Consultancy, 2023 UNICEF Namibia Country Office Staff Retreat Facilitator and Rapporteur, Windhoek, Namibia

Contract

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UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, good health

Justification and Background

UNICEF Namibia Country Office constitute a diverse community of 36 international and national staff. The Office is committed to building an effective team and fostering collaboration, to continue delivering results for children in line with national priorities, UNICEF strategies and Country Programme Document. All of this is done in the context of an Upper Middle-Income Country prone to periodic natural disasters such as droughts and floods.

In 2023, UNICEF undertook a Global Staff Survey (GSS) and Namibia’s position improved from the previous years. The Country Office is now amongst the top in the region. Despite this raking, analysis of the survey results shows that the Namibia Country Office still has three key areas identified in GSS requiring improvement: 1. Office Efficiency and Effectiveness. 2. Standards of Conduct. 3. Diversity. 4. Work-Life Balance / Harmony.

To further support regular analysis of workplace culture, UNICEF launched the Pulse Check Survey on Workplace Culture on the 1st of June 2021. The survey allows UNICEF personnel to assess their office’s culture in line with 9 core areas. The survey results will be shared with the consultant.

It is against this background that the Country Office through the Staff Association aims to build on the previous Staff retreats, by continuing to solidify UNICEF’s policies Non-discrimination, promoting, and enhancing the speak out culture, and to ultimately solidify and contribute to the overall diversity which makes UNICEF part of the global village.

Therefore, this year the Country Office is planning a staff retreat from the 31 July to 4 August 2023, to build on and reinforce principles of team cohesion and effectiveness, to consider changes that impact on the team and to assess the climate and environment within which staff operate safely and productively.

How can you make a difference?

Objectives of the Retreat

The objective of the retreat is to 1. Enhance teamwork and strategic thinking, build an inclusive, innovative, and conducive working environment. 2. Address issues from the GSS and the Pulse Check on Workplace Culture

The retreat is intended to promote a more integrated way of working. Specifically, the retreat is expected to: 1. Reflect on staff understanding of UNICEF Namibia’s Mission Statement and Country Programme Goals. 2. Review progress made on the recommendations after the 2022 Staff retreat and the results of the Q2 and Q4 Pulse survey. 3. Address the challenges and issues that emanated from the GSS and the Pulse Survey. 4. Enhance communication among staff within and across teams to improve team spirit and diversity. 5. Enhance managerial and leadership skills in consideration of different personality types.

6. Improve staff morale, motivation, and goal congruence. 7. Improve conflict management skills and enhance support and trust levels among staff. 8. Improve coping mechanisms for managing stress and work.

Scope of Work: The dates for the Staff Retreat are set for 31 July – 04 August 2023. The Consultant is expected to dedicate three days of work to prepare for the Retreat and to facilitate during the entire process.

The Consultant is expected to work closely with the Staff Association Committee, and Senior Management to develop a detailed Agenda for the 3 days, and to provide input into the programme and final arrangements for the Retreat.

The Consultant is responsible for organizing the sessions by utilizing a creative and dynamic approach to raise self-awareness and personal effectiveness, build productive working relationships, build mutual trust and understanding and encourage self-reflection.

Key Activities To shape the direction, content, and format of the 3-day retreat, the Consultant will be expected to:

1. Participate in a briefing session with the UNICEF Namibia Country Office Staff Association Committee (SAEC) 2. Recommend to the Staff Association Committee and Senior Management the methodology the retreat will be conducted, meeting UNICEF expectations on the expected outcomes in a creative, yet fun manner. 3. Conduct all activities within the timeframe as established. 4. Prepare a Retreat Report to be submitted to UNICEF Namibia Staff Association Committee and Senior Management. Report to include M&E component of key actions as follow up to retreat for implementation during the year.

Methodology 1. A briefing session will be held with the Staff Association Committee, and Senior Management prior to the Retreat. 2. Review recommendations from the 2022 Retreat (No retreat was conducted in 2021) aligned to UNICEF Namibia Mission Goals and Objectives. 3. Use participatory techniques in facilitation of sessions such as two-way communication, group activities, simulation exercises, individual exercises and/ or outdoor movements. 4. Facilitate balanced indoor and outdoor team building activities. 5. Ensure all Covid-19 protocols are observed during all sessions and activities (mask wear, supply sanitisers, maintain 1.m physical distance)

Expected Deliverables

The Consultant/Facilitator is expected to deliver the following:

1. Preparation of the retreat (2 days) a) Develop the Retreat agenda in consultation with UNICEF SAEC; recommending the appropriate set up and sessions to accommodate for the above background and objectives b) Organize all interactive and flexible facilitation topics and tools required for the exercises

2. Conduct the Retreat (5 days) a) Revisit UNICEF Namibia Office Mission Statement and Vision. b) Review the 2022 Retreat Action points – include progress or challenges of the recommendations. c) Review UNICEF’s program planning processes and suggest recommendations for improvement. d) Prepare the sessions and exercises and submit a detailed plan to SAEC e) Conduct an inclusive team building exercise reflecting on the specific objectives above.

3. Expected outcomes of the retreat (2 days) a) UNICEF Namibia staff have identified and agreed on 3 key actions to be taken in response to the GSS results – contributing to building mutual trust and respect and encourage self-reflection for overall organizational productivity.

4. Submit a Retreat Report (3 days): a) Record all proceedings and sessions of the retreat highlighting key outcomes with actionable recommendations and accountabilities.

Work Assignment Overview

Tasks/Milestone

Deliverables/Outputs:

Timeline

Number of working days

Preparatory Work

26 – 27 July 2023

2

Days for the Staff Retreat

31 Jul – 04 Aug 2023

04 August 2023

5

Outcomes & Report writing

07 – 11 August 2023

11 August 2023

5

To qualify as an advocate for every child you will have…

Minimum Qualifications required:

Bachelors or Advanced degree (Masters) in organizational strategic planning, assessments, management and leadership Development.

Knowledge/Expertise/Skills required:

Impartiality, Confidentiality, and Independence: The Consultant/Facilitator must treat all emerging issues prior to, during and after the Retreat with utmost confidentiality. It must be impartial and independent from all aspects of management of the Retreat. The Consultant/Facilitator to disclose in writing should any of their staff have any relationship that may possibly compromise their independence.

Integrity: The Consultant/ Facilitator’s Integrity should not be questionable because for UNICEF, Integrity is one of its core values and critical for staff, suppliers, and service providers.

Experience: The Consultant/Facilitator should have extensive and diverse experience in organizational strategic planning, assessments, Management, Leadership Development. The Consultant/Facilitator should also have proven record of facilitating and training the development of strong, efficient, effective, and sustainable organizations. Extensive cross-cultural experiences, relationship and change management expertise is highly desirable.

Curriculum Vitae (CV) of all members of the consultancy team should be provided. The CVs should include details on work assignments carried out by the relevant staff, clients previously served and their qualifications and at least 5 years of experience.

Fluency in English is required. Knowledge of a local language is an asset.

Administrative details:

1. S/he will be provide own transport when travelling to the venue of the Retreat and back (local travel between Windhoek and retreat venue). 2. UNICEF will provide/cover Lunch and tea breaks for three days (Tuesday 1 – Thursday 3 August. 3. International Consultant/Facilitator will arrange own flight and UNICEF will assist with booking for local accommodation. 4. All remuneration must be within the Contractual Agreement. No overtime shall be paid to the Consultant/Facilitator. 5. UNICEF observes a zero-tolerance policy on sexual exploitation and abuse during any of its funded programmes. 6. No contract may commence unless the contract is signed by both UNICEF and the Consultant/Contractor.

How to Apply

Qualified and interested candidates to submit an online application before the closing date.

• A cover letter, no longer than 1 page, and a curriculum vitae showing how the consultant meets the required qualifications, experience and expertise.
• A financial proposal/budget in line with the tasks/activities to be carried out. The consultant's financial submission should include transport to and from Swakopmund, Accommodation and meals for the duration of the retreat (Travel to Swakopmund on 31 July 2023 and travel from Swakopmund on 4th August 2023). No costs for the above (except lunch and tea breaks during the 3 retreat days) will be paid/covered for by UNICEF.
• Technical Proposal demonstrating the consultant's understanding of the Terms of Reference (ToR), the proposed methodology/approach, and timelines for the respective deliverables.

Payment of professional fees will be based on submission of agreed deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).

To view our competency framework, please visit here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.