Organizational Development Specialist


Location : Kuwait, KUWAIT
Application Deadline :28-Oct-19 (Midnight New York, USA)
Additional Category :Sustainable Development and Poverty Reduction
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
Arabic   English  
Duration of Initial Contract :5 months

Background

Background

UNDP and the State of Kuwait, represented by the General Secretariat of the Supreme Council of Planning and Development (GSSCPD), strive to enhance institutional capacities at various government agencies by providing them with necessary technical support to strengthen their capacities and skills to perform their expected duties.

Under the framework of the Institutional Capacity Development for Implementation of the Kuwait National Development Plan (ICDI/KNDP) project, UNDP andGSSCPD attempt to support the Central Statistics Bureau (CSB) to create an enabling environment for KNDP results. The aim is to enhance institutional and human capacities of the CSB for evidence-based plans and policies on sustainable development.

Within this context, UNDP on behalf of the General Secretariat for the Supreme Council for Planning and Development and the CSB is seeking to recruit an Organizational Development Specialist to provide technical advisory services to the office of the Director of the Central Statistical Bureau of the State of Kuwait. The specialist will be simultaneously working with various departments and units within the Central Statistical Bureau. The Organizational Development Specialist will also focus on capacity building and transfer of knowledge to different units at the Central Statistical Bureau for guiding the restructuring process.

Objective

The main objective of the consultancy is to support the enhancement of institutional capacities, effectiveness and efficiency of CSB’s standard operational procedures (SOPs), implementing the “the organizational change approach”, in order to support the CSB to implement on its mandate through supporting the restructuring process of the Bureau, including the revision of the organizational structure, formulate a functional description for all units in the structure for the entire Bureau, prepare a guideline and carry on simplification process of the Bureau’s SOPs, and organize training sessions for the staff at CSB, in addition to organizing staff discussion group meetings and implement a needs-assessment-based training plan for staff (and other related departments) in areas related to change management to ensure sustainability of capacity development and maximize the ownership of the process.


Duties and Responsibilities

Summary of key functions:

Under the direct supervision of the Director of the CSB and in close coordination with the GSSCPD International Cooperation Department and the ICDI project team, the Organizational Development Specialist will assume the following tasks:

  1. Review current organizational structure of the Ministry of Defense civil sectors and propose two options of new organizational structures and provide technical guidelines on change management approach and process.
  2. Review the operational procedures SOPs and functional descriptions for the Ministry’s civil sectors, departments and sections and update them to fit the new vision of the organizational structure (based on the selected proposal) while providing technical guidelines to support transformation initiatives.
  3. Contribute to strengthening the institutional capacities of CSB’s staff to effectively implement their role to achieve the institution’s overall mission
  1. Review current organizational structure of the Ministry of Defense civil sectors and propose two options of new organizational structures and provide technical guidelines on change management approach and process

Carryout a situation analysis exercise of the current organizational structure of all sectors of the CSB, adopting the organizational change approach, including to review relevant laws and regulations governing CSB’s operations, conducting a SWOT exercise, stakeholder’s analysis, to detect issues and bottlenecks and identify solutions;

Present at least 2 proposals for the new structure including restructuring scenario plan proposals on how to accommodate existing CSB staff within the new structure, to include employees of departments that were declared null and void (if-any); the scenario plan to include communication plan for raising awareness among CSB’s staff on the change process, foster understanding of the benefits and Impacts of change, and strengthen commitment towards the change process. 

Provide technical advice to CSB about other transformation initiatives simultaneously. 

Identify risks and issues that may impact the success of the restructuring from the stakeholder’s point of view; develop and implement (risks and issues management plan).

Facilitate cross-functional team meetings across the organization to advocate for restructuring process and foster understanding and awareness raising on the importance of restructuring process;

The CSB will select one of the proposed organizational structures.

  • Meeting with different units and focal points to discuss all aspects related to the functional description and Operational Procedures.
  • Conduct a desk review for existing functional description to identify areas for improvements and develop an updated manual for functional descriptions of CSB’s Departments in liaison with relevant units.
  • Review existing operational procedures at CSB and identify areas for improvement to meet the objectives of the restructuring process with the aim to simplify procedures and enhance effectiveness and efficiency of CSB operations, including procedural structures, work-flow processes between departments, decision making privileges, and delegation of authorities;
  • Develop an updated Standard operating procedures SOPs manual upon simplification process of all procedures.
  1. Contribute to strengthening the institutional capacities of the CSB’s staff to effectively implement their role to achieve the institution’s overall mission.
  • Conduct a Training Needs Assessment for relevant department’s employees about the change management subjects (Organizational Restructuring, Simplification of Procedures, formulating functional and Job Descriptions) and other relevant to the department mandate.
  • Formulate and implement a training programme based on the capacity assessment exercise, and conduct training sessions, in addition to on-the-job training for staff on topics related to organizational development;
  • Work on the change management process with relevant staff from of the training programme in-parallel with the training, to maximize knowledge transfer to the staff of CSB. 
  • Develop technical guidelines for SOPs simplification process, for the use of CSB staff to guide further SOPs simplifications of other departments and organize at least 2 training sessions on the developed guidelines.
  1. submissions: 
  2. Pre-assessment and post assessment report and templates
  3. Conduct working group sessions for every department to discover human talents with adequate competencies and decide on the suitable candidates to participate in the capacity building program (and submit report/ minutes); 
    • For working Staff
    • For managerial staff (Supervisors, Department heads and Senior management)
  4. Submission of Gap assessment and the developed action points report including any related templates and manuals
    • For working Staff
    • For managerial staff (Supervisors, Department heads and Senior management)
  5. Institution and capacity development report with short and long-term actions. 
  6. Submit an integrated technical, operational and leadership capacity building program plan for all staff.
  7. Submit a Manpower Succession Planning Grid to be used in closing present/ future gaps in senior positions, estimate the number of positions due for promotion and related capacity building programs, and to have the Grid reviewed at the leadership and supervisory levels; 
  8. Detailed implementation plan with the proposed actions and estimated costs. 
  9. Submit TOR for training development firm

 

 

Deliverables: 

  • Pre-assessment and post assessment report and templates
  • Conduct working group sessions for every department to discover human talents with adequate competencies and decide on the suitable candidates to participate in the capacity building program (and submit report/ minutes); 
    1. For working Staff
    2. For managerial staff (Supervisors, Department heads and Senior management)
  • Submission of Gap assessment and the developed action points report including any related templates and manuals
    1. For working Staff
    2. For managerial staff (Supervisors, Department heads and Senior management)
  • Institution and capacity development report with short and long-term actions. 
  • Submit an integrated technical, operational and leadership capacity building program plan for all staff.
  • Submit a Manpower Succession Planning Grid to be used in closing present/ future gaps in senior positions, estimate the number of positions due for promotion and related capacity building programs, and to have the Grid reviewed at the leadership and supervisory levels; 
  • Detailed implementation plan with the proposed actions and estimated costs. 
  • Submit TOR for training development firm

The duration and timeline of the deliverables are indicated in the below table:

 

 

Deliverables/ Outputs

 

Target Due Dates

 

Payment schedule in percentage

 

Review and Approvals Required

Deliverable 1: Inception report including work-plan for the assignment.

(The inception report should identify in details the approach, methodology for developing the required deliverables, and the outline of each deliverables with description of detailed work shall be undertaken, in addition to the meetings that are required, the departments to be trained and materials, reports, or other documentation needed for producing high quality deliverables).

2 weeks after the start of the contract

5%

 

CSB and UNDP

Deliverable 2: Submit a report on the findings of the training needs assessment for the Administrative Development and Training Department on areas related to change management, and draft training plan for approval.

1 month after contract Start

10%

CSB and UNDP

Deliverable 3:

  • A situation analysis report for the current organizational structure including: the risks and issues, and 
  • Two (2) organizational charts proposals; with clear mention of potential risks
  • A draft internal communication plan for the change management process

2 months after contract Start

15%

 

Deliverable 4: Detailed functional descriptions for all sectors, departments, and sections for the 2 proposals.

3 Months after Contract Start

20%

 

Deliverable 5:

  • An updated manual for standards operating procedures (SOPs) for the CSB operations after simplification based on the CSB’s updated organizational structure (one of the two proposals based on the CSB’s decision) with rationale.
  • Detailed guidelines for SOPs simplification to guide further SOPs simplification process of other departments.

5 months after the start of the contract

20%

CSB and UNDP

Deliverable 6:

  • Conduct a minimum of Six (6) training sessions as an implementation of the formulated training plan for the (the Administrative Development and Training Department staff and other related departments). Also, providing recommendations for further trainings.

 

  • Final report showing achievement of the objective of the consultancy at the end of the assignment.

End of contract

 

30%

CSB and UNDP

 

 

  1. Institutional Arrangement
  • The Consultant will work under the direct supervision of the Director of the CSB. He/she needs to coordinate closely with the GSSCPD International Cooperation Department and the ICDI project team.
  • All payments subject to approval based on submitted certified and approved interim, draft and final reports (with relevant attachments) by GSSCPD / CSB and UNDP.These interim and final reports will serve as justification of payment. 
  • The Consultant will be provided with access to printing machine and internet connection.

 

  1. Duration of the Work

The duration of this assignment is expected to be 5months. The starting date is expected within August 2019.

 

3.     Duty Station

The consultant will be based in Kuwait at CSB office for the duration of the assignment.

 

  1.  Scope of Price Proposal and Schedule of Payments

 

 

x Lump Sum Amount 

 

Daily Fee

 

 

  1. EVALUATION

 

 

? Option A -. Lowest price and technically compliant offer

 

 

 

 

?Option B -  Cumulative analysis 

 

 

 

Total score=Technical Score + Financial Score. 

Technical Criteria weight - 70%, 700 scores maximum  

Financial Criteria weight - 30%. 300 scores maximum

 

Only candidates obtaining a minimum of 490 from 700 points in the Technical part of evaluation would be considered for the Financial Evaluation

 

The selection of candidates will be done in 3 stages:

 

1st stage: Prior to detailed evaluation, all applications will be thoroughly screened against eligibility criteria (minimum qualification requirements) as set in the TOR in order to determine whether they are compliant/non-compliant.

 

Shortlisting criteria   

1

Academic Degree:  Masters’ degree in Public Administration/Institutional and Human Resources development 

2

Experience in Public Administration and/or Human Resources Management

3

Language: Fluency in English & Arabic is a must.

 

2nd stage: Evaluation of technical proposals 

Short-listed candidates will be evaluated based on the following criteria. Only candidates obtaining a minimum of 490 points (70%) at the Technical Evaluation would be considered for the Financial Evaluation.

 

Technical Evaluation Criteria (Desk review and Interview based)

Maximum obtainable points – 700; Threshold – 490 points

PhD degree in Public Administration/Institutional and Human Resources development or other Related Field.

50 

10 years of proven practical experience in Public Administration and Human Resources Management

 

 

5 points for each additional year of experience up to 10 years 

100

 

 

50

Experience in conducting organization change/restructuring exercise  

 

70

Experience in working with government institutions in Kuwait

50

Experience working with statistic institutions 

 

30

Technical Proposal/Interview: Good understanding of the assignment with all specific components proposed within TOR have been identified clearly and in a logicalorder to address TOR requirements:

Excellent           100% from the score

Good                  90% from the score

Satisfactory      70% from the score

Poor                   40% from the score

               Very poor          10% from the score

400

Financial Evaluation Criteria

Maximum obtainable points – 300 (30%)

 

3rd stage: Financial evaluation

Cumulative analysis will be used based on the following methodology: All the offers of individual consultants who scored 490 (70% from 700) and more points during the desk review are acceptable for financial evaluation. The lowest financial qualified proposal receives 300 points and all the other technically qualified proposals receive points in inverse proportion per the formula:

 

Formula applied 

P=y(µ/z)

P=points for the financial proposal being evaluated

 

y=maximum number of points for the financial proposal equal to 300

 

µ=the lowest priced proposal

 

z=price of the proposal being evaluated

 

 

The candidate achieving the highest cumulative score for both Technical and Financial evaluations will be recommended by the Evaluation Committee for contracting.

 

 

 

  1. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.

 

 

Applicants are requested to compile and submit as one PDF file the below requested documents: 

 

  1. Duly accomplished and signed Offeror’s letter/filled-in template to UNDP confirming interest and Breakdown of Costs Supporting the Final All-Inclusive Price as per Template. If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP;
  2. Complete and signed P11 form or CV, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate;
  3. At least three (3) professional references;
  4. Brief description of why the individual considers him/herself as the most suitable for the assignment.
  5. Technical Proposal of how the consultant will carry out the required assignment, with a clear Methodology.
  6. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided.  If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.  
  7. Copy of diploma/s
  8. Copy of ID card (passport)


Competencies

Core Competencies

  • Demonstrates leadership, team building and coordinating skills
  • Demonstrates commitment to human development principles and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Shares knowledge and experience;
  • Provides helpful feedback and advice;
  • Strong analytical skills;
  • Plans and produces quality results to meet established goals;
  • Generates innovative, practical solutions to challenging situations;
  • Conceptualizes and analyses problems to identify key issues, underlying problems, and how they relate;
  • Demonstrates substantive and technical knowledge to meet responsibilities and post requirements with excellence;
  • Demonstrates strong oral and written communication skills;
  • Demonstrates openness to change and ability to manage complexities;
  • Responds positively to critical feedback and differing points of view.

 

Functional Competencies

Promoting Organizational Learning and Knowledge Sharing:

  • Makes the case forinnovative ideas documenting successes and building them into the design of new approaches;
  • Identifies innovative approaches and strategies that promote the use of tools and mechanisms;
  • Develops and/orparticipates in the development of tools and mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise:

 

  • Proven analytical and writing skills, including in the area of gender and programming.
  • Understands more advanced aspects of social development as well as the fundamental concepts of related disciplines
  • Ability to prepare succinct analytical publications and reports. ?
  • Continues to seek new and improved methods and systems for social planning.
  • Keeps abreast of new developments in areaof public policy development and international organisationsand seeks to develop him/herself professionally.

 

Results-Based Programme Development and Management:

 

  • Assesses project performance to identify success factors and incorporates best practices into project work
  • Researches linkages across programme activities to identify critical points of integration
  • Monitors specific stages of projects/programme implementation
  • Excellent written communication and analytical skills.

 

Client Orientation:

 

  • Maturity and confidence in dealing with senior and high-ranking members of national and local institutions, government and non-government.
  • Researchespotential solutions to internal and external client needs and reports back in a timely,succinct and appropriate fashion

·       Organizes and prioritizes work schedule to meet client needs and deadlines.

·       Anticipates client needs and addresses them promptly.


Required Skills and Experience

I. Academic Qualifications:

  • Minimumrequirement is a Masters’ degree in Public Administration/Institutional and Human Resources development, or other related fields. A PhDis an advantage.

II. Years of experience:

  • 10 years of proven practical experience in Public Administration and/orHuman Resources Management. 
  • Experience in conducting organization change/restructuring exercise  
  • Experience working with statistic institutions is an advantage;
  • Experience in working with government institutions in Kuwait is an advantage;

 

III. Language Requirements:

  • Fluency in oral and written English & Arabic is a must.


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


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