Country: South Sudan
Closing date: 07 Nov 2016
INVITATION FOR TRAINING CONSULTANCY
Applications are invited from reputable international and national Training Firms or Individual Consultants to conduct training in Project Cycle Management (PCM) for DRC’s programme staff in South Sudan, during the 3rd week of November 2016. The activity aims to equip junior to middle level project management staff with SMART and evolving skills and techniques in project planning & design, proposal writing & budgeting, preparation of quarterly and annual implementation plans, progress and donor reporting, monitoring and evaluation, staff performance planning and appraisal, team management and motivation, communication skills and inter personal relations. The training will be referenced to DRC Program handbook guidelines and will incorporate a post-training performance evaluation activity 3 months following the training, and a Training of Trainers (ToT) component for a few selected senior program managers who will continue to train new program personnel or conduct refresher training for trainees.
The training activity will take place at the DRC Country Office in Juba. The actual training activity is estimated to last 5 days, excluding preparation and travel days. The training shall be conducted by an external firm from within DRC.
Preference is for offers which demonstrate practical oriented training techniques and course content rather than theory and hypothesis. Direct reference shall be made to DRC Program hand book guidelines and tools, as well as from field experiences, and DRC Senior Program and Support personnel shall be incorporated to facilitate some of the sessions with the guidance of the trainer.
BACKGROUND : DRC’s WORK IN SOUTH SUDAN
The Danish Refugee Council (DRC) and Danish Demining Group (DDG) is a humanitarian, non-governmental, non-profit organization founded in 1956 in Denmark which works in more than 30 countries throughout the world, including South Sudan. DRCDDG fulfills its mandate by providing direct assistance to conflict-affected populations, including refugees, internally displaced people and host communities. Under its mandate, the organization focuses on emergency humanitarian response, rehabilitation, post-conflict recovery and humanitarian mine-action.
DRC/DDG commenced work in South Sudan, formerly Southern Sudan, in 2005 and currently provides expertise in camp coordination and camp management (CCCM), community services, protection and the provision of emergency shelter and non-food items in Unity and Upper Nile states. Activities implemented by DRC/DDG are funded Danish public and by project grants from the Danish government and other bilateral and multi-lateral donors including UNHCR, UNDP, ECHO and OFDA.
DRC’DDG’s Vision is that Durable Solutions have been achieved for displaced populations and basic rights are respected. The country programme objectives are to save lives and alleviate suffering among displaced people (IDPs and Refugees) and their hosts; protect, restore and enable access to food security and livelihoods; and to reduce local level conflicts and protect the rights of the displaced.
DRC DDG’s area of focus is the two most conflict affected states of Upper Nile and Unity. At the end of 2015, DRC DDG closed its returnee operations in Northern Bahr el Gazal (NBeG) following a study by DRC which indicated that the returnees had been largely well integrated into the community. DRC DDG now works in 8 locations including 5 key field offices in Maban, Malakal and Melut in Upper Nile, and Pariang and Rubkona in Unity state, targeting a total population of approximately 250,000 people. DRC implements activities under six sectors, namely; Protection, Food Security & Livelihoods, Shelter/NFIs, Camp Coordination & Camp management (CCCM), Armed Violence reduction (AVR) and Mine Action.
RATIONALE FOR PROJECT CYCLE MANAGEMENT TRAINING
Capacity Building/Nationalization is one of the key organizational development measures targeted in the DRC SS Strategic Plan Document (SPD) 2016-2018. In terms of staffing, DRC SS was the largest of DRC’s country missions in Africa and the 3rd largest of DRC’s 30 country missions around the world in 2015 - on the basis of staffing and grants portfolio.
South Sudan, the world’s youngest independent nation since 2011, is plagued by a shortage of qualified and experienced human resource, which is compounded by the dozens of humanitarian agencies operating in the country. It is from this background that DRC in its Strategic Plan for 2016-2018 has prioritized staff capacity building and nationalization, with emphasis on identifying and growing middle level project and department managers and supervisors. Through a training needs assessment process, each field office came up with its annual training and on the job capacity building priorities for different cadres of staff. Some of the trainings are conducted in-house at the field level or in Juba, and a few specialized short courses for individual staff in the greater East Africa. For much more popular courses like PCM which cut across all field locations, they are facilitated in Juba by external consultants.
DESCRIPTION OF THE TRAINING ACTIVITY
1. Objective
Junior to middle level project management staff are equipped with and evaluated for SMART and evolving skills and techniques in risk averse and evidence based project planning, design and implementation concept, proposal writing & budgeting, preparation of quarterly and annual implementation plans, donor contractual compliance, progress and donor reporting, monitoring and evaluation, staff performance planning and appraisal, team management and motivation, communication skills and inter-personal relations. The training package will incorporate a ToT for a small team of senior managers who will continue to replicate the course through in house training.
2. Key tasks/activities
Proposed activities include (but not limited to)
- Pre training assessment of trainees in advance of the training: Names and contacts of participants with their profiles will be availed to the trainer in advance. The trainer will design a pre training assessment questionnaire and administer it via a survey monkey. The training course will comprise of two packages; a primary package for 20-25 PCM trainees, and a secondary ToT package for 5-6 senior managers.
- Preparation of the training course –to be informed from the results of pre-training assessment: Based on the results of the survey, the trainer will tailor and prepare training packages for the PCM trainees and a ToT for the senior managers. The training will be referenced to DRC Program design and implementation hand book guidelines which will be shared with the trainer in advance.
- Skills training –seminar presentations, case studies, demonstration sessions, team building exercises and group activities, etc: The main PCM course to be conducted in Juba over a period of 5-6 days; followed by a supplementary ToT course for 2-3 days. Total 7-9 or 10 days.
- Post training evaluation – immediately at the end of the training: An evaluation to measure immediate learning retention will be conducted by way of monkey survey, separately for both PCM and ToT participants.
- Award of certificates to trainees: A competency certificate shall be awarded to participants who will have successfully attended the training and passed the post training evaluation exercise- spate certificates for the two categories –PCM course and ToT course.
- Post training performance evaluation – 3 months after the training: The trainer working with ToT managers will guide respective line managers to review performance plans of PCM participants and conduct evaluations 3 months after the training to test application of learning from the coursework.
3. Training Outputs
Outputs from the training to include (but not limited to):
- Pre training survey report.
- Materials literature hand outs on PCM.
- Full training report and post training evaluation/survey report.
- Tailor made ToT handbook
- Individual post training performance plans and evaluations.
- Certificates to be awarded to participants- PCM and ToT
4. Summary Profile of Staff to be trained –Project Cycle Management (PCM)
(A breakdown of the profiles of the various cadres of staff shall be availed to shortlisted candidates for the consultancy later on)
About 20-25 staff will be trained. The general skill and education level of the staff to be (re)trained is Bachelors- Science and Humanities, with a few Masters level and a few Diploma level. Mean experience 3-6 years, of which 1-2 with DRC. The training will be conducted in English language. Note that all cadres manage human resource and are hence responsible for performance planning and appraisal of their supervisees.
5. Proposed Training Content/Syllabus –PROJECT CYCLE MANAGEMENT
The prospective consultant should propose competitive and SMART cutting edge course content. The training course should include, but is not limited to the themes stated below. The delivery of the coursework should be as practical as possible and shall integrate factual presentations by DRC senior program and program support personnel referencing DRC Program Handbook tools and field case studies and experiences.
Detail of areas of emphasis for PCM training shall be availed to shortlisted candidates for the consultancy. The outline should be based on Log frame approach with emphasis on risk averse and evidence based programming:
THEMES: Pre training evaluation; Definitions and introduction of Project Cycle Management with reference to DRC Program handbook; The Project Life Cycle; Project Conception and Inception; Project Planning; Implementation and Monitoring & Evaluation; Competencies with reference to DRC’s new 5 competency areas; Budgeting , budget expenditure and budget monitoring and tracking; Procurement planning and tracking; Post training evaluation; Post training performance evaluation
6. Proposed Training Content/Syllabus –ToT
The consultant should propose a SMART ToT course for a few senior managers who will continue to train new Project Management Personnel as well as carry out refresher trainings. The course should be designed to help experienced Managers (Program and program support) to improve course design and facilitation skills to deliver more impactful training and capacity building activities.
7. Proposed Training Timetable
The actual training duration for the PCM course is estimated to last 5-6 full days in the last week of November 2016. This excludes at least 2 days of travel with setting out of the timetable and fine tuning the timetable. The PCM training will be followed by 2-3 days ToT. The training will be conducted at a suitable venue in Juba. Upon arrival in Juba, the trainer will spend time in consultation with the lead HR and Programme Management Focal point persons to be able to fine tune the timetable in line with areas of emphasis expressed by the Team, and to arrange the training venue.
8. Risks/assumptions
The political and security situation in Juba and South Sudan remains fluid. It is assumed that the situation prevailing as at October 2016 will remain at status quo or improve.
TERMS AND CONDITIONS
1. Coordination of the training
The training activity will be coordinated by the DRC HR Coordinator in consultation with the Program Coordinator. Both are based in Juba.
2. Travel and Accommodation
DRC will cater for international travel (visa + economy class tickets) of the principal consultant and a maximum of two trainers to and from Juba, as well as necessary overland travel within Juba/South Sudan. Modest accommodation will be provided to the Consultant and her/his team at the DRC guest house or suitable options in Juba, and a per diem to cater for their basic meals and refreshments.
3. Health/Medical/Accident cover
The trainer is responsible for their own travel and health/medical/accident cover and that of their team members. While travelling in DRC transport, the trainer will sign a waiver absolving DRC from any third party liabilities.
4. Training materials and services
DRC will be responsible for training materials and services namely; access to internet, stationery, printing and photocopying, LCD projector, and meals + refreshments. The trainer will provide the training course material: brochures/catalogues, hand outs and training certificates. They will also cater for their own personal computer needs.
5. Payment
90% of the consultancy sum will be paid upon completion of training, conducting the post training evaluation, award of certificates of participation and submission of the training report with full course content in electronic version and 3 printed volumes. 10% will be retained and released following execution of post training performance evaluation –estimated to be 3 months following completion of the training. Payment will be in USD currency to the consultant’s bank account and upon presentation of an invoice backed up with completion certificate from the DRC course focal point persons. The Consultant is responsible for paying all taxes and levies (in country and out of country) relating to the consultancy fee.
6. DRC Code of Conduct
The trainer(s) will sign onto and comply with DRC code of conduct, and other conditions including security protocols in force at the time.
APPLICATION PROCEDURE
Submission of Expressions of Interest
Expressions of Interest (EoI) are invited from qualified institutions or individuals – South Sudanese and International - from 22 October 2016 to 7th November 2016. Submit the EoI to hr.coordinator@drc-ssudan.org
Applicants should have not less than 5-7 years continuous and practical experience in training and strategy planning (of which at least 2-3 years should be at international level away from the consultant’s own premises/institution) with demonstrated knowledge and experience in dealing with UN and Humanitarian agencies in precarious security situations.
The offers shall be in English language delivered electronically, and clearly marked “Proposal to conduct Project Cycle Management Skills Training for DRC staff in South Sudan”
The expression of interest should comprise:
(a) Technical offer and
(b) Financial offer:
A. Technical offer:
The technical offer shall be in three parts:
- Up to date profile of the institution/individual consultant with location, registration/ accreditation status and curriculum vitae of the principal trainer and other key personnel who may be assigned to this job, detailing experience in conducting similar trainings.
- A schedule of similar training jobs (including international, and also on going) executed in the recent 2-3 years – name and contacts of client, date of completion, contract portfolio in USD, etc)
- Job proposal (max 8-10 pages), outlining proposed training course (separated into PCM and ToT), methodology and resources to be deployed to execute the job, with a tentative training calendar for the training in Gantt chart format.
B. Financial offer:
A detailed cost proposal of the training activity, taking into account costs to be borne by DRC (see #4.2-4.5 above – under Terms and Conditions).
Need further information?
For further information about the Danish Refugee Council, please consult our website www.drc.dk
How to apply:
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