Monrovia, November 26, 2020:(CONSULTING SERVICES – FIRM SELECTION)
Assignment Title: Hiring of Consultant to Develop Organizational Manuals and Procedures for the Liberia Land Authority, under the Liberia Land Administration Project.
Reference No.: LR-LLA-206337-CS-CQS
In 2018, the LLA received a grant of US$7 million from the World Bank to strengthen the institutional capacity of the Liberia Land Authority (LLA) and establish a land administration system. The Liberia Land Administration Project (LLAP) was declared effective on March 22, 2018 and is expected to close October 31st, 2022. The project has four components namely: (1) Support to the Liberia Land Authority, (2) Piloting of Registration of Customary Land, (3) Development of a Land Administration System, and (4) Project Coordination, Monitoring and Evaluation.
The duration of the assignment is sixty (60) workings days spread over a period of three (3) months
The detailed Terms of Reference (TOR) for the assignment is attached below.
Liberia Land Authority now invites eligible Consulting Firms (“Consultant”) to indicate their interest in providing the Services. Interested Consulting Firms should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. The shortlisting criteria are listed below.
The Consulting Firm should have a minimum qualifications and experience as follows: The Firm will have institutional operational experience of consultancy services of at least (10) years; proven previous experience working with government, World Bank and international organizations in providing technical support for institutional and policy reform; human resources capacity with available/potential staff; staff with required credentials, knowledge and skills separately for each required assignment- organizational manual, HR manual, and monitoring and evaluation manual).
Key Experts will not be evaluated at the shortlisting stage.
The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” July 1, 2016, Revised November 2017 and August 2018 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.
Consultants may associate with other firms to enhance their qualifications, but should indicate clearly whether the association is in the form of a joint venture and/or a sub-consultancy. In the case of a joint venture, all the partners in the joint venture shall be jointly and severally liable for the entire contract, if selected.
The Consulting Firm will be selected in accordance with the Selection based on Consultant’s Qualification method set out in the Procurement Regulations.
Further information can be obtained at the address below during office hours, i.e. 0900 to 1600 hours GMT.
Expressions of interest must be delivered in a written form to the address below (in person, or by mail, or by fax, or by e-mail) by Friday December 11, 2020:
Terms of Reference
Consultancy for the Development of Organizational, Human Resources, and Monitoring and Evaluation Operations and Procedures Manuals for the Liberia Land Authority
The Liberia Land Authority (LLA) was established by an Act of the Legislature in October 2016. The LLA consolidates the land related functions previously performed by key land administration agencies, such as the Department of Lands, Survey and Cartography (DLSC) under the former Ministry of Lands, Mines and Energy, and the Deed and Title Registry of the Center for National Document Record Agency (CNDRA). In 2018, the LLA received a grant of US$7 million from the World Bank to strengthen the institutional capacity of the Liberia Land Authority (LLA) and establish a land administration system. The World Bank is supporting the Liberia Land Authority under component 1 of the LLAP to strengthen the LLA’s institutional capacities through the development of administrative procedures for increased operational efficiency
As part of strengthening the institutional capacity of the agency, the LLA, with support of the LLAP, hired two consultants to provide consultancy services for the organizational development and management of the LLA based on the fact that the establishment of a well-functioning organizational governance and management framework with strong strategic focus, clarified roles and responsibilities, and solid internal communication and reporting system will enable the LLA to effectively implement its mandate.
The final report of the consultancy made several key recommendations for implementation, and, in this regard, LLA identified the following recommended action points for immediate implementation: 1) Development of an organizational manual; 2) Restructuring of LLA Human Resource Management system and development of a revised Human Resource Management manual, and 3) Development of an LLA-wide operations and procedures manual for monitoring and evaluation.
The reasons for developing these manuals and are stated below under each recommended action points:
1. Organizational Manual: LLA has an organizational chart but needs an organizational manual that provides additional details on the information captured on the organizational chart, and defines in details, the scope and lines of authorities and reporting, as well as roles and responsibilities of management positions, etc. The coverage of such a manual will include but not limited to defining lines of authority and reporting for divisions and sections which are not reflected on the current organizational chart; and guidelines and procedures for a range of administrative functions and related templates
2. Restructuring HR management systems and development of a revised HR Manual: Systems for HR management are either obsolete or non-existent at the LLA, requiring a critical review of the key functions and existing systems for human resources management with the objective of restructuring in line with best practices, relevant Liberia Law (s) and the Performance Management Policy Manual of the Liberia Civil Service Agency. Moreover, the current final draft HR Manual, developed about two years ago, but not approved by the Board of Commissioners due to serious gaps in content, needs to be reviewed and revised to include relevant HR related policies and procedures, as well as user-friendly HR related forms and templates to guide the systematic operation of LLA’s day to day management of its staff and guided by the Standing Order of the Liberia Civil Service Agency.
3. LLA-wide Monitoring and Evaluation Operations and Procedures Manual: In addition to recommended action points 1&2 above, an important recommendation of LLA’s Organization and Management Report is the development of a set of standard operating procedures and key performance indicators for LLA’s technical functions and support services. Towards this end, LLA has identified the development of a monitoring and evaluation operations and procedures manual as a priority. Such a manual will include an LLA M&E Unit organizational chart, fundamental M&E concepts and components, approaches to result oriented M&E, management of monitoring processes (this includes monitoring both LLA and partners’ activities), data collection strategy, quality data collection and control, management of quality data, data analysis processes, presentation of analyzed data and other appropriate data collection tools and recording and reporting forms and formats, as well as contribute to the learning environment at the LLA by describing the ways in which comprehensive monitoring and evaluation system can be used to monitor and evaluate work plan activities and projects directly implemented by the LLA across the various departments of the LLA.
Furthermore, the development of the above-mentioned manuals with operating procedures will also contribute to achieving the results framework of the Liberia Land Administration Project concerning the number of administrative procedures adopted and the development objective of building LLA’s institutional capacity.
The Liberia Land Authority therefore seeks the services of a consultant Firm with experience in designing and developing organizational policy documents including for organizational, human resources, and monitoring and evaluation manuals and invites interested firms to express interest in providing consultancy services in line with these Terms of Reference.
Objective of the Assignment
The objective of the consultancy is to prepare with the Liberia Land Authority an organizational manual, a revised human resources manual, and a monitoring and evaluation operations and procedures manual for the LLA.
Scope of Services
The tasks to be undertaken by the Firm include:
• Conduct desk review of relevant policies and laws including the LLA Act and Land Rights Act(LRA); labour related laws of Liberia; standing order and performance management manual of the Civic Service of Liberia; LLA’s five year strategic plan, final organizational development and management report, five year training plan, draft human resources manual; existing administrative and operations policies/SoPs/ guidelines, and templates available within the Authority; annual work plans of the LLA and its different departments; prior analyses and reports on institutional assessment of the LLA, and relevant literatures on monitoring and evaluation;
• Conduct meetings with LLA Executive Senior Management (Chairperson, Vice Chairperson, Board of Commissioners, and Executive Director) as well as relevant technical staff, including the Director for Administration and Customer Services, Monitoring and Evaluation Officer, the Civil Services Agency and other relevant agencies in both the public and private sectors on the needs and concerns to develop the manuals;
• Develop an outline of all the manuals for the review of the LLA. After incorporating the received feedback, if any, share the final version of the approved outlines of the manual, specifying the contents and brief note/guidelines for each section within the documents;
• Based on the approved outlines, develop the organizational, revised human resources, and monitoring and evaluation operations and procedures manuals for the review of the LLA, if any, following which present the final versions of the documents to the LLA;
• Develop standard templates/forms/tools separately attached to the revised HR manual as an appendix in easy to use and edited form and provide brief guidelines on how and when to use to fill each section of the templates for the review of the LLA, if any, following which present the final version of all the templates/forms/tools;
• Conduct at least one training for each final manual for LLA staff;
The Firm will report to the Director of Administration and Customer Services on technical matters in close collaboration with the Executive Director and LLA’s Monitoring and Evaluation Officer, and the Project Coordinator of the Liberia Land Administration Project Implementation Unit on administrative matters. The Firm will also work closely and collaboratively with other relevant senior staff and the Board of Commissioners.
The Firm is required to deliver the following:
• An Inception Report inclusive of documents reviewed, work plan with timelines for all tasks that the firm will undertake during the assignment, and methodology to undertake the assignment. This report should be presented within ten (10) days of contract signing;
• Draft outlines of all manuals (organizational, human resources, and monitoring and evaluation operations and procedures), specifying the contents and brief note/guidelines for each section for the review and feedback of the LLA, and final approved outlines based on LLA feedback. Should be presented within ten (10) days after LLA’s approval of the Inception Report;
• Draft organizational, revised human resources, and monitoring and evaluation operations and procedures manuals based on approved outlines for review and feedback of the LLA; Should be presented within thirty (30) days after LLA’s approval of draft outlines
• Final organizational, revised human resources, and monitoring and evaluation operations and procedures manuals, including LLA’s feedback, and standard templates/forms/tools separately attached to the revised HR manual. Should be presented within ten (10) days after LLA’s approval of draft manuals.
• Duration of the Assignment
The duration of the assignment is sixty (60) workings days spread over a period of three (3) months. The following are the deliverables which are linked to the tasks under the scope of service above and payments as per the table below:
No. Deliverables Number of days 1 An Inception Report containing the following components for the review and approval of LLA a) Summary of relevant documents reviewed and analyzed b) Methodology for undertaking the assignment c) Workplan and timelines 10days 2 a) Draft outlines of all manuals (organizational, human resources, and monitoring and evaluation operations and procedures), with contents and brief note/guidelines for each section for review of LLA b) Final approved outlines based on LLA feedback 5 days 3 a) Draft organizational, revised human resources, and monitoring and evaluation operations and procedures manuals based on approved outlines for review and feedback of the LLA 35 days 4 a) Final organizational, revised human resources, and monitoring and evaluation operations and procedures manuals, including LLA’s feedback, and standard templates/forms/tools separately attached to the revised HR manual and at least one training conducted for LLA staff on each of the new manuals 10 days
Qualifications and Experience
The Firm will have institutional operational experience of consultancy services of at least (10) years; proven previous experience working with working with government, World Bank and international organizations in providing technical support for institutional and policy reform; human resources capacity with available/potential staff; staff with required credentials, knowledge and skills separately for each required assignment- organizational manual, HR manual, and monitoring and evaluation manual ). The firm’s team shall consist at a minimum of the following key experts.
Team leader and human resources management and organizational development expert with the following qualifications:
• A Master’s degree or above in a relevant discipline (Human Resources Management, Business Administration, Public Administration, Psychology or related social science or business degree with specialization in human resources management and organizational development) is mandatory;
• A minimum of 5 years of professional working experience in a management consulting especially in the area of human resources management and institutional/organizational development;
• Demonstrated experience in change management and in restructuring of internal processes of public agencies;
• Demonstrated experience in working with diverse stakeholders on a range of governance, organizational development and/or management issues;
• Proven track record in implementing effective and transparent governance and management systems within governmental institutions is a must;
• Experience of working with government, World Bank and international organizations in providing technical support for institutional and policy reform;
• Understanding of public administration system and human resource regulation system and in Liberia;
• English fluency, both in writing and speaking;
• High quality analytical and document drafting skills;
• Strong analytical skills, including legal analysis;
• Excellent interpersonal, communication, and report writing skills;
• Computer Literacy
Monitoring and Evaluation Specialist
• Master’s degree in relevant field (social sciences, economics, public and business administration, development Studies, statistics) with training in social science research, relevant to monitoring and evaluation, both quantitative and qualitative;
• Knowledge and experience in designing M & E systems and conducting evaluations;
• Sound knowledge and understanding of either land, natural resources management, agriculture or development issues;
• Excellent research skills, including quantitative and qualitative research methods along with data analysis skills and familiarity with data analysis software;
• Excellent communication (oral and written) and inter-personal skills. Demonstrated ability to write good reports and documents in English. Ability to make clear, structured presentations to a broad range of audiences, and to prepare clear and concise reports to key stakeholders.
• Understanding and knowledge of basic computer applications such as MS Words, Excel and data base management.
Facilities to be provided by the LLA
LLA, the implementing agency for the LLAP will provide and make available to the Firm relevant documents required for the desk review both in hard and soft copies; list of relevant stakeholders, and office space when required.
Reported By: Emmanuel Chedeh Davis - Communication & Outreach Officer