Geo-Enabling for Monitoring and Supervision (GEMS)

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Terms or reference for Capacity Building in Leadership and Financial Management Program training held in Lome at ECOBANK’s Headquarter office – July 2019

Background on the Sahel Women Empowerment Project

As part of the implementation of the SWEDD Project, coordination and implementation structures called Project Management Units (UGPs) have been set up at the level of the six countries ( Benin, the Seven SWEDD country just join the project in 2018).

The UGPs are responsible for (i) developing and implementing the various action plans for the project components in accordance with the procedures described in the Project Implementation Manual and the PAD, (ii) ensure financial management of the project as well as consistency of financial management data with programmatic performance.

For that, specific skills in implementing the administrative, financial and accounting procedures applicable to projects financed by the World Bank are necessary.

Financing Arrangements
________________

Capacity building Target Audience

* Table 1: Target audience – First Audience

Names of their organization(s) / Institutions(s):
Their roles

Number
Education level
Language
SWEDD Implementing Units (07 countries)
Partners)
* Procurement specialist

* Finance and Administrative Managers

12
* Advance University, Degree at Master Level in Economic, Social Science, Public Health, Public Administration, Management

French
UNFPA WCARO
* Finance Associates
* Procurement specialist
03

* Advance University Degree at Master Level in Economic, Management, Finance

French and English
UNFPA Cos

* Administration &Finance Associate
06
Implementing Partners – SWEDD Countries NGOs
* Finance managers
04

French

* Table 2: Target audience – Second Audience

Names of their organization(s) / Institutions(s):
Their roles

Number
Education level
Language
SWEDD Implementing Units (07 countries)
Partners)
* Coordinators

* Finance and Administrative Managers

09
* Advance University, Degree at Master Level in Economic, Social Science, Public Health, Public Administration, Management

French
UNFPA WCARO
* Finance Associate
* Procurement specialist

02

* Advance University Degree at Master Level in Economic, Management, Finance

French and English
Implementing Partners – SWEDD Countries NGOs
* Finance managers
14

French

Participants’ Job description
* Table 2: Profile
Institutions
Profiles
Job description

* SWEDD Implementing Units (07 countries)

* UNFPA WCARO

* UNFPA Cos

* Implementing Partners
* Coordinators
* Coordinate, development implementation monitoring reporting of work to strengthen SWEDD country response
* Provide guidance and leadership, strategic partnership and keep Senior Management update daily
* Supervise Operations, finance and program Unit

* Operations Managers

* Finance and Administrative Managers

* Finance Associates

* Daily Financial and administrative operations management
* Provide Financial report and interpreting financial data for decisions making,
* Advise on investment activities
* Analyze cost pricing valuable contributions
* Manage the budget
* Liaise with Auditors to ensure appropriate monitoring
* Correspond with others department on budget and financials monitoring

* Procurement Specialist

* Develop Procurement and supplies management Plan (PSM)
* Oversee purchase of materials, supply and commodities
* Contracts negotiation and management
* Inventory management

Impact of the work of the participants on UNFPA, SWEDD Project, NGOs

* Ensure proper planning
* Monitoring , programmatic and financials operations in order to make sure that the overall objectives of the project is achieve both at the regional and country level ( At Least 90% performance rate)
* Ensure compliance with Policy and Procedure Manual for audits purpose
* Process to daily operations and financial transactions in accordance with the rules and regulations both at UNFPA, country and Implementing partners level

SWEDD project is a Work Bank funded project, therefore good governance outstanding programmatic financial performance is required for replenishment. The complexity relies on the regional nature of the project (07 countries involve with different procedures).
The second difficulty is the co-existence at country level of two types of financials and procurement procedures.
UNFPA has been tasked to provide technical assistance to the SWEDD project countries together with the West African Health Organization. Any counter performance will jeopardize the level of
Confidence between these organisations and the World Bank one hand and between the countries themselves.
The SWEDD project is mostly community based interventions, almost 80 Million USD have been dedicated for community intervention through 19 Sub Project, and this is now changing the life of many adolescents, girls and women. A discontinuity in project activities will have a negative impact on: Girl’s empowerment, Women economic empowerment, Girl’s schooling and Child marriage.

Performance required from the target group

Performance required from the trained group is capacities building in leadership for change management and develop analytical critical view.

* Table 3 : Participants Stakeholders

Structures
Participants

Clients
Bénin, Burkina Faso, Côte d’Ivoire, Mauritania, Mali, Niger, Chad
UNFPA
Implementing NGOs
Supervisors:
Line Ministers
UNFPA : Regional Director/ Deputy
World Bank : Task Managers
Collaborators (internal and external):

Sector Ministers
Program Managers
Reports
Line Ministers
UNFPA : Regional Director/ Deputy
NGOs Directors

Technical competencies of target audience

* Strengths

* Capacity to handle workload and change
* Academic Training
* Work Experience
* Capacity to replicate the training and sharing knowledge

Their strengths are mainly their experience both country and regional level in implementing daily activities, they also have the diploma level to deliver the service required and have develop mechanism and procedures to rely on.

* Areas of improvement

* Risk and Control
* Strategy and innovation
* Taxation ( for private sector)
* Conflict management, negotiating and resolving disagreements
* Financial Management

Behavioural competencies

* Strengths

* Working in teams
* Eager to learn
* Commitment to the Organization and its mandate
* Valuing diversity
* Proven Ethical and integrity

* Areas of improvement

* Leadership skills
* Change Management skills
* Resources mobilization skills

DELIVERING AN IMPACTFUL PROGRAMME

Success factors to Programme delivery:

* Anticipated outcomes of the proposed training programme

* Skills in Financial, procurement and Audits is improved
* Stakeholder relationship management, sustainable accounting, assurance and taxation is improved
* Capacity to cascade the training is improved

* Points to be taken into consideration to ensure a successful programme

* Diversity: Positions, Institutions, Area keys

* The link between the training modules tools and the real work needs

* A good dosage between modules theory and practices

* Ensure follow up upon returning

* Some of the key issues/ areas of focus to bear in mind

* Financials Systems, Financials Software, Networks building, knowledge sharing, Credits earning

* Barriers might exist

* Individual barriers
* Professional barriers
* Turn over

* The preferred delivery languages

* French mainly with some English

* Suggestions on preferred program duration – 5 days ideally

* 05 Days

* Preferred weeks for the delivery (at least 2 options)

* From 01st – 05th July to be confirmed

* What success look like

* Attendance rate
* Positive Final evaluation of the training
* Commitment to continue the partnership

* Anticipated challenges to a successful programme from our organization

* Compliance with UNFPA SOP related to training and travel
* Notifications time to the countries
* Budget availability at country and regional level

STAKEHOLDER MANAGEMENT

* Which teams, individuals are critical in communication and at what level should they be involved in the programme? Please indicate their names, job title, email address and phone contact.

Country / Institutions
Name
EMAIL
Phone
Job Title
UNFPA WCARO

Dr. Justin KOFFI

jukoffi@unfpa.org
Bureau : +221 338598231
Mobile :+221 78 1699696
Regional Coordinator
SWEDD – Project
Mrs Na Gnima KONTE
konte@unfpa.org
Bureau : +221 338598435
Mobile : +221 775778343
Finance Associate SWEDD Project

* Other information needed to ensure effective stakeholder management

* A formal information letter to address to SWEDD Countries
* Agreement with Ecobank to support the SWEDD project investment case

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