HAK’s AGM/Board Training/Strategic Planning Consultancy

Job Title: HAK’s AGM/Board Training/Strategic Planning Consultancy
Sector:     Health          
Job Location:    Nairobi - Kenya          
Employee Type:     Consultant          
Employee Category:     Not Applicable          
Employer: The International Rescue Committee (IRC)

About IRC
The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

At work today in over 40 countries and in 22 U.S. cities, the IRC restores safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Terms of Reference (TOR) for HAK’s AGM/Board Training/Strategic Planning Consultancy

Partner Organization:          Healthcare Assistance Kenya (HAK)
Supporting Organization:      IRC/PIK11
Consultant:                        To Be Appointed by IRC-PIK11
Location:                            Nairobi - Kenya
Consultation Period:          2 Days
Target:     Board Members and Management staff
Number of participants:  10

Scope of Consultancy:
 i) Train Board Members & Management Staff
ii) Lead HAK’s 5 year Strategic Planning process (Years 2014-18) 
Proposed training dates:  Thursday 10th April 2014 – Friday 11th April 2014
Venue:    Nairobi

1.    Background
Healthcare Assistance Kenya started its National humanitarian Gender Based Violence program for women survivors of GBV in Kenya in the year 2000 by offering services to survivors of GBV on voluntary basis.     HAK’s activities in include operationalization of the 24 hour national GBV Rapid Response Call Centre,  the national GBV Helpline 1195,  tele-counseling, coordination and facilitation of survivor’s fast access to medical, legal aid, safe places, Psycho-Social support,  online GBV education, SMS GBV campaigns, effective communication through SMS for effective rescues and service delivery to survivors through referral mechanisms,  GBV awareness creation, GBV data collection, staff and board capacity building and trainings, publicity of the national GBV Toll Free Helpline 1195. With support from USAID through International Rescue Committee – Peace Initiative Kenya, HAK has continued to operate its Rapid Response Call Centre since March 2013 and publicized the national GBV helpline 24 hours.

1.2 Objectives of the Consultancy
i) The Consultancy will build the capacity of HAK’s Board members and Management staffs so as to equip them with skills and knowledge for effective prioritization, planning and implementation of GBV Programs in Kenya.

ii) The Consultancy will lead to the development of a Strategic Plan that will revisit the vision, mission and goals of HAK and help to determine and articulate the future direction of the organization. The consultancy will support the organization to establish realistic goals and objectives with a defined time frame; and assist with the development of an action plan to achieve these goals and objectives.

1.3  Scope of the assignment
The Consultant will:
i) Develop the training content and the program for the entire duration of the training period.
ii) Decide on the most appropriate training methodology for effective delivery of the assignment.
iii) Advice IRC-PIK11 and HAK on the tools required for each session of the training.
iv) Satisfactorily facilitate the training sessions ensuring active engagement of all the participants.
v) Help participants come up with a plan of action to ensure that the learnt skills are put into practice.
vi) Provide resource materials for further reading and reference by participants.
vii) Administer a pre and post-test or any other tool to measure knowledge gained by the participants.
viii) Compile and submit quality training report to IRC-PIK11 and HAK (one soft copy and two bound hard copies.

2.0    Purpose Of An Organizational Strategic Plan
HAK’s Strategic plan for period 2009-2013 expired in December 2013.   The need to development a new Strategic Plan to cover 5 years starting 2014-2018 has therefore been identified and calls for external consultancy.

2.1 Purpose of Strategic Planning Consultancy
The consultancy will lead to the development of a Strategic Plan that will revisit the vision, mission and goals of HAK and help to determine and articulate the future direction of the organization. Consultancy will support the organization to establish realistic goals and objectives with a defined time frame; and assist with the development of an action plan to achieve these goals and objectives.

The Strategic Planning Process will support HAK to achieve the following:
-    Clearly defined target beneficiaries and geographic area of focus, including strategic possibilities for geographic expansion (County Governments’ involvement)
-    Financial sustainability plan; support for identifying new donors/income and developing standard proposal
-    Review of development interventions and approach; identify new ways of working to achieve best practice and the realization of organizational and project goals
-    Identify initiatives to be undertaken for improving organizational systems, structures and policy procedures, including membership and governance of the Board
-    Develop an action plan for the execution of the Strategic Plan

2.2    Process
The Strategic Plan will be developed following a participatory process. This will mutually inform and create ownership amongst all relevant stakeholders, including target communities, HAK Staff and Board members, donor community and relevant Government representatives i.e. the Ministry of Devolution and Planning – Directorate of Gender.

It is anticipated that the process undertaken will include interviews with Staff and Board members and review of relevant documents.  Participants will have the opportunity to communicate their perspective about the relevance of the past activities of HAK and influence the changes required to improve the development strategy and approach.

It is expected that the consultant will assist HAK to analyze the information gathered, which will be used to inform the strategic direction of the organization and answer questions such as the following:

-    Where do we want to see HAK in the next 5-10 years?
-    What are the present strengths and weaknesses (including program implementation, management,    governance, monitoring systems etc)?
-    What are the interventions to be undertaken for the strengthening of HAK?
-    Who are the people that HAK should target, on what issues and where?
-    Who are the donors that HAK can approach for funding its activities?
-    How efficient and effective are current board and staffing structures?
-    How can HAK build Project sustainability?

2.3    Outputs Of The Consultancy
A written report and a 5 year strategic plan will be provided to IRC-PIK11 and HAK which includes:
-    Background of the Strategic Plan
-    Vision, Mission, Goals and Objectives
-    Organizational Core Principles and values
-    SWOT analysis
-    Organogram of HAK
-    Strategic Direction: Where does HAK want to be in 5-10 years?
-    Strategic Priorities: Who are the target groups; geographical focus
-    Strategic Approach: How can HAK best implement its development program
-    How can HAK attain sustainability; What are the most pressing threats to this?
-    Strengthening HAK: Identify organizational development initiates including governance and management structures review
-    Financial Projection:  Situation analysis and opportunities to diversify donor base
-    Action Plan for execution of the Strategic Plan

2.4    Roles And Responsibilities
Consultant: Conduct Strategic Plan sessions as per terms of reference, provide feedback to IRC-PIK11 and HAK,  develop draft report and final written report for distribution.

IRC: Organizes facilities (including accommodation) and transport of consultant during training and Strategic Plan meeting, co-ordinates visits to HAK according to the needs of the consultant during this period.
HAK:  Mobilizes Board Members and Senior Staff members to attend the training/Strategic planning, arranges hotel bookings, flight bookings and transport reimbursements and other logistics.

2.5 Time Frame
-    The consultancy will be over within 2 days
-    A written draft report and strategic plan will be submitted to IRC-PIK11 and HAK by 18th  April 2014
-    Feedback from HAK and IRC will be provided to the consultant by 25th April 2014
-    The final written report and strategic plan to be submitted to HAK and IRC by 2nd May 2014

2.6    Budget:
IRC-PIK11 has agreed to contribute  to the development of the Strategic Plan and Capacity Building.
Once a Terms of Engagement has been signed:
-    IRC will arrange to pay the agreed consultancy rate as may be agreed by the two parties.   If it is anticipated that the consultancy will extend beyond the agreed time frame,  IRC-PIK11 must be notified immediately and extension of consultancy approved
-    IRC –PIK11 will not pay per diems or away from home allowances above and beyond the consultancy daily rate
-    The consultant is requested to submit an invoice at conclusion of the evaluation or a plan for staged payments to IRC-PIK11 about the preferred method of payment and banking details
-    HAK is expected to make reimbursements and payments at the conclusion of the capacity building and strategic plan workshops to cover accommodation, transport, meals, and facilities for the team.

2.7 Consultant’s Capacity Building/Strategic Plan Outputs and deliverables
i) Submit to IRC-PIK and HAK a capacity building and Strategic Plan report within the agreed timeline.
ii) Plan of action with clear timelines by participants.
iii) Share resource materials for further reading and reference.

2.8      Costs
Consultants interested in this assignment will be required to submit a quotation to IRC-PIK11 indicating the tools required for effective delivery of the assignment, training fees inclusive of 5% with-holding tax and also attach updated curriculum vitae. He/she will sign a two (2) days contract with International Rescue Committee-Peace Initiative Kenya.
Payments will be made as follows as may be arranged and agreed upon by IRC-PIK11 and the consultant.

2.9       Profile of the Consultant
The individual conducting the training must meet the following requirements:
1. Must be well versed with Sexual and Gender Based Violence issues, operationalization of GBV programs, GBV survivors’ rights and protection issues.
2. Be familiar with survivors’ medical and legal protection instruments.
3. Excellent training and facilitation skills.
4. Experienced in Capacity building.
5. Experienced in leading a Strategic Planning Process
6. Have a clear understanding in management and procedures.
7. Excellent report writing and presentation skills.
8. Provide IRC-PIK with updated curriculum vitae to support his/her competencies in the subject.

IRC leading the way from harm to home.

IRC is an Equal Opportunity Employer.
 IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

Deadline Date: 30/05/2014

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