Concern Worldwide
Consultancy Opportunity to undertake an HR Review in Concern Worldwide Syria/Iraq programme
1. Background
Concern Worldwide began operations in Syria in 2013 but withdrew because of insecurity in mid-2015 and returned again at the end of 2015. There was a rapid expansion of the programme in 2016. The Duhok office in Iraq was set up by mid-2017 to provide support for the Syria programmes.
In northern Syria, Concern has 5 programme offices. Programme activities include WASH, Livelihoods, Shelter, Protection (Child Friendly Spaces) and Education.
For Iraq, Concern currently has a small programme in KRI implemented through partners but may have to scale up activities in the near future.
The HR Review is needed because there is a lack of strong coordination within each of our 5 field offices in terms of clear management lines, processes, and structures. Additionally, there is lack of clarity on management responsibilities including who manages whom as well as a lack of comprehensive organograms overall for Syria as well as in each office. Programme and Support units are not communicating effectively and coordinating to maximize efficiency and impact. As a result, delays are created in decision-making and management oversight is hampered. Finally, this lack of clarity is causing increasing turn-over of staff, including national and international post holders, thus reducing continuity of effort and impact.
2. Purpose of the Consultancy
Objective: Review of management and staffing structures to increase efficiency and with a view to localising more senior and middle management positions
3. Essential and Desirable Experience/Qualifications
Essential
· A Degree or Masters in HR.
· A minimum of 3 years’ experience at a senior HR level, preferably with an international NGO.
· Previous experience in conducting HR Reviews of similar scope to what is currently required.
· Reasonable cost.
· Strong analytical, facilitation (including listening) and writing skills
· An understanding of the key issues of economic, efficiency, effectiveness, impact, design and relevance
· Commitment to participatory approaches
· Availability during the available time window
· Acceptability to all key stakeholders
· Able to provide references
– Willingness to sign and adhere to Concern’s Code of Conduct and Associated Policies.
Desirable
· Has a basic knowledge of the country or region.
· Has language skills suited to the area in which the consultancy will take place
· Previous experience working for Concern Worldwide.
4. Objectives and Specific Tasks to be undertaken by the Consultant(s)
Objective: Review of management and staffing structures to increase efficiency and with a view to localising more senior and middle management positions
Activities
1. Review the management structures at all levels to assess whether they are fit for purpose and whether the employee/manager reporting ratio is within acceptable levels; also review the technical versus day-to-day reporting lines i.e. How strong should the reporting on the ‘dotted line’ technical relationships be compared to the line management responsibilities?
2. Identify options for improving the structures and for ensuring that we have acceptable reporting ratios.
3. Assess the effectiveness of the current reporting lines which are a mix of vertical and dotted line.
4. Identify options for improving the reporting lines, if necessary, and outlining when best to use vertical versus horizontal reporting lines.
5. Review the field office senior manager roles where some locations have Area Coordinator positions and others have Office Manager roles. Recommend how these can be improved to ensure consistent management for all locations and for these senior managers to have full responsibility for the management of their location.
6. Review the roles and responsibilities across all functions to assess their suitability as we start to move from direct implementation to working with partners. Recommend new roles needed when we are working with partners and which existing roles may no longer be needed.
7. Make recommendations for implementation as we plan to nationalize some middle management and more senior positions.
Methodology
The preferred methodology is a mixed methodology including primary data collection (through for example, focus group discussions and key informant interviews) with a cross-section of staff in all field offices, combined with analysis of the documentation.
5. Outputs
Output 1: Briefing Country Director on the approach and workplan. Consultant responsible. Due Day 2.
Output 2: Coordination meeting with Area Coordinator, HR Coordinator, and PD and agreement on schedule in Concern’s main office in Northern Syria Led by Consultant with inputs from Area Coordinator, HR Coordinator and Programme Director. Due Day 7.
Output 3: Workshop with middle and senior managers (from all offices) in Concern’s main office in northern Syria. Present preliminary findings and have small group discussions. Led by Consultant. Due day 29 and 30.
Output 4: Interim briefing on findings to Country Management Team, Desk Officer and HQ HR. Consultant responsible. Due day 32.
Output 5: Draft Final HR Review Report. Consultant responsible. Due day 44.
Output 6: Final briefing on findings to Country Management Team, Desk Officer and HQ HR. Consultant Responsible. Due day 45.
Output 7: Final HR Review Report. Consultant responsible. Due day 54.
Final payment is dependent on the acceptance of a good quality, well-written final report or completion of agreed outputs (as detailed in the TOR).
A digital copy of all reports will be required by Concern at the end of the piece of work.
6. Lines of Communication
Reports to:
1. Country Director on progress and issues arising
2. Systems Director on progress weekly
7. Timeframe
The consultancy will commence in late November 2022 and is projected to take a maximum of 54 days. The duration is inclusive of the time required to travel to field locations; interact with staff; review relevant HR policies, procedures and documentation e.g. job descriptions; submitting draft report; review of draft report; submission of final report. Please see the indicative schedule below.
Part 1: In-country (November – December 2022)
Activities:
1. Arrival in Iraq and travel to Duhok (1 day)
2. Briefing with Country Director, agreement on the schedule (2 days)
3. Travel to Concern main office in northern Syria (1 day)
4. Confirmation with Area Coordinators and Office Managers in the 5 offices on logistics, accomodation, transport, translation, support in defining the details of the schedule of the FGDs and KIIs in each office (2 days)
5. Coordination meeting with Area Coordinator, HR Coordinator and Programme Director, and agreement on the schedule (1 schedule)
6. Data collection in Field Office 1 (4 days)
7. Data collection in Field Office 2 (3 days)
8. Data collection in Field Office 3 (3 days)
9. Travel to Field Office 4 (1 day)
10. Data collection in Field Office 4 (3 days)
11. Data collection in Field Office 5 (4 days)
12. Analysis and Writing days in the main office in northern Syria (3 days)
13. Workshop with middle and senior managers (from all offices) in Concern’s main office in northern Syria. Presentation of preliminary findings and have small group discussions (2 days)
14. Travel from Concern’s main office in northern Syria to Duhok (1 day)
15. Interim briefing to Management (including CD and Desk Officer) of the findings (1 day)/
Part 2: Remote (January 2023)
16. Draft Final Report Writing (12 days)
17. Final briefing to Country Management Team and Desk Officer on the findings
18. Incorporate Concern feedback into the Final Report and submit Final Report (9 days)
How to apply
To apply, please submit your CV, Cover Letter, Technical Offer (including Methodology), Financial Officer and a sample of a relevant consultancy final report to [email protected] by 9th November 2022.