ORGANISATION OF EASTERN CARIBBEAN STATES INVITATION FOR EXPRESSIONS OF INTEREST

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1 ORGANISATION OF EASTERN CARIBBEAN STATES INVITATION FOR EXPRESSIONS OF INTEREST Consultancy to Provide Technical Assistance to the OECS Secretariat (OECSSEC) in the Integration of the OECSSEC Staff Competency Framework into Human Resource Management Processes and Procedures The Secretariat of the Organisation of Eastern Caribbean States (OECS) invites interested eligible consultants to submit Expressions of Interest for the provision of Technical Assistance to the OECS Secretariat (OECSSEC) in the Integration of the OECSSEC Staff Competency Framework into Human Resource Management Processes and Procedures. The Terms of Reference and Guidelines for the Submission of Expressions of Interest for this consultancy are provided below. 1

2 TERMS OF REFERENCE Technical Assistance to the OECS Secretariat (OECSSEC) in the Integration of the OECSSEC Staff Competency Framework into Human Resource Management Processes and Procedures 1. Background As a result of the coming into force of the Revised Treaty of Basseterre which was signed by Member States of the Organisation of Eastern Caribbean States (OECS) in 2010, the OECS is currently undergoing major developmental transformation. This transformation has created the need for the strategic repositioning of the OECS Secretariat (OECSSEC) to enable it to fulfil its new mandate under the Revised Treaty. The Institutional Strengthening Project (ISP) of the OECS Secretariat (OECSSEC) was developed as a direct response to the need for the strategic repositioning of the OECSSEC so that there is greater operational effectiveness and efficiency in implementing the integration mandate and strategies on behalf of Member States as enshrined in the Revised Treaty. Through the ISP, several important initiatives have been pursued, and others are now underway, all with the intent of inserting best practices into the operations and structure of the Secretariat, and developing new knowledge and skills in the staff of the Secretariat. Some of these initiatives include development of new rules and regulations, staff orientation packages, a human resource manual and administrative manuals for the OECSSSEC. Additionally, through the ISP, a new Workforce Plan has been developed for the Secretariat. This Plan, which has been approved by the OECS Authority, provides important guidance and direction for substantial transformation across all areas of the Secretariat. As part of the implementation of the Workforce Plan, a Staff Competency Framework was developed for the Secretariat. This framework established the core and role-specific competencies for all staff positions within the Secretariat, and initial steps have been taken to integrate the Staff Competency Framework into the Human Resource Management (HRM) activities of the Secretariat. Most notably, changes to be made to some of the manuals and forms used in HRM within the Secretariat have been identified. In continuation of this particular intervention, the Secretariat is seeking the services of a Human Resource Management Consultant to assist with the integration of the Staff Competency Framework into the recruitment processes and procedures and the performance appraisal system of the Secretariat. 2

3 2. Purpose and Objectives The purpose of the consultancy is to implement the Human Resource (HR) component of the OECSSEC Workforce Plan, focusing specifically on incorporating the Staff Competency Framework into processes and procedures relating to recruitment and performance management. The objectives of the consultancy are to: 1) To develop recommendations on incorporation of the OECSSEC Staff Competency Framework into the processes and procedures of the OECSSEC relating to recruitment and performance management; 2) To provide training to Staff of the HR Unit and other OECSSEC officials in implementation of the updated recruitment and performance management procedures which incorporate the OECSSEC Staff Competency Framework. 3) To prepare revised Recruitment and Performance Management Procedures and Tools for the OECSSEC 3. Scope of Work The consultant will work closely with the HR Unit of the OECSSEC throughout the consultancy, and the consultant is to undertake the following tasks: 1. Meet with officials of the OECSSEC to obtain a thorough understanding of the needs of the Secretariat in relation to the integration of the Staff Competency Framework into the HRM processes and procedures related to recruitment and performance management; 2. Review the Staff Competency Framework and relevant documents related to the HRM processes and procedures of the OECSSEC, particularly in relation to recruitment and performance management; 3. Prepare an Inception Report focussing on: The findings from tasks 1 and 2 above; and The proposed methodology and the detailed work plan for conducting the remainder of the consultancy. 4. Review the recruitment processes and procedures of the OECSSEC and develop detailed recommendations on the incorporation of the Staff Competency Framework into these processes and procedures; 5. Review the performance management system of the OECSSEC and develop detailed recommendations on the incorporation of the Staff Competency Framework into this system; 6. Submit an Interim Report focussing on the recommendations from tasks 4 and 5 above. Following review of this report, the OECSSEC will decide on the recommendations to be adopted. 3

4 7. Based on the recommendations agreed to by the OECSSEC, prepare revised Recruitment and Performance Management Procedures and Tools for the OECSSEC, including amendments to relevant manuals, forms and other HRM documents used by the OECSSEC; 8. Provide hands-on training to staff of the HRU on the implementation of the updated recruitment and performance management procedures. 9. Conduct a workshop for Heads of Unit, Directors and other relevant officials of the OECSSEC on the updated recruitment and performance management processes and procedures; 10. Submit a Final Report on the consultancy which is to include, among other things: A summary of the activities undertaken during the consultancy; Training and Workshop report Recommendations on follow-up work which should be undertaken by the OECSSEC in relation to recruitment and performance management, and HRM in general. 4. Deliverables i) Inception Report on the initial findings, and including a detailed work plan for undertaking the Consultancy. ii) Interim Report inclusive of recommendations for revising the recruitment and performance management processes and procedures. iii) Revised Recruitment and Performance Management Procedures and Tools iv) Final Report on the assignment. 5. Approach and Methodology In order to achieve the objectives of this assignment the consultant will: a. Carry out work at his/her office base, at the OECSSEC offices in St. Lucia and at training venue(s) selected by the OECSSEC; b. Under the direction of the Programme Officer, HRU and the Head of the Functional Cooperation and Programme Management Unit (FCPMU) of the OECS Secretariat: i. Work closely with the HRU and the Project Implementation Team of the ISP; ii. Meet or consult with other internal OECSSEC stakeholders, as necessary. 4

5 6. Time Frame The Consultancy is expected to be undertaken within a period of four (4) months. 7. Obligations of the OECS Secretariat The OECS Secretariat shall: (a) Review and provide feedback on consultancy deliverables; (b) Provide the consultant with all necessary documents and logistical support to ensure that the consultancy is efficiently undertaken; (c) Meet all the agreed cost related to the consultancy; (d) Guide the consultancy as needed and necessary; (e) Undertake all arrangements related to the workshop, including: Identification of workshop participants and circulation of relevant notifications to participants; Selection and booking of the workshop venue; Provision of audio-visual equipment at the workshop venue; Preparing copies of workshop materials, as necessary, and distribution of materials to participants; Provision of refreshments and meals, as appropriate. 8. Required Qualifications The consultant should possess the following minimum qualification requirements: 1. A Master s Degree in Human Resource Management/Development, Business Administration, Management or a related field. 2. At least five (5) years of consulting experience in the areas mentioned above. 3. Experience in the facilitation of workshops and/or training programmes. 4. Well developed interpersonal, analytical and problem-solving skills. 5. Excellent command of the English language (written and oral). 5

6 GUIDELINES FOR SUBMISSION OF EXPRESSIONS OF INTEREST Consultancy to Provide Technical Assistance to the OECS Secretariat (OECSSEC) in the Integration of the OECSSEC Staff Competency Framework into Human Resource Management Processes and Procedures A Consultant wishing to signify his/her interest in undertaking the prescribed work is to submit an Expression of Interest (EOI) to include: 1. Information on the Consultant s qualifications, experience and competence relevant to the assignment, including a Curriculum Vitae; 2. A concept note on the planned framework for undertaking the assignment and a breakdown of the number of days required for each task. Consultants shall bear all costs associated with the preparation and submission of their Expressions of Interest. The OECS is not bound to accept any Expression of Interest, and reserves the right to annul the selection process at any time prior to contract award, without thereby incurring any liability to the Consultants. For more information or to submit Expressions of Interest, please contact: Project Manager Institutional Strengthening Project OECS Secretariat Morne Fortune P.O. Box 179 Castries SAINT LUCIA At the following address: Copied to: Programme Officer Human Resource Unit OECS Secretariat Morne Fortune P.O. Box 179 Castries SAINT LUCIA At the following address: 6

7 And Project Officer Institutional Strengthening Project OECS Secretariat Morne Fortune P.O. Box 179 Castries SAINT LUCIA At the following address: Expressions of Interest can be submitted via . Expressions of Interest will be evaluated and the consultant with the highest score will be requested to submit a financial proposal which will be the basis for negotiations leading to a contract. Expressions of Interest are to reach the OECS Secretariat no later than 4:00 pm local time in Saint Lucia, on Wednesday August 28 th,

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