1.         BACKGROUND

The CIDA / PALAMA[1] Public Sector Training and Development Project in Post-Conflict Countries (The Project) is a South-South development initiative funded by the Canadian International Development Agency (CIDA) over a five year period.

PALAMA in South Africa and the Management Development Institutes (MDIs) in Rwanda, Burundi and Southern Sudan established partnerships to implement the Project. PALAMA is the Implementing Agency and leads the process of implementation jointly and in close cooperation with the respective MDIs.

It is envisaged that a sizable amount of the project deliverables will be addressed through the utilisation of existing human resource capacity and systems at the MDIs in the partner countries. This approach will lead to the further development, strengthening and sustainability of the partner MDIs.

2.         PURPOSE AND SPECIFIC OUTCOMES OF THE PROJECT

The purpose of the project is to improve the public service management and leadership capacity in the partner countries through developing the management capabilities and training programmes of MDIs. This initiative is aligned to the South African government’s commitment to African reconstruction and development.

The Project is implemented utilising the ‘Comprehensive Learning Cycle’ methodology. This methodology focuses on developing systems and human resource capability at the partner MDIs in all aspects of the training cycle namely, conducting baseline studies, undertaking training needs assessments, the development of curriculum and training material, the preparation of lead trainers and training faculty, undertake quality assurance and conducting monitoring and evaluation exercises. This will be achieved by the Project through the development and/or customisation of training courses in the areas of project and financial management, human resource planning and monitoring and evaluation.

The three expected outcomes of the Project are:

• Improved curriculum development and training capacity within partner MDIs;
• Improved management and leadership capacities across key government departments in the partner countries; and
• Strengthened institutional capacity at PALAMA.

3.         PURPOSE OF TRAINING NEEDS ANALYSIS IN THE PROJECT

This project is governed by a Project Implementation Plan which includes an extensive Logical Framework Analysis (LFA) with several indicators to assess efficacy against objectives. The indicators have been mapped into a Monitoring and Evaluation (M&E) Plan. A training needs analysis aligned to the LFA is required in the three partner countries at the inception of this project (Logical Framework Analysis will be provided). Training needs analysis has been identified as a critical step since the accuracy and relevance of the needs identified and reported are key components for curriculum design and development process.

4.         THE SCOPE OF WORK

This assignment focuses on the training needs analysis phase of the ‘comprehensive learning cycle’. The service provider will conduct a comprehensive training needs analysis of different levels in the public service of three partner countries. The study will involve an analysis of the existing public service training programmes, identify skills gaps and core training needs and recommend appropriate courses content that will be utilised in designing and developing appropriate curriculum for the four course areas identified under this project.

The design and execution of the study should be participatory and the service provider will be expected to work closely with the Project Coordinator(s) of the respective MDIs. The proposal to undertake this study should include a plan to indicate how existing MDI staff will effectively be engaged in the activities of the study with a view to develop their skills to conduct similar studies in future.

4.1        Objectives

This assignment has the following objectives:

• To design and conduct training needs analyses for the target learner groups of the three countries in collaboration with the Project Management Team and the MDIs in the three countries.
• To develop a comprehensive learner profile of the target learner groups for each of the four course areas;
• To identify the core training needs in each of the four course areas;
• To inform the design and development of appropriate curriculum and programmes that will address the needs; and
• To enhance the knowledge and skills of relevant MDI staff in undertaking training needs analysis
• Establish systems and a tool-kit for respective MDIs to conduct future training needs analyses. 

4.2        Specific activities related to the Scope of Work

In consultation with the MDIs and PALAMA, and using qualitative and quantitative methods as appropriate, the service provider will:

• Review the scope, context and status of public service training by relevant ministries and national training institutions;
• Review existing courses and training interventions in each of the four course areas;
• Compare the existing courses/ training interventions against best training practice for the public service;
• Design, test and administer an appropriate tool to compile a learner profile per course area;
• Identify training needs and skills gaps per target group per course area;
• Identify gaps between target group needs and existing courses/ training interventions;
• Identify gaps between best practice and existing courses/ training interventions;
• Develop a training programme and participant selection criteria for the capacity building of the MDI staff;
• Conduct participatory workshops to the identified target group of MDI staff and other stakeholders to enable them to conduct quality situation and training needs analysis in the public service.
• Present a report on the analysis, findings and recommendations for curriculum design and training delivery in the MDIs including lessons learnt and suggestions on an approach/model for PALAMA and the three partners for future training needs analysis.
• Develop a tool kit and guidelines manual on conducting training needs analyses for future use by MDIs
• Present a report on the capacity building workshops conducted for MDI staff.

4.3        Assumptions underlying the intervention:

The intended success of the intervention is based on the following assumptions and conditions:

• The service provider/s has an understanding of the public sector in the countries where the assignment will be undertaken;
• The service provider/s has experience; and understanding of working in developmental programmes and of the necessary protocols to be observed;
• The service provider/s has experience and understanding of participatory methodologies;
• The service provider/s has expertise in research and training needs analysis;
• The service provider/s has the necessary capacity to undertake the work in the identified post-conflict countries in Africa;
• The service provider/s will deliver on the Terms of Reference in alignment with the CIDA/PALAMA Project Implementation Plan;
• The service provider/s will complete the work within the agreed time frame;
•  PALAMA will provide the necessary background information, documents and project management support to ensure that the project is implemented successfully; and
• There is commitment from and participation by the managers and staff in the partner MDIs.

4.4        Specific risks

• Resources unavailability: The unavailability of expertise in conducting training needs analysis for MDIs to develop capacity for future public service similar studies in Rwanda, Burundi and Southern Sudan and should therefore be managed as a risk area.
• Non-performance: The potential non-delivery and / or non-performance by service provider/s remain a risk to be managed effectively.
• Lack of capacity: Limitations in the capacity of the appointed service provider/s to engage project partners in the three post-conflict countries will impact on the quality of the project, and should be managed as a risk.
• Delays: Possible delays present a distinct time-based risk. This should be factored into the planning cycle and reporting mechanisms.

5.         EXPECTED OUTPUTS OF THE WORK

The service provider is expected to deliver the following outputs:

• A comprehensive report on the situation analysis of public service training in the identified post-conflict countries;
• A comprehensive TNA report in which the learner profile, gap analysis and recommendations for curriculum design and training delivery are presented;
• A list of core training programmes for capacity building in the four courses areas of the project;
• A report, including profile and selection criteria, on the capacity building workshops conducted for MDI staff;
•  Tools and methodologies developed and applied in the study;
• A toolkit and guidelines manual on conducting training needs analyses; and
• A presentation to PALAMA and stakeholders of the analysis, findings, lessons and actionable recommendations and approaches for future training needs analysis.  

6.         REQUIRED EXPERTISE OF THE SERVICE PROVIDER

The service provider should have the following:

• Relevant skills in project management and human resource management;
• Expertise and experience in conducting training needs analysis in general and in the public sector environment in particular;
• Qualitative and quantitative research skills;
• Knowledge of participatory methodologies;
• Adequate knowledge of public sector training and development;
• Multidisciplinary skills, coordination, interpersonal and team skills;
• Ability communicate to effectively with target groups and audiences;
• Gender and cultural representivity and sensitivity;
• High level of commitment, results orientation and integrity;
• Ability to work independently;
• A high standard of professionalism, and
• Willingness to travel in difficult environments; and
• Local presence in the country.
• Proficiency in both English and French will be an added advantage.

7.            TIMELINES AND Progress reports

The exact timeframe for this assignment will be negotiated in line with the proposal submitted by the successful service provider. The methodology proposed by the service provider and the budget available for this assignment will to some extent influence the duration of the assignment.

PALAMA envisages that the training needs analyses could be completed within a period of 60 consulting days and is expecting the assignment to be completed by March / April 2009.

The selected service provider will be required to submit monthly progress reports. Progress reports should be aligned to the approved implementation plan for this assignment. Upon completion of the project the service provider will be required to submit a final evaluative report alluding to achievements, challenges and proposals for improvement of ongoing implementation and future similar initiatives.

8.         BUDGET

Service provider will submit a budget breakdown. The budget presented should be VAT inclusive. It should further include fees and salaries, travel and subsistence, reproduction charges, courier costs (if applicable), venue costs if workshops are considered and unit costs should be calculated as a per day tariff (e.g. fees and salaries). Original signed invoices must be submitted according to the payment schedule with the necessary outputs as per agreed and signed contract.

All documentation (invoices and reports) should be submitted for attention of Mr Mike Welman, Director, International & Special Projects at Z.K.Mathews Building, 70 Meintjes Street, Sunnyside, 0032. Contact details are: Tel. +27 (0) 12 441 6179/6161, Fax +27 (0) 12 441 6022 or Email: mikew@samdi.gov.za