UGANDA TEACHER AND SCHOOL EFFECTIVENESS PROJECT (UTSEP) TERMS OF REFERENCE PROJECT COMMUNICATION SPECIALIST SEPTEMBER 2015

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1 TERMS OF REFERENCE PROJECT COMMUNICATION SPECIALIST SEPTEMBER 2015 ADVERT MINISTRY OF EDUCATION, SCIENCE, TECHNOLOGY AND SPORTS UGANDA TEACHER AND SCHOOL EFFECTIVENESS PROJECT (UTSEP)-GPE VACANCIES TERMS OF REFERENCE FOR SPECIALISTS AND CONSULTANTS 1.0 BACKGROUND The Government of Uganda has received a grant from the Global Partnership for Education (GPE) as support towards the implementation of the Education Sector Strategic Plan (ESSP) through the Uganda Teacher and School Effectiveness Project (UTSEP). The Project Development Objective is to support the Government in improving teacher and school effectiveness in the public primary education system, by enhancing teacher competences, effort and resourcing; strengthening governance and provision of facilities at schools; and providing technical assistance for implementation support and capacity building. The Ministry of Education, Science, Technology and Sports now invites applications from suitably qualified individuals as detailed here below:- 2.0 RESPONSIBILITIES AND PERSON SPECIFICATIONS 2.1 ENVIRONMENTAL AND SOCIAL SAFEGUARDS SPECIALIST The Ministry has prepared the Environmental and Social Management Framework (ESMF), Resettlement Policy Framework (RPF) and Indigenous Peoples Planning Framework (IPPF) as instruments to guide the avoidance or mitigation of any adverse social and environmental impacts, resulting from implementation of UTSEP. As part of the implementation arrangements, the Ministry is expected to provide oversight and ensure adherence to the provisions of these instruments Job Purpose To ensure that various interventions implemented under UTSEP comply with environmental and social policies, laws and regulations governing both Uganda and IDA. The incumbent will mainly be determining, to what extent the Environmental and Social Safeguard Policies of Government of Uganda and the World Bank are being followed during implementation of such activities as: construction of school infrastructure, capacity building initiatives, implementation of IT related activities; level of compliance with regard to the provisions in the National Environment Management Act Cap. 153, Occupational Health and Safety; and other cross cutting issues such as Gender and HIV/AIDS Reporting 1

2 The Environmental and Social Safeguards Specialist shall report to Project Coordinator UTSEP through the Deputy Project Coordinator UTSEP Key Responsibilities a) Ensure all project interventions comply withthe projects ESMF, RPF, IPPF and social assessments. b) Take charge of development of the Environmental and Social Safeguards compliance monitoring framework for integration in the comprehensive monitoring tools for the project. c) Furnish the project implementation team with progress made and challenges faced inthe implementation of Environmental and Social Safeguards at each of the monthly progress review meetings. d) Offer technical guidance to the Ministry team with respect to approaches used to ensure compliance to environmental and social safeguards measures as indicated in the ESMF, RPF and IPPF. e) Carry out stakeholder engagement and consultations on all project activities as required. f) Support the collection, analysis and utilisation of environmental and social safeguards information at National, Local Government, institutional and community levels. g) Participate in field monitoring of project activities especially construction of school facilities to assess level of compliance with Environmental Impact Assessments (EIAs), Resettlement Action Plans (RAPs) and Best Environmental Practices (BEP) as contained in the EnvironmentalManagement Plans; and site meetings to provide environmental and social inputs regarding the project. h) Determine the scope and magnitude of likely resettlement effects, compile likely losses of residential lands and assets, agricultural lands, business and income opportunities, affected communal assets and public building; including management of all project information that relates to environmental and social safeguards from the respective beneficiaries for discussion in meetings or project missions. i) Ensure that safeguards and cross cutting issues are included in technical designs, tender documentation and project budgets as agreed between MoESTS and the World Bank Task Team. j) Actively coordinate and support preparation of periodic project progress reports with adequate input on project performance on environmental and social safeguards. k) Conduct periodic training and capacity building of key UTSEP implementers at National, Local Government, institutional and community levels on implementing environmental safeguards under the project, including orienting them on the application of the ESMF, RPF and IPPF; using project availed opportunities for cost efficiency. l) Ensure that there is adequate environmental and social safeguards records and documentation are kept (including photographs,) of works and other interventions and adequate documentation of stakeholders consultations and land affirmations. m) Ensure that Environmental and Social Safeguards Compliance Certificates are issued prior to final completion certificates for all civil works. n) Assist in developing TOR for the environmental and social impact assessment studies (including ToRs for RAPs) for specific UTSEP activities where required. o) Support and lead in the development of respective ESIAs and RAPs as defined in the ESMF, RPF and IPPF where required. p) Guide Management on strategies for strengthening implementation of environmental and social safeguards measures. q) Generate specific outputs (deliverables) as determined form time to time in the respective projected work plans for each quarter. 2

3 r) Liaise with National Environmental Management Authority and Ministry of Lands, Housing and Urban Development in matters pertaining to environment and lands respectively. Deliverables a) Environmental and Social Safeguards monitoring and reporting tools. b) Monthly progress reports on performance of environmental and social safeguards. c) Capacity building plan for project implementation teams on environmental and social safeguards Person Specifications a) The Specialist must be a holder of at least Master s Degree in Environment and Natural Resources Management, and or Sociology from a recognized institution, with a matching experience of at least10 years in the field of Environmental and Social Impacts. b) Additional experience in dealing with social issues as well as management of land acquisition, resettlements and rehabilitation; preparation of resettlement action plans or implementation relating to infrastructure construction programs, gender analysis and provision of culturally appropriate social benefits are desirable. c) Working knowledge of Uganda s legal and regulatory framework for the sectors of education, environment and lands, as well as World Bank s Operational Policies on environmental and social safeguards. d) Demonstrable knowledge of supporting a comprehensive and balanced approach to environmental and social safeguards management is required including scoping screening, research, risk assessment, planning, project development and implementation, monitoring and reporting. e) Proficient in Microsoft Office Suite applications and any environmental/social analytical packages. f) Membership in related professional association(s) will be added advantage. Competencies a) Ability to independently and effectively plan, organise, manage and evaluate important and complex projects for individual and team work. b) Possess the ability to make quick and good judgement. c) Excellent communication skills (verbal and written). d) Excellent interpersonal skills, including diplomacy and tact. e) High level of honesty, integrity and versatility. f) Should be able to work with minimum supervision and deliver under pressure. g) Able to work in rural settings with multi-disciplinary teams LEAD ICT SPECIALIST at DES Job Purpose The objective of this assignment is to provide hands on implementation support to the Directorate of Education Standards for the implementation of the DES ICT sub component. The Lead ICT specialist carries the overall responsibility for implementing the ICT sub Component, in consultation with the DES ICT subcomponent and DES Teacher Effectiveness component managers. The specialist shall oversee and manage the day to day activities of 4 regional coordinators and a data analyst; shall undertake, guide, coordinate and communicate implementation activities to scale up to 3

4 national level the edutrac pilot, set up and manage the ICT inspectorate system, integration of ureport user feedback and oversee the integration of all systems on an integrated dashboard Reporting The Lead ICT Specialist shall report to the DES ICT subcomponent and GPE- UTSEP component manager Key Responsibilities a) To Plan, coordinate, oversee and be accountable for implementation of the 3 main ICT component systems including edutrac, inspectorate software and the integrated dashboard. b) Coordinate stakeholders and manage stakeholder expectations especially during end user trainings. c) Guide and manage the ICT sub component team and supervise the team's results. d) Provide regular implementation reports on the ICT sub component to DES. e) Coordinate and manage the development of software for the various ICT systems including the definition of the systems and end user feedback protocol. f) Conduct user experience and bug testing for the systems and provide feedback reports aimed at improving the usability of the system and the reports generated from the system. g) Meet with key stakeholders and users, and work with MoES counterparts at both DES and EMIS to align the systems with MoES information system policy. h) Support DES in the procurement, set up and proper utilisation of the ICT hardware system and ICT services required for the implementation of the project. i) Manage and coordinate Ministry stakeholders, engage and communicate with DES and M&E teams on a regular basis. j) Document of the implementation of the ICT sub component as part of the process of knowledge management Person Specifications a) Applicants should be holding an honours Bachelor s degree in Information Technology (IT) or Computer Science or Software Engineering or Statistics or Mathematics or related IT discipline from a recognized awarding Institution. Applicants with an honours bachelor s degree PLUS a postgraduate Diploma in Computer Science/Information Technology or an internationally recognised professional qualification/credential in ICTfield will be considered. b) An advanced degree in Business Administration, Project Management, ICT or related field c) At least 7 years experience in the Information Technology sector 4

5 d) Specific training and qualifications in software development are highly desirable e) Experience leading teams in developing at least a similar project on software development and end user training at national level f) Experience with leading and managing teams in a highly dynamic environment is highly desirable g) Demonstrated experience with capacity building and provision of technical assistance to stakeholders at district and sector levels h) Experience with data collection and data management is an advantage REGIONAL COORDINATOR (4 positions based at the DES regional offices in Gulu, Mbarara, Mpigi and Mbale) Job Purpose The aim of the assignment is to provide hands on implementation support for the implementation of the DES ICT sub component at regional level (covering a number of districts). The regional coordinator shall carry out implementation of rollout activities consisting mainly of end user training, Training of Trainers, logistical support and management for all trainings. Support to DES regional offices and Local Governments within the region includes coordination of training activities, monitoring the implementation of the system, monitoring system usage, end user feedback and set up and management of stakeholder linkages at district and regional levels. The coordinator shall work as the first line of support for end users and DES inspectors who shall work with the ICT systems in the collection of data. The position is based at Local Government level and shall involve very high interaction and management of Local Government officials and stakeholders. The work will mainly involve providing logistical support and carrying out preparations for training of inspectors and preparations for national scale up, implementation of and management of the edutrac system as key support to the DES regional teams. Key activities include: Reporting The regional coordinator reports to the lead ICT specialist Key Responsibilities a) To provide hands on support and coordinate to regionally based DES focal persons for user training of district inspectors and assessors on the use of the e-reporting tool. b) Together with DES focal persons, coordinate and carry out the rollout of edutrac at school level within specified DES regions c) Work as the first point of call for end users and provide troubleshooting at the regional level. d) Monitor and guide District officials in regards to usages of the ICT systems together with DES inspectors in the allocated region(s) to ensure reports are provided regularly, constantly and on time by schools and reporters. e) Update written guidelines for systems use and administration for district, school and community level users during the course of project implementation. 5

6 f) Prepare, present, inform and collect feedback on system results to DES inspectors at a regional level, district inspectors and MESTS g) Provide Software Programmer(s) with feedback from user experience testing for the system to continuously improve the information flow, collection process and how the data collected through the systems shall be visualized. h) Carry out quality control of data sent in by system users i) Document implementation activities as part of knowledge management Person specifications a) A bachelor's degree in Statistics, ICT, Education with ICT or related fields as well as a track record of providing or facilitating training at Local Government and community levels. b) 5 years professional experience c) 3 years experience with implementation and roll out IT systems d) A good understanding and experience of use of ICT systems. e) Experienced capacity builder, trainer and facilitator DATA ANALYST Job Purpose The overall purpose of this assignment is to provide quality control support and reporting of results of the ICT sub component of the UTSEP-GPE program. Support shall be provided towards regular quality control checks on the usage of the ICT systems and the data gathered by end users. The data analyst shall verify data and develop key performance reports for both system usage and the performance of the education sector as captured by the ICT system Reporting The Data analyst shall report to the Lead ICT specialist Key Responsibilities and Duties a) Provision of regular reports and statistics on the usage of system. b) Providing backstopping to regional coordinators who provide first line support to end users by identifying and forwarding for action any users identified in the system that need support in proper reporting or encouragement in reporting. c) Data verification. 6

7 a) Set up and maintain a referral / feedback system for actions that need to be taken based on the reports (solicited and unsolicited) by DES and other education stakeholders.. b) Support DES in analysis and development of comprehensive reports for presentation to the education sector Person specifications a) A degree in Statistics or related fields as well as a track record of practical data analysis. b) Good data analysis and reporting skills including the use of spread sheets and databases c) At least 2 years experience as a data analyst d) Conversant with databases Quality Assurance consultant Job Purpose The consultant shall provide quality assurance throughout all phases of development of ICT systems on behalf of the Directorate to ensure that they meet the agreed system requirements. The consultant shall advise on timely completion of all project tasks and the conformity of the project deliverables to the agreed requirements and standards. The consultant shall identify and highlight to DES issues to be addressed to ensure that the systems meet the stakeholder expectations. The consultant shall ensure that all deliverables by the system developer meet the stated requirements and standards before sign off. The Consultant will also offer additional assurance to the processes and efforts from contracting, coordination, implementation and end user training Reporting The Consultant will report to the DES ICT sub component manager and shall work close together with the ICT lead specialist at DES. The consultant shall also provide reports to the DES GPE technical working group Key Responsibilities and Duties The development, set up and training of users for the ICT systems under the DES sub component of the teachers and schools effectiveness project must be undertaken without interruptions, in a timely way to avoid disruption of other related sub component activities and to ensure the system meets the inspection and reporting needs for the directorate and the education sector. The overall scope of the quality assurance assignment will therefore encompass: a) The consultant shall carry out user experience testing for the system in close collaboration with the software development consultants and the DES sub component implementation team and provide a results report and recommendations for future software iterations. 7

8 b) Ensure software/application installations and related issues including system configuration, fine tuning, testing, documentation and implementation meet requirements c) Inspect and verify all deliverables of the system developer d) Perform the necessary tests to confirm that the system works well. e) Meet with key users and stakeholders to test and carry out quality assurance of the inspectorate tool based on the approved system and user specifications documentation. f) Advice on all procurements related to the implementation. g) Work closely with the sub component ICT lead specialist and implementation team to meet quality expectations of the ICT systems. h) Provide regular reports to the DES ICT sub component manager. i) The consultant shall document all aspects of Quality assurance Specifically, the quality assurance services shall be provided in phases through the preparation, prototyping, production and training phases as follows: 1. Preparation phase a) Ensure the user requirements gathering and inspections workflow tasks meet DES expectations and mandate requirements b) Ensure procurement of hardware, mobile phones and ICT services is done timely and the hardware meets the stated specifications. c) Ensure the process of standardization of inspection forms and quantifying of qualitative data meets DES user, processes and reporting requirements. 2. Prototyping phase a) Ensure ICT system prototype meets the stated requirements, functionality and standards b) Carry out independent user testing from the system developer to asses usability and ability to meet DES inspection and reporting requirements c) Identify emerging usability and system issues that need to be addressed to meet the required system specifications and standards. 3. Production phase Carry out system testing and end user testing before sign-off of system developer deliverables 4. Training phase a) Ensure Training of trainers and end user trainings are carried out for users b) Ensure training curricula and reference materials meet the user needs c) Do quality assurance and sign off training plans Post launch phase Ensure system and end user documentation is provided in appropriate user friendly (for end users) and technical formats (for developers) Time period The assignment is expected to take a period of 16 calendar months 8

9 Client Input The Directorate of Education Standards shall: a) Avail all necessary documentation for this assignment. b) Provide office space and access to the systems during the assignment c) Facilitate meetings with relevant stakeholders Person specifications a) An advanced degree in software engineering, computer science, information technology or related fields b) At least 7 years experience in the Information Technology sector c) Experience building and implementing national level ICT systems is highly desirable d) Demonstrable experience carrying out quality assurance for at least 2 IT systems e) Specific training and qualifications in software development are highly desirable. NOTE: Applications should be received not later than 15 days from the date of this advert. They should be addressed to the Ag. Commissioner Human Resource Management, 4 th Floor, Embassy House MESTS 9