Facilitator_-_EXO_2018.docx

STATEMENT OF WORK

USAID/KENYA & EAST AFRICA CPA SERVICES

C.1. Introduction

USAID Kenya & East Africa would like to organize a four-day Mission workshop with all staff on November 13-16, 2018 in Nairobi, Kenya, that has as its overall objectives to:

· Build consensus on how the Mission will approach leadership and organizational development through identifying tools and instruments, Mission processes and approaches currently being utilized across all offices.

· Forge a common understanding on how organizational and leadership development will directly connect to team building and overall organizational development in each office to improve staff well-being and program performance.

• Identify and build consensus on the essential parameters that would constitute the basic building blocks for the Mission to structure its own leadership behavior charter as the basis for promoting “A Mission of Leaders.”

• Identify and structure the key milestones, inputs and requisite monitoring tools for the Mission to measure each offices progress in terms of staff development, Mission business processes and impact of programs, especially related to partnership expansion, collaborating, learning and adapting in program management.

In line with the Kenya East Africa’s commitment to leading the region in piloting a robust, comprehensive and easily scalable model, this initial Mission wide event will be supported with pre-event diagnostics that will serve to inform the agenda and build awareness for the participants on the power of a comprehensive approach to leadership development that focuses on the individual, teams and Mission-wide organizational culture. As part of pre-event planning, participants will need to complete Insights Discovery and DISC profiles, as well as a survey on their views regarding leadership challenges in USAID Kenya East Africa writ large and in their office. Time permitting focus groups and key informant interviews may be included.

C.2 Background The Kenya East Africa of USAID is the Africa’s largest operating unit, with approximately $500 million annually in assistance to the Kenya and the region in the areas of Democracy & Governance, Conflict and Peace Building, Economic Growth especially Agriculture, Health, HIV & Education, and a wide range of humanitarian assistance. Every Presidential Initiative and most Congressional earmarks and directives focus on the Africa Continent to improve the lives and livelihoods of the population and enhance our mutual interests for peace, prosperity, justice, and human rights so that every African child, woman and man can realize their potential.

The staff of all operating units in the Kenya East Africa, numbering approximately 300, is composed of American (aka ‘direct hire’), Foreign Service nationals (FSNs) and Third-Country National hires, introducing a unique and complex organizational culture. The Mission’s 10 offices (including OFDA and FFP) include technical, support and oversight functions, and in order to achieve the organization’s goals, must operate in a highly collaborative, fast-paced environment with a high degree of change. In addition, the Foreign Service tours of duty (which translate to predictable but constant staff changes in leadership positions), inter-Agency context (USAID’s interaction with State department, Center for Disease Control (CDC)and other US Government representatives) and the complexity of the international development context in Uganda, all serve as further challenges.

The Mission has various Mission Management Assessments that have been conducted in the recent past that provide insight into the evolving state play of leadership development efforts and perceptions of senior staff in the Mission.

All of these components need to be considered and infused into the workshop.

C.3. Services Required

The following defines the services required under this Purchase Order.

C.3.a. Approach

The one or one and a half day engagement should include the kinds of sessions listed below. Part of the work being solicited is to assist the Mission in identifying the right approach to elicit participant involvement and ownership and, as such, Mission leadership is open to suggestions from the applicant on how to best achieve this in meeting the ambitious objectives set forth for the restricted time frame allotted. In many ways this methodological and logistical challenge is a microcosm that all operating units in the Kenya East Africa are facing.

These will be further informed by pre-event consultations, and diagnostics (via survey, focus group or key informant interviews) as incorporated into the workshop preparation and planning process. Across all aspects of the workshop event, USAID/KEA requires:

· Utilization of the Insights Discovery® Model - demonstrate how this tool can serve to enhance trust and dialogue through improved self-awareness, mutual understanding and a new mental framework to better shape team dynamics.

· A baseline survey of all staff to measure perceptions of staff morale, implementation challenges, and leadership mores.

· A prioritization on enabling follow-up and operationalization for any action items, individual or shared commitments made during the course of the workshop to facilitate follow-up

· A particular focus on inclusion, ensuring all voices are heard, including those that may be more reticent or contrary

· Facilitating a frank but positive/constructive dialogue among staff, with an emphasis on problem-solving, individual responsibility and empowerment.

· Consistent reinforcement of the Agency’s emphasis on leadership behavior and development, explicit values.

· A clear link from the investment and activities related to organizational development and effectiveness, and the achievement of USAID’s development objectives across the Mission’s offices.

C.3.b. Scope of work to be performed

Given the objectives of the event, the facilitator(s) will be expected to complete the following tasks:

1. Design, conduct and/or analyze organizational diagnostic of Mission staff: In designing the workshop event, facilitators should propose a process by which key data related to organizational dynamics, team and Mission-wide issues are identified for prioritization in the agenda. This will include review of existing documentation. Specifically, offerors should propose a data collection method that builds upon past diagnostic approaches, requires minimal time commitment from staff, while providing critical input into agenda design and ongoing organizational development efforts.

2. Workshop Planning: Work with the Mission leadership to convert diagnostic information into a four day agenda that meets the stated objectives, as outlined above. Compile appropriate tools, resources, methodologies for all sessions. These should be discussed and finalized with designated Mission leads as well as Mission Front Office representatives for maximum buy-in and tailoring.

3. Logistics management: Work with the KEA Executive Office (EXO) to coordinate all workshop logistics and preparations, such as final agendas (to inform staff transport to/from the workshop venue, for example). Ensure all necessary materials and audio/visual equipment are on-site for the successful execution of the various workshop elements.

4. Workshop evaluation(s): Develop, implement and analyze the results of workshop Evaluation tool. The aim of this tool will be to capture staff impressions and experiences to inform future events, but also inform Mission leadership as to key issues that are identified resulting from the workshop sessions.

5. Event report: Produce a comprehensive report from the event that summarizes the findings of the pre-event diagnostic, activities undertaken during the event, detailed notes from all sessions (for Team Leaders and staff to reference), as well as synthesized results from the post-event Evaluation tool and recommendations for future events or interim activities, priorities or issues for Mission leadership.

C.4. Schedule

The Kenya East Africa aims to conduct the workshop event itself on/about November 13-16, 2018. In the event that the dates change, USAID/KEA and the Contractor will negotiate in good faith to change this Purchase Order accordingly.

C.5. Roles and Coordination

Given the nature of these services, it is anticipated that the consultants will work in a highly collaborative manner with the following parties:

· Mission designated leadership – to ensure smooth communications, coordination and alignment with the key features of the next CDCS

· Mission leadership – to validate and clarify all workshop objectives, as well as propose activities and interventions for the workshop

· KEA EXO office – to ensure clear communications and logistics support, as needed