Consultancy – Developing Services Standard Operating Procedures (SOPs) for TSIs

Consultancy – Developing Services Standard Operating Procedures (SOPs) for TSIs

USAID TRADE is seeking an organizational development expert to develop SOPs. 

Primary Duties and Responsibilities: 

PROJECT DESCRIPTION 

Trade Reform and Development in Egypt (TRADE) is a USAID-funded project whose objective is to increase Egypt’s international trade by increasing exports from small and medium-sized enterprises (SMEs) in the activity’s “selected sectors”; Engineering Products, Food Processing, Home textiles, Ready Made Garments, Chemicals, Printing and Packaging, and Building Materials 

The TRADE Activity will achieve the following three Results: 

1) Enhanced Export Capacity of SMEs, in particular New and Expanding Export- Ready Enterprises (NEEREs) in the Selected Sectors. 

2) Strengthened Public and Private Trade-Support Institutions (e.g., Trade Associations, Export Councils, etc.); and 

3) Improved Trade and Investment Policy, Regulatory and Institutional Environment 

ASSIGNMENT BACKGROUND

In continuation of the efforts under USAID TRADE to enhance the institutional capacity of partner Trade Support Institutions (TSIs), the project has actively supported these entities in enhancing current services and developing new, demand-driven offerings for their members. TRADE has assisted partner TSIs in improving training services and trade promotion activities, including trade missions and virtual matchmaking. The project team has introduced an innovative service: intensive capacity-building bootcamps targeting top management within private sector member companies.

Developing Standard Operating Procedures (SOPs)/Manuals for the services of TSIs is crucial to ensure the sustainability and effectiveness of their services. SOPs provide a structured framework that enhances service delivery’s efficiency, reliability, and consistency, building stakeholder trust and credibility. By minimizing redundancy and errors, SOPs enable the efficient use of resources and heightened productivity. They also serve as robust training tools, facilitating knowledge transfer and preserving institutional memory, which is essential for operational stability. In addition, SOPs play a crucial role in risk management by ensuring adherence to legal and regulatory requirements and safeguarding the institution’s reputation. Furthermore, consistent and high-quality service delivery through SOPs contributes to client satisfaction and organizational growth, enabling continuous improvement and adaptation to change. SOPs also empower staff to make informed decisions and work autonomously, fostering a positive organizational culture and retaining skilled employees.

USAID TRADE is seeking an organizational development expert to develop SOPs for the following services:

• Training
• Bootcamps
• Inbound trade missions
• Outbound trade missions
• Virtual matchmaking
• Preventive Controls Qualified Individual (PCQI)

The expert will play a crucial role in codifying these processes to ensure that TSIs can deliver their services consistently and sustainably, underscoring the importance of their contribution.

TASKS

• Conduct a brief scan of the partner TSIs’ current training, bootcamps, trade mission, and virtual matchmaking services.
• Analyze existing workflows, processes, and documentation related to these services.
• Engage with key stakeholders, including TSI management, service delivery teams, and private sector member companies, to gather insights and feedback on current service delivery practices and areas for improvement.
• Draft detailed SOPs for each service (training, bootcamps, trade missions, and virtual matchmaking). Ensure the SOPs cover all critical aspects, including service planning, execution, monitoring, and evaluation. Ensure that the SOPs are practical and implementable within the current operational framework of the TSIs.
• Customize the SOPs to align with the specific needs, capacities, and contexts of the partner TSIs.
• Present the draft SOPs to the TSIs for review and feedback. Incorporate feedback and finalize the SOPs.
• Prepare comprehensive documentation that includes the finalized SOPs and any supporting materials, forms, templates, or guidelines needed for implementation.
• Conduct training sessions for TSI staff to ensure they understand and can effectively implement the new SOPs.
• Submit a final report summarizing the outcomes of the assignment and providing strategic recommendations for sustaining the improvements.

DELIVERABLES

• Initial drafts of SOPs for each service: training, bootcamps, trade missions, and virtual matchmaking. These drafts should consider the need for customization based on available resources and specific requirements.
• Comprehensive documentation of finalized SOPs that include:

o All necessary supporting materials, such as forms, templates, and guidelines for implementation. 

o A brief clearly defining the roles and responsibilities of staff involved in the procedures and lists the tools and equipment required to carry them out.

o Clear, step-by-step instructions on performing tasks, enhanced with flowcharts, diagrams, or images to aid understanding.

o Identification of potential risks and outline the precautions needed to mitigate them. 

o Measures to ensure that the procedures are performed correctly and meet quality standards.

• Training/ Coaching session(s) to TSIs staff on the new SOPs.
• A brief consultancy report in English that contains the purpose of the consultancy, progress achieved, observations, issues and / or problems encountered, and details of expected follow-on activities by USAID TRADE or its counterparts.

EXPECTED OUTCOMES

• Improved efficiency, effectiveness, and reliability in the delivery of training, bootcamps, trade missions, and virtual matchmaking services by partner TSIs.
• Strengthened organizational capacity of TSIs to manage and sustain high-quality services for their members.
• Effective transfer of knowledge and best practices through well-documented SOPs, ensuring that institutional memory is preserved, and operational stability is maintained.
• Enhanced satisfaction among TSI clients due to consistent and high-quality service delivery, fostering trust and long-term relationships.
• Development of a culture of continuous improvement within TSIs, supported by SOPs that allow for regular review and updates to adapt to changes and implement best practices.
• Sustainable growth and long-term success of TSIs, supported by improved service delivery, enhanced institutional capacity, and a strong foundation for continuous improvement.

Required Qualifications:

QUALIFICATIONS

• A degree in Organizational Development, Business Administration, Management, International Trade, or a related field.
• Minimum of 10 years of relevant experience in organizational development, capacity building, or management consulting.
• Demonstrated experience in developing and implementing SOPs in similar contexts.
• Proven track record of working with TSIs or similar organizations.
• Deep understanding of institutional capacity building and organizational development principles.
• Expertise in service delivery optimization, process improvement, and workflow standardization.
• Strong knowledge of trade promotion services, including training, trade missions, virtual matchmaking, and capacity-building programs.
• Exceptional written and verbal communication skills in Arabic and English, with the ability to convey complex information clearly and concisely.
• Strong interpersonal skills to engage with diverse stakeholders, including TSI management, staff, and private sector members.
• Strong project management skills, including the ability to plan, execute, and monitor activities within tight timelines.

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Read Full Description