Georgia HICD Activity - Communications 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, will 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 with indefinite quantity subcontract (IQS) holder Georgian organizations in developing communications approach.

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 the 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 encourages subcontractors to cooperate by sharing experiences of installing donor-compliant systems in the Georgian context, while also competing to win awards. The HICD Activity further uses tools such as USAID compliant manuals on different topics of interest (e.g., data quality assurance, marking and branding, financial compliance) to address the subcontractors’ core needs.

III.          Scope of Work

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

Objectives

This activity aims to strengthen operational effectiveness of communications management within IQS holder organizations and to achieve increased efficiency through consultant-driven training sessions.

The consultant will work on the following topics and tasks:

Topic #1:  Branding and Marking

  • Develop and conduct knowledge sharing seminar(s) for six organizations. The knowledge sharing seminars will overview the following subtopics (relevant templates to be provided):
    • Branding and Marking requirements and regulations for USAID;
  • Guide each organization towards drafting and adapting the systems during the knowledge sharing seminars;
  • Provide follow up feedback session to the six organizations on adjusted/developed systems;
  • Conduct a Group Work session with the six participating organizations for the development of Branding and Marking requirements and regulations for USAID sections within the overall organization and within the specific project, based on size and type. This will be done with event participants via case discussions. The trainer will provide feedback during the group sessions as well as individual feedback, as necessary;
  • Develop templates, tools, and materials for the HICD Activity Center of Excellence (CoE) online repository, including but not limited to: 
    • Branding and Marking requirements template
    • Branding and Marking checklist.

Topic #2: Stakeholder Involvement

  • Develop and conduct knowledge sharing seminars for six organizations. The knowledge sharing seminars will overview the following subtopics (relevant templates to be provided):
    • Stakeholder involvement manual
    • General communications strategy
    • Confidentiality and non-disclosure agreement;
  • Guide each organization towards drafting and adapting the systems during the knowledge sharing seminars;
  • Conduct a Group Work session with the six participating organizations (six organizations, grouped into two groups) for the development of: 1) Stakeholder involvement manuals; 2) General communications strategies;  and 3) Confidentiality and non-disclosure agreements within the overall organization and specific project, based on size and type. This will be done with event participants via case discussions. The trainer will provide feedback during the group sessions as well as individual feedback, as necessary;
  • Develop templates, tools, and materials for the HICD Activity Center of Excellence (CoE) online repository, including but not limited to: 
    • Stakeholder involvement Manual template;
    • NDA template;
    • Organization press release template.

Topic #3: External Communications

  • Develop and conduct knowledge sharing seminars for six organizations. The knowledge sharing seminars will overview the following subtopics (relevant templates to be provided):
    • External communications strategy
    • Target audience selection process
    • Communication strategy analyses tool;
  • Guide each organization towards drafting and adapting the systems during the knowledge sharing seminars;
  • Conduct a Group Work session (six organizations, grouped into two groups) for development of all above sections within the overall organization and within the specific project, based on size and type. This will be done with the event participants, via case discussions. The trainer will provide feedback during the group sessions as well as individual feedback, as necessary
  • Develop templates, tools, and materials for the HICD Activity Center of Excellence (CoE) online repository, including but not limited to: 
    • External communications analyses tool template.

Topic #4: Knowledge Management and External Linkages

  • Develop and conduct knowledge sharing seminars for seven organizations. The knowledge sharing seminars will overview the following subtopics (relevant templates to be provided):
    • Internal knowledge transfer/access policy/approach
    • External knowledge transfer/access policy/approach
    • External linkages and communication strategy;
  • Guide each organization towards drafting and adapting the systems during the knowledge sharing seminars;
  • Conduct a Group Work session (7 organizations, grouped into two groups) for the development of: 1) Internal knowledge transfer/access policy/approach; 2) External knowledge transfer/access policy/approach; and 3) External linkages and communication strategy; within the overall organization and within the specific project, based on size and type. This will be done with event participants via case discussions. The trainer will provide feedback during the group sessions as well as individual feedback, as necessary;
  • Provide individual guidance on the development of the procurement manual for USAID and the organization (separately);
  • Develop templates, tools, and materials for the HICD Activity Center of Excellence (CoE) online repository, including but not limited to: 
    • Internal knowledge transfer/access policy template;
    • External knowledge transfer/access policy template.

Topic #5: Short Video

  • Develop transcripts for informational training videos on the four previous topics listed above. The transcripts should be short versions of overall knowledge sharing sessions.
  • Participate as a speaker using prepared transcripts in the short video recordings for the above four topics.

The tentative project start date is June – July 2022, but 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 that defines whether IQS holders are on track to achieve the desired results by successfully developing targeted systems on semi-annual basis.

To gauge progress, the HICD Activity will develop an activity monitoring spreadsheet based on the Organizational Capacity Assessment (hereinafter ‘OCA’) survey which was developed for IQS holder assessment. It will monitor progress every six months from the start of the project. The complete assessment will take place two years after the start of the first intervention sessions for 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’s 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’s Program Manager.

Planned Output

IQS holders are provided with know-how for creating, adopting, and developing manuals and final procedural systems that are well-organized and documented.

Anticipated Outcome

IQS holders’ overall effectiveness is bolstered, ensuring proper procedures are in place for internal controls and a communications strategy. At the same time, organizations can compete with other organizations for direct and/or indirect donor funding awards due to their compliant and strong internal operating systems.

IV.          Deliverables

  • Deliver knowledge sharing seminars for seven organizations on the following themes:
    • Branding and Marking requirements and regulations for USAID
    • Stakeholder involvement manual
    • General communications strategy
    • Confidentiality and non-disclosure agreement for communications
    • External communications strategy
    • Target audience selection process
    • Communication strategy analyses tool
    • Internal Knowledge transfer/access policy/approach
    • External Knowledge transfer/access policy/approach
    • External linkages and communication strategy;
  • Deliver follow up feedback sessions and notes after knowledge sharing sessions to participating  organizations on all previously-mentioned topics;
  • Create and deliver a Group Work session for participating organizations on all previously-mentioned topics;
  • Deliver follow up working group feedback sessions for all participating organizations on all above-mentioned topics;
  • Develop templates, tools, and materials for the HICD Activity CoE online repository, including:
    • Branding and Marking requirements template
    • Branding and Marking checklist
    • Stakeholder involvement Manual template
    • NDA template
    • Organization press release template
    • External communications analyses tool template
    • Internal Knowledge transfer/access policy/approach
    • Internal Knowledge transfer/access policy template
    • External Knowledge transfer/access policy template;
  • Develop transcripts and participate as a speaker for 15–20-minute videos on the following topics for the CoE:
    • Topic #1:  Branding and Marking
    • Topic #2: External Communications
    • Topic #3: Stakeholder Involvement 
    • Topic #4:  KM and External Linkages (Part #1).

The deliverables should be compliant with the Georgian and US government law and delivered in the 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 subcontractor should have the following minimum experience:

  • At least a Master’s degree in a related field;
  • 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 3 years work experience on developing internal communications strategies;
  • At least 3 years of work experience in Branding and Marking for USAID projects;
  • At least 3 years of work experience in external communications;
  • Fluency in English is required.

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 21 business days of labor over a 10-week period. Two days LOE will be dedicated to making the short videos. The anticipated start date of the intervention is June 2022 with a week in late May to start preparations.

Topic #1: Branding and Marking – 4.75 total days LOE  – 1 day for preparation, 1.5 days for developing templates, 0.5 days for knowledge sharing sessions, and 1.75 days for group work sessions.

Activity

Timeline

Number of       Hours

Preparation

Week 1

8 Hours

Developing Templates

Week 2

12 Hours

Knowledge Sharing Seminar #1

Week 3

2 Hours

Knowledge Sharing Seminar #2

Week 4

2 Hours

Review and Preparation for Group Work

Week 5

1 Hours

Group Work # 1

Week 5

3 Hours

Preparation for Group Work #2

Week 6

1 Hours

Group Work # 2

Week 6

3 Hours

Review and Feedback to Participating Organizations 2

Week 7 – 9

6 Hours

 

Topic #2: Stakeholder Involvement – 5.25 total days LOE  – 1.5 days for preparation, 1.5 for developing templates, 0.5 day for knowledge sharing sessions, and 1.75 day for individual work.

Activity

Timeline

Number of       Hours

Preparation

Week 1

12 Hours

Developing Templates

Week 1

12 Hours

Knowledge Sharing Seminar #1

Week 2

2 Hours

Knowledge Sharing Seminar #2

Week 3

2 Hours

Review and Preparation for Group Work

Week 4

2 Hours

Group Work # 1

Week 4

5 Hours

Preparation for Group Work #2

Week 5

2 Hours

Group Work # 2

Week 6

5 Hours

Review and Feedback to Participating Organizations

Week 78

6 Hours

 

Topic #3: External Communications – 4 total days LOE  – 1 day for preparation, 0.75 days for developing templates, 0.25 days for knowledge sharing sessions, and 2 days for group work and feedback.

Activity

Timeline

Number of       Hours

Preparation

Week 1

8 Hours

Developing Templates

Week 2

6 Hours

Knowledge Sharing Seminar #1

Week 3

2 Hours

Review and Preparation for Group Work

Week 4

1 Hours

Group Work # 1

Week 4

4 Hours

Preparation for Group Work #2

Week 5

1 Hours

Group Work # 2

Week 6

4 Hours

Review and Feedback to Participating Organizations

Week 7 – 8

6 Hours

 

Topic #4: Knowledge Management and External Linkages – 4.25 total days LOE  – 1 day for preparation, 0.75 days for developing templates, 0.25 days for knowledge sharing sessions, and 2.25 days for group work and feedback.

Activity

Timeline

Number of       hours

Preparation

Week 1

8 Hours

Developing Templates

Week 2

6 Hours

Knowledge Sharing Seminar #1

Week 3

2 Hours

Review and Preparation for Group Work

Week 4

1 Hours

Group Work # 1

Week 4

4 Hours

Preparation for Group Work #2

Week 5

1 Hours

Group Work # 2

Week 6

4 Hours

Review and Feedback to participating organizations

Week 7 – 8

8 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 the HICD Activity)

Week 10

8 Hours

 

VIII. Location

Due to the COVID-19 pandemic and 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.

Share

Apply for this position

Required*
Apply with Indeed
We've received your resume. Click here to update it.
Attach resume as .pdf, .doc, .docx, .odt, .txt, or .rtf (limit 5MB) or Paste resume

Paste your resume here or Attach resume file