE RS proposes to embark on an organizational development process that will be a deliberate change process aimed at molding a strong and sustainable network. Starting with strengthening the Regional Secretariat, and the current implementing chapters of the Foundation s Scholarship program i.e. Rwanda, Ethiopia and Uganda, we hope to replicate the process to other chapters in the FAWE network. In order to undertake this task successfully we shall engage an OD firm that can provide holistic support to the Chapters in strengthening their systems and structures. PROGRAM AIM: Support the FAWE MCF Program implementing Chapters (Ethiopia, Rwanda and Uganda) as well as the FAWE Regional Office in a process of organizational strengthening and development in order to raise and sustain their organizational health and program performance. SPECIFIC OBJECTIVES: In our bid to increase sustainability and competence, our organizational strengthening efforts will be undertaken over a period of six months and will seek to: 1. Build institutional systems and structures that fosters efficiency and effectiveness in service delivery including: a. review financial and operational management policies and systems to ensure they promote transparency and accountability b. Review and strengthen the human resource management structures, systems, practices and policies in order to create and support high performing team 2. Increase the organization s ability to maintain and sustain itself elements of governance structures, organizational learning and development processes, external relations and financial autonomy INTERVENTION PROCESS: This program will target the organizations as a whole specifically looking at making needed changes in the organization to better support employees in performing their roles. We shall do this by developing and implementing an organizational performance improvement strategy. There will also be aspects of looking at individuals and building their knowledge and skills to perform better but this will be in support of the institutional changes needed to improve the organisation. Most critically, we shall purpose to review and strengthen the organisations governance systems and structures to ensure there is effective succession planning and effective oversight and custodian of the overall mission and vision.

3 We shall work with the consultant to customise an institutional assessment tool that especially looks at the areas of the organizations: Oversight and Vision/governance Management Resources Human Resources Financial Resources External Relations/Resources We shall then use the results of this assessment to design and implement an improvement strategy over the coming months. The essential steps in the organizational strengthening and development process will be continuous and as represented in the figure below:

4 Organisational Assessment (based on an agreed tool) identifying and sharing good practice, both internally and externally developing a clear vision for improvement and action planning monitoring, reviewing and evaluating progress Obtain and sustain stakeholder agreement and involvement (staff and board engagement) development of technical assistance package that includes mentorship, trainings etc implementing and managing the change interventions in the organsiation designing the frameworks needed to deliver change e.g. clear outcomes and measures to track and evaluate progress

5 SCOPE OF WORK This consultancy is divided up into 3 core functions, which are represented below: Partner Organizational Assessments Using an organizational assessment tool to be jointly agreed upon, we expect that the first month of the consultancy will focus on organizational assessment and identification and prioritization of improvement plans for all the participating chapters and RS. The assessment report will be presented to the respective FAWE boards with the presence of FAWE RS. Organizational Development (OD) Technical Assistance This refers to the provision of OD assistance as needed, in support of the post-assessment organizational strengthening processes for all 3 Chapters as well as the FAWE Regional Office. OD support and capacity building may also be extended to the RS team as required, and will be considered for review at the time of the SOW development. The areas of focus we already anticipate needing support include but are not limited to: Organizational structure reviews Staff skills review and assessment Realignment of staff roles and responsibilities (organogram review) Policy reviews and development Human resource systems and practice review and strengthening Governance and succession planning Founder Mentorship Resource mobilization and partnership development, Strategic and annual planning and reviews Communications and media relations Documentation and Learning This refers to an allocated amount of time to support documenting and harnessing learning related to the Chapter OD process and then submitting these to the RS team for periodical review as needed. TIMEFRAME The period of performance for this will be 6 months beginning May to October 30 th FAWE RS has the discretion of extending the SOW through to the end 2016 with a second 6-month contract, subject to experience and performance during this initial contract as well as the scope and frequency of work related to the improvement plans. DELIVERABLES **This section will be discussed and agreed upon with the consultant once the overall objectives have been agreed upon.

6 Deliverable Description Days Consultancy Workplan Quarterly work-plan mapping out activities and deliverables through the length of the consultancy, considering the breakdown of responsibilities in the scope of work. This will include planning out the following: 2 pre-assessment workshop activities Assessment Workshop Assessment Documentation Assessment Workshops Ongoing OD support to Chapters via calls, , visits etc. Facilitating the Assessment workshops to be conducted for 3 Chapters: FAWE, Ethiopia FAWE, Rwanda FAWE, Uganda Assessment Kit and materials to be organized by consultant in coordination with FAWE RS staff. Third party costs associated with these preparations will be reimbursed at cost by FAWE RS. The Assessment Workshops will require international travel up to but not exceeding 5 days per-chapter. 3 Organizational profiles and Improvement plans OD Technical Support FAWE Meetings Together with the Chapters, the consultant leads the documentation process and ensures final and complete Assessment reports summarizing the deliberations before and during the workshop. Provision of chapter OD assistance as needed, in support of the postassessment organizational strengthening processes. This will include remote and on-site support to partners related to the thematic areas of organizational development sited in the scope of work. Specific activities and their respective deliverables must be included in the work plan as developed quarterly. This may include but not limited to organizational structure review, policy development, coaching and mentoring, regularly scheduled calls with meeting minutes or field visits with trip reports. A regular meeting schedule will be required and incorporated into the work plan. This will primarily be with the OD consultancy review lead during standard business hours and is likely to be every two weeks as a standard, unless the implementation experience requires this to be adjusted. ***A joint update and review meeting will be organized with all the heads of institutions once all the assessments have been conducted and before commencing of the technical support program. *** 3 TBD TBD, 12 estimated. FAWE s responsibilities: The Task Manager for FAWE will coordinate with the consultant and the FAWE Chapters to ensure a quick and efficient consultancy exercise, FAWE will: Provide all required background materials in a timely manner. Be in close working relationship with the Consultant Develop consultancy agreement with the consultant Participate in the development and review of the concept papers and work plans Review and provide feedback to the reports submitted

7 FAWE shall however not be required to provide any administrative services or otherwise to the consultant. Desired Qualifications/Profile of the Consultant Given the diversity of the proposed OD support, FAWE prefers to secure the services of a consultancy firm with the following expertise: Demonstrate a good understanding of organizational change processes Have a good understanding of the organizational assessment process Have knowledge and expertise in working with international and pan African institutions Have experience of working with diverse multi-country network organizations Experience in handling founders syndrome in nonprofit organisations Experience in undertaking consultancy organizational development process Previous knowledge of FAWE and its operations would be useful but is not a prerequisite. Good analysis and writing skills. Reporting The consultant will work closely with the teams from programmes and the Human resources and report to the Senior Programme Coordinating officer at the FAWE RS. There will also be lines of communication with the Organisational Leads at the Chapter level. Submission Interested qualified consultants or consulting firms are requested to submit their detailed expression of interest via electronic means to the following address; LNanzala@fawe.org copying in MMuhwezi@fawe.org no later than April 20 th Subject line should be clearly marked ORGANISATIONAL DEVELOPMENT SUPPORT The application should include: A cover letter A concept note sharing your understanding of the task Proposed methodology and work breakdown schedule Proposed budget Profile of the organization highlighting similar work undertaken Curriculum vitae of the lead consultant