Short-term Technical Support for Strategy and Planning for PCD’s Targeted Organizations
From March 2015 to June 2015
Location: Hanoi and HCM City
A.Background
USAID has recently launched the Partner Capacity Development (PCD) Program to build institutional capacity of Vietnamese agencies, organizations and individuals in a wide range of issues that USAID is working on, including economic growth and inclusion, private sector partnerships and innovation, HIV/AIDS, climate change and disaster risk reduction, disability and vulnerable populations, avian and pandemic influenza, education, and environmental remediation. The implementer of this effort is the Institute of International Education (IIE), a US NGO with giant experience in education and capacity building sector.
PCD conducted a performance assessment of LIFE, CCRD and MCD as targeted organizations in November 2014. In line with the findings and performance gaps identified during this analysis -- that included a review of previous OCAs and USAID pre-assessments -- the team has defined a series of recommendations in each of three performance areas (Strategy & Planning, Skill Building, Communications, and Knowledge Management) to support targeted organizations as it works to improve its performance.
Key findings and recommendations for improving Strategy and Planning at three targeted organizations as follow:
MCD Strategic Plans in period of 2011-2015 is going to be outdated, MCD has drafted new strategic plan for 2016 – 2020, however MCD requested PCD to provide technical assistance to review the draft of new Strategic Plan & provide input to ensure improved governance.
CCRD currently has a 5 year strategy and business plan that is ending. As well, the direction of the mission has shifted during the past few years away from purely health communication focus to more delivery of services. There is a need for an updated market analysis, clear objectives to link a portfolio M&E system, and a revised strategy to achieve the refined goals. CCRD recommendations include: Revisit mission and vision to update as necessary; Conduct market research to provide basis for strategic objectives; Set 5 year strategic objectives to include measureable indicators for portfolio M&E; Develop plan of general approach to achieve each strategic objective; Translate 5 year strategy into annual work plans.
LIFE recommendations are to help in developing a more strategic approach to organizational sustainability, as well as expand its work with the private sector and with its CBO network. LIFE recommendations also include developing a new “Strategic Sustainability Plan” that focuses on financial sustainability, and to develop a “Private Sector Partnership Strategy” with the objective is to improve LIFE’s current model of work with the private sector into a better-funded and more sustainable private sector participation.
Based on the findings and recommendations of the on-going performance analysis of the targeted organizations, PCD is planning to provide technical support to each target organization and strengthening organizational strategy based on context of each target organization.
The work should be carried out as identified in the objectives and tasks below. To do so, PCD is looking for two consultants or organization/ company to carry out this intervention with the targeted organization staff to assist them to improve the ability of the organization to revise its organizational strategy.
B.Objective
Provide technical assistance to improve organizational strategy at targeted organizations that contribute to the sustainable development of organization and better delivery of services to targeted populations of the organization.
C.Statement of Work
Responsibilities of consultant:
The selected consultants will work closely with LIFE, CCRD, MCD and PCD Performance Advisors and other relevant stakeholders to provide technical assistance to targeted organizations. The following tasks are a full list of potential tasks, but will need to be customized for each organization according to the action plan and initial analysis.
1.Conduct a review of organizational strategy, mission and vision and business model, strategic plan and performance assessment report to provide a foundation for the analysis of current requirements;
2.Meet with PCD team and Performance Advisor to clarify this TOR and further insure understanding of the requirements for each targeted organization;
3.Develop action plan to implement this TOR with each targeted organization;
4.Carry out consultation meetings/interviews with each targeted organization Directors and Senior Staff and employees as required to gain further understanding of their current organizational strategy (2011 – 2015) and proposed ideas for developing new organization strategy (2016 – 2020);
5.Facilitate workshops, meetings and interviews with relevant organizational staff and/or external stakeholders to set overall Strategic Objectives for the SP, key indicators for monitoring and measuring achievement of each Strategic Objective, and specific 12-month action plans by organizational units;
6.Write a draft strategy document based on inputs from the workshops and interviews;
7.Conduct validation meeting with each target organization and consultation meeting with stakeholders to get input and present findings and recommendations from the analyses;
8.Based on recommendations and feedback, revise and/or finalize the organizational strategy document at MCD, LIFE and CCRD for their approval; and
9.Coach organizational managers and staff in change management that is, managing the changes necessary for implementing the new strategy as a rolling plan. This will include developing annual operating plans, annual budgets, quarterly reviews, and indicators for success.
D.Time and rate
Length of time for this assignment will be from March 2015 to June 2015; rate will be based on consultant working experience and negotiation.
E.Evaluation criteria
Evaluating the Effectiveness of Coaching
- In advance of the coaching assignment, the Coach will prepare and present a Coaching Plan that includes major components, # of individuals (coachees) to receive the coaching, timelines and/or deadlines for each component, and illustrative indicators of success for evaluation.
- The Coach will provide periodic evaluations of the effectiveness of each of the coachee applying their new skills on the job. These assessments may be made by observation in role playing sessions, by observation in real on-the-job situations, and/or by observation in a combination of both. This feedback should be provided both to the coachee and PCD following each evaluation.
- PCD will collect written evaluations of the Coach from the coachees. These evaluations should be done anonymously by each coachee, and any other significant individuals involved in the coaching effort (i.e. supervisors). The evaluations may be requested several times throughout the coach’s assignment, using the timeline and components of the Coaching Plan to determine specifically when they should be conducted.
- Conduct a final evaluation of the coaching success at the end of the assignment.
F.Deliverables (both English and Vietnamese)
These will be defined for each organization based on the assistance required
- Action plan/ proposal for developing this assignment at each targeted organization based on desk review of existing organization strategy, performance assessment report and initial consultation meetings with relevant stakeholders; and
- Final report that includes relevant summary notes from consultation meetings/ interviews for each targeted organization, draft strategy document for validation review, summary notes from validation workshop or meeting, final organization strategy ready for management approval, follow up coaching plan.
G.Required Qualifications
The Local Consultants will be experienced Strategic Planning and Market Research Specialists with successful track records of working with non-profit organizations in Vietnam The consultant should have demonstrated experience in planning, training and coaching. He/she will possess:
- Bachelor’s degree in Public Administration, Organizational Development, Human Resources, Business Administration, Information Technology, or related field.
- At least five (5) years of consulting experience in strategic planning and market research, preferably with VNGO experience.
- Expertise in developing organizational strategies.
- A working knowledge of applicable financial laws and regulations that apply in Vietnam to non-profit organizations, particularly in developing a social enterprise approach.
- Market research in worker support and Business Social Responsibility programs in Vietnam and internationally.
- Proficiency with relevant computer software programs, especially with a firm understanding of Word, Excel, Access, and related systems and applications
- Excellent command of both written and spoken English and Vietnamese.
H.Application procedure
Interested candidates should send application to the following address: [email protected] [1]. The application attached with CV should explain the understanding of the assignment; short methodology; work-plan; evidence of technical capacity and relevant experience; three references, including contact details.
Please place “Consultant on Organizational Strategy Development” in the subject box.
The closing date for proposals is 5p.m. on Monday Mar 2, 2015
Only shortlisted candidates will be contacted for interview.
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MCD: Centre for Marinelife Conservation & Community Development
CCRD: Center for Community Health Research and Development
LIFE: Centre of Promotion of Quality of Life