NCBS DATA ANALYST EXPERT COACH TERMS OF REFERENCE. National Capacity Building Secretariat

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1 NCBS DATA ANALYST EXPERT COACH TERMS OF REFERENCE Position Type Organization Partner organization Duration Type of contract Data Analyst Expert Coach Consultancy contract National Capacity Building Secretariat Belgium Development Agency (BTC) 24 months Annual (renewable) Starting date June 2015 Reporting to Prepared by: NCBS Division Manager SOQA Reviewed by BTC Change co-manager Approved by NCBS Executive Secretary 1. NCBS Division Manager Strategic Operations & Quality Assurance 2. BTC Change co-manager Signature Date Signature Date Signature Date NCBS - Data Analyst Expert Coach Terms of Reference, March

2 TERMS OF REFERENCE FOR A DATA ANALYST EXPERT COACH 1. BACK GROUND AND CONTEXT The mandate of NCBS is to contribute to a strong national workforce and performing organizations that deliver quality services to achieve the national development agenda. Its mission is to coordinate capacity development interventions and provide CB support at institutional and organizational levels to ensure that capacity development interventions are aligned with the national priorities of the EDPRS-2 and are integrated in the national planning framework. After the organizational restructuring in 2012/13 NCBS has updated it strategic plan Strategic priority is to strengthen NCBS organizational capacities to effectively and efficiently deliver NCBS services and deal with the fast changing Capacity Development environment. One of the key results areas of NCBS Strategic Plan is about the availability of accurate and reliable capacity building (CB) information for decision making (in delivering NCBS services). To improve systems, procedures and strengthen staff capacities in data management, NCBS has decided to hire a Data Analyst Expert coach. The assignment is a joint undertaking of NCBS and Belgian Development Agency (BTC) under the Strategic Approach to Capacity Building (SACB) Project. NCBS and BTC share responsibility for the anticipated results including knowledge and skills transfer, which the expert coach is expected to deliver. 2. GENERAL OBJECTIVE The general objective of the assignment of the Data Analyst Expert coach for NCBS is to have an effective operational Capacity Development (CD) data management system functioning in a strong ICT environment. This includes data collecting and analysis and functional requirements of CB data systems that regularly and consistently can capture, update, analyze, manage and report on CB information to inform and influence decisions and policies at national level. 3. SPECIFIC OBJECTIVES The assignment has three categories of objectives: organizational targets, transfer of skills and knowledge and mainstreaming gender and learning. The organizational targets correspond with the outputs in key result area 5 of the new strategic plan aiming at accurate and reliable CB information available for influencing policies and decision-making. These outputs of these targets are included in the performance contracts of NCBS staff. I. Specific objectives for organizational targets: 1. Strengthen CB data management system operating in a strong ICT environment NCBS - Data Analyst Expert Coach Terms of Reference, March

3 2. Identify data sources for NCBS according to existing indicators and engage NCBS stakeholders in requirement specifications. 3. Support an up to date CB knowledge system that identifies and presents trends and patterns in macro and micro variables relevant to NCBS mandate to inform GoR on CB in priority delivery areas. II. Specific objectives for transfer of skills and knowledge: 4. Assess existing data analysis and management capacities of counterparts. 5. Share expert knowledge in a structured manner to support and guide the counterparts to deliver on their performance targets. 6. Train-on-the-job other NCBS staff of user departments. 7. Advice on professionalization and career development of counterparts. 8. Offer strategic advice on data related issues to NCBS management. 9. Based on identified needs, provide ad hoc advice and training-on-the-job of focal points of NCBS service providers and partner / client organizations in data management. III. Cross-cutting specific objectives: 10. Mainstream gender in the data management targets and in transfer these skills and knowledge to the counterparts. 11. Integrate learning in planning, execution, monitoring and evaluation of the assignment. 12. Participate in action-research on the NCBS expert coaching implementation framework and present recommendations and lessons learned. 4. SCOPE OF THE ASSIGNMENT The expert coach will perform advanced analytics on large unstructured and structured datasets related to African and global capacity development, aiming to measure, interpret, and predict trends and patterns of relevance to NCBS. He/she will assist NCBS counterparts to deliver on their performance targets and work in close collaboration with the Database developer and the IT Team to identify all CB entities with their attributes/objects of NCBS capacity building indicators derived from NCBS mandate. He/she will also train NCBS staff of user departments and advice management on strategic data management issues. 5. TASKS AND ACTIVITIES I. Organizational targets: Engage the concerned staff in relevant institutions that include, but not limited to: Rwanda National Institute of Statistics; Rwanda Education Board; Higher Education Council; Workforce Development Agency; Ministry of Public Service and Labour; Ministry of Education in order to assess complementary data sets, determine strengths and gaps of the available data from these institutions so as to provide guidance on the suitable database for NCBS. NCBS - Data Analyst Expert Coach Terms of Reference, March

4 Identify, investigate and resolve current data anomalies and discrepancies including study of existing NCBS documents. Design a mechanism to collect, analyze and report capacity building data for all NCBS interventions including those that are implemented in partner / client organizations. In collaboration with Database developer, IT team and CB Analytics and data management (CBADM) Specialist, identify all NCBS entities with their attributes to be considered in the database design. Participate in the capacity building reporting status at the end of the financial year. Determine the relationship between capacity building interventions and the national skills gaps for both private and public sector. Participate in the creation and implementation of web-based and non-web-based surveys and conduct analysis with policy implications for NCBS and its projects/initiatives. II. Transfer of skills and knowledge: Benchmark global and national good practices in terms of data analysis and use this information to coach and mentor the counterpart NCBS staff Coach the NCBS counterparts on dissemination of key statistical Capacity building findings Coach CBADM Specialist in using a variety of statistical techniques and software to provide the most effective data for reference during reporting and to inform the M&E system in NCBS. Train other staff of user departments, e.g. Cluster Specialists. Based on identified needs, advice and train-on-the-job focal points of NCBS service providers, partner / client organizations in data management applications and usage of data. Plan, implement, monitor and report on expert coaching process and results, challenges and measures (according to standard templates). Provide inputs in NCBS Capacity Building Plan (HRD Plan) for further training and capacity enhancement. III. Crosscutting tasks and activities: Ensure that data management systems and applications are gender disaggregated. Train counterparts on mainstreaming gender in data management. Train counterparts on Results Based Management and effective teamwork. Organize learning processes and document learning through case studies. Participate in peer reviews on NCBS coaching framework including recommendations and lessons learned. NCBS - Data Analyst Expert Coach Terms of Reference, March

5 6. NCBS COUNTERPARTS The Data Analyst expert coach will coach and train-on-the-job the following direct counterparts: a. CB analytics and data management Specialist b. Database management Officer c. NCBS M&E specialists d. CB planning and needs assessment specialist e. Research & Knowledge Management Specialist f. Institutional Capacity Development Specialist g. NCBS staff of user departments, e.g. Cluster Specialists h. Focal points of NCBS CB service providers, targeted partner / client organizations (based on identified needs). 7. EXPECTED DELIVERABLES AND OUTPUTS Key broad deliverable will be functional and dynamic authentic CB data that captures required data sets on CB and NCBS stakeholders. Other deliverables are: 1. Inception report to be submitted within 6 weeks and approved within 8 weeks after start of contract. The inception report covers: a. Organizational assessment identifying capacity constraints (systems and counterparts) in data management including strategies (gender sensitive if applicable) to address them b. Comments on the TORs that require attention of NCBS c. General and specific objectives d. Deliverables and outputs (as per the three categories) e. Approach and methodology (including gender mainstreaming) f. Annual work plan including time line and events calendar g. Budget of the annual work plan h. Monthly monitoring and follow up mechanisms i. Learning strategy, methodology, tools and application j. Monthly and annual reporting templates adapted to specific assignment. 2. Data management document, a detailed document for business processes, that highlights all reports required taking into account the existing M&E/CB tools and templates 3. Monthly progress report: detailing the progress on performance targets and knowledge and skills transfer including coaching and other challenges and proposals to address them. 4. Annual performance appraisal at the end of year one, consisting of a Results Report of the first year and interview with NCBS management. 5. End of contract report: this report should summarize the whole assignment status, delivery of outputs and deliverables, coaching achievements, best practices, recommendations and lessons learned. Outputs for NCBS organizational targets are: 6. A CB business processes situational analysis report, on NCBS CB interventions 7. A set of recommendations on ideal CB systems workflows. NCBS - Data Analyst Expert Coach Terms of Reference, March

6 8. A set of approved tools for data collection and data management 9. Updated and operational CB databases e.g. national skills database. Outputs for transfer of skills and knowledge are: 3. On-the-job / coaching annual work plan for NCBS counterparts to strengthen software development capacities. 4. Monthly progress reports and annual results report 5. Satisfactory performance appraisals of NCBS counterparts. 6. Needs assessment of professionalization and career development of counterparts. 7. Monitoring and feedback reports on coaching and mentoring. Outputs for crosscutting issues are: 3. Peer learning sessions / reviews to promote learning and sharing of best practices 4. Case studies / success stories 5. Checklist of gender mainstreaming in data management 8. DURATION OF THE ASSIGNMENT The duration of the assignment covers an initial period of 12 calendar months with renewal of contract of 12 months upon satisfactory performance appraisal. 9. ACCOUNTABILITY AND REPORTING APPROVAL MECHANISMS The Data Analyst Expert Coach will be administratively and technically accountable to the NCBS Division Manager Strategic Operations and Quality Assurance and BTC Change co-manager under the overall supervision of the Executive Secretary of NCBS. Additionally, reporting on further strengthening the NCBS coaching framework will be overseen by the Division Manager CB SOQA and BTC Change co-manager. Detailed planning and reporting including approval mechanisms will follow the NCBS/BTC operational framework for expert coaching for this and other coaching assignments in identified NCBS organizational areas. 10. REQUIRED PROFILE OF THE EXPERT COACH Highly competent, mature, experienced and self-motivated person with integrity Analytical, decisive, results oriented, innovative and gender sensitive Proactive with ability to take initiatives Ability to work under pressure and effectively work in teams Strong facilitation skills with ability to guide and monitor performance Excellent coaching skills and ability to transfer knowledge and skills to others Excellent computer, writing and communication skills NCBS - Data Analyst Expert Coach Terms of Reference, March

7 11. REQUIRED QUALIFICATIONS AND EXPERIENCE At least a Masters degree in any of the following or equivalent: Statistics, Economics, Econometrics, Data Management/Analysis with five years relevant work experience. Or: a Bachelors degree in any of the following or equivalent: Statistics, Economics, Econometrics, Data Management/Analysis with ten years relevant work experience. Demonstrated experience in training, facilitation and coaching. Proven experience in gender mainstreaming and learning processes. Previous experience working on capacity building programs or assignments will be an asset. 12. OTHER SKILLS AND ATTRIBUTES He or she must have competitive computer skills preferably using MS access, and Excel Strong writing, communication, presentation, and interpersonal skills are required as well as ability to meet strict deadlines. Equally important are the following skills; Statistical fluency, investigative creativity, and analytical objectivity Ability to analyze datasets to uncover trends and patterns Commitment to continuous improvement in organizing and technical systems Communicates effectively to non-technical teams and thrives in a dynamic environment Coordinate with customers and staff and provide support to all data analysis. Perform data analysis on all results and prepare presentations for clients. Perform audit on data and resolve CB business related issues for customer base. 13. LIST OF DOCUMENTS (to be provided) NCBS - Data Analyst Expert Coach Terms of Reference, March

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