Georgia HICD Activity - Structuring for Success Consultant

Remote
Contracted
Experienced

Kaizen, a Tetra Tech Company

SCOPE OF WORK

Georgia Human and Institutional Capacity Development (HICD) Activity

I.            Purpose

The Georgia Human and Institutional Capacity Development (HICD) Activity is implemented by Kaizen, a Tetra Tech Company (Kaizen) and its local subcontractors. The objective of the HICD Activity is to achieve lasting results in the human and institutional capacity development of key strategic partner institutions in Georgia that play an important role in fulfilling the country’s development objectives. It will also create a Center of Excellence (CoE) that supports Georgian organizations pursuing HICD initiatives independent of direct donor assistance.

The HICD Activity will increase the organizational integrity, operational effectiveness, and long-term viability of key partner organizations which, in turn, anchor the country’s reform efforts across all development sectors.

The HICD Activity requires the services of an international consultant to assist the HICD activity indefinite quantity subcontract (IQS) holder Georgian organizations in developing organizational structure, Vision and mission and operational approach for field support.

II.          Background

USAID’s Country Development Cooperation Strategy (CDCS) calls for implementers to invest in country-owned models of inclusive development and build sustainable capacity in the countries where USAID works. Through this strategy, USAID places a renewed emphasis on local capacity building, so that US assistance strengthens the actors and institutions responsible for transforming their countries. The HICD Activity is committed to USAID’s goal of strengthening local capacity and incorporates this vision into the project. Specifically, the HICD Activity works toward the goal of integrating HICD approaches into the operations and institutional culture of selected local institutions and organizations. The HICD Activity aims to further transfer knowledge of the HICD methodology to key actors in Georgia. The Kaizen Accelerator approach supports subcontractors to cooperate by sharing experiences installing donor-compliant systems in the Georgian context, while also competing to win awards. These tools, such as USAID compliant manuals on different topics of interest (e.g., data quality assurance, marking and branding, financial compliance, internal controls) help in addressing the core needs of subcontractor organizations.

III.          Scope of Work

The goal of this consultancy is to increase the capacity of IQS holder organizations and guide them toward adopting internal systems that will qualify them to compete for donor funded direct awards.

Objectives

This activity aims to strengthen operational effectiveness of organizational structural management within IQS holder organizations and to achieve increased efficiency.

Expert will work on following topics and tasks:

Topic #1:  Vision & Mission

  • Develop and conduct knowledge sharing seminar(s) for five organizations. The knowledge sharing seminars will provide an overview of the following subtopics, with relevant templates to be provided:
    • Vision & Mission statement
    • Change History
    • Vision & Mission in decision making process;
  • Guide each organization towards drafting and adapting the discussed systems during the knowledge sharing seminar(s);
  • Provide follow up feedback sessions to three organizations on their adjusted/developed systems;
  • Develop Group Work sessions (for 2 organizations) to develop all of the above sections within the overall organization and within the specific project, based on size/type, for the event participants via case discussions. The trainer will provide feedback during the group sessions as well as individually as necessary;
  • Develop templates, tools, and materials for the HICD Activity Center of Excellence (CoE) online repository (including but not limited to): 
    • Vision & mission statement template
    • Vision & mission statement change history template
    • Decision making tool template (Vision & mission statement checklist).

Topic #2: Organizational Structure

  • Develop and conduct knowledge sharing seminar(s) for five organizations. The knowledge sharing seminars will overview the following subtopics, with relevant templates to be provided:
    • Organizational structure
    • Structural descriptions and roles & responsibilities (including Chain of Command);
  • Guide each organization towards drafting and adapting the discussed systems during the knowledge sharing seminar(s);
  • Provide follow up feedback sessions for all five organizations on their adjusted/developed systems;
  • Develop templates, tools, and materials for the HICD Activity Center of Excellence (CoE) online repository (including but not limited to): 
    • Organizational structure template
    • Structural descriptions and roles & responsibilities template.

Topic #3:  Board Composition and Responsibility

  • Develop and conduct knowledge sharing seminar(s) for three organizations. The knowledge sharing seminars will provide an overview of the following subtopics, with relevant templates to be provided:
    • Board-like management system (not a board)
    • Board structure
    • Roles and responsibilities
    • Board selection Criteria
    • Board voting and meeting procedures
    • Access to information guidelines for board members;
  • Guide each organization towards drafting and adapting the discussed systems during the knowledge sharing seminar(s);
  • Provide follow up feedback sessions for all three organizations on their adjusted/developed systems;
  • Develop templates, tools, and materials for the HICD Activity Center of Excellence (CoE) online repository (including but not limited to): 
    • Board management manual template
    • Board election template
    • Time/record keeping template
    • Information access request template.

Topic #4: Field Support, Operations, and Oversight

  • Develop and conduct knowledge sharing seminar(s) for three organizations. The knowledge sharing seminars will give an overview of the following subtopics with relevant templates to be provided:
    • Field Support management structure
    • Field support manual (development and adoption of existing manual for field offices);
  • Guide each organization towards drafting and adapting the discussed systems during the knowledge sharing seminar(s);
  • Provide individual guidance on all above-mentioned subtopics to three organizations as necessary;
  • Develop templates, tools, and materials for the HICD Activity Center of Excellence (CoE) online repository (including but not limited to): 
    • Field Support management structure template
    • Field support manual template.

Topic #5: Short Video

  • Develop transcripts for informational training videos on the four previous topics listed above;
  • Participate as a speaker using prepared transcripts in short video recordings for the above four topics.

Tentative start date is June – July, 2022, which will be finalized together with the selected expert.  

Monitoring and Evaluation (M&E) Approach

The international consultant hired for this program will coordinate closely with the HICD Activity Program Manager to incorporate the agreed upon M&E approach into the seminars and guidance process. For this purpose, the consultant and the HICD Activity will hold online meetings at pre-determined intervals to develop a tailored M&E approach to define whether IQS holders are on track to achieve the desired results by being in process of developing targeted systems on semi-annual basis.

To gauge the progress, the HICD Activity will develop an activity monitoring spreadsheet based on the Organizational Capacity Assessment (hereinafter ‘OCA’) survey (developed for IQS holder assessment) and monitor the progress every six months from the start of the project. The complete assessment will take place after two years of the first intervention sessions for the IQS holders (the last quarter of the year 2023) and will evaluate IQS holders OCA score improvement compared to the baseline score. The spreadsheet will include a brief description of the activity Theory of Change (ToC). The ToC will be based on activity planning documents and the Scope of Work (SoW). This will be developed in close cooperation with the Project’s Monitoring, Evaluation and Learning (MEL) Specialist and the activity Program Manager.

Planned Output

IQS holders are provided with know-how for creating, adopting, and developing an internal control systems manual and final procedural system that are well organized and documented.

Anticipated Outcome

IQS holder overall effectiveness is bolstered, ensuring proper procedures are in place for internal controls and organizational structure is compliant with donor requirements under prime and sub award management. At the same time, organizations can compete with other organizations for direct and/or indirect donor fund awards due to their compliant and strong internal operating systems.

IV.          Deliverables

  • Deliver knowledge sharing seminar(s) for seven organizations on the following topics:
    • Vision & Mission statement
    • Change History
    • Vision & Mission in decision making process
    • Organizational structure
    • Structural Descriptions and Roles & Responsibilities (including Chain of Command)
    • Board-like Management System (not a board)
    • Board Structure
    • Roles and Responsibilities
    • Board Selection Criteria
    • Board Voting and Meeting Procedures
    • Access to Information Guidelines for Board Members
    • Field Support Management Structure
    • Field Support Manual (development and adoption of existing manual for field offices);
  • Deliver follow up feedback sessions and notes after knowledge sharing sessions to seven organizations on all above-mentioned topics;
  • Create and deliver Group Work session for Topic #1:  Vision and Mission to five organizations;  
  • Deliver follow up working group feedback sessions for all above sessions;
  • Deliver individual feedback to seven organizations for Field support, operations, and oversight;
  • Develop templates, tools, and materials for the HICD Activity Center of Excellence (CoE) online repository (including but not limited to):
    • Vision & mission statement template
    • Vision & mission statement change history template
    • Decision making tool template (Vision & mission statement checklist)
    • Organizational structure template
    • Structural descriptions and roles & responsibilities template
    • Board management manual template
    • Board election template
    • Time/record keeping template
    • Information access request template
    • Field Support management structure template
    • Field support manual template;
  • Develop transcript and participate as a speaker for the 15–20-minute videos on following topics for Center of Excellence (CoE):
    • Topic #1: Vision & Mission
    • Topic #2: Organizational structure
    • Topic #3: Board composition and responsibly
    • Topic #4:  Field Support, Operation and Oversight to Field Offices.

The deliverables should be compliant with the Georgian and US government law and delivered in English language.

The consultant will also be required to submit weekly updates on Wednesdays to the HICD team, summarizing the main activities completed during the reporting period, challenges encountered, actions taken to resolve challenges, and any pertinent recommendations.

V.  Profile of Service Provider

Kaizen will implement the program through an international consultant. The expert should have the following minimum experience:

  • At least a Master’s degree in a related field with 8 years of work experience;
  • At least 5 years of work experience on donor/USAID funded projects under prime contracts;
  • Experience in the following regions is preferred: United states, Central Europe, and Eastern Europe;
  • At least 5 years work experience on Internal Controls;
  • At least 3 years of work experience in organization structural development;
  • At least 3 years of work experience in organization board system development; 
  • Fluency in English is required;
  • Experience in operational department is preferred.

The deadline to submit applications for this opportunity is May 16th, 2022.

VI.         Reporting

The consultant will report directly to an HICD Acceleration Specialist. The HICD Activity Chief of Party is the ultimate reporting authority.

VII.        Timing and Level of Effort

This scope of work is for a maximum of 18 business days of labor over a 2-month period (2 days for the short videos). The anticipated start date of the intervention is June - July 2021.

Topic #1: Vision and Mission – 3.5 total days LOE – 1 day for preparation, 0.625 days for developing templates, 0.875 days for knowledge sharing sessions, and 1 day for group work

Activity

Timeline

Number of       hours

Preparation

Week 1

8 Hours

Developing Templates

Week 2

5 Hours

Knowledge Sharing Seminar #1

Week 3

2 Hours

Knowledge Sharing Seminar #2

Week 4

2 Hours

Review and Feedback for Knowledge Sharing Seminar

Week 5

3 Hours

Review and preparation for Group Work

Week 5

1 Hours

Group Work #1

Week 6

1.5 hours

Preparation for Group Work #2

Week 7

1 Hours

Group Work # 2

Week 7

1.5 Hours

Review and Feedback to 2 Organizations

Week 7 – 9

2 Hours

 

Topic #2: Organization Structure – 2.75 total days LOE – 1 day for preparation, 0.5 days for developing templates, and 1.25 days for knowledge sharing sessions

Activity

Timeline

Number of       hours

Preparation

Week 1

8 Hours

Developing Templates

Week 2

4 Hours

Knowledge Sharing Seminar #1

Week 3

2 Hours

Knowledge Sharing Seminar #2

Week 4

2 Hours

Review and Feedback for Knowledge Sharing Seminar

Week 5

6 Hours

 

Topic #3: Board Composition and Responsibility – 4 total days LOE – 1.875 days for preparation, 0.75 days for developing templates, and 1.375 days for knowledge sharing sessions

Activity

Timeline

Number of       hours

Preparation

Week 1

15 Hours

Developing Templates

Week 2

6 Hours

Knowledge Sharing Seminar #1

Week 3

2 Hours

Knowledge Sharing Seminar #2

Week 4

3 Hours

Review and Preparation for Group Work

Week 5

6 Hours

 

Topic #4 Field support, Operations, and Oversight – 6 total days LOE – 2 days for preparation, 2 days for developing templates, 0.5 day for knowledge sharing sessions, and 1.5 days for individual work

Activity

Timeline

Number of       hours

Preparation

Week 1

16 Hours

Developing Templates

Week 2

16 Hours

Knowledge Sharing Seminar #1

Week 3

2 Hours

Knowledge Sharing Seminar #2

Week 4

2 Hours

Individual Work

Week 5 - 8

12 hours

 

Topic #5: Short Videos  2 total days LOE

Activity

Timeline

Number of       hours

Preparation

Week 8-9

8 Hours

Recording Videos (Recording process will be done by HICD Project)

Week 10

8 Hours

VIII. Location

Due to the COVID-19 pandemic and the resultant health and safety considerations, the program will be carried out remotely, using digital platforms with relevant audio and video conferencing capabilities.

IX.         Language of Services

The language of the intervention will be English. Reporting to the HICD Activity will be carried out in English. The final report will be submitted in English.

For candidates applying for positions based in Kaizen's office in Washington, DC, we utilize career.place to mitigate bias in the recruitment process. Upon submitting an application, candidates will receive an email from career.place, prompting them to go through the anonymous screening. In order to be considered for a role, candidates must respond to career.place and proceed with the application. We do not currently use career.place for project positions outside of the United States.

At Kaizen, A Tetra Tech 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. Kaizen is an equal opportunity employer.

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