Antecedentes

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 Ministries and agencies by providing necessary technical support and advisory services to strengthen their capacities and skills to perform their expected duties and targets within the Key performance indicators set for the Ministry in the Medium-Term Development plan (2016/2017-2019-2020).

Under the framework of the project “Institutional Capacity Development for Implementation of the Kuwait National Development Plan” (ICDI/KNDP), UNDP and GSSCPD attempt to support public entities to strengthen institutional capacities for strategic planning and implementation of Kuwait National Development Plan (KNDP).

The overall mission of the Ministry of Defence of Kuwait is defending Kuwait against Adversary potential threat to its land according to Kuwait Military law no.32 of 1967. The Ministry of Defence with its various departments, civil and Military are collectively working towards common goal of protecting and maintaining the safety and security of Kuwait and its people. The Kuwait geographical location in the Arabian Gulf region guides a Defence approach inspired by the New Kuwait vision 2035 that builds on effective regional and global partnerships to create a safe and secure environment and defines knowledge as well as ensure the modernization and continuous updating of capacities and equipment of Kuwait Ministry of Defence and It various sections to implement the national policies as guided and set by the National Defence Council led by the Amir of Kuwait. In an era of changed forms of threats to national security, stability, economy and sovereignty, Military institutions and Defence Ministries are looking for restructuring and introducing new skills and capacities to be able to quickly respond to aggressors who target their economic system, tearing social fabric, targeting Kuwaiti Beliefs and commitment to peace, security and stability, and its ability to respond to natural and manmade disasters and protect the ability of recovery. Kuwait strive to maintain its peace and security as outlined in its New Kuwait vision 2035 through high readiness for deterrence and diplomacy while building on a strengthening capacity and ensuring a high-tech responsive and ready Military, civil and security institutions to defend Kuwait peace, people, stability, economy, soil and assets.

Within this context, UNDP on behalf of the General Secretariat for the Supreme Council for Planning and Development and Ministry of Defence is seeking to recruit an OrganizationalDevelopment Specialist to provide technical advisory services to the Administrative Development and Training Departmentof the Ministry of Defence of the State of Kuwait (ADTD)in supportof the 1stphaseof the Ministry’s strategic transformation initiative. The specialist will be simultaneously working with various departments, units, projects team leaders/members within non-military sectors of the Ministry of Defense (8 sectors). The OrganizationalDevelopment Specialist will also focus on capacity building and transfer of knowledge to different units in the Training and Administrative Development Department at MoD for guiding the restructuring process.

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

Deberes y responsabilidades

Under the direct supervision of the Head of the Administrative Development and Training Department (ADTD)of the Ministry of Defense (MoD), and in close coordination with the ICDI Project Team, and the International Cooperation Department at GSSCPD, the OrganizationalDevelopment Specialist will undertake the following tasks:

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 ministry, adopting the organizational change approach, including to review relevant laws and regulations governing the ministry’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 ministry 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 the ministry’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 ADTD 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 ministry will select one of the proposed organizational structures. 

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

• 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 Ministries Departments in liaison with relevant units.
• Review existing operational procedures at the ministry 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 MoD 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.

Contribute to strengthening the institutional capacities of the MoD’sADTD 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 ADTD. 
• Develop technical guidelines for SOPs simplification process, for the use of ADTD staff to guide further SOPs simplifications of other departments and organize at least 2 training sessions on the developed guidelines.

Expected Outputs and Deliverables 

The consultant will be responsible for the following deliverables:

1. Institutional Arrangement

The Consultant will work under the direct supervision UNDP Programme Officer and the Head of MoD Administrative Development and Training Department, in close coordinate with the GSSCPD International Cooperation Department and the ICDI Project Team. TheMoD Administrative Development and Training Departmentwill be responsible to provide access to any related information that is essential to complete the assignment. The consultant will be based at MoD Development and Training Department and shall be provided with working space and access to internet.

1. Duration of the Work

The overall duration of this consultancy will be 6 months.

3.    Duty Station

In order to achieve the deliverables of the assignment, the consultant will be required to be present in the State of Kuwait during the entire duration of the assignment. 

1. Scope of Technical and Financial Proposals and Schedule of Payments

The Technical Proposal include explaining the Service Provider qualifications and experience and reasons why he/she see himself/herself fit for the assignment. The Service provider should explain in the technical proposal his/her understanding of the assignment, his/her approach to achieve the deliverables and explaining his/her competency in utilizing the organizational change approach to achieve the required tasks and achieve deliverables on time (3 pages maximum). The Service provider should attach to his/her technical proposal his/her detailed Curriculum vitae.

The financial proposal submitted shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in instalments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. The financial proposal will include a breakdown of this lump sum amount (including travel, living allowance, and number of anticipated working days).

Travel: All envisaged travel and other related costs must be included in the financial proposal; one return travel ticket is to be covered for the entire assignment from the place of residency of the consultant  

1. EVALUATION

Cumulative analysis

Total score=Technical Score + Financial Score. 

Technical Criteria weight - 70%, 700 scores maximum 

Financial Criteria weight - 30%. 300 scores maximum

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.

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.

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:

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.

Competencias

Functional competencies:

Promoting Organizational Learning and Knowledge Sharing

• Makes the case for innovative 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 including those of the organizational change approach;
• Develops and/or participates 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

• Demonstrates comprehensive knowledge of Organizationaldevelopment and applies it in work assignments.
• Continues to seek new and improved methods and systems for policy planning;
• Keeps abreast of new developments in area of organizational development and design within international organisations and seeks to develop him/herself professionally.

Core Competencies:

• Provides helpful feedback and advice;
• Strong analytical and strategic planning 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 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.

Habilidades y experiencia requeridas

I. Academic Qualifications:

• Minimum requirement is a Masters’ degree in Public Administration, HR Management, Organizational Development or any other related fields. A PhD degree in a related field is an advantage.

II. Years of experience:

• Minimum 10 years of professional experience in Public Administration, Human Resources Development, Organizational development;
• 2 years of professional experience in Public Administration, Human Resources Development, Organizational development in the MENA region an asset.;
• 2 years of experience in a senior managerial or advisory position related to Public Administration, Human Resources Development, Organizational development is an asset.
• Experience in working with Defence Ministries/Institutions is an advantage.

III. Languages

• Fluency in Arabic language is a must; Fluency in English is an advantage.