TERMS OF REFERENCE FOR CONSULTANCY
Assignment: Organisation Development Consultant (OD)
Location: Maseru, with frequent travel to the field
Duration: 3 months
Reporting to: Child Protection Officer, UNICEF Lesotho
Start Date: 1 August, 2015
End Date: 31 October, 2015
Background and Justification
In June 2012, the Government of Lesotho established the Ministry of Social Development (MOSD) to lead and facilitate the empowerment of the chronically poor, the economically vulnerable and the socially marginalised groups, through social development approach, to enable them lead decent lives and contribute fully to society. This change marked a shift in policy from predominantly welfare to a social development approach that guarantees relief from deprivation and enhances income and capabilities for the poor and disadvantaged. The policy change also entails the development and reinforcement of desired behaviours, skills and competences at various levels that will enable the realisation of the vision of improved quality and quantity of social assistance and services to be provided to the less privileged in line with Lesotho Vision 2020. To achieve this, there is a need for MOSD to strengthen its internal organisational systems and procedures in order to enhance the effectiveness and efficiency of delivery of services with greater impact on the target groups- the vulnerable.
In 2013 MOSD developed a Change Strategy Implementation Plan (CSIP) 2013-2014 with a focused on facilitating the development of a high performing Ministry with sustained capacity for continuous learning and performance improvement by delivering the Ministerial strategic plan, organisational structures, job descriptions and more importantly support to leadership and management development efforts. The thrust of this approach was on facilitating a change in organizational culture.
In order for MOSD to effectively contribute to the Lesotho Vision 2020, UNICEF and European Union (EU) has been facilitating the provision of technical assistance and financial support to the Ministry of Social Development (MOSD). This support has been provided to facilitate organisational transformation from a department to a Ministry and policy shift from a purely welfare approach to a social development one. During this process several outputs which include a policy on social development, a social protection strategy, organisational structure and staffing levels, job descriptions and support to leadership and management development and finalisation of the Performance Agreement Framework for the Ministry have been delivered.
Purpose and scope of work
As a continuation to the transformation process, the Ministry is requesting further technical assistance (TA) to support its change effort by providing continuity in the design and implementation of interventions aimed at developing a high performing Ministry with sustained capacity for continuous learning and performance improvement with a focus on strengthening Central-District-Community level strategic and operational relationship. Specifically, the technical assistance will build on past results / achievements, and work with management and operational teams and other technical support programmes, to strengthen the organisational and technical capacity for Districts and community level structures to deliver adequate social assistance and other services to the most vulnerable groups guided by Social Protection Strategy. The TA will work within the following broad frameworks but paying particular attention to District and Community levels focusing on:
Institutionalising strategic management to enable the Ministry remain strategic and implement activities that are in line with its mandate. This will include improving central level strategic leadership role in relations to operational roles of the District and vice versa This will also pay attention to strengthening Central and district level social protection strategy coordination role.
Strengthening adherence to and utilisation of structures, systems, procedures and other management tools, such as balanced score card based performance management framework necessary to improve service delivery through support to Central, District and Community levels.
Improving core work processes and procedures to support efficiency and effectiveness in its service delivery. This may lead to the development and / or refinement of management tools such as job descriptions, work process, service delivery systems, etc., to aid and guide the Ministry to remain focused on key performance areas and contribute to a results-oriented culture.
Creating an appropriate work climate in which innovation, creativity and productive work are encouraged and become the norm.
1.2 Approach to Technical Assistance
The MOSD recognises that this change effort poses several challenges, not least public perceptions that public service institutions are slow to respond to change. The Ministry desires to break this stereotype by engaging in a long-term process of change using the Organisation Development (OD) approach. With the CSIP implementation period coming to an end in December 2014, and the phase of the OD assistance completed, the Ministry has acquired some degree of understanding and appreciation of the benefits of the OD process. The Ministry intends to focus this next phase on providing more support to the district offices as they are the points of service delivery. Such an approach will not only create tangible results, i.e. improved coverage (outreach, quality and quantity), for the Ministry but also improve the quality of central-district operational relationship. While ensuring continuity with the institutional strengthening efforts undertaken over the past three years, it is envisaged that the Technical Assistance (TA) will be provided in a developmental manner, being the strengthening coordination of central, district and community council levels and provision of a strong mentorship and coaching programme.
2.0 Terms of Reference / Tasks
The present Terms of Reference are underpinned by the Ministry’s desire to develop its organisational learning capacity through reflection action and effective service delivery. The TA should facilitate the development of internal capacity for self-learning and problem solving at all levels. As such, highly participatory and consultative approaches that promote or enhance ownership of results should be employed as the consultant works with the Ministry’s Senior Management, district and community teams to undertake the following activities:
Map out and analyse on-going and planned capacity development initiatives being implemented by Government and that are provided through various technical assistance to identify synergies and their direct bearing on district and community levels and work towards a common result.
Based on literature review, analyses of human rights approach frameworks and consultation with different stakeholders, identify and define learning needs for staff involved in service delivery at district and community levels.
Facilitate operationalisation of proposed generic competence framework at District and Community Councils as a tool to support performance improvement and staff development through a variety of approaches including coaching, mentoring, peer-learning, self-assessment, knowledge management, etc.
Provide further orientation, as required, to senior managers to organisational development tools (diagnostic tools) and operational capacity and performance planning improvement tools such as the balanced score card Performance Agreement Framework approach introduced by Government in 2014.
Reinforce impact-based performance management by facilitating results-focused District and Community level operational planning and management and ensure that the service delivery oriented dimensions in the Performance Agreement Framework are implemented.
Design and facilitate inter / intra team building, reflection sessions at district level, and where possible at central, in order to promote coherence and synergy (high performing teams) towards a common purpose.
Support MOSD in:
Utilisation of Performance Agreement Framework as a mechanism for strengthening coordination functions at central, district and community levels.
Advising Senior Management Team through appropriate structures to remain focused on the overall goal of the change process, i.e. a new institution based on a common and shared vision of that of an efficient and effective Ministry.
Guiding the utilisation of organisational and management tools such as job descriptions, balanced score card based performance agreement framework, competence framework, challenge model and other tools.
Improving work processes through process-improvement initiatives aimed at increasing efficiency in the systems and procedures.
Perform any other tasks directly related to change management and organisational performance improvements as deemed necessary by the Senior Management Team.
3.0 Expected Results (Output level)
The consultant will be expected to deliver the following outputs:
Inception report outlining process, roles of key players, timeline and expected outputs
A capacity building plan built on thorough analysis of needs at institutional, organizational and individual levels (taking into account the results of the Management & Leadership Development Assessment by the Centre for Assessment and Development covering District and Community level staff.
Clear coordination relationship/mechanisms between central and district which creates a demand for services from the bottom to the top.
Hold of end-of-assignment performance review meeting(s) with the district heads.
Coaching and mentorship programme as part of the Capacity Building strategy supported by a human resources management and development practice manual on HR function for districts.
Relevant output and process reports at various stages of the assignment.
End of assignment final report.
4.0 Assignment duration
In order to facilitate learning and internalisation of new work related behaviours, the support is being requested in the form of technical assistance for a maximum period of 3 contact months.
The contract will be paid according to the deliverables. The duration of the contract is for 3 months from 1 August 2015 to 31October 2015.
Desired competencies, technical background and experience
The consultant will be supervised by the Child Protection Officer. The consultant will consult with Chief Social Policy to ensure coordinated implementation of his/her work plan in line with the support provided by the social policy section.
Professional background and education
The required consultant must have a Master’s degree in Human Resource Management, Organisational / Industrial Psychology, Organisational Behaviour, Organisation Development, Public Administration, Business Administration or equivalent.
The consultant must be conversant with partnership approaches, participatory methodologies, capacity development needs assessment and implementation models, organisation development tools, consulting skills, and she / he must have the ability to effectively play consultant-adviser-facilitator and coach roles at different stages in the process.
The consultant should have the following competences and abilities:
Work experience with senior Government officials;
Excellent writing and analytical skills;
Ability to work under pressure and to deliver quality results in a timely manner;
Use various capacity development / organisational development tools;
Good interpersonal skills and ability to work as a team;
Work with change management related issues;
Conversant with different capacity development frameworks;
Executive coaching skills;
Prior experience with MOSD in the area of institutional strengthening;
Ability to apply different consulting models based on circumstances, and
Understanding of the Lesotho Civil Service.
All travel will be by the most economical fare and reimbursement is strictly as per UNICEF policy. Travel outside of Maseru to other districts in the country for the purposes of the consultancy will be supported by UNICEF. Transport will be provided by either UNICEF or MOSD to carry out such field trips.
The consultant will be expected to work in the premises of the Ministry of Social Development, which is responsible for providing office space. He / she is expected to provide his/her own lap top computer.
The candidate selected will be governed by and subject to UNICEF’s General Terms and Conditions for individual contracts.
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