Consultant to develop an organizational development plan, including a succession planning strategy.

Background

Ipas Africa Alliance (AA) is a member of the Ipas Impact Network (Ipas), whose mission is to advance reproductive justice (RJ) globally. For more than two decades, AA has worked with partners to secure improvements in equitable contraception and abortion care in East Africa, making signature contributions to the field in Kenya, Uganda, Tanzania, and Rwanda. As the East African node, AA operates within a unique framework characterized by decentralized yet unified leadership, authority, responsibility, and accountability. Grounded in principles of decolonization, our organizational structure reflects a commitment to empowering local voices and perspectives while maintaining a cohesive global vision. Despite enjoying a commendable level of autonomy, our journey towards organizational maturity is still unfolding, with our current board representing a significant milestone in our evolution since becoming a registered regional node. As leaders in the realm of reproductive justice, AA recognizes the importance of fortifying our organizational foundations, including areas such as succession planning, which are essential for long-term sustainability and impact. This assignment is therefore, situated within the dynamic context of AA’s growth and development, where the imperative to nurture emerging leaders and ensure continuity is paramount to realizing our shared vision of reproductive justice for all.

Introduction to the assignment

AA is in the midst of a transformative phase of growth and expansion. The organization is experiencing steady increases in income, widening the scope of programming, and operational complexity, signaling a promising trajectory towards greater impact and influence. However, with growth comes the need for strategic adaptation, particularly in the realm of organizational structure.

The AA Board was constituted in April 2021, for a 3-year term. It is comprised of 7 members who were selected based on their potential to establish AA as a fully registered regional node and streamline compliance with established laws and protocols. The Board has successfully overseen AA’s registration, strategic planning, and legal compliance. In the next phase, AA looks forward to welcoming a board supportive of the development and management an expanded portfolio of activities.

The AA SMT currently comprises unit heads from Ipas AA programs and is intended to guide the strategic direction of the organization. The SMT desires to develop and implement performance measures aligned with the roles that an SMT should perform in keeping with organizational development.

Recognizing the importance of aligning our structural framework with our evolving needs and aspirations, we seek the expertise of a consultant to examine our growth trajectory and provide guidance on how our organizational structure should evolve accordingly.

Further, AA is committed to preparing for future leadership transitions by having an effective succession plan to help the organization reduce the risk of leadership gaps, ensure business continuity, and maintain a competitive advantage in the RJ space in East Africa.

Effective succession planning involves identifying key roles and competencies, developing, and maintaining a talent pipeline, providing professional development opportunities, communicating the importance of succession planning to employees, and conducting regular assessments and reviews of the succession plan.

With this consultancy, we seek to create a roadmap for succession within the Board and SMT, with a tangible operational plan that will ensure that Ipas Africa Alliance has a pipeline of skilled and competent employees and professionals who can step into leadership positions with minimal disruption to business operations.

Objectives and Scope of Work

Overarching Objective:

To develop a robust succession planning framework tailored to the unique context AA, ensuring continuity, resilience, and effectiveness in leadership transitions at both the board and senior management team levels, thereby safeguarding the organization’s long-term sustainability and impact.

Specific objectives:

1. Develop a mechanism for identifying emerging leaders: Develop strategies and initiatives to nurture and develop emerging leaders, providing them with opportunities for skill development, mentorship, and leadership growth.
2. Enhance organizational resilience:
3. Conduct a comprehensive assessment of AA’s current leadership, including strengths, skills gaps, and potential for developing future leaders.
4. Assess the organization’s current resilience to leadership transitions, including its capacity to adapt to changes in leadership and maintain operational continuity.
5. Identify areas for improvement in organizational resilience, such as succession planning processes, knowledge transfer mechanisms, and contingency plans for unexpected leadership vacancies.
6. Develop strategies to enhance organizational resilience, including training programs, knowledge management systems, and succession planning protocols tailored to the AA’s unique context.
7. Suggest an optimal organizational and board structure, based on experience from observing similar organizations to AA.
8. Ensure continuity in leadership transitions.
9. Develop a comprehensive succession planning strategy for both the board and senior management team, outlining clear processes and procedures for identifying, developing, and transitioning leaders.
10. Establish mechanisms for regular leadership assessment, talent pipeline management, and succession readiness reviews to ensure a smooth and seamless transition of leadership roles.
11. Provide guidance for a training and support protocol for current leaders, incoming leaders, and key stakeholders to facilitate successful leadership transitions and continuity in organizational leadership.
12. Assess current skills strengths and gaps within the board and SMT of AA and develop recommendations to address existing gaps and anticipate future skill needs aligned with the organization’s growth trajectory.

 

Deliverables:

1. Detailed succession planning framework and action plan document, including specific recommendations and implementation guidelines.
2. Skills assessment and gap analysis report- A comprehensive report detailing the findings of the skills assessment conducted for the board and SMT, including an analysis of current skills strengths and gaps, as well as recommendations for addressing identified gaps. Report to outline actionable strategies and initiatives to address identified skills gaps within the board and SMT, aligned with AA’s growth trajectory and long-term strategic objectives.
3. Assessment report highlighting key findings, insights, and recommendations for strengthening leadership development and succession planning practices.
4. Final presentation to the board and key stakeholders outlining the proposed succession planning framework and action plan      .                                                  Timeline:

Duration of the consultancy engagement: 5 weeks

Key milestones and deadlines for deliverables.

Milestone 1: Completion of Skills Assessment and Gap Analysis

• Deliverable: Skills Assessment and Gap Analysis Report
• Timeline: 2 weeks

Milestone 2: Development of Succession planning framework and action plan document

• Deliverable: Organizational succession planning framework and action plan
• Timeline: 1 week

Milestone 3: Finalization of Leadership Continuity Plan

• Deliverable: Leadership Continuity Plan
• Timeline: 1 week

Milestone 4: Final presentation of the final succession planning framework and action plan and Skills strengths and gaps report to the board and SMT

1. Deliverable: Final draft of the Succession planning framework and action plan and Skills strengths and gaps report to stakeholders

Timeline: 1 week                                                                                                             Consultant Qualifications:

1.    Deep understanding of organizational growth dynamics, including the challenges and opportunities associated with scaling operations, expanding programs, and increasing complexity. Experience working with INGOs at various stages of growth and providing strategic guidance to support sustainable expansion is a distinct advantage.
2. Proven track record in organizational development and fostering a culture of leadership excellence.
3. Extensive experience in succession planning, particularly within organizations with decentralized leadership structures. Familiarity with best practices in identifying and nurturing emerging leaders, facilitating smooth leadership transitions, and ensuring continuity in organizational leadership.
4. Expertise in organizational structure design and optimization, including assessing current structures, identifying inefficiencies, and recommending improvements to align with growth objectives. Ability to tailor structural solutions to accommodate the evolving needs and priorities of the organization.
5. Experience in strategic planning, including developing long-term visions, goals, and strategies to guide organizational growth and development. Ability to align structural changes with strategic priorities and ensure coherence across all aspects of organizational operations.
6. Proven experience in consulting or advisory roles, providing strategic guidance and support to organizations undergoing organizational change or development initiatives. Strong project management skills and ability to deliver high-quality results within specified timelines and budget constraints.
7. Excellent communication and facilitation skills, including the ability to effectively engage with diverse stakeholders, facilitate group discussions, and present complex ideas in a clear and compelling manner.
8. Commitment to collaborative and participatory approaches to consulting, involving key stakeholders throughout the consultancy process and building consensus around proposed strategies and solutions.
9. Familiarity with the principles and goals of reproductive justice, as well as the challenges and opportunities within the field is a distinct advantage. Experience working on initiatives related to reproductive rights, health equity, and social justice advocacy will be viewed favourably.
10. Positive references and a track record of successful consultancy engagements in similar contexts, demonstrating the consultant’s ability to deliver tangible results and value to client organizations.                                                                   Reporting and Communication:

The Consultant will report to the Senior HR Advisor who will coordinate the oversight team.

Define reporting mechanisms, including regular progress updates, milestone reviews, and communication channels.

AA emphasizes the importance of maintaining open and transparent communication throughout this assignment.

 

7. Application procedure

Interested consultants or consulting firms are invited to submit a detailed proposal including the following:

1. Cover letter outlining your qualifications and relevant experience, for this assignment.
2. A detailed proposal, including a technical proposal outlining their methodology, work plan, and approach to addressing the specific objectives of the consultancy as outlined in the Terms of Reference (ToR).
3. A financial proposal detailing their consultancy fees and budget allocation.
4. Three references including samples of previous assignments that are similar to this consultancy.                                                                                                           Evaluation of Proposals:

AA will evaluate the submitted proposals based on the following criteria:

• Relevant Experience and Expertise:20 marks

Demonstrated experience and expertise in organizational development, leadership development, succession planning, and/or related fields, particularly within the context of nonprofit organizations or international development agencies.

• Methodology and Approach: 15 marks

Clarity and feasibility of the proposed methodology and approach to addressing the specific objectives outlined in the ToR including an understanding of AA’s context, challenges, and objectives.

• Quality of Proposal: 15 marks

Depth and comprehensiveness of the technical proposal, including the proposed work plan, timeline, deliverables, and milestones, as well as the consultant’s capacity to deliver high-quality results within the specified timeframe and budget.

• Relevance to Objectives: 10 marks

Alignment of the proposed approach and methodology with the objectives outlined in the ToR, as well as the consultant’s ability to address the specific needs and priorities of the organization related to enhancing organizational resilience, ensuring continuity in leadership transitions, and assessing skills strengths and gaps.

• Track Record of Success: 10 marks

Past performance and track record of success in similar consultancy assignments, including references from previous clients or partners attesting to the consultant’s ability to deliver high-quality results and achieve positive outcomes.

• Cost-effectiveness: 30 marks

Cost-effectiveness of the proposed consultancy fees and budget allocation relative to the proposed scope of work, deliverables, and expected outcomes, as well as value for money in terms of the consultant’s expertise and experience.                                         Application details and deadline

All proposals must be submitted through this Portal by selecting the “SUBMIT A RESPONSE TO THIS OPPORTUNITY” button with the Subject Line: Proposal OD and Succession planning by June 01, 2024