TERMS OF REFERENCE (TOR) FOR MENTORSHIP
Project Title: Mentorship Scheme (Localization)
Host Organizations: CRUDAN, JDPH, JDF, EYN and GEDPADC
Mentorship Focus: Human Resource, Procurement and Monitoring and Evaluation Systems;
Duration: 3 (three) months
Starting Date: 1st of April 2020
1. BACKGROUND
The Nigeria Joint Response (NJR) is being delivered by a consortium of 5 Dutch Relief Alliance (DRA) member organizations and five national partners who work together to provide life-saving humanitarian assistance to the affected population in Borno state of the northeastern region of Nigeria. NJR is providing emergency assistance to affected people in 5 target local government areas (LGAs) of Borno state and would directly reach to 90000 affected people during implementation year of 2019.
NJR partners are striving to provide integrated humanitarian assistance in FSL, WASH, Protection, Health and Nutrition sectors to affected population of Konduga, Mafa, Dikwa, Monguno and Gwoza LGAs in Borno state of Nigeria, with financial and technical assistance provided by DRA, an intermediary body between Dutch Ministry of Foreign Affairs and its partner organizations.
The DRA has four pillars on which it targets to enshrine in all its interventions, these are Innovation, Collaboration, Localization, and Accountability. This mentorship program comes under its localization component.
2. DESCRIPTION OF THE PROJECT
The humanitarian crisis in Nigeria’s Northeast and the Lake Chad region is one of the most severe in the world today, with over 7 million people in need in Northeast Nigeria alone. The most affected states continue to be Borno, Adamawa, and Yobe. Ten years after the start of the crisis there are no signs of the situation improving in the near future.
The funding for the consortium started from the year 2015 to date, the intervention is been funded by the DRA through the five INGO Consortium Members; Namely Save the Children International (SCI), Tearfund, ZOA, ICCO/CAID, Terres De Hommes (Tdh).
At every intervention cycle the NJR ensures that it focuses on the attainment of its four pillars, which are;
· Innovation,
· Collaboration,
· Accountability and
· Localization.
The DRA has demonstrated its commitment to strengthen and enhance the capacity of Local Actors, towards meeting achieving its Grand bargain localization commitments for sustainable delivery of humanitarian services through L/NNGOs.
In order to strengthen the capacity of partners on localization, the Mentorship Program is divided into three components namely: (the third point is not mentioned or do we make it two)
Strategic capacity assessment and prioritization of needs; development of mentorship action plans using the Shifting the Powers model (Adapted from SHAPE: Strategic Humanitarian Assessment & Participatory Empowerment Framework).
Implementation of the Partners’ individual localization mentorship action plans using experienced professionals in the identified thematic areas (e.g MEAL, Financial Management, Human Resource Management, Procurement and Logistics, Donor Compliance, etc).
Expert volunteers will be identified to carry out the above functions and engage with the NJR member partnerships within a mentorship period of 3 Months. Incumbent volunteers will guide the host organizations to develop institutional frameworks/policies/SoPs for the identified areas of work during the placement to the host organization.
The project is situated in Maiduguri, Borno State, Northeast Nigeria, focusing on strengthening the capacity of local partners involved in humanitarian response in four LGAs of Borno state.
3. OBJECTIVE
The Mentor-ship scheme will help Partners to be able to;
Develop a comprehensive Monitoring and Evaluation (M&E) framework.
To review and strengthen the framework that guide the human resource systems; and
To develop a workable procurement plan.
4. DUTIES AND RESPONSIBILITIES FOR MONITORING AND EVALUATION SYSTEM (JDF, EYN and CRUDAN)
The M&E Specialist will support Partners in strengthening their M&E system in performing the following roles:
a) Capacity Assessment/Analysis of Skill Gap:
4.1.1. For the purpose of measuring success and identifying specific gaps, an organizational capacity assessment will be conducted.
4.1.2. Agree on a process that is effective and participatory with the sole aim of ownership by the host organization and NJR Coordination.
4.1.3. Pull out the identify gaps and develop action plans with specific timing on when, how, and with whom each item will be implemented.
b) Staff Training on M&E Basics:
4.2.1. Provide a training plan that will help partners acquire required skills and strengthen in-house capacities within the period of three Months as specified by the action plan.
4.2.2. Conduct regular training as specified in the training plan as part of capacity strengthening for the overall institutional M&E system and framework.
4.2.3. Provide technical guidance to relevant team members of host organization as part of component for training on the Job.
4.2.4. Conduct a mock assessment for the purpose of practical learning of the whole process.
4.2.5. Document the process and share final report of his/her contribution to the system development for host organization.
c) M&E Framework:
4.3.1. Review Partner’s existing M&E system to reflect global best practice.
4.3.2. Support in reviewing/developing and testing all relevant tools that support the overall M&E focus of host organization (e.g. Assessment Tools, Data Tracking and Analysis Tools, etc.); to receive feedback on performance and effectiveness of ongoing projects.
4.3.3. Support host organization to collect data, data analysis, data filtration and reporting results according to best practices.
4.3.4. Strengthen capacity of partners in producing quality reports including human interest stories.
5. DUTIES AND RESPONSIBILITIES FOR HUMAN RESOURCE MANAGEMENT SYSTEM (GEDPADC)
The Human resource expert will support the host organization to strengthening its human recourse management system by undertaking the following roles;
a) Capacity Assessment/Analysis of Skill Gap:
5.1.1. For the purpose of measuring success and identifying specific gaps, an organizational capacity assessment will be conducted.
5.1.2. Agree on a process that is effective and participatory with the sole aim of ownership by the host organization and NJR Coordination.
5.1.3. Pull out the identified gaps and develop action plans with specific timing on when, how, and with whom each item will be implemented.
b) Staff Training on the basics of Human Resource Management:
5.2.1. Provide a training plan that will help host organization acquire required skills within the period of three Months as specified by the action plan.
5.2.2. Conduct regular training as specified in the training plan as part of capacity strengthening to cover identified gaps.
c) Technical support on Human Resource Management System:
5.3.1. Review the Partners existing Policy on Human Resource Management
5.3.2. Provide support for staffing plan (HR Budget, Tax Obligation, employee handbook.).
5.3.3. Develop staff filling system: Human resource information and filing system/
5.3.4. Develop a performance evaluation system.
6. DUTIES AND RESPONSIBILITIES FOR PROCUREMENT/VALUE CHAIN SYSTEM (JDPH)
The Procurement Specialist will support the Partner to strengthening its Procurement System by undertaking the following roles;
a) Capacity Assessment/Analysis of Skill Gap:
6.1.1. For the purpose of measuring success and identifying specific gaps, an organizational capacity assessment will be conducted.
6.1.2. Agree on a process that is effective and participatory with the sole aim of ownership by the various partners.
6.1.3. Pull out the identify gaps and develop action plans with specific timing on when, how, and with whom each item will be implemented.
b) Staff Training on Procurement Basics:
6.2.1. Provide a training plan that will help partners acquire required skills within the period of three Months as specified by the project plan.
6.2.2. Conduct regular training as specified in the training plan as part of capacity strengthening for the overall Procurement Mentorship focus.
c) Technical Support on Procurement Processes:
6.3.1 Review the Partners existing Policy on Procurement
6.3.2 Support Partner to develop procurement plan.
6.3.3 Develop/Adopt and review relevant procurement Tools/Templates.
6.3.4 Developing Minutes of Negotiations and meetings for confirmation of expression of interest
6.3.5 Bid proposal evaluation and contractual agreement.
6.3.6 Filing, documentation and reporting of procurement processes,
7. EXPECTED OUTPUTS AND DELIVERABLES:
The Mentor/Volunteers will submit the deliverables listed below to CRUDAN and the NJR Coordinator.
a) A work plan with detailed activities and timeline that specifies planned support will be prepared in consultation with Partners and the NJR Coordinator within 5 working days after the conduct of organizational capacity assessment.
b) Monthly Progress Reports: Based on the agreed work plan, the Mentor will deliver a monthly progress report reflecting progress on the mentoring work done for the month. The monthly progress report will contain at least but not limited to the list of activities planned for the reporting period, their progress toward the target, results of the activities and a work log sheet. The work log sheet records daily attendance of the Mentor. The progress report will be delivered on the last day of each month.
c) Final Report will be delivered to CRUDAN by the contract end date to be shared with relevant stakeholders.
8. INSTITUTIONAL ARRANGEMENT
The Mentor will be Managed by CRUDAN and will be given logistical support necessary, therefore, Mentors can report or express concern to CRUDAN Management Directly or in consultation with the engaged organization. CRUDAN will work closely with the NJR Coordinator.
The Mentor will provide technical support to partners in all relevant fields of engagement throughout the Mentorship Period.
English is the official language of communication.
9. MENTORSHIP SCHEME SCHEDULE (tentative)
The Mentor is expected to support CRUDAN for 3 (three) months period as specified in the signed MoU.
Note:
The present TOR may be adjusted and modified, without changing the overall objective and the scope of work, on the basis of consultations.
10. Mentors’ Facilitation:
CRUDAN will provide shared accommodation to the Mentors throughout the duration of mentorship assignment. Other services to be provided by CRUDAN will include international and domestic travel support, visa cost, insurance cost, communication stipends, security protocol and logistics throughout the period of mentorship. The Mentors will also get monthly stipend of 1100 Euros for food and their day to day needs in Nigeria.
11. Approval
This TOR is approved by:
Signature: RD
Name and Designation: Ruth Dul. Executive Director, CRUDAN
Date of Signing: 27/02/2020
How to apply:
All applications should be sent to crudanhq@crudan.org on or before 16th March 2020:
source: https://jobcenternigeria.com/procurement-human-resource-monitoring-and-evaluation-specialists/