Center for Change Management

Center for Change Management

CENTER FOR CHANGE MANAGEMENT

in

cooperation with the

MINISTRY OF INFORMATION SOCIETY AND ADMINISTRATION

PROJECT TASK (MISA ToR 02/2014)

TRAINING OF TRAINERS (ToT)

delivering of the trainings to civil servants to become civil administration trainers about core competences in the working of civil administration of the Republic of Macedonia

1. INTRODUCTION

1. 1. Task Background Information

The reform and modernization of the civil service is one of the continuous achievements in democracy countries and one of the main priorities of the accession partnership. The Government of Republic of Macedonia in 2010 has adopted a Strategy for Public Administration Reform which is a main document that consist measures and activities that need to be implemented. The reform of administration is also key precondition for the integration of the Republic of Macedonia in the European Union. The Strategy is compatible with the other key strategic documents and efforts of the RM, as European Partnership, National Programme for the Adoption of the Acquis, etc.

In this regard, in previous years, the Human Resource Management Standards based on the “Investors in People” standards have been introduced to the Macedonian public administration. The Standards were transformed to internal guidelines for HR management, and were adopted as governmental procedures. Following the successful implementation of HR standards, additional steps were taken in order to introduce competence based HR in Macedonian administration.

In the frame of the project “Support to Public Administration Reform”, supported by the British Embassy (fund DIV), the Ministry of Information Society and Administration, which is the leader in the administrative reform, have decided to mainstream Competence Based human resource management model. The aim of the system, among the others, is to provide better assistance to the officials in reaching the goals raising form the Strategy for Public Administrations Reform. This Competency Based Framework (CBF) is the base for further commitment for modernization of the administration in the Republic of Macedonia and is intended to strengthen the system for monitoring of performance, results and behaviour of the individuals as well to introducing minimum standards for each job position.

In this frame, the Methodology for Competency Based HR management was developed and adopted by a Government decision with a strong recommendation to be integrated in the procedures of requirement and selection, performance management, mentoring, learning and development, poor performance etc. The introduction of the Methodology for the competences based management system in working of the administration aims to contribute towards a developed, highly professional and responsible civil service with better business results and use of standardized procedures in human capital management.

In line with the Methodology, Competence Based Framework (CBF) was developed composing of 9 core competences. A working group composed from 14 HR departments from state institutions have been involved in process of developing of the CBF and the Methodology. Hence, trough learning by doing, training, coaching and study visits, the working group responsible for development of CBF was empowered to transfer knowledge to the other institutions and to act as change agents across public administration. Training curricula has been developed by a team of international and local trainers and has become part of the generic trainings. Team of 10 local trainers in the past period delivered over 25 trainings for civil servants from the central and local government, which contributed for increasing the number of servants and officials aware for competence management.

Additionally, the Methodology and the CBF are part of the new Law of Administration, which is in process of adoption, and its sub-legal acts. In this sense the legislative changes and the internal operational procedures which are expected to be done, will greatly support the process of induction of competence and performance management framework.

In order to satisfy the expectations by the citizens and legal subjects it is necessary further steps to be made. It is more than needed in the next period to be focused on the Competence Based Framework and the Methodology for Competences and directions that are coming from it. The competencies framework helps to identify the gaps in relation to job capability and enables the planning of training and professional development focused on identified needs. The list of core competences developed for Macedonian civil service is in Annex 1 to this ToR.

In this sense training module that will cover core competences need to be prepared and delivered to the civil servants.

The aim of the creation of the new modules for core competences is to help the new trainers to better transfer the knowledge of the core competences in the administration, as well as emphasize the importance of assessing and developing employees against their competences.

The project builds on previous SPFRE project Building Capacities for EU integration and part of the project Support to Public Administration Reform (found DIV) in which frames the competence based management of the human resources were piloted in MISA.

1.2. Responsible Institutions/groups for the task implementation

Ministry for Information Society and Administration (MISA) is central organ of the Government and it is leader in the reform of the public administration and creation and development of the information society towards more and faster economic grow. Key priorities for its operations and these include:

·  Co-ordinate Strategy for Public Administration Reform across all public institutions including the use of e-government.

·  Develop a more functional and efficient civil service and public service for the benefit of citizens and government that promotes reducing the administrative burden on citizens, ensuring transparency in all dealings of public institutions, enhancing public access and making best use of e-citizen approaches in achieving this.

·  Improve human resources management approaches and systems in public institutions in order to support the development of professional, merit based and effective civil service and public service that is well motivated and given the support needed, including information technology support, to carry out its duties and functions to the highest levels.

·  Provide the training and professional development needed by all civil servants and public servants in order to carry out their duties professionally and efficiently and support the process of EU integration through the development of standard training programmes and use of a wide range of training approaches including technology based approaches.

·  Undertake a range of information technology based projects in areas such as, e-infrastructure, e-government, e-citizen, e-education, e-business and e-security to ensure that the Republic of Macedonia is at the forefront of developments in these areas and is an attractive place for investment, business and education for its citizens, stakeholders and foreign investors

For more information, please visit the Website: www.mioa.gov.mk

Centre for Change Management (CCM) is a non-governmental organization that works in the area of promoting mutual understanding and non–violent changes in society. The organization believes that enforcement and investment in people are the main agents of the society change and development.

The organisation’s focus is support in policy dialog, enhancing institutional/organizational capacities and empowering people to undertake and accept changes as desirable and natural part of the development process, and turns them into positive outcomes. Promotion of the equal opportunities and non-discrimination are the core of our values.

CCM has extensive experience in international assistance and development programmes. CCM has through knowledge of the national/local context, as well as well strong cooperation and respectable communication with both national institutions and international organization, with wide range of network and partnership among civil service which enables linking specific interventions to achieve better results and outcomes of the projects.

The current project “Support to Public Administration Reform” (fund DIV) is UK founded project that through British Embassy is implemented in MISA. Its basic purpose is to provide technical support and to council MISA in the process of modernization of the public administration. The aim of the project is to support MISA in providing planed, coordinated and professional administrative response to the requests that are coming from PAR, supported with good, applicable methods and instruments for monitor and evaluation of the influence. The project Support to Public Administration Reform creates sustainable systems that will be replicated through the public administration.

For more information, please visit our Website: www.cup.org.mk

2. FRAMEWORK OF THE TASK

2.1. Overall objective

The overall objective of the mission is to support MISA in realization of planed, coordinated and professional administrative response to the requests that are coming from PAR. The main idea is to strengthen the administrative capacities to rich EU standards and to improve administrative performance through efficient use of administrative Competence Framework (see Annex 1).

2.2. Objectives of the task

To build administrative capacities: by developing new training courses/modules that will cover core competences of the civil administration; and by delivering trainings to selected civil servants (future civil administration trainers) who will later transfer gained knowledge to other employees (civil servants) about administrative core competences and their usage in everyday working of the administration.

2.3. Expected results

2.3.1. Developed ToT module that will cover core competence of the administration. ToT module should consist 3 training courses (3 training packages).

From the applicant it is expected to:

Ø  Develop training materials for whole ToT module or for Package/s. (each Package need to be easy applicable so the trainees (future trainers) can use them in further delivering of the trainings to civil servants.

2.3.2. Delivered ToT module or training Package/s

ToT module in general, and training packages in specific, need to provide to trainees understanding of the core competences and taught them about tools and ways to train other civil servants how to apply the core competences in their everyday work. (see Annex 1 – Competence framework)

2.4. Activities of the mission

2.4.1. Develop ToT module or packages part of ToT module

2.4.2. Delivery of whole ToT/ or Training Package/s of the ToT, to the trainees in order to become future trainers and to equip them to further develop and deliver training for different levels of seniority in the civil service, namely:

§  for senior staff with management responsibilities;

§  for mid-level professional civil servants;

§  and for junior level or administrative staff.

Ø  Bidders may bid to deliver whole ToT or one or more packages. They cannot split the packages and bid for only one element of an individual package. The contracting authority anticipates that a single package will be delivered during one visit to Macedonia. So bidders proposing to bid for all 3 packages should anticipate 3 visits. Bidders proposing to bid for one package should anticipate 1 visit and bidders bidding for 2 packages should anticipate 2 visits. This is designed to manage the workload of the future trainers who need time in the office between attendances at these training modules.

Activities and results need to be based on proposed ToT module/ Packages (see Annex 2 – ToT module/ Packages)

2.4.3. A core deliverable will be provision of developed training and reading materials, including exercises that the trainees (future trainers) will be able to use in delivery of local trainings.

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2.5. Planning, implementing, reporting

Activities

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Description

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When

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With whom

2.4.1 / Design of training modules and materials for delivery by contractor and for use by future trainers / May/ June 2014
2.4.2 / Delivery of training courses:
Package 1
Package 2
Package 3 / Late May 2014
June 2014
June 2014 / DIV team
MISA state secretary
Selected core group of trainers
2.4.3 / Refining and tailoring training and reading materials, including exercises during training visits / May 2014 – June 2014 / DIV team
MISA state secretary
Selected core group of trainers

* Within the announced budget, required outputs and envisaged results the Contractor shall propose the exact dates and plan for realization of the activities

The Contractor shall submit following reports:

§  A final report describing the project implementation, including detailed information on the results achieved follow-up recommendations and any necessary corrective actions.

In addition to the above reporting stages, the Contractor is obliged to inform in writing CUP and MISA of any critical aspects or conditions of project implementation, or any modifications necessary.

All reports will be produced in English languages in electronic or hard copy.

3. ORGANISATION

3.1. Task Implementation Team

The Contractor shall propose the expert/s who will work on the task with specific experience required bellow

3.1.1 Expert profile

Qualification and skills

·  University degree in Human Resource Management/ Economics/ Law/ Public Administration/ or other relevant degree.

·  At least 10 years experience in the area of development and working in the field of Human Resources Management, preferably in the Public Sector.

·  At least 10 years of practical experience in designing and delivery of and trainings modules, based on adult learning principles.

3.2. Location and duration

Delivery of training will take place in Skopje, Republic of Macedonia. Training materials will be developed in advance of the visits and refined for further use during the visits.

3.2.1 The contract will start in May 2014

3.2.2 The contract will finish in July 2014

3.3. Time frame of the mission:

The contracting authority has proposed indicative days for delivery of the training programmes. If a contractor wishes to change the number of days required for delivery then they should explain their rationale. Contractors should estimate the time they will require for developing materials and for providing an end of assignment report. The schedule and number of units (man-days) for the assignment should be part of the contractors offer together with an allocation for expenses unless the contractor wishes the contracting authority to arrange accommodation in which case please specify the type of accommodation expected.

Centre for Change Management and the Ministry of Information Society and Administration (MISA) preserve the right to redistribute the days according to the tasks, which will be subject of a written agreement.

3.4. Logistics and payment

3.4.1 Logistic

In order to carry out the activities, Project DIV and Ministry of Information Society and Administration will provide following support: