UNICEF Myanmar Terms of Reference (TOR) for Workshop Facilitator/ Consultant

UNICEF, Myanmar
Workshop Facilitator/Consultant

Background:
UNICEF Myanmar has a large and diverse office with 172 national and 43 international staff based in 9
locations throughout the country. The UNICEF Myanmar Country Programme Management Plan (CPMP)
for 2018-2022 was prepared in the first few months of 2017 and submitted to the Regional office in May
2017, with approval being granted following the Programme Budget Review (PBR) in July 2017. Since the
CPMP was prepared there have been further developments in Myanmar that may necessitate adjustments to
the CPMP to ensure that UNICEF’s staffing structure, office locations and management processes are
optimal for supporting the country programme results for children, as outlined in the Country Programme
Document (CPD). In addition, UNICEF Myanmar is looking to improve communication between teams and
offices and encourage a “one UNICEF” model.

Context:
Considering the challenging environment and programme, it is important to initiate a process to facilitate
adjustments to the CPMP in a timely manner that is appropriate for supporting the achievement of results
through a participatory process that respects existing staff.

The last staff retreat was held 15 to 17 January 2014. Since then the Staff Association has been advocating
with management to have an all staff retreat. Based on discussions in the Joint Consultative Committee
(JCC) between Staff Association and management it was agreed that the time is right to have an all staff
retreat considering the potential changes and the unique operating environment in country.

Current Situation:
UNICEF MCO is conducting a 3-day retreat during the period 3-5 December 2018 in (NPT). All staff from
Yangon Office and field offices are expected to attend. It is estimated to have a total of 200 staff comprised
of International Professionals, National Officers and General Services staff.

The objectives of the staff retreat are:

1. To ensure that all staff are familiar with the potential changes being faced by UNICEF in
Myanmar and consider the implications for them as individuals and as teams
2. To help staff understand the factors that affect their life balance and how they can take action to
maintain good balance
3. To provide a forum through which staff can share ideas and make suggestions on how UNICEF
should strategize to cope with the potential changes being faced
4. To strengthen team work within and between sections, including between country office and field
offices
5. To promote a working environment where UNICEF values are always upheld and where staff are
happy, comfortable and productive.

Proposed Sessions and methodology:

1. Change Management and Life Balance:

a) Introduction to ‘change’ – what it is, why it is necessary, how humans react to and cope with
change (short presentation followed by individual reflection and sharing in pairs)

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 UNICEF Myanmar Terms of Reference (TOR) for Workshop Facilitator/ Consultant

b) Life balance – understanding the different dimensions to our individual lives and how we
need to keep these in balance, and tactics for doing this. (presentation followed by individual
reflection and sharing in small groups. Post ideas on VIPP cards)
c) The potential changes facing UNICEF in Myanmar in the coming period (Presentations by
Section Chiefs)
d) Hopes and fears relating to these changes (individual reflection and sharing in small groups.
Post ideas on VIPP cards)
e) Suggestions on how to cope with these changes – practical suggestions for MCO, personal
reflections on coping as individuals, and/or as teams (discussion in small groups. Post ideas
on VIPP cards)
2. Team Building:
a) Two outdoor exercise / games to promote team building, with short introduction before the
game and post-game reflection
3. Other sessions
a) There will be some additional short sessions organised by the staff association to update
participants on various office/staff association initiatives.

Consultancy Objective

UNICEF is seeking a qualified facilitator consultant/s with proven expertise and experience to provide
services as follows:

1. Work with the Senior MCO Management & Staff Association to conduct a 1.5-day workshop,
including:
a. Pre-workshop planning / agenda development
b. Review of workshop agenda, materials etc
c. Develop presentation materials, design activities to maximize participation
d. Facilitate the 1.5-day workshop
2. Post Workshop Assistance – provide support to post-workshop activities, including:
a. Review and refine retreat minutes as required to ensure these accurately reflect the actual
discussion.
b. Prepare summary report on observations and next steps recommended, stemming from the
retreat within two weeks.

Scope of Work:
The consultant/s is expected to provide the following services:

Phase 1: Pre-Workshop work including:

 Preparation of content, materials, presentations, activities, energizer, games
 Propose workgroup formats and discussion to ensure maximum participation

Phase 2: During workshop

 Facilitation services during the meeting (1.5 days)

Phase 3: Post workshop

 Debrief, wrap up and report on recommendations including identified constraints that might
affect the implementation of changes

Tangible and measurable outputs/deliverables of work assignment:

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 UNICEF Myanmar Terms of Reference (TOR) for Workshop Facilitator/ Consultant

 Workshop approach; annotated agenda and materials

 Physical presence at, and facilitation during, the retreat
 Participation in debrief meetings and preparation of report summarising outcomes and recommendations

UNICEF Responsibilities:
UNICEF shall have no obligation to provide any assistance to the consultant in performing the services other
than as expressly set forth herein:
 Provide information and feedback, especially on key CPD goals and initiatives, CPMP, and current
UNICEF MCO resources, in a timely manner and as long as consultant’s requests for information
and feedback are also made to UNICEF within reasonable time.
 Provide the selected consultant/s with reasonable and timely access to UNICEF personnel as may be
required to perform the services.
 For on-site work, provide physical access to the necessary work area and any required identification
badges and pass codes before work commences.
 A single point of contact responsible for representing UNICEF in status meetings and assisting with
the decision-making process regarding the engagement.

Consultancy Fees
Fees will be based on agreed upon deliverables for an all-inclusive rate including but not limited to
insurance, allowance, overhead, travel to Myanmar, lodging, miscellaneous costs etc.

Travel Expenses
The travel costs will be reimbursed in accordance with UN Travel Rules and Regulations (lowest fare and
UN DSA rates) for pre-authorized and agreed upon travel.

Supervision
The consultant will report to UNICEF Deputy Representative, Chief of Operations and Staff Association
Chair.

Timeframe of Engagement

The estimated duration of the assignment is five working days.

Minimum Requirements and Evaluation Criteria

1. Education and Experience

a. Advanced university degree in Masters in Social Sciences, Human Resources Management,

Training/Education, Programmes Management, or a related field.

b. 10-15 years of relevant professional experience

c. Excellent analytical writing and communication skills

d. Proven track record of facilitating team building and change management workshops and
consultancy experience with a group of this size

e. Previous experience with UNICEF as asset

2. Interview of potential consultants by a panel to further assess the qualifications. Acknowledgement

will only be sent to short-listed consultant/s.
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Consultancy Fees
Consultant will be requested to submit a proposal along with an updated CV. The proposal should indicate
estimated time and effort for each deliverable and propose a daily rate. Please note that rates must be all-
inclusive rates including but not limited to salary, insurance, allowance, overhead, travel to UNICEF
Myanmar, lodging, miscellaneous costs etc.

An interview will be scheduled with the shortlisted consultants. The consultant will be selected based on
best value for money principle.

Contractual Instrument

The resulting contract will depend on the legal status of the selected individual (i.e. whether the applicant is
an individual contractor or a resource from a corporation). UNICEF will apply different terms and
conditions to each category of contract. These terms and conditions are non-negotiable. Applicants
interested in this short-term consultancy should review the terms and conditions relevant to them and
confirm their acceptance without reservations to be considered for selection.

Prepared by:
Paul Edwards, Deputy Representative:
__________________________________
Name Signature Date

Prepared by:
Aye Myint Than Htay, Chairperson UMSA:
__________________________________
Name Signature Date

Commitment of Funds:
Paul Edwards, Deputy Representative:
__________________________________
Name Signature Date

Reviewed by:
Rose Clynick, Human Resources Manager:
__________________________________
Name Signature Date

Reviewed by:
Hanan Khayyat, Chief of Operations:
__________________________________
Name Signature Date

Approved by:
June Kunugi, Representative:

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UNICEF Myanmar Terms of Reference (TOR) for Workshop Facilitator/ Consultant

__________________________________
Name Signature Date