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CONSULTANCY TO UNDERTAKE ORGANIZATIONAL CAPACITY NEEDS ASSESSMENT OF CONSORTIUM PARTNERS


TERMS OF REFERENCE (TOR) 

CONSULTANCY TO UNDERTAKE ORGANIZATIONAL CAPACITY NEEDS ASSESSMENT OF CONSORTIUM PARTNERS

Post Title: Consultancy 

Project Title: Accountable Democratic Institutions and Systems Strengthening (ADISS)

Organization: GII CONSORTIUM

Duration: 22 days from signing of contract

A.   Project Background

Though Ghana has made some progress in its efforts to fight corruption in terms of building the relevant institutional and legislative frameworks, the canker continues to be a major development challenge in the country. As far back as 1960, the country criminalized corruption with the passage of the Criminal Offenses Act 1960 (Act 29) and since then, several anti-corruption laws have been passed and institutions established to address corruption. However, limited political and institutional leadership commitment towards enforcement of anti-corruption laws coupled with the inherent weaknesses in the applicable legislative instruments and inadequate citizens demand for transparency and accountability have contributed to the problem of corruption in the country.  

The National Anti-Corruption Action Plan (NACAP) approved by Parliament in 2014 as the country’s blueprint for fighting corruption, is a multi-stakeholder framework that assigns various roles to both state and non-state actors in a coordinated way to fight corruption. Many actors including Civil Society Organizations (CSOs) have responded to working towards fulfillment of commitments contained in the NACAP. For instance, in the last four years, the Ghana Integrity Initiative (GII) through a Consortium arrangement has worked collaboratively to implement a number of interventions aimed at fighting corruption under its USAID-funded Accountable Democratic Institutions and System Strengthening (ADISS) Activity.

The objectives of the project are to:

(a) strengthen the Consortium’s institutional capacities and build synergies to ensure sustained policy engagement at the national level in the fight against corruption; 

(b) strengthen the institutional capacities of citizen’s groups and Community Based Organizations (CBOs) for sustained advocacy and reforms at the sub-national level in the fight against corruption, and

         (c) Increase responsiveness to emerging opportunities to combat corruption.

 

The ADISS activity achieved the following per the 2017 mid-term performance evaluation of the activity:

  • 1.    Do all partners have policies and systems that promote organisational effectiveness?

    2.    Are the existing policies and systems adequate and comprehensive for improved organizational performance?

    3.    What are the weaknesses and gaps in the policies and systems?

    4.    What is the balance between policy/systems and practice?

    5.    What should be done to address the weaknesses and gaps identified to ensure effectiveness?

These achievements notwithstanding, the mid-term performance evaluation undertaken by a third party with funding from USAID, and the Consortium’s own internal review of activity implementation, strategies and results show that initial efforts provided limited support to build the organizational capacity of the Consortium and its network of grassroots citizen groups. This has implications for the sustainability of the activity. In addition, a recent financial audit of the activity also indicated that the organization’s ability to sustain itself and its anti-corruption efforts would require tailored capacity building interventions in the areas of financial and procurement management processes, advocacy and communication.  

It is against this background that it has become necessary for the institutional capacity of the Consortium partners and its network of citizens’ groups and anti-corruption champions to be enhanced in a number of ways to ensure increased efficiency, effectiveness and for sustainability. These areas will further strengthen the ability of the ADISS project to solidify sustained progress in the two components as stated in the Cooperative Agreement: increased advocacy by civil society for legislative change related to accountability; and increased documentation and exposure of corruption through civil society reporting mechanisms. The key outcome of this intervention is “increased capacity of the Consortium and its partners to engage for effective law reforms and advocacy to fight corruption and improve transparency especially in public sector service delivery”.

 

B.   Objectives of the Consultancy

The overall objective of this consultancy is to conduct an organizational capacity needs assessment of the Consortium comprising Ghana Integrity Initiative, Ghana Anti-Corruption Coalition and SEND-Ghana, to identify weaknesses, gaps and areas for organizational improvement. The needs assessment should include, but not limited to, financial administration and project management systems, procurement management systems and processes, human resource management systems and procedures, and advocacy and communication capacities of the Consortium.

 

C.   Scope of Consultancy Services

The main services to be undertaken by the consulting entity include:

1.    Review the following organisational polices and operational manuals of all three Consortium partners

a.    organisational charter

b.    financial operation/administration policy/manual or it’s substitute

c.    procurement management policy,

d.    human resource management manual/policy or its substitute

e.    monitoring and evaluation manual/framework or its substitute

f.     advocacy policy/framework and

g.    communication policy/strategy

h.   safeguarding policy

i.     gender policy

j.     staff development/capacity policy

k.    integrity/fraud/corruption policy (if any)

l.     programme documents

 

2.    Review organisational systems, procedures, processes and practices

 

3.    Provide recommendations (technical, broad and targeted) to address identified gaps, weaknesses, and suggest best practices for improvements in in policies, systems and approaches to enhance the effectiveness of the Consortium partners.

 

Guidance Questions:

1.  Do all partners have policies and systems that promote organisational effectiveness?

2.   Are the existing policies and systems adequate and comprehensive for improved organizational performance?

3.   What are the weaknesses and gaps in the policies and systems?

4.   What is the balance between policy/systems and practice?

5.   What should be done to address the weaknesses and gaps identified to ensure effectiveness?

 

The Consortium partners shall appoint a focal person in each organisation. The focal person will serve as the main liaison between the partner organisation and the consulting entity. He/she will be responsible for providing the consulting entity with relevant information including documents and arranging for field work/appointments as applies to each organisation.

 

D.  Deliverables

 

1.  Produce Inception Report

No later than 5 days upon contract signing, the consulting entity shall produce an inception report detailing;

·        Methodology to be used for the assessment;

·        Proposed assessment tools;

·        A detailed work plan clearly defining the roadmap (with dates) for conducting the assessment and expected deliverables.

 

A face-to-face inception meeting between the consulting entity and Consortium partners will be held to discuss the proposed work plan, deliverables, expectations and any project nuances after signing the contract. Where necessary, the consulting entity will revise the work plan based on feedback from the Consortium and re-submit for final approval not later than 3 days after the inception meeting.

 

2.  Undertake organizational assessment

Guided by the scope of the consultancy and agreed methodology prepared by the consulting entity and approved by the Consortium, the selected consulting entity will conduct the assessment per the scope of work, which will include the capacity of staff of all the three institutions. In undertaking the assessment, they will be guided strictly by the content of the approved/final work plan. The consulting entity will engage key staff in the three institutions.

 

3.   Draft Report and Validation of findings

The consulting entity will submit a draft assessment report for review by the Consortium members for feedback and comments. This draft report should be submitted 15 days upon contract signing. The draft report should contain the following sections;

·        Cover page

·        Table of contents

·        List of tables and figures

·        Acronyms

·        Executive Summary (maximum 2 pages)

·        Introduction and background (1 page)

·        Methodology (1 page)

·        Findings (maximum 20 pages)

·        Recommendation (3 pages)

·        References (if any)

·        Appendices

o   Tools and list of interviewees

The Consortium shall submit preliminary comments and feedback 5 days upon receipt of the draft report. A validation workshop will be held to validate and the report with the participation of all staff of the 3 Consortium members and USAID representatives. The purpose of the validation workshop is to provide additional comments and question as well as seek clarification on the report. it will also be used to provide common understanding especially as pertains to identified gaps and weaknesses.

 

4.     Submit final report and data sets

Upon the completion of the validation workshop, the consulting entity will have three days to finalize the report by incorporating comments and suggestions.

 

E.   Deliverable Schedule

 Below is the schedule of deliverable for this consultancy assignment:

Tasks

Deliverables

No. of Days

1.    Produce a detailed inception report including work plan

Draft inception report with all details provided

5 days after signing of contract

2.    Undertake Organisational needs assessment

Draft report submitted.

 

10 days  after inception meeting

3.    Submit revised draft report

Revised draft report submitted based on preliminary comments

3 days after receiving preliminary comments from Consortium

4.    Present draft assessment report at Validation workshop

Consortium holds validation report

1 day

5.    Submit final report

 

Final Report

3 days after the validation workshop

Estimated Total Number of Working days

                                  22 Days

 

F.   Timeframe

The consulting entity is expected to complete the assignment in 22 days after signing of contract.

G.  Required Expertise and Qualifications

The Consortium expects that the assignment should be undertaken by a team of consultants (consulting entity) with diverse expertise. At lease each member of the team is required to meet the following criteria;

·        Advanced degree in social sciences or related discipline; preferably organizational development, management, programme management, monitoring and evaluation etc.

·        At least 5 years’ experience conducting organizational assessments or organizational development needs assessments. Previous work in CSO capacity assessment is preferred.

·        Excellent writing and communication skills in English;

·        Strong interpersonal skills and the ability to communicate and work well with diverse people.

·        Understanding of the governance space and actors particularly anti-corruption in Ghana

 

H.   Reporting

The consulting entity will report to the Chief of Party on all issues related to this consultancy.

 

EXPRESSION OF INTEREST  

The expression of interest should include detailed curriculum vitae(s) and evidence of previous assignments/work related to Organisation/Capacity Needs Assessment (at least 3). The evidence should include the title and signature pages of the contracts. A technical proposal accompanied by a cost plan should be submitted to GII by electronic mail to This email address is being protected from spambots. You need JavaScript enabled to view it. or hard copies to:

 

The Chief of Party

GII Consortium

H/No 21 Abelenkpe Road,

PMB CT 317, Cantonments

Accra

 

The Title/Subject on the envelope or e-mail should be CAPACITY NEEDS ASSESSMENT OF GII CONSORTIUM. The documents should be submitted latest by close of work on March 15, 2019. Only shortlisted consulting entities will be contacted. GII Consortium is an equal opportunity employer.

 

ABOUT GII CONSORTIUM

This GII consortium comprises of three organizations namely; the Ghana Integrity Initiative (GII), Ghana Anti-Corruption Coalition (GACC) and SEND GHANA. The Consortium has been implementing the Accountable Democratic Institutions and Systems Strengthening (ADISS) Project since 2014. The project is a USAID funded project that contributes to reducing corruption in Ghana.

 

GII

Is a local Chapter of Transparency International based in Accra. It is a non-partisan, non-profit civil        empowerment organization focused on the delivery of essential themes necessary for the creation of a National Integrity System. www.tighana.org

 

GACC

Is a unique cross-sectoral grouping of public, private and civil society organizations with a focus on promoting good governance and fighting corruption in Ghana based in Accra. www.gaccgh.org

 

SEND-GHANA

Is an Accra-based NGO with in with a specialty in Policy research and advocacy focusing on pro-poor policy and development programme monitoring in Ghana and Service delivery through the promotion of livelihoods security. www.sendwestafrica.org

 

 

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SEND Ghana
Box A28 Regimanuel Estates,
Nungua Barrier, Sakumono,

Tel: +233 (0) 302 716830 / 302 716860

Email: info@sendwestafrica.org