TERMS OF REFERENCE CAPACITY BUILDING PLAN CONSULTANT

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1 TERMS OF REFERENCE CAPACITY BUILDING PLAN CONSULTANT SUMMARY Title Purpose Outputs Expected Duration Reporting To Location Commencement 30 April Completion 22 June Capacity Building Plan Consultant, for Australian Lutheran World Service (ALWS) and the Evangelical Lutheran Church of Papua New Guinea (ELCPNG), partners in the PNG Church Partnership Program (CPP). To facilitate the development of a Capacity Building Plan for the Evangelical Lutheran Church of Papua New Guinea. Two Joint Organisational Assessment workshops designed and facilitated. Introduction and Part 1 of the Capacity Building Plan produced. 28 days Jane Anderson, ALWS Program Officer, Mary Tankulu, ELCPNG CPP Coordinator Lae, Papua New Guinea Please note: Subject to approval of the 18/19 Budget, it is planned that the consultant will continue to work with ELCPNG to produce the remaining three parts of the Capacity Building Plan between July September, governed by a separate TOR and Consultancy Agreement for an expected maximum of a further 36 days duration. INTRODUCTION The Church Partnership Program (CPP), established in 2004, is a successful partnership for development, led by the seven mainline churches in Papua New Guinea, 1 and their Australian church non-government organisation (ANGO) counterparts, with additional leadership and input through the Government of Papua New Guinea (GoPNG) and the Australian Government Department of Foreign Affairs and Trade (DFAT), civil society, the private sector and other development partners. CPP has supported the churches to deliver crucial services to the most remote and disadvantaged communities, and to advocate for good governance in PNG. In July 2016, administration of the CPP became the responsibility of the PNG Governance Facility (PGF), a governance initiative aimed at contributing to security, stability, basic service delivery and inclusive growth for all Papua New Guineans. The PGF is responsible for the design and implementation of most of Australia s governance portfolio under the strategic direction and oversight of the Australian and PNG Governments. In bringing governance activities together under one umbrella, PGF aims to enable greater coherence between, and consolidation of, individual activities, effective gender mainstreaming, smarter administrative, contracting and management processes, and improved knowledge sharing and actions on lessons learned across the governance portfolio. ELCPNG and ALWS have been partners in the CPP since its inception. The CPP is managed through a small office at the ELCPNG National Office in Lae, with a staff of five, led by the CPP Coordinator. The ALWS Program Officer, based in Australia, provides ongoing management support. During 1 Anglican, Baptist Union, Catholic, Evangelical Lutheran; Salvation Army; Seventh-Day Adventist; and United. Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 1

2 Phases 1 and 2, CPP, together with other partners, has supported ELCPNG to strengthen its capacity both the internal management processes of the church and the church s service delivery departments. ELCPNG CPP has taken an indirect approach in the provision of its support. The characteristics of an indirect approach are: CPP s results are those that provide support to ELCPNG to do things and achieve results; ALWS staff work indirectly through PNG staff, not independently; the priority is on support and facilitation for ELCPNG, not action and delivery by ELCPNG CPP; capacity development and promoting self-help are important; ELCPNG and those who work within the church have ownership of their own capacity development. 2 The CPP is now in the first year of Phase 3 which is focused towards achieving a collective church vision: PNG is well-governed, inclusive and prosperous, as God intended. 3 The goal for CPP3 is as follows: By the end of CPP3, Church-initiated collective action leads to improvement in service provision, governance, inclusion and management practice among partner organisations. Partners then replicate their capabilities with communities to build capacity and resilience. 4 The first outcome area for CPP3 is inclusive partnerships, the second is resilient, prosperous communities, divided into the thematic areas of health, education, peace and prosperity, disaster risk reduction, and gender and social inclusion, and the third is an effective, well-managed CPP3. The Design Document for CPP3 and corresponding Implementation Guideline recommend adopting a Joint Organisational Assessment approach to enable CPP3 partners to achieve their capacity development plans with one objective being to build capacity for PNG Churches to potentially assume contract management functions with PGF in the future. 5 This is reflected in the ELCPNG-ALWS Partner Activity Plan (PAP): For the ELCPNG to fulfil the potential of its role within PNG, it requires strengthening. This strengthening relates to the internal management processes of the church (financial management, human resource management, monitoring and reporting, etc) as well as the technical capacity of its service arms and networks. In Phase III, a systematic, documented approach to capacity building will be operationalised through the Joint Organisational Assessment process as well as through assisting church service delivery departments to identify their capacity needs and brokering or providing assistance where needed. 6 Recommendations 9, 12 and 13 in the ELCPNG CPP Phase II Evaluation Report relating to developing agreed definitions and strategies for capacity development, and learning from the implementation of these strategies, were well-received. CPP intends to implement this recommendation, along with the recommendations of a recent KPMG quality audit, in CPP Phase III through Outcome 1.3. The suggested format of Joint Organisational Assessments will be analysed, and the ELCPNG will develop a format and 2 Adapted from Rhodes, D 2008, Australia-PNG Churches Partnership Program Capacity Development, First Draft, June, p CPP3 Design Document, April 2017, p.8. 4 CPP3 Design Document, April 2017, p.8. 5 CPP3 Design Document, April 2017, p ELCPNG-ALWS PAP , p.3. Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 2

3 The PAP states: 8 process for planning, implementing and tracking capacity development (organisationally and programmatically). 7 Outcome Priority Objective Activity Year Activity Outputs 1.3 CPP3 partners achieve their capacity building plans ELCPNG has increased capacity to effectively deliver services Development and implementation of ELCPNG Capacity Building Plan 17/18 By the end of June, ELCPNG has a documented capacitybuilding plan By end of June, ELCPNG has documented how it will measure improvements in capacity By end of June, ELCPNG has demonstrated improvement in 2 measures of capacity By end of June, ELCPNG has implemented 80% of Phase II recommendations relating to capacity building Preliminary work to progress this activity was carried out in January and February. This work consisted of the following: Preparation of a concept paper outlining a Proposed Approach to the Development of an ELCPNG Capacity Building Plan for discussion with key ELCPNG stakeholders. A consultative meeting with those key ELCPNG stakeholders to present the proposed approach, to seek their input and their approval to proceed with consultative planning to implement the proposed approach. The formation of a Joint Organisational Assessment (JOA) Committee to plan the next steps. The members of the JOA Committee include: General Church Secretary (Chair), Assistant Project Office, Women s Division Director, Church Planner, Advisor Vision 2020 Reform Agenda Implementation, ELCPNG CPP Coordinator, ELCPNG CPP Program Officer. Other ELCPNG Officers may also be invited to meetings. One of the decisions of its first meeting was to engage a consultant to work alongside a designated member of ELCPNG to co-design and co-facilitate the approach that has been agreed. The JOA Committee also decided the stages in the approach that can be achieved before the end of June, and those which will need to continue in the next financial year, commencing July. ACTIVITY DETAIL The Consultant will be recruited to design and facilitate a series of workshops that comprise a Joint Organisational Assessment (JOA) process, adapted for the ELCPNG context, and to draft the ELCPNG Capacity Building Plan that will be the output of the JOA process. The Proposed approach to develop an ELCPNG Capacity Building Plan concept paper provides the basis from which this TOR has been developed and should be read in conjunction with the TOR. There are two foundational activities for the development of the Capacity Building Plan: 1. The development of a shared understanding of the concept of capacity to enable stakeholders to use a shared language for talking about capacity building; 7 ELCPNG-ALWS PAP , p ELCPNG-ALWS PAP , p.6. Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 3

4 2. The development of a Theory of Change in relation to capacity building. The four focus areas for the Capacity Building Plan are: 1. Strengthening ownership and management of CPP by ELCPNG; 2. Strengthening Departmental/Divisional capacity to improve ELCPNG program quality; 3. Strengthening capacity to do gender equality work; 4. Strengthening governance and administrative capacity at District 9 level. As the JOA will be implemented in stages the foundational activities, and then according to each of the focus areas the ELCPNG Capacity Building Plan will also be developed in a staged manner. It is envisaged that the nature of the engagement with the consultant will be collaborative and will in itself be an opportunity for capacity development. The JOA Committee will assign a member of ELCPNG to work alongside the consultant in the design, workshop facilitation and drafting of the Plan. Subject to approval of the 18/19 Budget, the consultant will continue to work with ELCPNG to produce the remaining three parts of the Capacity Building Plan between July September, governed by a separate TOR and Consultancy Agreement. Methodological Approach As outlined in the Proposed Approach to Develop an ELCPNG Capacity Building Plan document, it is envisaged that the methodological approach will draw on the following, taking the context into account: Capacity development research 10 Theory of Change methodology 11 Joint Organisational Assessment process 12 Gender Audit tools. 13 DELIVERABLES AND TIMEFRAME FOR 2017/18 It is anticipated that these deliverables will be provided through a maximum engagement of 28 days. The specific dates will be negotiated. Deliverable Task Days 14 Timing Read background documents to achieve an understanding of the context for the development of an ELCPNG Capacity Building Plan and carry out preparation and preliminary discussions. 4 days May 9 There are 17 Districts that make up the ELCPNG structure each with its own governance and administrative structure. 10 For example, Report-2008.pdf, and Rhodes, D 2014, Capacity Across Cultures: Global Lessons from Pacific Experiences, Inkshed Press: Ballarat. 11 For example, 12 For example, wed=y and 2.pdf 13 For example, 14 The days allocated are flexible within the maximum engagement of 28 days. Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 4

5 Design of the Foundational Workshop Design a workshop for selected participants to achieve the expected outputs: a. A shared understanding of the concept of capacity (its elements). b. A model or a story about how capacity changes a Theory of Change that will be rooted in contextual understandings of how change happens. This would be ELCPNG s story of how and why the capacity of ELCPNG will be different because of the action it decides to take and implement. Workshop design to be carried out in collaboration with the ELCPNG member assigned by the JOA Committee. Participant selection, dates and logistical organisation to be carried out in collaboration with the ELCPNG member assigned by the JOA Committee, and the ELCPNG CPP Coordinator. Submit the workshop design to ALWS Program Officer and ELCPNG Coordinator for feedback. 5 days May Facilitation of the Foundational Workshop Facilitate the workshop. 4 days May Introduction to the ELCPNG Capacity Building Plan - documentation of Foundational Workshop outputs Design of a JOA Workshop for Focus Area 1: strengthening ownership and management of CPP by ELCPNG. Write-up the Foundation workshop outputs. This will form the Introduction to the ELCPNG Capacity Building Plan. Submit the draft Introduction to the ELCPNG Capacity Building Plan to the JOA Committee and ALWS Program Officer for feedback, before producing the final version for further communication by the JOA Committee with workshop participants and other stakeholders. Design a JOA Workshop to achieve the expected outputs: a. An assessment of factors that would strengthen ownership and identify the steps need to be taken to achieve this. b. An assessment of ELCPNG CPP Office capacity in each of the following areas: - Identity and governance this is linked to ownership - Program Management the process for developing the PAP, implementation plan and associated budget - Networks and partnerships - Administration and information management - Monitoring, evaluation and learning - Financial management 3 days May 5 days May/June Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 5

6 - HR Management Develop a series of structured questions from which it will be possible to set a benchmark, identify priority actions to strengthen capacity, and indicators to measure change in capacity. c. An assessment of how ELCPNG CPP can be further integrated into the proposed ELCPNG Support Services Unit. This will be a preliminary step in a planned/staged process towards realising the long-term aspiration of a wholly church-owned and managed CPP in PNG. Workshop design to be carried out in collaboration with the ELCPNG member assigned by the JOA Committee. Participant selection, dates and logistical organisation to be carried out in collaboration with the ELCPNG member assigned by the JOA Committee, and the ELCPNG CPP Coordinator. Submit the workshop design to ALWS Program Officer and ELCPNG Coordinator for feedback. Facilitation of JOA Workshop for Focus Area 1 Part 1 of the Capacity Building Plan Facilitate the workshop 4 days May/June Write up the outputs of JOA Area 1 outputs. This will form Part 1 of the ELCPNG Capacity Building Plan. Submit the draft Part 1 of the ELCPNG Capacity Building Plan to the JOA Committee and ALWS Program Officer for feedback, before producing the final version for further communication by the JOA Committee with workshop participants and other stakeholders. 3 days May/June PROPOSED DELIVERABLES AND TIMEFRAME FOR /19 These are included to provide a full picture of the scope of the work and will be further refined based on learning from the experience of the Foundational Workshop and the JOA Focus Area 1 Workshop and will be dependent on decisions in relation to which Departments/Divisions and Districts want to participate. As already indicated, this work will be governed by a separate TOR and Consultancy Agreement to be drawn up once the /19 Budget is approved by the PGF. The sequence for the JOA workshops for Focus Areas 2, 3 and 4 will be prioritised by the JOA Committee. Deliverable Task Days Timeframe Design of a JOA Area 2: Strengthening Departmental/Divisional capacity to improve ELCPNG program quality Design a JOA Workshop to achieve the expected output: a. An assessment of leadership, teamwork, commitment and the technical capacities (Program planning and design, Program implementation, Monitoring and 5 days July-Sept Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 6

7 evaluation) of those with responsibility for planning, implementing and monitoring ELCPNG Programs in the Departments/Divisions. Develop a series of structured questions from which it will be possible to set a benchmark, identify priority actions to strengthen capacity, and indicators to measure change in capacity. Workshop design to be carried out in collaboration with the ELCPNG member assigned by the JOA Committee. Participant selection, dates and logistical organisation to be carried out in collaboration with the ELCPNG member assigned by the JOA Committee, and the ELCPNG CPP Coordinator. Submit the workshop design to ALWS Program Officer and ELCPNG Coordinator for feedback. The JOA Committee will need to agree the process for determining which Departments/Divisions want to participate in capacity building to strengthen the quality of their programs. Facilitation of JOA Area 2 Part 2 of the Capacity Building Plan Facilitate the workshop. 4 days July-Sept Write up the outputs of JOA Workshop for Focus Area 2 outputs. This will form Part 2 of the ELCPNG Capacity Building Plan. Submit the draft Part 2 of the ELCPNG Capacity Building Plan to the JOA Committee and ALWS Program Officer for feedback, before producing the final version for further communication by the JOA Committee with workshop participants and other stakeholders. 3 days July-Sept Design of a JOA Area 3: Strengthening capacity to do gender equality work Design a workshop to achieve the following outputs: a. An assessment of the political will - the level of commitment / intention within the church (among its leaders at national and district level, departmental program officers, and staff of its institutions) to change unequal gender relations / achieve gender justice e.g. by living the Theology of Gender Equality; b. An assessment of the organisational culture of the church; c. An assessment of how gender is mainstreamed into program design, 5 days July-Sept Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 7

8 implementation, monitoring and evaluation; d. An assessment of technical capacity. Develop a series of structured questions from which it will be possible to set a benchmark, identify priority actions to strengthen capacity, and indicators to measure change in capacity. Workshop design to be carried out in collaboration with the ELCPNG member assigned by the JOA Committee. Participant selection, dates and logistical organisation to be carried out in collaboration with the ELCPNG member assigned by the JOA Committee and/or Gender Working Committee, and the ELCPNG CPP Coordinator. Submit the workshop design to ALWS Program Officer and ELCPNG Coordinator for feedback. Facilitation of JOA Area 3 Part 3 of the Capacity Building Plan Facilitate the workshop 4 days July-Sept Write up the JOA Area 3 outputs. This will form Part 3 of the ELCPNG Capacity Building Plan. Submit the draft Part 3 of the ELCPNG Capacity Building Plan to the JOA Committee and ALWS Program Officer for feedback, before producing the final version for further communication by the JOA Committee with workshop participants and other stakeholders. 3 days July-Sept Design of a JOA Area 4: Strengthening governance and administrative capacity at District level. The content of the JOA workshops for District level officers will need to be determined in consultation with the ELCPNG Planning Unit. Possible content could include the following: - Identity and governance - Program management - Networks and partnerships - Administration and Information management - Monitoring, evaluation and learning - Financial management - HR Management Develop a series of structured questions to set a benchmark, identify priority actions to strengthen capacity, and indicators to measure change in capacity. Submit the workshop design to ALWS Program Officer and ELCPNG Coordinator for feedback. 5 days July-Sept Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 8

9 Facilitation of JOA Area 4 Part 4 of the Capacity Building Plan A decision will be needed whether to start with one District as a pilot, and which District, and then roll out to others in a planned staged process. Facilitate the workshop. 4 days July-Sept Write up the JOA Area 4 outputs. This will form Part 4 of the ELCPNG Capacity Building Plan. Submit the draft Part 4 of the ELCPNG Capacity Building Plan to the JOA Committee and ALWS Program Officer for feedback, before producing the final version for further communication by the JOA Committee with workshop participants and other stakeholders. 3 days July-Sept COSTS AND REMUNERATION ELCPNG CPP / ALWS will cover the cost of local and international travel including the cost of a business visa if required, accommodation and meals for the Consultant. ELCPNG CPP / ALWS will organise travel and accommodation for the Consultant. For this consultancy, ELCPNG CPP / ALWS will pay the Consultant professional fees at an agreed rate. The Consultant will invoice ALWS on the completion of the specified deliverables for 17/18. COMMUNICATION The main point of contact is ALWS PNG Program Officer Jane Anderson, janea@alws.org.au, , or The CPP Coordinator Mary Tankulu is the other point of contact, coordinator@cpp.elcpng.org, REQUIREMENTS The individual should possess the following: Essential Knowledge of capacity development within the context of aid and development programs Proven experience of designing and facilitating Theory of Change processes/workshops Proven experience of designing and facilitating capacity development assessment and planning processes/workshops. Proven experience of gender equality work. Proven experience of working collaboratively. Excellent face-to-face communication skills, and the ability to establish trust and rapport with workshop participants in cross-cultural contexts. Demonstrated report writing skills. Desirable Experience of working in Papua New Guinea. Ability to communicate in Tok Pisin. Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 9

10 Experience of working with church groups in the Pacific region. The successful candidate will be required to complete a current Criminal Record Check/provide a current Police Clearance Certificate and sign the Code of Conduct. EXPRESSIONS OF INTEREST Expressions of Interest should: address the Requirements respond to the methodological approach outlined above include a curriculum vitae including the names and contact details of two referees include an expected professional fee rate per day state availability. Further information may be obtained by contacting Jane Anderson on or Candidates are invited to send Expressions of Interest to janea@alws.org.au by Friday 13th April. BACKGROUND DOCUMENTS The following documents are available to candidates by ing janea@alws.org.au The concept paper: Proposed Approach to Develop an ELCPNG Capacity Building Plan The CPP3 Design Document and Implementation Guidelines Relevant sections of the ELCPNG CPP Phase 2 Evaluation Report CPP Theology of Gender Equality Consultancy\ELCPNG Capacity Building Plan Consultant TOR_Final_ docx 10