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Information Communication and Technology – ICT Application Development (ICT-AD) Specialist

USAID Regional Intergovernmental Organization System Strengthening Activity

Job Description - STTA

Company Background: The Kaizen Company is an incubator for innovative, scalable solutions that address emerging market challenges and opportunities. Our proven solutions catalyze locally driven organizational and institutional performance improvements and establish communities of practice that facilitate peer-to-peer learning and the achievement of shared goals.

We leverage existing knowledge, technology, and new media, and local peer networks to support local reforms. Since our inception, we have provided support to more than 100 government, private-sector, and non-profit organizations in markets worldwide. We have created solutions that achieve outcomes across a broad range of sectors including education, governance, economic growth, environment and water, energy, and global law enforcement.

Description of Activity: Kaizen is implementing the United States Agency for International Development (USAID) 5-year system strengthening activity for three Regional Intergovernmental Organizations (RIGOs) in East Africa: The Common Market for Eastern and Southern Africa (COMESA); the East African Community (EAC), and the Intergovernmental Authority on Development (IGAD). The aim of the RIGO System Strengthening activity (RIGO-SSA) is to achieve a demonstrable, evidence-based improvement in the organizational systems of COMESA, EAC, and IGAD. The priority systems are the following: financial management, performance management, including monitoring and evaluation (M&E), strategic planning, and donor coordination.

Name of Position: Short Term Technical Expert- Information Communication and Technology – ICT Application Development (ICT-AD) Specialist.

Duration: The assignment is expected to start in April 2021 and is estimated to take no more than 100 days level of effort over five months. 

Description of Position: The ICT – AD will support the implementation of the RIGO System Strengthening activity in Kenya and Eastern Africa. S/he, as a technical lead and systems developer and implementer, is expected to work with all the key stakeholders to ensure the successful completion of specific ICT initiatives. The specific areas of work and expected deliverables for the ICT-AD Specialist are described in the annexes that follow (Annex 1 and 2).

The Consultant will report directly to the Chief of Party and work closely with RIGO SSA Team Leads and all RIGO technical teams. Specifically, she/he will work with the relevant monitoring and evaluation and ICT teams in COMESA and EAC. She/ he will endeavour to complete the work within the contractually agreed timelines and quality expectations.    

Qualifications and Experience

  1. A Bachelor's degree in a recognized discipline of Computer Science, Information Systems, or related systems qualification.
  2. Minimum of fifteen (15) years of experience at in the development and implementation of Information, Communication and Technology (ICT) systems.
  3. Experience in developing country environments, preferably Eastern Africa.
  4. Experience with any of the three RIGOs will be an advantage, as will familiarity with USAID OD and CM tools.
  5. A good track record of past performance in ICT development, operations, and management.
  6. Fluency in both spoken and written English language.
  7. Demonstrated skills in building, mobilizing, and working in multidisciplinary teams.
  8. Excellent facilitation and interpersonal skills.

Application Requirements

Qualified applicants should submit a resume/CV outlining their qualifications and suitability for the assignment, including a one-page proposal, demonstrating their understanding of the Terms of Reference and their methodology in undertaking the task as well as the contact details of three references. Application deadline has been extended to April 23, 2021. Applications will be reviewed on a rolling basis, and only finalists will be contacted.

____________________

ANNEXES – SPECIFIC ASSIGNMENTS

ASSIGNMENT # 1: DEVELOP A PROJECTS AND PROGRAMMES MODULE IN THE EAST AFRICAN MONITORING SYSTEM (EAMS)

  1. About EAC

The EAC is a Regional Economic Community (REC) comprising six partner countries, namely, Burundi, Kenya, Rwanda, South Sudan, United Republic of Tanzania, and Uganda.  The East African Community more than twenty ongoing projects and Programmes which are being managed by the EAC Secretariat and other EAC Institutions and Organs and in conjunction with several international development partners. They cut across several sectors and are crucial to ensure the EAC realizes its integration agenda. Due to the large number of projects their complexity and the multiple stakeholders involved, there is a need to constantly monitor the progress of these projects to know if they are:

  • Progressing on time and within budget;
  • On-going and have not stalled;
  • Having the desired impact within the community and all stakeholders; and
  • Facing significant risks and that there is adequate mechanism of mitigating the risks.

On this matter, the Ordinary Council of Ministers of EAC directed that:

  • The EAC Secretariat should regularly share the analysis on the implementation of EAC Projects and Programmes as part of the Secretary General’s report to the Council (EAC/CM 36/Directive 66); and
  • The Sectoral Councils and Institutions should closely follow up on the implementation of Projects and Programmes that have taken a long time to be realized and take corrective measures (EAC/CM 34/Directive 15).
  1. Context of the Assignment

The EAC Secretariat with support from TradeMark East Africa (TMEA) and the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) have been implementing a web-based East African Monitoring System (EAMS) for monitoring and reporting on key integration milestones. EAMS Central, currently hosted by the EAC Secretariat, is used by the Monitoring and Evaluation (M&E) focal point officers to monitor the progress of implementation of the Decisions and Directives of the Council of Ministers, Summit and other Sectoral Councils, the progress of the Common Market Protocol and the implementation of the Single Customs Territory among other items. The M&E Unit at the Secretariat has been tasked to add a module to monitor all projects and programmes within EAMS because of the following advantages:

  • The system will provide an online-real time reporting of the status of Projects and Programmes.
  • Information on the projects and programmes will be available to all stakeholders as EAMS has the capability to grant access rights to different categories of users.
  • With a database, the users can generate different types of reports and analyze the statistics given aided by EAMS’ dashboards and reporting tools.
  • Time savings as the stakeholders can search for the required information without having to physically follow up the Project staff.
  • Cost savings as the EAC Secretariat does not need to develop a completely new database.
  1. Objectives of the Assignment

The project’s main objective is to develop a Projects and Programmes Module (PPM) within EAMS which will assist the community to:

  1. Track their status of implementation.
  2. Ensure the activities are in line with the objectives of the Projects and Programmes.
  3. Provide real time reports to all stakeholders.
  4. Monitor their budget spend.
  5. Provide an early warning system for risks to mitigate them in good time.
  1. Scope of the assignment

The scope of the assignment includes the following:

  1. Reviewing the documentation required to develop the PPM including the Systems Requirements Specification. The latter will be developed by the EAC Secretariat.
  2. Providing an inception report which includes the work-plan, methodology to be used, deliverables, reporting mechanism and timelines.
  3. Developing the projects and projects module within EAMS with dashboards and matrix on the status of implementation using the Agile Software Development methodology which emphasizes continuous iteration and testing in constant collaboration with the intended users.
  4. Updating the technical and user manuals to include the Projects and Programmes module.
  5. Training the key stakeholders on the module functionalities.
  6. Deploying the module on the live EAMS system.
  1. Deliverables

The key outputs of the proposed projects are:

  1. An inception report with a work-plan developed in collaboration with the EAC Secretariat.
  2. A Software Requirements Specification (SRS) Document derived from the user and systems requirements.
  3. A functional Projects and Programmes Module developed in EAMS with a comprehensive status-Dashboard and an editable implementation matrix.
  4. A Training Report with relevant user documentation.  
  5. Final Handover Report

ASSIGNMENT # 2: AUTOMATE STANDARDIZED M&E TOOLS AND TEMPLATES BY REDESIGNING AND RECONFIGURING THE EXISTING COMESA ONLINE M&E SYSTEM

  1. About COMESA

COMESA is a Regional Economic Community comprising 21 member states. COMESA has a broad integration agenda that encompasses trade and investment: communication, transport and energy infrastructure, and peace and security. The Secretariat of COMESA is based in Lusaka, Zambia.

The Member States of COMESA aim to strengthen and grow their economies through the attainment of full market integration and the increased attraction of investment. They aspire for economic integration, which should come through concerted efforts in the implementation of common regional policies, strategies and programs that ultimately foster sustainable growth and development.

Since its establishment, in 1994 as a successor of the Preferential Trade Area (PTA) for Eastern and Southern, COMESA has made considerable progress towards beneficial economic integration in its Member States in line with its vision to have a fully integrated internationally competitive regional economic community within which there is economic prosperity and peace as evidenced by political and social stability and high standards of living for its people. Through implementation of various programmes guided by the Treaty, notable progress has been achieved in trade liberalisation and facilitation, customs management, transport facilitation, trade and project finance, promotion of gender equality and women empowerment, institutional development, technical co-operation, and capacity development. Additionally, progress has also been made in policy coordination, and cooperation in the productive sectors.

  1. Context of the Assignment

COMESA’s work is guided by plans that have three-time horizons: the long-term vision expressed in the founding Treaty, a medium-term horizon - usually 5 years - and an annual planning cycle. Medium-term strategic plans (MTSPs) provide a framework within which detailed annual work programmes and Budget are developed. They also form the basis for in-depth multiyear plans for specific sectors.

Monitoring and Evaluation has been recognised as an important function to support the successful implementation of developed strategic plans as they contribute to the attainment of the main goal of regional economic integration. Strategic plans developed by COMESA have recognised that successful implementation is largely dependent on how activities and expected results (outcomes and outputs) are effectively monitored and evaluated. An online M&E system was developed in 2013 to allow COMESA Secretariat, Member States and COMESA Institutions to report electronically on the status of implementation of COMESA programs.

Further, in 2015, the COMESA Monitoring and Evaluation Policy Framework and Guidelines were adopted to provide a comprehensive framework in which to undertake all monitoring and evaluation activities. These M&E Guidelines are anchored on global M&E norms and standards, including various formats, templates, and tools for M&E. 

However, COMESA’s MTSP 2016-2020 ended and a successor MTSP has been developed to cover the period 2021 – 2025. A Monitoring and Evaluation Framework has been developed which articulates the short term and long-term results that COMESA intends to achieve under the latest MSTP. In addition to the M&E Framework, an MTSP Implementation Matrix has been developed too. The framework outlines the key outcomes that COMESA must achieve to realize the strategic objectives under the respective pillars. Further, the framework illustrates COMESA’s commitments to Results Based Management (RBM) and is intended to guide performance monitoring and evaluation under the strategy.

This assignment seeks to strengthen the online M&E system, making it user-friendly for reporting, data management and archiving to enable the secretariat to improve the management of its data and reporting function across all programs.

  1. Objectives of the Assignment

Following the development of the Monitoring and Evaluation Framework for the COMESA 2021 – 2025 MTSP, there is a need to review the current online M&E system, tools and templates and align them with the M&E Framework. The objective of this consultancy, therefore, is to update the online M&E system to improve data collection, management, reporting, and timely decision making using an automated standardized and centralized system.  The automated system will be able to support the following functions:

  • Provide an online-real time reporting of the status of Projects and Programmes.
  • Track status of implementation across projects and programs.
  • To improve reporting for better decisions making.
  • To standardize the M&E reporting tools and templates.
  • Ensure the secretariat has a smooth workflow process.
  • Ensure accurate responses to progress queries.
  1. Scope of the Assignment

In performing the assignment, the consultant shall address the following key issues:

  1. Review current program monitoring processes, sources and methods of data collection and processing and review M&E products across various initiatives.
  2. Update the online M&E system with GIS and automate the reporting tools and templates in alignment with the reporting requirements under COMESA’s MTSP 2021-2025.
  3. Provide the required training and support to COMESA Secretariat to effectively utilize the system.
  1. Deliverables
  1. An inception report with a work-plan developed in collaboration with the COMESA.
  2. A Software update requirements and specifications.
  3. A fully functional online M&E System incorporating the following:
  • A comprehensive status-dashboard
  • Real-time, user-friendly analytical reports on the status of indicators
  • User documentation i.e., user manuals, technical manual, and online help system.
  • Document Management tools for attachment of documents.
  • GIS Analytical tools and integrated workflows.
  • Inbuilt analysis template with import and export functionality in MS Excel.
  • Inbuilt template for report generation.
  • Self-service (SS) online & offline portal for each project and program.
  • Automated email notifications for level two analyses, review & approval.
  • Different levels of access at project, program / sector manager & country level.
  • Reports. Generate notification emails for approaching & past deadlines of periodic reports, with automatic escalations in case of default.
  • The system should be usable in both online and offline contexts and cross platforms compatible with mobile capability (Android / IOS).
  • The online M&E system must be compatible with Microsoft Server and PC operating system.
  1. Training Report with relevant user documentation. 
  2. Final Handover Report

Proposed Schedule for both assignments: COMESA’s M&E and EAC’s EAMS*

Assignment and Milestone

No

Months and weeks in 2021

April

May

June

July

August

September

 

 

Deliverable

Days

1

2

3

4

1

2

3

4

1

2

3

4

1

2

3

4

1

2

3

4

1

2

3

4

1

Develop a projects and programmes module in the East African Monitoring System (EAMS)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.1

Contract Signature

0

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.2

Inception Report

5

 

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.3

Software Requirements Specification (SRS) Document

15

 

 

 

 

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.4

Installation and user test report of a functional Projects and Programmes EAMS Module

15

 

 

 

 

 

 

 

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.5

Training report with relevant user documentation

10

 

 

 

 

 

 

 

 

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.6

Final Handover Report

5

 

 

 

 

 

 

 

 

 

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

 

Total

50

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2

Automate standardized M&E tools and templates by redesigning and reconfiguring the existing COMESA online M&E system

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2.1

Contract Signature

0

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2.2

Inception Report

5

 

 

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2.3

A Software update requirements and specifications.

15

 

 

 

 

 

 

 

 

 

 

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

2.4

A functional online M&E System

15

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

x

 

 

 

 

 

 

 

 

2.5

Training report with relevant user documentation

10

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

x

 

 

 

 

 

 

2.6

Final Handover Report

5

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

x

 

 

 

 

 

Total

50

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Total for both assignments

100

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

* A final schedule will be agreed and annexed to the contract during the inception phase.

 

 

At The Kaizen Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. The Kaizen Company is an equal opportunity employer.

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