Terms of Reference Organization Development Consultancy

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Background

Is initiating a comprehensive organizational development initiative aimed at raising its operational efficiency, effectiveness, and overall performance. To organize and guide this transformative journey, the organization is actively searching for an experienced organizational development consultant or firm. This Terms of Reference (ToR) document serves as a guide, delineating the specific scope of work, objectives, anticipated deliverables, and other pertinent details crucial for the successful engagement of the selected consultancy. The ToR provides a roadmap for the consultancy, ensuring alignment with the organization’s strategic goals and facilitating a collaborative and effective partnership.

Objectives

The primary objectives of this organization development consultancy are as follows:

Conduct a comprehensive assessment of our current organizational structure, culture, processes, and systems.
Identify areas of improvement, gaps and formulate recommendations for enhancing organizational efficiency, communication, collaboration, and employee engagement.
Facilitate the design and implementation of a tailored organization development plan or strategies aimed at aligning our structure, processes, vision, mission and practices with our strategic goals.
Provide guidance and support to ensure successful change management and sustainable implementation of the proposed initiatives.
Evaluating the outcomes and impacts of the interventions and ensuring continuous improvement and feedback loops.
Building the capacity and capability of the organization and staff to adapt and increase in a changing and complex environment.

Scope of Work

The consultant or consulting firm will be responsible for the following tasks:

Comprehensive Organizational Assessment: Conduct a thorough evaluation of the current organizational structure, culture, processes, and systems to gain insights into strengths, weaknesses, and areas for improvement.

Gap Identification and Recommendations: Identify gaps and areas for improvement, formulating clear and actionable recommendations to enhance organizational efficiency, communication, collaboration, and employee engagement.

Design and Implementation of Development Plan: Facilitate the design and implementation of a customized organizational development plan or strategies. This plan should align the organizational structure, processes, vision, mission, and practices with the strategic goals of the organization.

Change Management Guidance: Provide guidance and support for effective change management, ensuring the successful and sustainable implementation of proposed initiatives. This involves addressing potential challenges and fostering a positive transition.

Outcome Evaluation and Continuous Improvement: Evaluate the outcomes and impacts of the interventions, establishing mechanisms for continuous improvement and feedback loops to refine strategies based on evolving needs and circumstances.

Capacity Building: Focus on building the capacity and capability of the organization and staff to adapt and thrive in a changing and complex environment. This involves imparting skills and knowledge to enhance organizational resilience and agility. Partner has assessment data and feedback/comments from donor, if need consultancy will provide and support implement of the donor feedback/comments.

Location and Official Travel Involved

All communication and meeting through online platform with PARTNER. Work from home situation and using with own IT equipment.
However, there might need to require travel to partners’ location recommended by PARTNER’s safety and security and approved by PARTNER’s key staff for awareness training and FGD.
All information must be confidential relating with PARTNER.

Consultancy Timeline

This is approximately semi long-term or 3 months contract with the consultancy group.

Estimated Timeline: mid of January 2025 – April 2025

Payment Conditions

Any revenue occurring in Thailand is subject to withholding tax. If you are a Thai citizen, and or having a Thai work permit and or residing for over 180 days, then a 3% withholding tax will be applied.
If not, a 15% withholding tax will be applied for a non-Thai citizen, residing in Thailand less than 180 days.
If you are using an international bank account (apart from Thai and Myanmar), no withholding tax deduction will be applied, and you will be responsible for any applicable tax in your own country.
Any transfer from USD to THB and or MMK will use the exchange rate from our system on the transfer date.

Application Process:

Email should be addressed to Supply Chain Team at THA_Procurement_BKK@savethechildren.org not later than 18 September 2024 at 5:00 pm. Late submissions will not be considered. Therefore, do not send tender related questions to this email address as they will not be answered.
Note – this is a sealed tender box which will not be opened until the tender has closed. Therefore, do not send tender related questions to this email address as they will not be answered.
The subject of the email should be “Organization Development Consultancy”.
All questions relating to the tender should be sent via email to: Arunrat Wattanapalin at arunrat.wattanapalin@savethechildren.org
Please be advised local working hours are 08:30 am – 05:30 pm. Please allow up to 3 working days for a response.

Detail Deliverable and Schedule

Deliverable Title

Description

Responsible

Format and Style

Timeline

Initial meeting with PARTNER and consultancy group.

Initial meeting will be conduct between PARTNER and consultancy group for identify of clear outcome, share context situation, and current policy, procedure & process.

PARTNER & Consultancy group

Meeting agenda, meeting note, action plan and agreement

Negotiable

Desk review/ study and analysis

Desk review/study and analysis on PARTNER’s Job Description, HR policy, Tools, templates, SOP and staffing structure assessment report. The purpose of this work tasks to know and aware of current assessment report, JD and their workloads, current policy, tools/SOP, work nature and context in order to identify of details further workplan and work tasks.

Consultancy group

Workplan, finding, recommendation

Negotiable

Comprehensive Organizational Assessment

And

Gap Identification & Recommendations

Conduct interviews and focus group discussions with key stakeholders to understand their perspectives on the current organizational structure, culture, and processes.
Analyze existing documentation, policies, and procedures to assess alignment with organizational goals.
Administer surveys or assessments to gather quantitative data on employee satisfaction, communication effectiveness, and collaboration.
Compile findings from the assessment to identify gaps and areas for improvement.
Analyze data to formulate detailed recommendations for enhancing organizational efficiency, communication, collaboration, and employee engagement.

PARTNER’s each department staff and Consultancy group

Organizational Assessment Report

A detailed document summarizing the findings of the comprehensive assessment, including stakeholder interviews, focus group discussions, data analysis, and survey results.

Clear identification of current strengths, weaknesses, opportunities, and threats (SWOT analysis) within the organization.

Gap Identification Recommendations

A document outlining specific recommendations based on the assessment findings, providing clear and actionable steps for improvement in areas such as organizational efficiency, communication, collaboration, and employee engagement.

Prioritization of recommendations based on their impact and feasibility.

Negotiable

Design and Implementation of Development Plan

Facilitate strategic planning sessions with key organizational leaders to align structure, processes, vision, mission, and practices with strategic goals.
Develop a tailored organizational development plan with clear milestones, timelines, and responsibilities.
Work collaboratively with stakeholders to implement the identified strategies, providing necessary resources and support.

PARTNER’s SLT & Consultancy Group

A well-defined plan that integrates the recommendations into a structured approach for organizational development.

Detailed strategies, action plans, milestones, and timelines for implementing the proposed changes.

Roles and responsibilities assigned to key stakeholders for the successful execution of the plan.

Negotiable

Change Management Guidance

Develop a change management strategy that addresses potential resistance and promotes a positive organizational culture shift.
Offer ongoing guidance and support throughout the implementation of change initiatives.

Consultancy group

A comprehensive change management strategy that addresses potential challenges, resistance, and cultural shifts within the organization.

Communication plans to keep all stakeholders informed and engaged throughout the change process.

Negotiable

Outcome Evaluation and Continuous Improvement

Establish key performance indicators (KPIs) to measure the success of implemented initiatives.
Conduct regular evaluations to assess outcomes and impacts, soliciting feedback from stakeholders.
Use evaluation results to refine strategies and continuously improve organizational development efforts.

Consultancy group

Key performance indicators (KPIs) established to measure the success and impact of implemented initiatives.

Regular evaluation schedules and feedback loops to assess ongoing progress.

Mechanisms for continuous improvement based on evaluation results.

Negotiable

Capacity Building

Identify specific skills and knowledge gaps within the organization.
Develop and deliver training programs to build the capacity of staff and leadership with the skills needed to navigate and embrace change.
Implement a knowledge-sharing mechanism to foster continuous learning and adaptation.

PARTNER and Consultancy group

Detailed plans for building the capacity and capability of the organization and staff.

Training programs, workshops, or learning resources designed to address identified skill and knowledge gaps.

Negotiable

Experience and Skill Set Required

The assignment shall be carried out by the consultancy group which meet the following qualification:

The consultant/consultancy group should have proven professional track record (and has a team) for several years of experience and acceptable performance in similar assignment and belonging to professional background, an advanced university degree (Master’s or higher) Human Resources, Business Administration, Organizational Development, or similar disciplines.
A minimum of 5 years’ experience and knowledge of organizational design, skill mapping and workforce planning.
A minimum of 3 years’ experience working with local development or humanitarian organizations in Myanmar.
Experience in conducting research and developing high quality analysis report.
Excellent communication skills – both written and verbal, including active listening skills.
Language: fluency in English or Burmese or Karen (Myanmar Ethnic Language) is required.
Change Management experience is considered an asset.

Proposal Submission

Profile of the individual or consultancy group
Relevant experience in conducting similar organizational development related engagements, especially with local development or humanitarian organizations.
Any comments on the Terms of Reference or restrictions on the ability of the firm to meet those requirements.
An explanation of the final analysis report and the opinion the consultant/consultancy group will be able to provide
An outline of the methodology
Suggested staffing, including profiles of the team.
Proposed timeline
Cost proposal, detailing rates to allow the comparison of costs and relevant financial arrangements.

Out of Scope

Language barrier might be out of scope. (Partner available only: Karen, English, Burmese)
Travel limitation
Others

Status Updates/Reporting

The consultancy group/consultant shall provide the below status updates for the duration of the services:

Monthly progress update with PARTNER Management in email.

Acceptance

Approved Final Report – to be accepted by PARTNER Management within 7 days of delivery date.

Payment Information

Payment will be settled in xxx tranche according to the estimated effort of each deliverable –

Deliverable title

% of the total cost payable

Remark

Comprehensive Organizational Assessment

And

Gap Identification & Recommendations