Scope of Work
The program policy is anticipated to provide guidance as to the overall conduct and delivery of services of the program department within and without the organization to ensure quality and sustainability of the various projects as well as harmony within the department and across other departments. It should also provide oversight onto the optimum utilization of resources.
The following are some of the key areas identified that the policy manual should address though it is expected that the consultant together with HIHEA team will refine the scope to ensure overall inclusivity.
The assignment will cover the following key aspects:
Core responsibilities of the Program Department and its functions
Roles and Responsibilities of the different positions/offices in the program department and how other offices in the organizations contribute the program and vice versa
Program implementation processes and procedures
Quality control and management
Specifically the policy will detail:
Program Department structure
Definition of key Program terms
Procedures of Program/Project Design
Guidelines on Project Inception
The procedures of Branch office/ Satellite set up
Outreach and promotions process
How Stakeholders mapping and management should be done
Initiation and management of Partnerships and collaboration
Identification of program members (beneficiaries)
Members training and Evaluation process
Financial Inclusion – components and guidelines of actualization
Enterprise quality and sustainability
Procedures of Data Capture process
Report writing process
Project activity process flow and reporting
Group Asset management
Project Hand over /Exit/ process
Internal and External communication guidelines
Knowledge management guidelines
Resource management
Program Department Work Ethics
Safeguarding at program level
Information/Records Management
Purpose of the Program department policy
To promote uniform understanding and application of the Organization´s program department procedures by all without any discrimination at any level or location
To identify areas of responsibility for administering and monitoring program Procedures.
To provide a reference tool for use during the day-to-day performance of duty.
Objectives of the assignment
The main objective of this assignment is to facilitate development of the program department policy manual. The policy manual will detail the programs team working along design, development, implementation and review of program plans and commitments. The policy will also outline mechanisms that ensure all programs and projects are designed and implemented to the highest standards in line with the organization’s values.
Approach and Methodology
The assignment will facilitate a participatory approach with key stakeholders; the following tasks will be expected to be conducted:
Literature review – Review the available reference documents
Key Informants Interviews – The consultant will meet with HIHEA program management team. The purpose of this meeting is to discuss and clarify expectations on the expected outcome and deliverables of the assignment. The consultant will prepare a work plan at the beginning of the assignment, with clear timelines and milestones to ensure that the assignment will be completed on time.
Conduct a needs assessment/situational analysis
The consultant will facilitate a 3 day workshop with relevant staff from the programs department as shall be directed by HIHEA to validate the needs assessment and formulate the policy
The consultant will regularly, brief HIHEA management on the development of the assignment, including progress and challenges;
At the submission of the draft Policy Manual, there will be a debriefing meeting/workshop with HIHEA Team, to discuss the progress made and propose any revisions/amendments.
Feedback from the workshop will be provided to the consultant to revise and finalize the policy.
Deliverables
The Consultant is expected to deliver the following outputs:
Submit Inception report, prepared after an inception meeting; Including an elaborate work plan
Facilitate a situational analysis and submit the subsequent report thereof.
Facilitate key strategic workshops with HIHEA staff and document the relevant information for policy development
Prepare a draft policy for review and present to HiH EA program management, receive feedback and incorporate in the final draft.
Submit final policy to HiH EA team that will include inter alia;
Clear program objectives
Clear theory of change (TOC)
Policy Implementation Plan
Policy M&E Framework
Ethical Considerations
The selected consultant will be responsible for safeguarding and ensuring ethics at all stages of the policy development process. The consultant will be responsible for managing any potential ethical risks and issues and must put in place processes and systems to identify, report and resolve any ethical issues that might arise during the development of the policy.
Consultants Requirements
An eligible firm should meet the following criteria:
Compliance with legal requirements of registration
At least 5 years of Strategy and policy formulation experience corporately
Present at least 3 references for similar tasks performed within the last three years
Provide Policy formulation methodology, proposed work-plan, and curriculum vitae for any key staff if any proposed to work directly on the assignment.
Not to have any conflict of interest or to highlight any potential conflict of interest in taking up this role.
Client Inputs
The consultants are invited to submit proposals tailored to the outlined requirements, comprising of a technical proposal, financial proposal in Kenyan Shillings with clear costs, methodology plan, and work plan, evidence of previous similar work and CVs for the suggested team. Deadline for submission of proposals is Wednesday the 6th December 2023. These should be submitted via email to: procurement@handinhandea.org using the reference number as the email subject.
Apply via :
procurement@handinhandea.org
