Background

The Kigoma Joint Programme (KJP) is an area-based UN joint programme that cuts across multiple sectors to improve development and human security in Kigoma. The programme involves 16 different UN Agencies and was developed in cooperation with the regional and district authorities based on the development needs of Kigoma and the comparative advantages of the UN in Tanzania to enhance results and impact within a single strategic programme.

Agriculture is the predominant economic sector in Kigoma Region with over 85% of the total population of the region dependent on agriculture for its livelihood. Through the KJP’s sixth outcome: “Increased quality and quantity of agriculture sector and its markets (Agriculture)”, the United Nations Capital Development Fund (UNCDF), the World Food Programme (WFP), the Food and Agriculture Organization (FAO), and the International Trade Center (ITC), will increase the capacity of smallholder farmers and strengthen their resolve to combat the effects of climate change. Farmers will also gain improved knowledge on post-harvest handling of crops and how to access markets and financing for their goods.

United Nations Capital Development Fund (UNCDF) is the UN’s capital investment agency for the world’s 47 least developed countries (LDCs). With its capital mandate and instruments, UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development. 

Under the KJP, UNCDF’s objective is to increase market linkages and infrastructure through the construction of crop aggregation centers which will be co-owned and operated by small-holder farmers. Subsequently, in supporting Kigoma farmers, UNCDF is looking to engage a consultant to establish Agricultural Marketing Co-operative Societies (AMCOS) to co-own and operate the aggregation centers.

UNCDF would like to enter into a non-exclusive Framework Agreement, also known as Long-Term Agreement (LTA), with one or more individuals that will perform the services described below on a need-basis.  In UNCDF, an LTA is a framework agreement by and between UNCDF and a company or individual where the latter may, at any time within the duration of the LTA, be required to render the agreed services at the agreed and fixed unit prices for a minimum period of 12 months, with potential extension for up to two (2) additional years, depending on satisfactory performance of the company.

Under an LTA, UNCDF does not guarantee that any specific quantity of services shall be purchased during the term of this agreement.  The LTA does not form a financial obligation or commitment from UNCDF at the time the LTA contract is signed and that such an agreement is non-exclusive.  

Call-Offs

Where a request for service arises, UNCDF can engage the individual on LTA through a “call-off” of the LTA.  Every call-off shall have specific tasks, scope of services and outputs to be delivered within a specific period of time.  For this particular work, the call-off shall be formalized through the issuance of a Purchase Order, attaching thereto the TOR, and any other document relevant to the call-off.  Financial commitments will only be established each time a Purchase Order for the specific services/TOR for Individual Contractor is committed.

The LTA shall have a cumulative ceiling amount that may accrue to the individual contractor during the life of the LTA, but said amount shall remain as an upper limit, and must not and cannot be interpreted nor understood as neither a financial commitment nor guarantee of business volume.

Duties and Responsibilities

The objective of this proposal is to engage an Agricultural co-operative expert to establish up to eight (8) Agricultural Marketing Co-operative Societies (AMCOS) in Kigoma which will be owned by small farmers groups. The established “primary” agricultural co-operative should be able to provide business services to its members, including supplying of agricultural inputs for crop production; purchasing, processing, marketing and distribution of their agricultural produce.  The consultant will also be required to draft an AMCOS Operating Manual to be used as a reference guide to AMCOS officers and provide training on the same. 

Scope of Work:

Working under the direct supervision of the UNCDF technical team in Tanzania and in collaboration with the management of the respective Local Government Authorities (LGAs), selected Consultants will be required to provide the following services: 

1. Submit a work plan indicating key activities and milestones leading up to the registration of the AMCOS according to the existing laws of Tanzania;
2. Perform literature review on relevant legislation pertaining to Agricultural cooperatives administration, requirements, mandate, and obligation to manage, control, and operate profitable business for its members;
3. Consult the respective LGA and hold discussion with the District Co-operative Officer, District Agriculture and Livestock Development Officer, village leaders and any other relevant government official on development and registration of AMCOS in their area;
4. Collaborate with the District Cooperative Officer, to organize stakeholders meeting (of potential members), as and when required, in order to sensitize them, provide  knowledge and awareness on cooperative societies and all relevant matters for formation and development of an AMCOS (e.g. its significance, benefits to members, role, procedures for formation, how they operate etc.),  obtain their input on the assignment especially their requirements, electing the formation committee. In so doing, address and provide solutions to all queries raised; 
5. In collaboration with the elected formation committee, conduct a feasibility study to determine economic viability of a society including potential members, their common interest, demand to establish an AMCOS, willingness and ability to purchase shares, minimum required infrastructure and support services available within the jurisdiction of the society, potential capacity of management to lead the society, potential business volume for continuous operations and profit of the society; and any other information as required by law; 
6. Discuss with UNCDF, the outcomes of the feasibility study and stakeholders meeting for a decision on the way forward;
7. Work with the Cooperative Officer and the elected formation committee to:

• • develop the co-operative governance and managerial structure, detailed criteria for AMCOS management and board of directors including criteria for selection, number, quorum, voting rights, roles and their qualifications;
  • develop AMCOS strategic objectives, key deliverables, powers and rights including right to raise capital, ownership of land or lease and other assets etc. 
  • consolidate from potential members all relevant information regarding the shareholders, potential directors and any other information required to form a cooperative society;
  • develop all relevant documents (such as by-laws, members declarations, resolution minutes, formation committees report, accompanying registration forms etc.) for establishment and registration of the society as required by law or Cooperative Registrar. In so doing, the consultant shall ensure the society has fulfilled the conditions for registration pursuant to relevant provisions of the current Cooperative Societies Act and Cooperative Societies Regulation;
  • Register the AMCOS in accordance with its mandate and laws; 
  8. Prepare AMCOS Operating Manual or guideline with key documents to guide the cooperative’s business management and control specifically for crops aggregation centers. These includes operational principles, inventory management, financial management, record keeping, etc.). 
• 9.  Develop the training materials for AMCOS members based on the contents of the manual and conduct capacity building to users of the manual.

Deliverables:

The Consultant shall deliver the following outputs:

1. A detailed project/work plan clearly identifying tasks and completion date; 
2. A report on literature review on relevant legislation pertaining to agricultural cooperative society’s administration, requirement, its mandate and power; 
3. Documents signifying consultations with the government and stakeholders’ participation such as, but not limited to, meeting minutes, members agreement and declarations etc. 
4. Feasibility study report to determine economic viability of a society and other information as per the scope of work above; 
5. Fully registered AMCOS as per the relevant legislation applicable in Tanzania taking into consideration all the key items discussed above in the scope of work, as evidenced by a cooperative certificate of registration and all relevant documents to prove a complete registration of an agricultural cooperative;
6. An operational manual to guide the cooperative business;
7. Report on capacity building and knowledge transferred to respective stakeholders; 
8. Overall report documenting the whole registration process including lessons learnt, challenges, success factors, foreseen post issuance support needed by the AMCOS and general recommendations for future AMCOS development, etc

Compensation:

The contract will be based on the payment terms described below: The fee shall be all-inclusive with an exception of travel costs and shall include all other expenses (e.g. company registration fee) that may be incurred by the Consultant to formulate One AMCOS. 

Payments will be made to the consultant based on deliverables/output as per the payment terms described below, and after submission of invoices to UNCDF. All outputs shall be subject to written final acceptance by the Chief Technical Advisor of UNCDF and subsequent authorization to disburse the payment. 

Payment schedule:

Travel:

The Consultant will be required to travel to respective LGAs in Kigoma to interview stakeholders and collect relevant information for AMCOS formulation. The travel costs associated with the assignment will be paid by UNCDF based on UNDP/UNCDF rules and regulations which states that consultants shall only be paid the most direct and most economical ticket, as will be quoted by the official UN travel agency.  Any amount in excess of the said quotation, such as class and airline preference of the consultant, shall be borne by the consultant.  Lodging and terminal expenses shall not exceed those allowed within UNCDF policy. 

Competencies

Functional competencies:            

• Excellent oral and written communication skills, organizational and project management skills
• Proven ability to manage complex tasks and to deliver quality products on time
• Ability to generate innovative and practical solutions to challenging situations.
• Able to take initiative and work independently
• Ability to demonstrate understanding of client's perspective
• Ability to keep clients informed of problems or delays in the provision of services

Corporate Competencies:

• Promotes the vision, mission, and strategic goals of UNCDF 
• Ability to get things done on time and of high quality
• Ability to think creatively and to listen and learn

Required Skills and Experience

Education:

Bachelor’s Degree in any of the following discipline:  Co-operatives Management/development, Commerce, Business Administration, Rural financing, Entrepreneurship, Agriculture, Agribusiness, Agriculture Economics or related fields .

Experience: 

• Extensive skills and knowledge in community development, empowerment and mentoring approaches 
• Track record of having completed similar work over the past 5 years in supporting farmers to establish a primary agricultural cooperative society, preferably in Tanzania  
• With at least 2 years of experience in working or advising cooperative societies or   providing management consultancy services to farmers groups.
• Demonstrated understanding of the Tanzanian Cooperative Societies law (with a specific focus on administration/governance, financing and marketing)
• Demonstrated experience of minimum 2 years in providing cooperative services especially in formulating or registering any association or cooperative society under Tanzania laws
• Demonstrated ability to foster partnerships with community and/or Government agencies/organizations and groups (networking or stakeholders’ engagement)
• Demonstrated knowledge and experience on cooperatives business issues, organizational and financial management  
• Demonstrated experience in community economic development and management (providing business development services or experience with small business financing, market analysis and market research)
• Experience in developing instructional manuals, training materials and other types of SME guidelines for SME agribusiness is highly preferred
• Experience in training, coaching or mentoring groups with ability to measure / verify understanding and evaluate knowledge at various stages
• Experience in working with development partners including development finance institutions

Language: 

• Written and spoken fluency in English and Swahili

Application Procedure

All the required documents should be attached and submitted with your proposal. These are:

1. Technical proposal indicating prior experience and how this assignment will be executed;
2. Recent CV with references;
3. Confirmation of interest and Financial proposal using the template. The Confirmation Letter can be downloaded from: http://procurement-notices.undp.org/view_notice.cfm?notice_id=53304.   The financial proposal should indicate the proposed daily rate and other expenditures in USD.

Evaluation and Selecton Process:

Proposal evaluation Criteria

• Offers received will be evaluated using a Combined Scoring method, where technical will be weighted 70%, and a financial offer will be weighted at 30%.

The following criteria will be used to evaluate all submitted proposals:

(NOTE: THE SYSTEM DOES NOT ALLOW MULTIPLE UPLOADS OF DOCUMENTS THEREFORE APPLICANTS MUST MAKE SURE TO UPLOAD ALL REQUIRED DOCUMENTS IN ONE FILE)