Terms Of Reference For The Development Of Zambia Civic Education Association (ZCEA) ’S 2024 -2028 Strategic Plan

Type of job: Consultancy – Short Term
Unit: Governance and Management
Cluster: Strategic Planning
Contract Period: 15 working days
Location: Lusaka
Reports To: Executive Director
Application Deadline: 4th December 2023

1.0     BACKGROUND

Zambia Civic Education Association (ZCEA) is a non-governmental not-for-profit organization that promotes and protects children’s rights through advocacy and civic education. Established in 1993, ZCEA works to promote and protect children’s rights in line with the basic principles and standards contained in the international and regional human rights instruments. ZCEA’s vision is a society in which all people enjoy fundamental human rights, justice and human dignity prevails and the mission of promoting and protecting children’s rights through advocacy and civic education for children’s well-being.

Since its formation, ZCEA has been working based on strategic plans agreed upon by the board and other stakeholders. The 2017 to 2023 Strategic Plan comes to an end in 2023. The Secretariat is therefore calling for consultancy services to facilitate the development of the next Strategic Plan that will give ZCEA the strategic direction for the period 2024 – 2028.

2.0 PURPOSE

Zambia Civic Education Association (ZCEA) is looking for a consultant/ consulting firm to support the development of a comprehensive new Strategic Plan (2024-2028), taking into consideration lessons learnt, challenges and recommendations arising from the experiences gained and the strategic plan evaluations conducted.

The overall objective of this assignment is to undertake the development of a Strategic Plan that will:

(i) Ensure ZCEA effectively and efficiently fulfils its mission and vision.

(ii) Serve as a resource mobilization tool.

3.0 SCOPE OF WORK

Reporting to the Executive Director, and working under the guidance of the Fundraising, Strategy and Planning Committee, the consultant is expected to facilitate the development of a Strategic Plan through a consultative process anchored on a well-articulated situation analysis, strategies, and strategic objectives for the operationalization of the ZCEA vision and mission in the next five years. The current strategic plan evaluation report will play a major role in informing the direction that ZCEA will decide to take in the next strategic plan.

Specifically, the consultant will undertake the following responsibilities:

I. To facilitate consultations among key stakeholders to candidly review ZCEA’s past operations and recommend the proposed future of the organization.

II. To design a consultative workshop programme that will ensure development of a relevant and realistic overall organizational goal, strategic direction, indicators, and outputs that will guide the operations of ZCEA for the period 2024 – 2028.

III.  To facilitate a Strategic Planning Consultative Workshop for ZCEA staff, children, communities, board, government line ministries, donors, and other stakeholders.

IV. To guide stakeholders towards the development of the direction and theme for the new strategic period.

V. To synthesize the proceedings of the consultative processes and the Strategic Planning Workshop into a well-articulated, concise, and practical five (5) year Strategic Plan.

VI. To guide the development of the Annual Work Plan and Budgets for the year 2024.

VII. To guide the design and development of a sound Monitoring, Evaluation and Learning (MEL) Plan to ensure effective implementation of the Strategic Plan.

VIII. To Present the draft strategy to the Secretariat to elicit their inputs; and

IX.  To Finalize and submit the final Strategic Plan Document for presentation to and endorsement by the Board of Directors on agreed upon dates.

4.0 SPECIFIC DELIVERABLES

• Detailed inception report with a work plan, monitoring, and evaluation plan, including a list of documents to be reviewed and proposed Strategic Plan format/structure.
• Stakeholders consultative workshop report
• First draft strategic plan to be submitted to the Board of Directors and technical committee for review.
• Second draft strategic plan based on feedback.
• Final Strategic Plan document to be submitted by a date to be agreed upon during the inception meeting and to be reflected in the Inception Report.
• 2 paged summaries of the strategy highlighting the major highlights of the Strategic Plan.
• A presentation of the Strategic Plan to ZCEA Secretariat and Board Members
• 2024 Draft annual work plan (AWPB)
• 2024 draft Monitoring and Evaluation plan

5.0  REQUIREMENTS

Academic Qualifications:

Must possess a master’s degree in social sciences, human rights, governance or equivalent.

Professional Experience:

• Must have proven experience in organizational strategic planning processes and formulating strategic plans.
• Relevant experience in developing MEL plans.
• Demonstrable experience in implementing strategic plans and change management.
• Experience in conducting similar work for not-for-profit organizations/NGOs, and experience with donor relations an added advantage.
• Working experience with civil society organizations in Zambia
• Knowledge in human rights, child rights, governance, and gender issues
• Knowledge in overall national development issues
• Good writing and facilitation skills

Skills and Competencies

• Excellent communication and group facilitation skills.
• Strong analytical, organizational, and reporting skills.
• Ability to work efficiently and adhere to strict deadlines, while working independently or with minimum supervision.
• Results oriented and team player.

6.0 CONDITIONS

• Unless otherwise agreed by ZCEA the consultant will use his/her own office resources and materials in the execution of this assignment.
• Remuneration will be agreed based on the Consultant’s experience and qualifications.
• Remuneration will be paid contingent on the successful completion of the assigned tasks, and ZCEA’s satisfaction with the same.
• ZCEA reserves the right to withhold all or a portion of the remuneration if performance is deemed unsatisfactory.
• ZCEA reserves the right to modify these terms of reference at any time.
• All materials developed will remain the copyright of ZCEA.

7.0  TIME FRAME

The consultant is expected to work for a period of 15 working days spread according to a deliverables-based work plan. The period includes planning and delivery of all stated deliverables.

8.0 INSTRUCTIONS FOR APPLICATION

To apply, please submit the following in MS Word or PDF formats:

• Cover letter, explaining your interests/motivations to undertake this work.
• Current CV (4 pages maximum).
• Technical and financial proposal (4 pages maximum).
• Two samples of previous work (Strategic Plan and MEL Plan).
• Names and contact details of 3 referees.

Submit to:

The Executive Director,

Zambia Civic Education Association

The Lucy Sichone Memorial House

Plot No. 2/1836 Azikiwe Close

Off Manchinchi Road

Northmead, Lusaka

Zambia

Email:  info@zamcivic.com.zm or nzila.siabalima@zambiacivic.onmicrosoft.com

9.0  Closing Date

Closing date for all applications: Monday, 4th December at 17:00hours.

ONLY shortlisted candidates will be contacted.