CALL FOR APPLICATIONS FOR THE RECRUITMENT OF AN INTERNATIONAL CONSULTANT TO DRAFT A POLICY AND STRATEGY DOCUMENT FOR THE ECOWAS VOLUNTEER PROGRAMME (PVC)
OFFER DOCUMENTS
NOTICE OF INVITATION TO APPLY FOR THE RECRUITMENT OF AN INTERNATIONAL CONSULTANT TO DRAFT A POLICY AND STRATEGY DOCUMENT FOR THE ECOWAS VOLUNTEER PROGRAMME (PVC)
Date: 28 August 2023
Organisation: ECOWAS Centre for Youth and Sports Development – CDJS (Ouagadougou, Burkina Faso)
Contact: cdjs@ecowas.int
Post title: International consultant for the development of a policy and strategy document for the ECOWAS Volunteer Programme (PVC)
Contract type: Individual contract
Start date: 1 October 2023.
Project title: Development of a policy and strategy document for the ECOWAS Volunteer Programme (PVC)
Period/Duration of assignment/Services: Immediate/maximum 60 days (including the final report)
Application Deadline: 11 September 2023
Applications must be submitted to the email address cdjs@ecowas.int by 14:00 GMT on 11 September 2023 at the latest. The subject line ‘International Consultant for the Development of a Policy and Strategy Document for the ECOWAS Volunteers Programme (PVC)’ must appear in the subject line of the email.
All requests for clarification must be sent electronically to the email address above. The CDJS office in Burkina Faso will respond to all enquiries by email and will copy in all candidates without revealing the source of the enquiry.
1. INTRODUCTION
Volunteering is not a new social phenomenon in Africa, as traditional forms of volunteering exist there. Volunteers are actively involved in various activities, such as helping elderly members of the community, collective environmental maintenance, collective mobilisation to rescue or assist victims in the event of a disaster, etc.
Volunteering focuses on civic engagement undertaken of one’s own free will and for the common good, without necessarily expecting financial reward.
It is recognised as one of the strategies for development and peace-building, both of which are highly complex processes.
The ECOWAS Volunteers Programme is a development support mechanism established by the Community in response to sporadic outbreaks of violence in the region. Its aim was to build a ‘core group’ of young citizens of the Community, both men and women, united in their belief in the benefits of peacebuilding and reconciliation as a tool for development, to entrench peace in their nations and in the region as a whole, whilst strengthening their individual professional and social skills and competencies.
The specific objectives, as set out in the initial project document, were as follows:
To deploy young people as volunteers in post-conflict countries to work on peacebuilding, conflict resolution and conflict prevention,
to provide opportunities for constructive leadership to young volunteers,
to engage young people in supporting the peace progress already underway in post-conflict ECOWAS countries,
To provide young people with volunteering experience to improve their employability,
To place young people in civil society organisations (CSOs), specialised agencies, and grassroots community organisations (GCOs), volunteer-in-organisation (VIO) organisations and ECOWAS focal points to strengthen their capacities in key development areas, namely education, health, the environment, governance, etc., and to increase their effectiveness,
to promote development, a culture of peace-building and reconciliation in the region.
2. CONTEXT AND JUSTIFICATION
Strengthening a volunteering programme such as the PVC enables it to serve as a springboard for West African youth, who are called upon to participate fully in the development of their countries and communities. Whilst contributing to development, young people will gain experience and opportunities for growth that would otherwise be beyond their reach. They will have the opportunity to gain different perspectives on life, thereby fostering a sense of humility that will serve them well in the future. When they become volunteers, they will not only have invested their time constructively in development activities that are close to their hearts, but they will also have the opportunity to benefit from personal development, which will help them to be more responsible and useful to themselves and to the community as a whole.
The programme has been designed on the basis of a strong principle of youth development, emphasising their proactivity and participation in socio-economic activities within their communities through volunteering. In establishing its Volunteer Programme, ECOWAS has taken into account the fact that:
(i) peace fosters development;
(ii) unemployed and economically inactive young people could be used as a tool to cause instability in a country;
(iii) young people, once actively engaged in their communities, can raise awareness amongst the population about the importance of peace and contribute to peace-building and peacekeeping within communities; and
(iv) young people can act as catalysts for a country’s development.
Since the official launch of the PVC in 2010, two independent external evaluations have been carried out to assess the programme’s pilot phase and its first ten years of implementation. The evaluations focused on the contributions of volunteers in the three pilot countries: Guinea, Liberia and Sierra Leone. One of the recommendations from the 10-year implementation evaluation was the development of a policy and strategy document to ensure the programme’s continuation and sustainability: a paradigm shift, new priorities and alignment with the ECOWAS strategic plan and the new Vision 2050.
Consequently, the ECOWAS Youth and Sports Development Centre (EYSDC) is seeking to engage a consultancy firm to draw up / propose a 10-year policy and strategy document (2024–2033) for the ECOWAS Volunteers Programme (PVC).
Based on the findings of the evaluation reports, the strategy should be grounded in ECOWAS’s direction and the expectations of beneficiary and target countries and organisations.
3. OBJECTIVES OF THE ASSIGNMENT
The specific objectives of the assignment are as follows:
To identify emerging objectives and strategic issues to be addressed:
o WHY does ECOWAS involve volunteers in its work?
o WHAT are ECOWAS’s objectives for managing a volunteering programme?
o WHAT roles can be developed to engage volunteers productively, in a meaningful and valuable way?
o HOW can ECOWAS promote volunteering in the West African region?
o HOW can the programme and its benefits be demonstrated and improved?
o WHAT resources are needed to achieve the above?
o WHO is responsible for ensuring that the strategy is implemented?
o WHEN will it be reviewed? Etc.
Identify the main strategic objectives and outcomes;
Identify the key programme activities and interventions required to achieve the strategy’s objectives (off-the-shelf solutions);
Identify innovative ways to mobilise financial resources and potential partners for the implementation of the strategy;
Assess and analyse the PVC’s internal environment, providing an overview of the needs and gaps in the implementation of its strategy;
Assess and analyse the PVC’s environment and stakeholders;
Assess the roles and responsibilities of stakeholders and partners in the strategy implementation process;
Examine any other considerations that emerge from the consultation process;
Identify the links and relationships that exist and should exist between National Volunteer Agencies/Programmes (NVAs/NVP) and between them and the ECOWAS Volunteer Programme (EVP);
Identify ways of ensuring the long-term sustainability of volunteering as a development tool in ECOWAS Member States.
4. METHODOLOGY:
The methodology to be used will be based on:
a) Data collection (the use of participatory processes is expected)
Review of all documents produced in the context of the implementation of EVP activities, the ECOWAS Strategic Plan and the new Vision 2050;
Review of national frameworks for social and economic development, strategic documents and national legislation on volunteering in West Africa;
Review of existing relevant strategic documents on volunteering in Africa and beyond;
Consultation with ECOWAS offices, CDJS/PVC offices, regional and national coordination councils, and country teams;
Consultation meetings with a sample of key stakeholders (at least five countries: two English-speaking, two French-speaking and one Portuguese-speaking countries must be visited) in order to create an enabling environment for the implementation of the strategy, ensure alignment with national priorities and secure the buy-in of Member States.
b) Development of tools (how to achieve the EVP objective)
Development of an analytical framework following an initial review of organisational documents relating to structure, finances, staffing, management, history, activities, projects and policies, with a view to identifying the current state of the ECOWAS Volunteers Programme;
Conducting an in-depth yet targeted assessment of the EVP’s strengths and weaknesses, as well as external opportunities and threats, with a view to identifying appropriate strategic options for the 2024–2033 operational period;
Defining and clarifying the programme’s vision, mission, values, objectives, priorities and areas of intervention to help prioritise strategic directions;
Development of the results-based strategic framework, the strategic plan, the sustainable financing mechanism, as well as the success/risk matrix, the monitoring and evaluation system, the organisational structure and the strategy for effective communication and collaboration.
c) Final consultation (approval of deliverables)
All data and workshop outcomes will be consolidated into a draft and a finalised policy and strategy document, including the analysis and presentation of key parameters using a theory of change model and/or a balanced scorecard approach.
Internal review of the first draft by CDJS and ECOWAS staff;
Organisation and facilitation of a validation workshop on the PVC’s 10-year policy and strategy document by stakeholders from ECOWAS Member States.
5. DELIVERABLES
At the end of the consultation, the consultant must submit the following deliverables to the CDJS:
i. A final report on the advisory process leading to the final outcome, including observations and recommendations, etc.
ii. A draft policy and strategy document for the Executive Vice-President for 2024–2033;
iii. Any other documents that may have been produced as a result of the consultancy.
6. ROLES AND RESPONSIBILITIES
The ECOWAS Centre for Youth and Sports Development (CDJS) will be responsible for:
t preparing the Terms of Reference;
t selecting, contracting and managing the consultant;
t covering consultancy costs and managing communications and logistics associated with the assessment;
t actively engaging with the consultant during the assessment;
t identifying stakeholders and relevant documents as required
The consultant will be responsible for:
t actively engaging with staff and stakeholders through the use of participatory processes;
t submitting regular progress reports to the CDJS;
t Producing deliverables in accordance with the requirements and timelines set out in the Terms of Reference.
7. EVALUATION TIMELINE
Stage 1 — Briefing/Data Collection/Meetings (20 days)
Upon signature and award of the consultancy contract, the consultant shall visit the CDJS headquarters and the ECOWAS Commission to receive briefings to help prepare for and align understanding of the assignment.
This stage will be followed by data collection from all key programme stakeholders at the level of ECOWAS Member States.
Total duration of this stage: 20 days
Stage 2 — Interim report and draft policy and strategy document (7 days)
Upon completion of the data collection and consultations, the consultant(s) must, within a maximum of seven (07) days, submit two copies of an interim report and a draft PVC policy and strategy document in English or French, not exceeding fifty (50) pages, and provide a ten (10)-page summary in English and French. The report and the strategy document must be analytical in nature and highlight the key strategic outcomes to be achieved, as well as the main indicative activities required to achieve these strategic outcomes. Their content must comply with the requirements set out in the mission’s terms of reference.
Before submitting the report and other deliverables, the consultant shall hold a face-to-face debriefing meeting with CDJS officials and an online debriefing with officials from the ECOWAS Commission and any other key stakeholders deemed necessary by the CDJS and the consultant.
Following the submission of the draft report and the policy and strategy document, the CDJS, programme stakeholders and the ECOWAS Commission will prepare and send their feedback and comments to the consultant electronically no later than ten (10) working days after receipt of the draft report.
The comments received will be used to correct factual errors, request missing information and, where necessary, update the data.
Stage 3 — Final report and draft policy and strategy document (5 days)
The consultant shall submit to the CDJS, 5 copies in English or French of the final report and the policy and strategy document, based on the comments and observations, no later than five (05) days after the deadline for receipt of comments and observations from ECOWAS and the stakeholders mentioned in Step 3 above.
Stage 4 — Presentation of the final report and the policy and strategy document (3 days)
Upon receipt of the final report, the consultant(s) will be invited to present the report to all stakeholders at a workshop organised by ECOWAS. The date of the workshop will be determined by the ECOWAS Commission/PVC Regional Office.
The purpose of this workshop is to enable ECOWAS and the stakeholders to review the findings and recommendations of the evaluation study and to decide on the way forward.
8. REQUIRED QUALIFICATIONS AND EXPERIENCE
Education:
Must hold at least a Master’s degree (BAC+5) in Economics, Sociology or any other relevant and equivalent university qualification. A PhD will earn the candidate one (1) additional point in the overall score.
Professional experience:
a) Must have at least ten (10) years’ proven experience in the field of volunteering or the development of volunteering;
b) Must have at least five (5) years’ proven experience in the field of consultancy, monitoring and evaluation, project development and/or programme management;
c) Must have an excellent understanding of volunteering, development programmes and project management;
d) Must possess solid and proven skills in drafting projects, reports and legal texts relating to volunteering frameworks;
e) Must have relevant experience in developing strategies of a similar nature and scope.
f) Must have a good sense of work organisation and dialogue, and be able to lead discussions.
Language:
Fluency in spoken and written French and English is essential, and knowledge of Portuguese is an asset.
9. DURATION OF THE ASSIGNMENT:
The total number of working days for the consultancy must not exceed 35 days spread over a period not exceeding 60 calendar days, including travel days and weekends, but excluding the days required for the presentation workshop (step 4 above).
The dates of the presentation workshop will be provided by ECOWAS, but shall in no case exceed 15 months from the start of the consultancy assignment.
10. DOCUMENTS TO BE INCLUDED WITH THE APPLICATION:
Interested Consultant(s) shall submit an application dossier comprising the following elements:
A) A TECHNICAL PROPOSAL:
(i) An explanatory note outlining the candidate’s understanding of the terms of reference and the rationale for the application;
(ii) A brief presentation of the proposed methodology and organisation for the assignment.
B) CV (TO BE INCLUDED):
(i) Experience gained in similar projects;
(ii) At least 3 references;
C) CERTIFIED COPIES OF RELEVANT CERTIFICATES/QUALIFICATIONS.
D) A FINANCIAL PROPOSAL.
Lump-sum contract:
The financial proposal must specify:
(i) The total/overall lump-sum amount. To assist the PVC in comparing tenders, each financial proposal must include a detailed and precise breakdown of the total lump-sum amount, including:
• The consultant’s fees for the scheduled working days;
• Daily subsistence allowances for travel
Tickets and local transport will be arranged by the CDJS/ECOWAS.
The financial proposal is subject to negotiation based on budgetary availability and ECOWAS scales for fees and daily allowances.
Terms of payment
The payment schedule is as follows:
Deliverables Working days %
1st Instalment: Upon signature of the contract, prior to the mission N/A DSA for the field mission
2nd Instalment: Submission of the preliminary report 28 40 %
3rd Instalment: Submission of the final report 5 30%
4th Instalment: Conducting the workshop with stakeholders 2 30%
TOTAL 35 100%
11. EVALUATION OF TENDERS:
Cumulative analysis [Weighted score]:
The contract will be awarded to the consultant whose tender has been evaluated and assessed as follows:
(i) Accurate and in accordance with the instructions, or acceptable, and
(ii) must have received the highest cumulative score across all the technical and financial criteria pre-established for this tender process.
Weighting: The weighting scheme for the evaluation of tenders is as follows:
* Total/Maximum score for the technical tender: 70 per cent of the total tender score
* Total/Maximum score for the financial tender: 30 per cent of the total tender score
Only candidates whose technical tenders achieve a minimum of 70 points will be considered for financial evaluation. After verifying the consistency between the financial and technical tenders, each financial tender (F) will be awarded a financial score (NF) calculated relative to the lowest financial tender (Fm) as follows: NF = 100 × Fm/F (where F is the price of the financial bid).
Financial bids deemed unreasonably high or unrealistically low (compared with other bids) will be disqualified.
Finally, the proposals will be ranked by adding their technical score (Nt) and their financial score (NF), using the weightings (70 per cent for the technical proposal and 30 per cent for the financial proposal) to arrive at an overall score (NG).
Proposals will then be ranked according to their weighted total scores:
OG = 0.7 × Tt + 0.3 × Ft.
The financial score is calculated using the following formula: [100 points] × [the lowest price in USD] / [the cost in USD proposed by another tenderer] = points awarded for the other tenderer’s cost.
The contract will be awarded to the proposal with the highest weighted total score, taking into account the provisions of the ECOWAS Procurement Code.
The CDJS is under no obligation whatsoever to select the consultant offering the lowest price.
ECOWAS reserves the right to renegotiate the financial bids of consultants whose technical bids have been shortlisted, in order to ensure compliance with the provisions of the ECOWAS Procurement Code.
Main selection criteria:
Evaluation criteria Maximum scores
Profile:
Must hold at least a Master’s 2 (BAC+5) in Economics, Sociology or a related discipline. (1a)
Hold a PhD (1b)
20
1
Professional experience (2):
Must have at least ten (10) years’ proven experience in the field of volunteering or the development of volunteering. (2a)
Must have at least five (5) years’ proven experience in advisory/consultancy work and monitoring/evaluation, and possess excellent skills in the management of development projects and programmes (2b) 10
5
Must have excellent skills in drafting laws and regulations. (3) 7
Must have experience in establishing institutional frameworks for volunteering programmes (4) 25
Must have experience in evaluating projects and programmes of a similar nature and scope. (5) 20
Must have an excellent understanding of the terms of reference, methodology and proposed work plan (6) 7
Must have a good knowledge of ECOWAS’s programmes, vision and procedures (7) 5
Grand total (1) + (2) + (3) + (4) + (5) + (6) + (7) 100
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