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| IMA WorldHealth |
TERMS OF REFERENCE FOR STRENGTHENING CAPACITY OF AMCOS IN MBEYA REGION
PROJECT : PARETO NI PESA PROJECT
LOCATION: MBEYA REGION
DATE: MAY TO JUNE 2021
I. Background
Since
1945, Lutheran World Relief (LWR) has worked with vulnerable
communities to end poverty, injustice and human suffering. LWR supports
agriculture, climate change, and emergency response programming in 28
countries each year. LWR works in Tanzania with an emphasis on capacity
strengthening of farmer organizations and long-term food security.
Lutheran World Relief is implementing a project entitled “Pareto ni
Pesa” (“Pyrethrum for money”) from January to September 2020. The
project is designed strengthen market linkages and business
relationships between smallholder pyrethrum farmers in Iringa Region
(Kilolo, Mufindi and Iringa Rural Districts) focusing on crop production
and post-harvest processing at the producer level and selling/buying at
the processor level of the value chain. The overall goal of the project
is to improve livelihood (increased income) of smallholder farmers from
pyrethrum activities.
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This objective will be achieved through the
following two outcomes:
Outcome 1: Men and women
pyrethrum farmers improve productivity and quality of pyrethrum through
strong business partnership with PCT
Output 1.1: Targeted farmers collaborate in solidarity groups.
Output 1.2: Targeted farmers use best pyrethrum production and harvesting practices.
Output 1.3: Targeted farmers access labor-saving and cost saving technology.
Output 1.4: Targeted farmers apply proper method of drying pyrethrum flowers
Output 1.5: Targeted farmers access high quality seeds
Output 1.6: Targeted youth gain expertise in pyrethrum value chain
Outcome 2: Targeted men and women pyrethrum farmers increase their income earned through partnership with PCT.
Output 2.1: Targeted farmers collectively market high quality flowers in batches traceable to small groups.
Output
2.2: Targeted farmers receive payments (mobile money) that reflect the
pyrethrin content of their flowers' quality within the bulked sale.
Outcome 3: Targeted farmer organization provides sustainable services that benefit its members.
Output 3.1: Stronger farmer organizations
LWR Tanzania is seeking highly skilled and professional consultant to strengthening capacity of 3 AMCOS in Mbeya Region.
LWR
seeks to engage a knowledgeable and experienced firm to develop a
web-based system for academic program and administrative activities. The
firm must demonstrate capacity for integrating their solutions with
other government systems (NACTE, NECTA and GePG) for exchange and
validation of information.
II. Objective
Purpose
of assignment is to support the AMCOS to review its constitution to
ensure that the functions of the organization and rights of members
among others are stipulated in the constitution to enable the
association to fulfill its mandate and be accountable to the owners. In
addition, the capacity of the leaders to understand and fulfill their
roles and responsibilities to the association and the members will be
enhanced through training, couching and mentoring. The members’ capacity
will be enhanced in order to understand their rights and obligations to
AMCOS, not only to patronize their organization but to also hold their
leaders accountable.
III. SCOPE OF WORK
1. Conduct consultative study to inform the constitutional review process for 3 AMCOS.
Conduct
a consultative study to collect information on members’ perceptions on
the functions of their organization against their real needs within the
pyrethrum value chain. The consultation will be aimed at identifying
gaps that need to be filled to enable the association to remain relevant
and facilitate patronage of members.
2. Constitutional review for 3 AMCOS
The
findings from the study will be used to revise the constitution by the
consultant. The draft constitution will be reviewed by the Sr. PM and
AMCOS leadership to ensure that the gaps identified during consultation
of the members have been addressed before the latter is adopted in a
Special General Assembly. The board will convene a Special General
Meeting for a day that will review and endorse the revised constitution.
3. Submission of revised constitution to relevant authorities for 3 AMCOS
After approval of Special General Meeting, the constitutional will be
submitted to relevant authorities for approval and stamping.
4. Conduct awareness meetings for members on their constitutional rights and their roles to hold leaders accountable.
To
facilitate members’ active participation in their organization, they
will be sensitized on their roles and responsibilities to their
organization. Such roles include among others patronage of their
organization, as well as electing and holding their leaders accountable.
Simple handout of the rights and responsibilities of members to the
association will be developed to be used during farmer training.
5. Strengthening capacity of the leaders to understand and fulfill their roles and responsibilities for 3 AMCOS.
Consultant
will assess the competencies of the leadership and the organization to
carry out the functions stipulated in the revised constitution. Based on
the capacity gaps identified, consultant will develop a capacity
enhancement plan with input from the leadership that will be implemented
over the course of the project to enable the organization to fulfill
its mandate. The capacity enhancement plan will contain among other
things capacity building activities such as training and mentorship of
leaders in their roles and responsibilities and development of key
policy documents and procedures that will help them actualize the
functions of the association as well as facilitate democratic processes
that encourage member’s active participation.
6. Strengthen
capacity of 3 AMCOS on commercial legal knowledge, train leaders and
members on legal knowledge so that they can have a fully understanding
of their legal obligations, rights, and benefits from their farming
business.
7. Developing all key operational documents. These
documents include operation manual, invoices, receipt books, membership
and store ledgers, store receiving and issuing/delivery books and stocks
movement report books.
To achieve these outcomes, the consultant(s) will:
- Review relevant secondary literature including, but not limited to existing constitution, registration documents, reports etc. If possible, this should include reviewing and compiling relevant research, evidence from similar interventions, best practices, and lessons learned.
- Conduct field visits to targeted AMCOSs to consult relevant stakeholders, through key informant interviews, focus group discussions, workshops, and other modes of information gathering as deemed necessary.
- Meet with LWR, PCT, Government Authorities and Tanzania Agricultural Bank gain information on the AMCOS and critical areas which need support.
- Conduct consultative meetings with members to get understanding about their constitutions
- Conduct problem analysis and validation workshops pertaining constitution (s) with AMCOS leaders, PCT, TADB, District Council and other relevant stakeholders.
- Based on the primary and secondary information gathered, and in accordance with guidance in the TOR, draft a constitution and submit to AMCOs leaders, PCT and LWR for review before Special General Meeting.
- Guide all necessary content contributors as needed, reviewing all content and ensuring that the constitution tell a consistent and clear flow of information.
- Assess the competencies of the leadership and assess the capacity of the organization to carry out the functions stipulated in the revised constitution.
- Train and
mentor leaders in their roles and responsibilities and development of
key policy documents and procedures that will help them actualize the
functions of the association as well as facilitate democratic processes
that encourage member’s active participation.
IV. METHODOLOGY
LWR anticipates using a mixed methodology approach that will include
reviewing available data sources and designing a methodology to collect
both quantitative and qualitative data for this assignment to understand
the current situation of AMCOS in relation to provision of sustainable
service to members. Consultant may choose to use conventional methods
(surveys, key informant interviews, focus group discussions), an ideal
methodology will mix those methods with a robust method that invites
participatory approach. LWR prefers methods that are rigorous and that
allow analysis on the part of the people providing the information. The
assessment will be conducted through various meetings with relevant
stakeholders such as AMCOS Leaders, members, bank, PCT, government
authorities, and others as identified by consultancy. The consultant
will work closely with LWR’s Senior Program Manager and AMCOs finalize
the methodology, data collection tools and the workplan before
fieldwork.
V. DELIVERABLES
All deliverables must be in English.
Inception Report (English)
Approved constitution for 3 AMCOS (Both Swahili and English)
Simplified templates as per revised constitutions such as contracts, registration forms, etc (Swahili)
Capacity enhancement plan (Swahili)
Procedure manual covering areas listed under scope of work.
Templates
for key operational documents which include the annual operational
plans, invoices, receipt books, membership and store ledgers, store
receiving and issuing/delivery books.
A training programme for the AMCOs members listed under scope of work.
Training reports with respect to the approved training programme.
Final report at the end of the assignment documenting lessons learnt, challenges, and recommendation for improvement.
VI. IMPLEMENTATION ARRANGEMENTS
The
timeline for the completion of the proposal is firm. Delay in
submission of the deliverables that are not the fault of LWR will result
in a reduction in the final payment to the consultant.
VII. EVALUATION TIMEFRAME
The duration of the consultancy will be from May 15th to June 31st, 2021.
VIII. EVALUATOR QUALIFICATIONS AND APPLICATION PROCEDURES
Qualification of the Consultant
The required qualifications of consultant(s)
- Registered legal firm.
- A minimum of two years’ experience working with AMCOS.
- Accredited by Tanzania Cooperative Development Commission (TCDC) to build capacity to AMCOS.
- S/he should also be conversant with facilitation skills.
- Extensive experience in providing strategic advice.
- Outstanding communication skills, with excellent command of spoken and written English and Swahili
- Proven ability to work under pressure and meet deadlines.
- Legally entitled to work in Tanzania.
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Interested consultants should send the information listed below to
Expression
of interest (up to 3 pages) – outlining the summary of relevant
previous experience, the approach in undertaking the assessment and
daily consultancy fee (inclusive of all office supplies, equipment, etc.
and exclusive of reimbursable field travel expenses as listed above).
Latest curriculum vitae (of consultant and any supporting team members)
Contact information of three references for similar services was offered.
Application procedure
Complete applications containing elements a) through d) should be submitted as attachments to an email to: tzprocurement@imaworldhealth.org
The subject line should read: STRENGTHENING CAPACITY OF AMCOS IN MBEYA REGION
Deadline for the submission of bids is on Friday May 7th, 2021 by 5pm Tanzania time
Applicants who do not follow application instructions will be rejected. ONLY short-listed candidates will be contacted.
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