Million Memory Project Zimbabwe (MMPZ)
DUE: 08 FEB 2024
Background
Million Memory Project Zimbabwe (MMPZ) is a private voluntary organization that was established in 2004 to respond to the needs of young people living with HIV. The organisation aims to improve their well-being and ensurethat they lead productive and fulfilling lives like any other child. The organization is located at the Mpilo Opportunistic Infections Clinic (O.I.C), which enables it to have direct contact with beneficiaries on ART registered with the facility.However, the organization has experienced challenges in the past three years due to high staff attrition and turnover. This has resulted in increased costs for hiring and training new employees, as well as disruptions in systems, productivity, and team dynamics.
In view of the above, the organisation seeks to commission independent consultants to conduct an organisational assessment. The assessment will identifyareas that require improvement and will involve examining the organisations current state, including operational effectiveness in terms of skills, systems, and efficiency. The aim of the assessment is to ensure that the organisation (particularly the staff complement) is strengthened to improve its operations and effectiveness. The consultant(s) will be expected todesign an organisational development plan and change management strategy to bridge the gaps identified by the assessment.The ODP should provide a detailed action plan that outlines the steps the organisation will take to achieve its goals, including improving overall performance and developing employee skills, organisational systems, and procedures. Whilst the change management strategy, will focus on defining the change that needs to be made and implemented effectively and efficiently. To ensure that the process is owned by the organisation, the process will need to be participatory and engaging of staff and various stakeholders i.e. stakeholders who collaborate and work closely with the organisation.
The overall objective of the organisational assessment is to assess the overall performance of the organisation and its capacity to meet its mandate. This will involve assessing the organisations strengths, weaknesses,opportunities, and risks; to improve its operations and effectiveness. The sub-objectives of the consultancy are:
- To assess the organisations capacities and needs with focus on financial management, human resources, governance, programmatic sustainability, monitoring, and evaluation systems.
- To develop a comprehensive organisational development plan and change management strategy that will be implemented and self-assessed to track progress and identify areas for improvement.
- To assess existing capacity and define capacity needs for staff and design appropriate interventions to address them.
Scope of the assignment
The consultant(s) will conduct an in-depth analysis in the following areas, but not exclusively limited to them:
- Governance structure and capacity–this will involve an assessment of the organisation’s legal status, compliance with local and national legislation, independence of the board and functions in providing oversight, accountability, and credibility to the organisation.
- Financial capacity –this will include an assessment of the organisations policies, systems and proceduresare in place and fully operational. Including a review of the organisations financial standing and capacity to cover running costs and meet the needs of the target beneficiaries etc.
- Internal Controls –such as segregation of duties, banking and handling of cash, audits, asset management, payroll systems, procurement processes and income handling etc.
- Human Resources – focusing on policy adherence, staff kills and capacities need for the role and execution of the organisations strategies, and internal development systems or plans.
- Programmatic Sustainability- in the organisations capacity to develop networks and collaborate with various players in the field, innovation in designing new projects; strength and capacity in evaluations, responsiveness to the needs of communities; learnings from previous projects being systematically captured to inform project design.; timely and efficient implementation of project interventions; monitoring and evaluation systems and tools are in place.
- Accountability –safeguarding policies and mechanisms are in place to protect target communities form (unintended) harm etc.
Methodology and Collaboration
The Organisational assessment should be participatory and consultative. The methodology will be developed in partnership with the organization. It is expected that the assessment will be built around self-assessment processes as well as broad consultation to help validate, expand, and improve the range of data collected. The organisational assessment framework should recognize the multiple dimensions of capacity and should go beyond individual capacity (relevant skills and abilities) to include organizational capacity (governance, structures, systems and processes) as well as the broader context and environment within which the organization functions. The funding partner will participate in feedback sessions focusing on the outcomes of the organisation’s assessment and the development plan. The responsibility to invite the funding partner lies with the partner organisation.
Expected Deliverables
- An inception report detailing the consultant’s methodology, approaches, workplan and tools for the assignment to be submitted within 7 days from the commencement of the assignment.
- Presentation on the preliminary findings of the assessment.
- A consolidated report which includes findings of the assessment to be submitted after presentation of the preliminary findings.
- Presentation of the organisational development plan and change management strategy.
- A clear and detailedorganisational development plan that is easy to understand and implement with SMART objectives aligned to the organisations overall mission and vision.
Timeline
The assignment will be conducted over a period of one month from signing of the contract. The specific timelines will be developed by the consultant9s) and agreed upon with the commissioning organisation.
Ethical Considerations
The consultant(s) will observe universal research ethical guidelines and adhere to the MMPZ code of conduct during the execution of the assignment.
Skills And Experience Required
The consultant(s) are expected to have the following skills and expertise:
- Valid tax certificate
- Experienced technical team
- Past Performance (and has provided similar services to organizations or businesses)
- A minimum of 5years of experience in conducting organizational assessments,developing organisational development plans and Change Management strategies. • experience with self-assessment processes will be an advantage.
- Excellent writing and communication skills in English
- Strong interpersonal skills and the ability to communicate and work well with diverse people.
TO APPLY
To be considered for the assignment, applicants must submit their Curriculum Vitae, an expression of interest, a proposal and proposed budget for the assignment and a timeline. All documents to be sent to the following email:
[email protected] , [email protected]
no later than Thursday,8 February 2024