NCBS HUMAN RESOURCES EXPERT COACH TERMS OF REFERENCE Position Type Organization Partner organization Duration Type of contract Human Resources 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 Director Admin & Finance Reviewed by BTC Change co-manager Approved by NCBS Executive Secretary 1. NCBS Director Admin & Finance 2. BTC Change co-manager Signature Date Signature Date Signature Date NCBS Human Resources Expert Coach Terms of Reference, March 2015 1
HUMAN RESOURCES MANAGEMENT AND DEVELOPMENT EXPERT COACH TERMS OF REFERENCE 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. NCBS 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 2014-19. 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 result areas of NCBS Strategic Plan 2014-2019 is about staff effectively and efficiently delivering NCBS mandate. To update HR strategy and improve HR systems and procedures and to strengthen HR capacities, NCBS has decided to hire a Human Resources 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 Human Resources Expert coach for NCBS is to update HR Management and Development (HR M&D) in NCBS, that is, to improve and upgrade HR systems and best practices that enable effective and efficient staff performance quality service delivery and organizational performance. 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 7 of the new strategic plan 2014-2019 aiming at staff effectively and efficiently delivering NCBS mandate. The outputs of these targets are included in the performance contracts of identified NCBS staff who will be counterparts of the expert coach. NCBS Human Resources Expert Coach Terms of Reference, March 2015 2
I. Specific objectives for organizational targets: 1. An updated HR strategy and Procedures Operations Manual. 2. An operational HR Management & Development system that has competency based job descriptions, efficient and effective recruitment, contract management and performance management, salary packages including reward criteria and staff capacity and career development. 3. HR procedures integrated in the NCBS electronic document management system (EDMS) with additional need based extensions. II. Specific objectives for transfer of skills and knowledge: 1. Overview of existing HR capacities of counterparts. 2. Share expert knowledge and new developments in strategic HR for Organizational Performance with counterparts 3. Ensure staff capacities in HR M&D to effectively manage and update HR documents, systems and procedures and deliver on performance targets. 4. Advice on professionalization and career development of counterparts. 5. Strategic advice on strategic HR issues to NCBS management. 6. Advice and liaise with focal points of NCBS HR service providers and partner organizations / institutions and change management. III. Cross-cutting specific objectives: 7. Mainstream gender in the HR targets and transfer these skills and knowledge to the counterparts. 8. Integrate learning in planning, execution, monitoring and evaluation of the assignment. 9. Participate in action-research on the NCBS expert coaching implementation framework and present recommendations and lessons learned. 4. SCOPE OF THE ASSIGNMENT The HR expert coach shall share his/her HR expertise through collecting and sharing relevant HR information and applying up to date HR practices and methods in carrying out the assignment. He/she is expected to work with identified counterparts in NCBS to transfer HR knowledge and skills and advise in capacity development of staff in strategic HR. He/she shall also contribute to the further development of expertise coaching as an approach to capacity development in the Rwandan context. He/she shall work together with Knowledge Management and M&E expert coaches and interact with HR experts of HR networks and HR partner institutions. NCBS Human Resources Expert Coach Terms of Reference, March 2015 3
5. TASKS AND ACTIVITIES I. Organizational targets: 1. Assess current practices in HR and identify challenges in the HR functions in NCBS. 2. Review and update NCBS HR strategy and POM. 3. Plan for adequate systems and procedures and required staff capacities for improved HR Management in NCBS. 4. Update HR systems and procedures in line with policy guidelines. 5. Incorporate competency framework in job descriptions, recruitment and performance management (Imihigo s). 6. Analyze the appropriateness of HR functions within and between the departments and the organization. 7. Identify gap analysis in job competencies and develop comprehensive staff development plans (NCBS capacity building plans). II. Transfer of skills and knowledge: 1. Benchmark international and regional good practices in HR and change management and share this information with NCBS counterparts. 2. Coach the NCBS counterparts in identifying HR management and administrative procedures, institutional set up, work environment, delivery tools e.g. equipment and infrastructure, all of which contribute to the effective Human Resources management. 3. Plan (annually and monthly), implement, monitor and report on coaching process and results, challenges and measures (according to standard templates). 4. Encourage counterparts to find adequate answers/solutions to identified HR challenges and make a work plan for achieving HR targets and enhance HR capacities. 5. With counterparts, identify further training and capacity enhancement needs and plan for it (NCBS capacity building plans). 6. Recommendations to NCBS and NCBS HR partners on strengthening HR capacities to effectively deal with HR at operational and strategic levels. III. Crosscutting tasks and activities: 1. Ensure that HR systems and procedures are gender disaggregated. 2. Train counterparts on mainstreaming gender in HR management. 3. Train counterparts on Results Based Management and effective teamwork. 4. Organize learning processes and document learning through case studies. 5. Participate in peer reviews on NCBS coaching framework including recommendations and lessons learned. 6. NCBS COUNTERPARTS The HR expert coach will coach and train-on-the-job the following direct counterparts: 1. Human Resource Officer NCBS Human Resources Expert Coach Terms of Reference, March 2015 4
2. Human Capital and Skills Development Specialist 3. Institutional Capacity Development Specialist 4. NSBC staff of user departments 5. (Based on identified needs) focal points of HR capacity providers / networks and HR partner institutions. 7. EXPECTED DELIVERABLES AND OUTPUTS Key broad deliverable will be effective and efficient delivery of NCBS mandate, which includes Human Resources Management and Development. 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 HR 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. Updated HR strategy for NCBS and Procedures Operations Manual to guide implementation of HR M&D. 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: 1. An assessment report of the existing HR systems, procedures and staff capacities. 2. Updated HR Management and Development systems and procedures in place and operational. 3. Updated competency based job profiles. 4. Aligned performance contracts and performance appraisals. 5. An annual competency related NCBS CB plan. Outputs for transfer of skills and knowledge are: NCBS Human Resources Expert Coach Terms of Reference, March 2015 5
1. On-the-job / coaching annual work plan for NCBS counterparts to strengthen HR capacities. 2. Monthly progress reports and annual results report. 3. Satisfactory performance appraisals of NCBS counterparts. 4. Needs assessment of professionalization and career development of counterparts. 5. Monitoring and feedback reports on coaching and mentoring. Outputs for crosscutting issues are: 1. Peer learning sessions / reviews to promote learning and sharing of best practices 2. Case studies / success stories 3. Checklist of gender mainstreaming in HR 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 HR Expert Coach will be administratively and technically accountable to the NCBS Director Admin & Finance 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 HR 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 Human Resources Expert Coach Terms of Reference, March 2015 6
11. REQUIRED QUALIFICATIONS AND EXPERIENCE A Masters Degree in Human Resources Management and/or Change Management with at least 10 years relevant working experience or a Bachelors Degree in either Human Resource management or Change Management with at least 15 years of relevant working experience in HR management. Demonstrable experience in training, facilitation and coaching. Previous working experience in capacity building programs or assignments will be an asset. 12. OTHER SKILLS AND ATTRIBUTES He or she must have extensive expertise in coaching with proven experience of HR Management & Development. Investigative creativity and analytical objectivity Emphasis a people s focus in organizations Ability to uncover trends and patterns in HR and change management Commitment to continuous improvement in HR systems Works effectively in teams and thrives in a dynamic environment. 13. LIST OF DOCUMENTS (to be provided) NCBS Human Resources Expert Coach Terms of Reference, March 2015 7