CONSULTANCY FOR ICGLR GUIDELINE REVIEW

Expression of Interest (EOI)

CONSULTANCY FOR ICGLR GUIDELINE REVIEW

Cosoft: 83412191

Background

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors, Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, ICT (Information and Communications Technology), Natural Ressources, Peace and Security and Sexual and gender-based violence (SGBV).

The International Conference on the Great Lakes Region (ICGLR) is an inter-governmental organization with 12 member states in the African Great Lakes Region. Its establishment in 2004 was based on the recognition that political instability and conflicts in and between these countries have a considerable regional dimension and thus require a concerted effort in order to promote sustainable peace and development. The Secretariat of the ICGLR, based in Bujumbura, Burundi, is the technical arm and coordinating body.

Currently, ICGLR has several rules and guidelines which were developed some years back relating to various policy areas. However, the major existing rules and regulations meant for review under this assignment are in respect of Human Resource Management, Procurement Management and Financial Management as detailed here below:

(a) Policy area 3: Human Resources Management

  • Human Resources Manual 2007
  • Staff Rules and Regulations 2017

(b) Policy area 2: Procurement Management

  • Procurement Guidelines 2007
  • Draft Procurement Manual 2016

(c) Policy area 1: Financial Management

  • Financial Resources Management Guidelines 2007
  • Financial Regulations and Rules 2007
  • Draft Financial Manual 2016

The above policy documents have scattered rules, regulations and guidelines which need to be reviewed, analysed, updated and consolidated into single policy documents for each of the three policy areas above.  Most of the above policies were approved in 2007, others in 2016 and 2017 and as such have run out of modern developments in the world and need to be reviewed to respond to changing trends and needs of modern management. Some of the policy rules and regulations are in disharmony with each other and with the changing needs of the ICGLR. On the other hand, the review and amendment of the organizational policy documents at some intervals are an integral part of ICGLR’s   quality management systems. These policies provide management and staff with guidance for continuous maintenance of transparency, accountability, quality and integrity of the services that are delivered by the organization. Furthermore, accurate and appropriate policies in keeping alignment with the changing needs of the ICGLR’s organizational mandate, the PACT and its protocols promote and ensure high quality products and services. The review of the existing policy guidelines will further guide the systemic operation of ICGLR’s day to day functions and procedures.

Part of the services have already been provided in a previous assignment, mainly the analysis of the existing policies as well as a the review of policies together with GIZ and the DAF of ICGLR.

Overall objective 

The reviewed and updated Human Resource, Procurement and Financial Management Rules/Regulations will facilitate quality implementation of ICGLR, promote performance management, transparent systems, good reporting, monitoring, evaluation and accountability which will result into building of trust, confidence and partnerships.

The updated Governance Policies (i.e., Human Resources, Procurement and Financial Policies) shall continue to form standard mechanisms for constant inculcation of effectiveness and conformity with organizational needs and transactions.

Contract period and objectives of the assignment

Contract duration will be from August 2022 to December 2022.

This duration shall include all the activities involved in the completion of assignment including surveys /benchmarking conducted by the consultant, consultation with the relevant stakeholders and final compilation, completion and the final print of the of the hard document.

The main services for this follow up assignment to be provided will be to

formulate new policy documents below;

  • Financial Management Rules and Regulations
  • Procurement Management Rules and Regulations
  • Human Resources Management Rules and Regulations

The newly developed rules and regulations will repeal and substitute the existing ones, once they are approved by the relevant authorities of ICGLR.

Furthermore, the review of senior position ToRs should be completed, and the documents finalized.

Scope of work and deliverables

The following activities will constitute the scope of work:

(a) Finalization of reviews of the existing ICGLR Human Resource, Procurement and Financial Management documents as a precursor for developing the new policies above.

(b) Formulating new Human Resources, Procurement and Financial Management policy   documents by making use of and drawing from the existing policy documents as well as from benchmarking from modern management practices.

(c) Presentation of the policy documents to the following IGCLR governance bodies: (i)Management, (ii) Members States Experts Meetings, (iii) National Coordinators meeting and (iv) Regional Inter-Ministerial Committee.

(d) Finalization on the formulation of 25 senior position ToRs as part of the Human Resource policy document.

The Consultant is expected to deliver the following outputs;

  • The findings and the new Human Resources, Procurement and Financial Management policy documents (with their detailed guidelines) presented to the ICGLR management and governance bodies for inputs and comments.
  • Comments from management and governance bodies of ICGLR compiled and used to enrich the final Policy documents.
  • Approved policy documents by the following IGCLR governance bodies: (i)Management, (ii) Member States Experts Meetings, (iii) National Coordinators meeting and (iv) Regional Inter-Ministerial Committee.
  • hard copies of each of the finally agreed upon documents for (i) The Human Resources Rules and Regulations, (ii) Procurement Management Rules and Regulations and (iii) Financial Management Rules and Regulations produced in a modern print (Arabic-10 copies, English-20 copies, Portuguese-10 copies, and French-20 copies) and submitted to the Executive Secretary of the ICGLR

Qualifications of the proposed personnel

Expert 1 Lead Consultant:

Education

The Lead shall have Master’s Degree or in Human Resources Management, Governance, Public Policy, or Financial Management or Procurement Management or other related field of study.

Professional Experience

Candidates for this position shall have extensive and demonstrated knowledge in producing and implementing policies related to this assignment for not less than 15 years. Applicants holding PhDs with demonstrated skills in policy development and research in any of the areas will be an added advantage.

Languages

The consultant shall be able to translate or bear the effort and cost of producing the above policy documents in Arabic, English, French, and Portuguese.

Expert 2 Expert Consultant on Human Resources

Education

The expert consultant on Human Resources should have a University Degree in Human Resources Management or in a related field of study like business administration with a specialisation in HR.

Professional Experience

The expert consultant on Human Resources shall have demonstrated capacity and skills in formulation of policy documents relating to Human Resources for a period of not less than 10 years.

Expert 3 Expert Consultant on Procurement

Education

The expert consultant on Procurement should have a University Degree in Procurement Management or in a related field of study like business administration with a specialisation in Procurement.

Professional Experience

The expert consultant on Procurement shall have demonstrated capacity and skills in formulation of policy documents relating to Procurement Management for a period of not less than 10 years.

Expert 4 Expert Consultant on Financial Management

Education

The expert consultant on Financial Management should have a University Degree in Financial Management or in a related field of study like business administration with a specialisation in Financial Management.

Professional Experience

The expert consultant on Financial Management shall have demonstrated capacity and skills in formulation of policy documents relating to Financial Management for a period of not less than 10 years.

Evaluation and Assessment Criteria

The following criteria will be used to assess the quality of the proposals submitted in response to these Terms of Reference;

  1. Profile of the firm indicating its management structures, its areas of specialization, its experience in the field of policy development and implementation.
  2. Clear concept of the whole process of how it intends to go about the finalization of the three policy documents.
  3. Clear indication of its competences and skills in the development of policies especially in the three areas of Human Resources, Procurement and Financial Management
  4. Key qualifications, experiences and competences of the Team Leader and the experts fronted to execute the assignment relevant to the three policy documents
  5. Clear description of the quality assurance mechanisms in place that will yield excellent outputs.

Schedule of work

Item Description Days Location
1 Signing of the contract Remote/Online
2 Finalisation of review of the ToRs for Senior Management with Management and finalization for the next stage 3 per expert = 12 days Remote/Online
3 Finalisation of review of the Draft Policies with Management and finalization for the next stage 8 per expert = 32 days Remote and in person
4 Presentation of the Policy Documents to the Committee of relevant Experts form the Member States and finalization for the next stage 1 per expert = 4 days Remote/Online
5 Presentation of the draft Policy Documents to the National Coordinators and finalization of amendments for the next stage 1 per expert = 4 days Remote/Online
6 Presentation to the Regional Inter Ministerial Committee and finalization of amendments 3 per expert = 12 days Remote/Online
7 Finalization including translation and editing and submission of the finally approved policy documents in the various languages for review by the ICGLR secretariat 10 per expert = 40 days In the contractor’s location and shipment via DHL
8 Printing and submission of the hard copies of each policy in the various languages (10 copies Arabic, 20 copies English, 20 copies French and 10 copies Portuguese). 2 days Remote
9 Translation of the senior position ToRs into French 2 days Remote
Total   Up to 108 days  

Submission of the EoI

EoI will be evaluated based on the following criteria:

  •  Individual profile,
  •  Relevant experience,
  •  Your strategies to assure agility, flexibility and responsiveness,
  •  Personnel offer
  •  Financial offer.

The EoI should contain the following:

For Technical Proposal: 

  • A Cover letter expressing interest in this assignment;
  • Technical Proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed clear methodology,
  • Business /company registration certificate
  • Tax clearance certificate (if available)
  • VAT certificate (if available)
  • Recommendation letters/certificates of similar services concluded

For the Financial Proposal:

The Financial Proposal indicates the all-inclusive total contract price, supported by a breakdown of all costs. The cost must be in Rwandan Francs and VAT excluded.

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email: RW_Quotation@giz.de until latest 30th June 2022 

Please you must write in your email subject this sentence:

EOI number 83412191– submission of technical& financial offer,

without this sentence, your offer may not be considered

Hard copies are not allowed this time 

GIZ reserves all rights

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