Programme and Project Management Mapping Consultant

Terms of Reference (TOR)

Programme and Project Management Mapping Consultant

1. Introduction

Oxfam is undertaking a major initiative to streamline and harmonize its approaches, tools, and policies of different executive affiliates in countries, clusters, and regions where Oxfam operates. A core component of this initiative focuses on harmonizing Project and Programme management policies and practices. To facilitate this process, Oxfam is seeking a qualified consultant to undertake a comprehensive mapping exercise.

This ToR outlines the scope of work and qualifications required for a consultant to assist Oxfam in mapping the current Project and Programme management landscape. This includes:

• Programme management support services provided by affiliates to country programmes , clusters, and regions.
• Elements of Programme and Project Management Cycle
• Programme management information and reporting
• Project Management Policies, procedures, tools.
• Project and programme management capacity development services
• Programme Managers global mobility across affiliates

The findings and recommendations gathered during this mapping exercise will serve as the foundation for the next phase of the project, which aims to establish a harmonized framework for Project and Programme management services, policies, and tools across Oxfam affiliates.

1. Scope of Work

The consultant will:

1. Conduct research and analysis:

• Review relevant Oxfam documentation (policies, procedures, tools, guidance materials, organograms) and establish a repository. This will require desk research as well as contacting a range of stakeholders from the different affiliates, a cohort of programme managers from countries and clusters and a representative cohort from partner organisations as relevant.
• Analyse the information to identify , commonalities gaps, pain points and significant differences between affiliate requirements and tools in the six areas identified below. Recommend areas that require alignment and improvements for users or where a policy, process need to be set up.
• Assess the requirements and tools against Oxfam’s values and its commitments to safe, feminist principles and decolonial partnership.
• Regularly present the information and status to the PM workstream

1. Reporting and recommendations:
2. Develop a work plan for harmonisation.

• Prepare a comprehensive report documenting findings and analyses, an organised repository of information and recommendations. Present findings and recommendations to the PM workstream

Develop a work plan for harmonisation process in collaboration with members of the Project management workstream.

1. Deliverables

• Mapping report
• Harmonization plan
• Final report summarizing findings and recommendations.

1. Key Areas for Mapping
2. PM services to country/clusters
   • Existing PM business services (under the scope of this TOR) currently provided to countries, clusters and multicounty programmes by Executive affiliates, Partner affiliates s and Oxfam international. Include relevant teams their functions, the workforce, where they sit
3. Elements of Programme and Project Management Cycle
   • Programme cycle management
   • Project cycle management
   • Legacy management

To also consider the following aspects

• Multicounty Project management
• Legacy Project management
• Partnership
• MEAL

For these aspects the tools/policies have been developed by relevant groups, but they fall within the broader Programme management framework hence part of the mapping.

1. Elements of Management Information and Reporting
   • Country management information and reporting (monthly, quarterly, annual)
   • Reporting to external initiatives (e.g., donors, regulatory bodies)
   • Contributions to Oxfam International (OI) and affiliate annual reporting
   • Management of knowledge and evidence from projects and programs
2. Programme and Project Management Policies, Procedures, and Tools
   • Oxfam Programme Framework (standards, alignment with strategic planning)
   • Oxfam Project Cycle Management (standards, mandatory requirements)
   • Project management manuals and toolkits
3. Capability Development
   • Core requirements for programme and project manager recruitment
   • PM accountabilities and performance management
   • PM induction and onboarding processes, training packages
   • Coaching and mentoring services
   • External training and qualification opportunities
   • In-house training and technical support
   • Training of trainers’ programs
4. PM Mobility and Gap Filling
   • Roles, responsibilities, and deployment processes for roving PM capacities
   • Design of a mobility tool for PMs (talent pool, tracking, pre-agreements, deployment process)
5. Qualifications and Experience

Essentials

• Extensive experience in programme and project management within the development sector
• Proven experience in conducting research
• Proven experience in developing policies and tools
• Strong analytical and writing skills
• Excellent communication and interpersonal skills
• Experience working with diverse stakeholders at all levels
• Facilitation skills
• Experience working in a multi-cultural environment
• Experience in promoting diversity, equity, and inclusion.
• Fluent in English

Desirables

Previous experience with Oxfam

Good communication skills in French Spanish or Arabic will be an advantage.

1. Timeline

We expect the consultancy to be completed within 6 months and anticipate the consultant expertise will be required for a maximum of 80 days during this period.

1. Payment

The consultant will be paid based on the successful completion of the deliverables.

1. Additional Information

• This TOR is a guide and may be subject to change based on further discussions and agreement between Oxfam and the consultant.
• The consultant will be expected to work closely with Oxfam staff throughout the project.

The consultant is required to comply with all Oxfam policies and procedures.

To be considered for this consultancy opportunity, applicants must submit the following:

1. Updated CV: Please provide a current CV that details your relevant experience and qualifications.
2. Letter of Interest: Submit a letter highlighting how your skills and experience align with the requirements.
3. Research Methods Outline: Provide a brief document outlining the research methods you would employ to conduct the analyses.
4. Detailed Financial Proposal – We encourage consultant to submit proposals that consider the non-profit nature of our organisation.

How to apply

Please send your technical and financial proposal to ssc.consultancy@oxfam.org on or before 20th June 2024