PUBLIC FINANCIAL MANAGEMENT IMPROVEMENT AND CONSOLIDATION PROJECT (PMICP) TERMS OF REFERENCE FOR INFORMATION EDUCATION, COMMUNICATIONS AND CHANGE MANAGEMENT OFFICER 1.0 BACKGROUND 1.1 The Public Financial Management Improvement and Consolidation Project (PFMICP) is a successor to the just ended Integrated Public Financial Management Reform Project (IPFMRP). It will build on and reinforce the successes and addresses the weaknesses of IPFMRP. The Project Development Objective (PDO) is: To improve budget planning and credibility, financial control, accountability, and oversight in government finances in Sierra Leone. The Project, which will benefit various MDAs and Local Councils, will comprise the following components: Component 1: Enhancing Budget planning and credibility Component 2: Financial Control, Accountability and Oversight Component 3: Supporting the Strengthening of Revenue Mobilization and Administration Systems Component 4: Strengthening Local Governance, Financial Management and Accountability Systems Component 5: PFM Reform Coordination and Project Management 1.2 To purse the GoSL s PFM agenda, the Government has received financing from the International Development Association (IDA), the African Development Bank, European Commission and UK s Department for International Development for the PFMICP (with an estimated Project duration of four years). The PFMICP will be administered by the World Bank. 1.4 In furtherance of the above objectives, the Government intends to use part of the proceeds of the financing to engage a suitably qualified and experienced candidates to fill the position of Information, Education, Communications and Change Management Officer. 2.0 OBJECTIVE OF THE ASSIGNMENT 2.1 One objective of this assignment is to develop a communication strategy and to tease out an annual communication work plan for the project. The strategy will ensure that sufficient visibility is given to the project activities that will engender a high level of understanding of the project objectives. It will also popularize the project objectives and draw attention to its challenges to all clients especially internal and corporate clients. In this regard the IEC Specialist would be engaged whose role will entail kick starting the implementation of the project
communication work program, giving priority to explaining the new project to internal, corporate and external clients. 2.2 Another objective of the assignment is to engage a Communications and Change Management Consultant will play a key role in ensuring adaption by implementing agencies of changes occasioned by the project design and implementation. The incumbent will facilitate data collection and monitoring activities related to the function. Also, Direct Project-related risks could be countered by a strengthened communication and change management system designed under the project to facilitate the removal of resistance to change. The Communications and Change Management Specialist will play a key role in ensuring user adaption of IFMIS by the implementing agencies whilst ensuring that a solid framework exists for knowledge transfer to end users. 2.3 `Under the Project is established The IFMIS Project Implementation Coordination Team whose core activities will cover change management, among others. This would be done through the Training, Capacity Building, Communication and Change Management Group that will be responsible for taking a leadership role in planning, overseeing and coordinating the transition in the GoSL to effectively utilize the IFMIS. This includes development and communication of a Change Management Plan, implementation of the Plan and monitoring and assessing the change management processes. It is therefore expected that in addition to the further strengthening of the enabling legislations for PFM, is the de facto enforcement of compliance with the laws through appropriate change management strategies, leveraging effective oversight institutions and that ICT-induced changes that affect communication and change management across government s PFM operations would be addressed. 3.0 RESPONSIBILITIES/SCOPE OF ASSIGNMENT 3.1 Scope of Assignment Based the Sierra Leone Country Communication Work Program, the IEC Officer shall operate under five result pillars, and accounting for each as follows: (1) Internal Communications: This pillar is intended to contribute to improved information sharing about the projects, programs and knowledge materials and feedback provided in a timely, effective, efficient, collegial and respectful manner within the project management team and to relevant stakeholders. It involves the sharing in a strategic and regular manner of pertinent reports and information acquired from external sources with relevant project staffs in a regular and need based manner on developments about Sierra Leone that are most likely to impact on project activities
(2) External Communications: This is intended to engender and contribute towards an improved understanding by various external audiences (including citizens, the media, parliamentarians, civil society organizations, think tanks, private sector, etc) on the impact, usefulness, effectiveness, image and credibility of project interventions by proactively deploying the full array of modern and traditional communication tools, channels and skills, to elicit appreciation, action and results from the target audiences. It involves sharing project information with external audiences in a regular and need based manner on developments in Sierra Leone that are of benefit to them and/or likely to impact on them (3) Operational Communication Support: This support is intended to use and/or position communication strategically to add value towards the achievement of operational results through communication support and to effectively showcase the achieved results from operations. Operational communication is intended to lead to the improved use of communication in all stages of a project or operational cycle by the deployment of the art and science of Development Communication and Social Accountability tools and techniques in a collaborative effort led by relevant government communication structures and supported by sector colleagues to achieve and showcase development results (3) Strategic Partnerships for Knowledge Dissemination: The IEC officer is expected to establish key partnerships with local media, other communication establishments and relevant sectors to facilitate the work of the project and effective dissemination of its activities, reports etc. (4) Cross Support: This support is intended to provide reliable cross support to the Project Management team, as and when required and requested. 3.2 Responsibilities 3.2.1 The IEC and Change Management Officer would work closely with internal and external partners, and under the supervision and guidance of the Project Manager, s/he, will perform the following duties and responsibilities: His/her main accountability is to plan, develop, and implement effective communications and outreach programs in order to raise awareness and understanding about, and improve the image of. Ensure donor visibility on Project activities. Determine the types of information and communications strategies, tools and activities that are best suited to addressing issues or problems under the Project information needs. Accordingly, write, prepare and disseminate both routine and specific products (e.g., backgrounders, PowerPoint presentations, brochures, web pages, speeches, briefing
notes, tweets, Facebook posts, etc.) to promote the strategic and timely flow of information and key messages about the Project, its policies and operations to key internal and external audiences. Provide regular communication support to PFMRU. This includes working with the teams towards: (i) making communication based inputs into the upstream reviews, (ii) helping stakeholders to implement the communication aspects of the operations they manage; Initiate and sustain effective professional relationships with key internal and/or external constituencies (particularly, Civil Society, NGOs, and private sector) and the Project s stakeholders. Identify opportunities for and forge strategic partnerships both inside and outside the Project to improve dialogue and outreach and to strengthen the Project s overall effectiveness and image. Devise other best means and strategies that raise the profile of Project within the context of the PFM Reform Strategy Work closely with various interested parties to produce and disseminate on recurrent basis relevant visuals, audios and video products that showcase online and off line operational bottlenecks and success scores in the performance of the Project s activities. Work closely with relevant colleagues in in tracking, packaging and disseminating result stories; Enhance the Project s public outreach programs; develop and monitor information/messages, in close collaboration with technical staff, to ensure accurate understanding of projects goals, activities, processes and feedback mechanisms; Assist in Implementing the annual integrated communication action plan to support project objectives; Monitor media coverage of issues related to the Project; Other duties as may from time to time be assigned him/her. 3.2.2 With regards the Communication and Change Management aspect the incumbent will be responsible for guiding the implementing agencies through the organizational change resulting from implementing IFMIS project by getting stakeholder alignment and involvement whilst addressing people s me questions with consistent, meaningful communication. S/he is required to ensure that there are internal capabilities to sustain the changes occasioned by IFMIS. He/she is expected to deliver the following services, among others: i. Perform Change Impact Assessment in three areas: a. Process/structure focusing on changes in the way the work gets done, including data sources or inputs, reports or outputs, frequency of work, and the workflow; b. People focusing on the people and HR-related impacts, including changes in job roles, new skill requirements, and required changes in behavior; c. Technology focusing on changes in the technologies used to complete a task.
ii. Use the Change Impact Assessment to develop and oversee a robust communications program which keeps key business stakeholders, and affected employees engaged throughout the project. iii. Identify and manage Change Preparation Activities, which are executed across all phases of the project, include: a. Aligning and involving key leaders in driving buy-in across the organization; b. Engaging and preparing key stakeholder groups for their roles in the change process; c. Managing the transition through ongoing monitoring of potential risk and resistance areas. iv. Establish and support a Change Agent Network (CAN) which will be the focal point for managing change. The CAN should a. Consist of External/Internal Stakeholders and affected end users within the implementing agencies; b. Provide a robust framework for internal stakeholders to understand, buy-in and commit to and own changes needed to successfully implement and sustain IFMIS; c. Produce and disseminate communication materials associated with awareness building and organize change management workshops/seminars as required; d. Establish a sustainable knowledge transfer framework which ensures capacity building within the network. v. Work with the IFMIS Project Manager to ensure delivery of relevant components in a timely manner. vi. Advise the IFMIS Project Manager of any deviations from the Project Plan, with recommendations for corrective action. vii. Provide IFMIS Project Manager with progress report on Change Management activities in line with the Communication Program. viii. Participate in IFMIS project meetings as determined by the IFMIS Project Manager. ix. Other duties as may from time to time be assigned him/her. 4.0 REPORTING/DELIVERABLES
4.1 The IEC Specialist will report directly to the Project Manager and will be expected in addition to his/her tasks for providing /preparing following deliverables, among others: a) Communications strategy paper and manual; b) IEC products such as backgrounders, PowerPoint presentations, brochures, web pages, speeches, briefing notes, tweets, Facebook posts, etc.; c) IEC inputs to Monthly/Quarterly/Yearly Project Implementation Progress Report; d) IEC implementation plan for the PFMIC Project. e) Scope of Service/TOR for Change Impact Assessment, IFMIS Communications Program, Change Preparation Activities; f) Establish and maintain Change Agent Network; g) Progress report on Change Management Activities. 5.0 QUALIFICATIONS & EXPERIENCE A University Degree in Mass Communication or Journalism or Development Communication or Political Science, humanities or International Relations with minimum of 10 years experience in development communication or related work; OR advanced university degree with 5 years experience in development communication or related work; Proven experience working on major multi-lateral donor funded projects for at least 3 years in similar position and terms of reference as this one; Previous experience working on a PFM Project in Sierra Leone or a similar region will be an advantage; Experience in working with media, CSOs and the private sector will be an added advantage; Ability to analyze and write reports on development issues, especially project, environmental and social issues in a concise and timely manner with proven samples of such quality reports; Excellent Communication, presentation and interpersonal skills required. Very good ability at communicating with internal and external partners, and can articulate their communication needs; solid understanding of relevant national and international development topics; Experience in and/or demonstrates excellent familiarity with and working knowledge of media channels and tools (including social media); Full understanding of risks and opportunities of increased access to information, with indepth proficiency sufficient to handle the distribution, design, and delivery of communications products; Experience in and/or demonstrates proficiency at a level sufficient to take full responsibility for the development of communication materials or lead others in developing drafts of communication materials;
Experience in and/or demonstrates substantive working or functional proficiency level sufficient to rewrite or edit complex communications products for purposeful structure, clarity of ideas, and the logical, persuasive presentation; Experience in and/or demonstrates a working or functional proficiency level sufficient to lead the planning, development, and execution of a communication strategy for various types of projects; Experience in and/or demonstrates a level of working or functional proficiency sufficient to strategize, plan, and implement the development and maintenance of relationships with critical internal and/or external constituencies; Takes personal responsibility and accountability for timely response to clients queries, requests or needs, working to remove obstacles that may impede execution or overall success and make recommendations; Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so; Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view; Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner; Analyzes facts and data to support sound, logical decisions regarding own and others' work; Proven proficiency in the use of Microsoft Office applications, i.e., Word, Excel and PowerPoint; Experience in conveying technical information to different audiences. Proven experience and competence with respect to change management and organizational development strategies within a diverse environment; Proven experience and competence with respect to stakeholder management, organization of seminars, workshops is highly desirable. Proven ability and skill to work under high pressure, with strong delivery orientation and good interpersonal and supervisory skills is highly desirable. Experience leading to change management in comparable environment. Knowledge of Public Finance Management processes would be desirable. 6.0 GENERAL INFORMATION All posts will be advertised on an equal opportunity basis and qualified women and men are encouraged to apply. Attractive salaries and conditions of service will be offered to the successful candidate. Employment will be on full-time basis, and contracts will be for one year subject to annual review with a possibility of renewal.