NOTICE OF INVITATION TO APPLY FOR THE RECRUITMENT OF AN INTERNATIONAL CONSULTANT TO DEVELOP A POLICY AND STRATEGY DOCUMENT FOR THE ECOWAS VOLUNTEERS PROGRAMME (EVP)
OFFER DOCUMENTS
NOTICE OF INVITATION TO APPLY FOR THE RECRUITMENT OF AN INTERNATIONAL CONSULTANT TO DEVELOP A POLICY AND STRATEGY DOCUMENT FOR THE ECOWAS VOLUNTEERS PROGRAMME (EVP)
Date: 28 August 2023
Institution: ECOWAS Youth and Sports Development Centre – EYSDC (Ouagadougou, Burkina Faso)
Contact: cdjs@ecowas.int
Job Title: International Consultant for the development of a Policy and Strategy Document for the ECOWAS Volunteers Programme (PVC)
Type of Contract: Individual Contract
Start Date: 1 October 2023
Project Title: Development of a policy and strategy document for the ECOWAS Volunteers Programme (EVP)
Period/Duration of Assignment/Services: Immediate/maximum 60 days, including the submission of the report
Deadline for submission of applications: 11 September 2023
Applications should be submitted to the email address cdjs@ecowas.int no later than 1400 hours GMT on 11 September 2023. The subject line of the email must read ‘International consultant for the development of a Policy and Strategy Document for the ECOWAS Volunteers Programme (EVP)’. Any submissions without this subject line will be automatically disqualified.
All requests for clarification should be sent electronically to the email address above. The EYSDC Office in Burkina Faso will reply to all requests by email and copy all applicants without revealing the source of the request.
1. INTRODUCTION
Volunteerism is a social phenomenon that is not new in Africa, as traditional forms of volunteerism exist and actively involve actions such as lending a helping hand to elderly people in the community, collective environmental conservation, and collective mobilisation to rescue or assist victims in the event of disasters, etc.
Volunteerism 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 the consolidation of peace, which are highly complex processes.
The ECOWAS Volunteers Programme is a development support mechanism established by the Community following sporadic outbreaks of violence in the region. Its objective was to develop a ‘cadre’ of young male and female Community citizens, united in their belief in the benefits of peace-building and reconciliation as a development tool to entrench peace in their nations and the region as a whole, whilst building their individual professional and social skills and competencies.
The specific objectives, as set out in the initial project document, were to:
deploy young people as volunteers in post-conflict countries for peace-building, conflict resolution and conflict prevention;
provide opportunities for constructive youth leadership through volunteering;
engage young people to support the peace process already established by ECOWAS post-conflict countries;
provide volunteering and professional experience for young people to enhance their employability;
place young people in civil society organisations (CSOs), specialised agencies, community-based organisations (CBOs), Volunteer Involving Organisations (VIOs) and at ECOWAS focal points to build their capacity in key areas of development – education, health, the environment, governance, etc. – and increase their effectiveness;
promote development, a culture of peace-building and reconciliation in the region.
2. CONTEXT AND JUSTIFICATION
Strengthening a volunteer programme such as the EVP enables it to serve as a springboard for West African young people, who are called upon to participate fully in the development of their countries and communities. Whilst contributing to development, these young people will gain the sort of experience and personal growth that would otherwise be unavailable to them. They will have the opportunity to gain different perspectives on life, leading them to 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, as they would wish, but they will also have the opportunity for personal development, which will help them to become more responsible and useful to themselves and to the wider community.
The Programme was designed on the basis of a strong principle of youth development, with an emphasis on youth proactivity and youth involvement in socio-economic activities within their communities through volunteering. In establishing its Volunteer Programme, ECOWAS took into account the fact that:
• peace fosters development;
• unemployed and inactive young people could be exploited to cause instability in a country;
• young people, once actively mobilised within their communities, can raise awareness amongst the population of the importance of peace and contribute to building and maintaining peace in their communities; and
• young people can act as catalysts for a country’s development.
Since the official launch of the EVP in 2010, two external and independent evaluations have been carried out to assess the pilot phase and 10 years of the programme’s implementation. The evaluations focused on the contributions of the volunteers to the three pilot countries: Guinea, Liberia and Sierra Leone. One of the recommendations arising from the evaluation of 10 years of implementation was the development of a Policy and Strategy Document to ensure the programme’s continuity 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 to develop or propose a 10-year Policy and Strategy Document (2024–2033) for the ECOWAS Volunteers Programme (EVP).
Drawing on the findings from the evaluation reports, the strategy should be based on ECOWAS’s strategic direction and the expectations of beneficiary and target countries and organisations.
3. OBJECTIVES OF THE ASSIGNMENT
The objectives of this consultancy are:
To identify the emerging objectives and strategic issues to be addressed:
o WHY is ECOWAS involving volunteers in its work?
o WHAT are ECOWAS’ aims in running a volunteer programme?
o WHAT roles can be developed to engage volunteers productively, in a meaningful and valuable way?
o HOW can ECOWAS promote volunteering across 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 the strategy is implemented?
o WHEN will it be reviewed?
o Etc.
Identify the key strategic objectives and outcomes;
Identify the key programme activities and interventions required to achieve the strategy’s objectives (out-of-the-box solutions);
Identify innovative ways to mobilise financial resources and potential partners for the implementation of the strategy;
Assess and analyse EVP’s internal environment to provide an understanding of the needs and gaps in delivering on its strategy;
Assess and analyse EVP’s environment and stakeholders
Assess the roles and responsibilities of stakeholders and partners in the process of implementing the strategy;
Review any other considerations that may emerge from the consultation process;
Identify the linkages and relationships that exist and that should exist amongst National Volunteer Programmes/Agencies (NVP/A) and between them and the ECOWAS Volunteers Programme (EVP);
Determine the arrangements for sustaining 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 as part of the implementation of the EVP’s activities, the ECOWAS Strategic Plan and the New Vision 2050;
Review of national social and economic development frameworks, national strategic documents on volunteering and relevant legislation in West Africa;
Review of relevant existing strategic documents on volunteering across Africa and beyond;
Consultation with ECOWAS offices, EYSDC/ECOWAS Volunteers Programme Offices, Regional and National Coordination Councils, and the country teams;
Consultation meetings with a sample of key stakeholders (at least five countries must be visited: two English-speaking, two French-speaking and one Portuguese-speaking) to create an enabling environment for the implementation of the strategy, ensure alignment with national priorities and secure buy-in from Member States.
b) Development of tools (the means to achieve the EVP’s objective)
Development of an analytical framework following an initial review of organisational documents relating to structure, finances, staff, management, history, activities, projects and policies, with the aim of identifying the current status of the ECOWAS Volunteers Programme;
Conducting a thorough yet focused 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;
Definition and clarification of the programme’s vision, mission, values, objectives, key areas and focus areas to assist in prioritising strategic directions;
Development of the results-based strategic framework, the strategic plan, the mechanism for sustainable funding, as well as the success/risk matrix, the monitoring and evaluation system, the organisational structure, and the strategy for effective communication and collaboration.
c) Exit consultation (approval of deliverables)
All data and the results of the workshop will be consolidated into a draft and finalised policy and strategy document, including analysis and the presentation of metrics using a Theory of Change model and/or a balanced scorecard approach.
Internal review of the first draft by EYSDC and ECOWAS staff;
Organisation and facilitation of a workshop for the validation of the EVP 10-year Policy and Strategy Document by stakeholders from ECOWAS Member States.
5. DELIVERABLES
At the end of the consultancy, the Consultant shall submit the following deliverables to the EYSDC:
i. A final report on the consultancy process leading to the final output, observations and recommendations, etc.
ii. A draft EVP Policy and Strategy Document 2024–2033;
iii. Any other documents that may have been produced as a result of the consultancy.;```
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6. ROLES AND RESPONSIBILITIES
The ECOWAS Youth and Sports Development Centre (EYSDC) will be responsible for:
t Preparing the Terms of Reference;
t Selecting, contracting and managing the Consultant;
t Covering the costs of the consultancy 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 Providing regular progress reports to the EYSDC;
t Producing deliverables in accordance with the requirements and timeframes set out in the Terms of Reference.
7. CONSULTANCY TIMELINE
Step 1 – Briefing/Data Collation/Meetings (20 days)
As soon as the consultancy contract is signed and delivered, the consultant shall be required to visit the headquarters of EYSDC and the ECOWAS Commission for a briefing to help prepare for and align understanding of the mission.
This will be followed by data collection from all key stakeholders of the Programme, across relevant ECOWAS member states.
Total duration of this step: 20 days
Step 2 – Provisional Report and draft Policy and Strategy Document (7 days):
At the end of the data collation and discussions, the consultant(s) shall, within no more than seven (07) days thereafter, submit two copies of a provisional report and a draft EVP Policy and Strategy Document of no more than fifty (50) pages in English or French, and provide an executive summary thereof of ten (10) pages in French and English. The report and strategic document shall be analytical in nature and shall highlight the principal strategic outcomes to be achieved, as well as the key indicative activities required to realise these strategic outcomes. The contents should be consistent with the requirements set out in the Terms of Reference for the assignment.
Before submitting the report and other deliverables, the consultant will hold a face-to-face debriefing meeting with EYSDC officials and an online debriefing with relevant ECOWAS Commission officials and any other key stakeholders, as deemed necessary by the EYSDC and the consultant.
Following the submission of the provisional report and the draft policy and strategy document, the EYSDC, programme stakeholders and the ECOWAS Commission will prepare and send their feedback and observations electronically to the consultant no later than ten (10) working days after receipt of the preliminary report.
The feedback received shall be used to correct factual errors, request missing information and update data, where necessary.
Step 3 – Final Report and Draft Policy and Strategy Document (5 days)
The consultant shall submit to the EYSDC, in English or French, five (5) copies of the final report and the draft EVP Policy and Strategy Document, based on the comments and observations, no later than five (5) days after the deadline for the receipt of comments and observations from ECOWAS and the stakeholders mentioned in step 3 above.
Step 4 – Presentation of the Final Report and Draft EVP Policy and Strategy Document (3 days)
Upon receipt of the final report, on a date to be decided by the ECOWAS Commission/EYSDC, the consultant(s) shall be invited to present the report to all stakeholders at a workshop to be organised by ECOWAS.
The purpose of the workshop shall be for ECOWAS and the stakeholders to review the proposed policy and strategy document and 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 another relevant and equivalent academic qualification. A PhD will earn the candidate one (1) additional point in the overall scoring.
Professional Experience:
a) Must have at least ten (10) years’ relevant experience in the field of volunteering or the development of volunteering;
b) Must have at least five (5) years’ relevant experience in the fields of consultancy, monitoring and evaluation, project development and/or programme management;
c) Must have excellent knowledge of volunteering, development programmes and project management;
d) Must possess strong and proven competence 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, be able to engage in dialogue and lead discussions.
Language:
Fluency in spoken and written French and English is essential, and knowledge of Portuguese would be an advantage.
9. DURATION OF THE ASSIGNMENT
The total number of working days for the consultancy shall not exceed 35 days spread over a period of no more than 60 calendar days, including travel days and weekends, but excluding the days required for the presentation workshop (Step 4 above).
The dates for the presentation workshop shall be set by ECOWAS, but shall in any event not be more than 15 months after the start of the consultancy.
10. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSAL
Interested Consultant(s) shall submit an application dossier comprising the following items:
A) A TECHNICAL PROPOSAL:
• An explanatory note on the understanding of the Terms of Reference (ToR) and the reasons for applying;
• A brief introduction to the methodology and the proposed organisation of the mission.
B) CV (TO INCLUDE):
• Experience gained on similar projects;
• At least 3 references;
C) CERTIFIED COPIES OF RELEVANT CERTIFICATES/QUALIFICATIONS.
D) FINANCIAL PROPOSAL.
Lump-Sum Price Contract:
The financial proposal shall reflect:
• The total amount/overall lump sum. To assist the EVP in comparing tenders, each financial proposal shall include a detailed or itemised breakdown of the total lump sum, including:
• The consultant’s fees for the expected working days
• DSA for travel
Travel tickets and local transport will be arranged by EYSDC.
The financial proposal is subject to negotiation on the basis of budget availability and ECOWAS’ scales of fees and DSA
11. TERMS OF PAYMENT
The payment schedule is as follows:
Deliverables Working days %
1st instalment: Upon signature of the contract and before travel to the field N/A DSA for field mission
2nd instalment: Submission of draft report 28 40%
2nd instalment: Submission of final report 5 30%
4th instalment: Conduct of stakeholders’ workshop 2 30%
TOTAL 35 100%
12. EVALUATION OF PROPOSALS
Cumulative Analysis [Weighted Rating]:
The contract shall be awarded to the consultant whose tender [bid] has been evaluated and determined as follows:
• Exactly as required or acceptable, and
• Must have received the highest cumulative rating across all the pre-established technical and financial criteria for this particular invitation to tender.
Weighting: The weighting analysis for the evaluation of the bids is as follows:
* Total/Maximum rating for the technical bid: 70 per cent of the total bid
* Total/Maximum rating for the financial bid: 30 per cent of the bid
Only candidates whose technical bids score a minimum of 70 points will be considered for financial evaluation. Following verification that the financial and technical proposals are consistent, each financial bid (F) will receive a financial rating (NF) calculated in comparison with the lowest accepted financial bid (Fm), calculated as follows: NF = 100 × Fm/F (where F is the price of the financial bid).
Financial bids deemed unreasonably high or unrealistically low (in comparison with other bids) will be disqualified.
Finally, the proposals shall be ranked by adding their technical rating (Nt) and financial rating (Nf), using the weightings (70 per cent for the technical proposal and 30 per cent for the financial proposal) to arrive at an overall rating (NG).
The proposals shall thereafter be ranked according to their total weighted ratings:
NG = 0.7 × Nt + 0.3 × Nf.
The financial rating is calculated using the following formula: [100 points] × [the lowest price in USD] / [the cost in USD offered by another bidder] = points awarded for the other bidder’s cost.
The contract shall be awarded to the proposal that has obtained the highest total weighted rating, taking into account the provisions of the ECOWAS Tender Code.
The EYSDC is under no obligation whatsoever to select the consultant offering the lowest bid.
ECOWAS reserves the right to renegotiate the financial offers of consultants whose technical bids have been shortlisted, in order to ensure compliance with the provisions of the ECOWAS Tender Code.
Main Selection Criteria:
Evaluation Criteria Maximum Scores
Profile: Must hold at least a Master’s degree (BAC+5) in Economics, Sociology or a related subject. (1a)
Hold a PhD. (1b) 20
1
Professional Experience: (2)
Must have at least ten (10) years’ relevant experience in the field of volunteering or the development of volunteering; (2a)
Must have at least five (5) years’ relevant experience in consultancy, monitoring and 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 volunteer 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 the proposed work plan (6) 7
Must have a sound knowledge of ECOWAS programmes, vision and procedures (7) 5
Grand Total (1) + (2) + (3) + (4) + (5) + (6) + (7) 100
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