Staff Reflection Facilitator/Consultant - Oxfam in Timor-Leste

Oxfam in Timor-Leste (OiTL)

 

Terms of Reference for Staff Reflection Facilitator/Consultant

 

Report to                        : Country Director

Coordination                : With Associate Country Director and Business Development    Senior Manager

Level of effort               : 7 days

Locations                        : Dili and Liquica. The consultant must be in Timor-Leste

Deadline                         : Expression of Interest submitted by 25 August 2021

                   

Background:

Oxfam in Timor-Leste (OiTL) has a diverse office with 39 national international staff based in two locations- Dili and Oe-Cusse Special Region.  OiTL has recently developed a new Oxfam Country Strategy (OCS) for 2021-2025 and the three main program pillars of Oxfam programming within the next five years include Gender Justice, Climate Justice, and Just Economies. The new Country Strategy is due to be approved by the Oxfam Asia Platform (Regional Manager) and Country Governance Group (CGG) later in August and September respectively.  Oxfam’s goal in Timor-Leste is to contribute to a Timor-Leste that is just, sustainable and inclusive.

 

With new Country Strategy, Oxfam graduated its old program structure in March 2021 (from Inclusive development, Livelihoods and Resilience pillars) to a new program structure that consists of Gender Justice, Climate Justice and Just Economies Pillars. Two critical changes in the new Country Strategy that will guide Oxfam’s programming in the next five years are greater emphasis on evidence-based influencing and advocacy across all program interventions, and gender transformation and inclusion enhanced and integrated into Oxfam’s overall work in Timor-Leste.

 

This year, Oxfam made a landmark step with the recruitment and onboarding of the first Timorese Country Director after over 40 years of working alongside the Timorese people and twenty years since its country presence. Oxfam is among the first INGOs in Timor-Leste to embark on this journey.

 

Organizationally, Oxfam in Timor-Leste has gone through numerous changes and restructuring in recent years which result in the reduction in the number of staff and closer of Covalima office. Moreover, the restructuring also resulted in the development of and adjustments to new roles and responsibilities assigned to both existing and new staff to be recruited in the future.

 

This necessitates a country team reflection to ensure that Oxfam’s staffing structure, our office locations, operational, management and leadership processes are optimal for supporting the new influencing country program results in areas where we work. Furthermore, Oxfam is also looking to improve communication and coordination among our program pillars, encourage and nourish our “one team” model.

 

Context:

Considering the challenging Covid19 context, the recent organizational restructuring, change in the leadership, and the development of a new Country Strategy for 2021-25,  OiTL deems it paramount to initiate a process to facilitate an all-staff reflection that is appropriate,  participatory, and respect opinions and thoughts of the existing staff.

 

While Oxfam Timor-Leste has a Staff Association that is represented in the current Senior Management Team (SMT), it is now time for the country team to also reflect on what are the most appropriate leadership and management systems put in place in line with its 2021-25 Country Strategy and given the OiTL and the country development context.

 

in line OiTL’s 2021-25 vision and as it embarks on an influencing country model with a greater emphasis on evidence based. Additionally, an in-depth reflection is also needed as Oxfam in Timor-Leste joins other country offices to slowly shift towards an Influencing Country Model from being a service-based country program over the past decades. A reflection on what this means for our country office (at program, operational, and management levels) is pivotal.

Oxfam in Timor-Leste is therefore planning a 3-day staff-only retreat (8-10 September 2021) in Maubara, Liquica municipality. This can change depending on government Covid19 lockdowns and restrictions. Note that over 90% of Oxfam’s staff in Timor-Leste have received at one dose of Covid19 vaccine and more than 80% have been fully vaccinated (two doses).  

 

Targeted participation

Most of OiTL’s 39 staff (national and international) are expected to attend the staff retreat, although total participants might vary on different days of the retreat.

 

The objectives of the staff retreat are the following:

1. A reflection on management and leadership (half a day). The aim of this session is for the staff to reflect on and discuss the potential renewed roles and functions of the SMT including its evolution into a Senior Leadership Team (SLT) or Country Leadership Team (CLT).
2. A reflection on Timor-Leste CO as an Influencing Country Model (half a day). This session is for the staff to reflect, discuss, and be familiar with Oxfam’s renewed model, and propose strategies and approaches for evidence-based influencing across all OiTL’s work areas – climate justice, gender justice, just economies, and social inclusion
3. 2021-25 Country Strategy presentations, new projects and staff roles (half a day): The staff to be familiar OiTL’s new 2021-25 Country Strategy, including recent changes in OiTL (new programs, staff, roles and responsibilities).
4. GALS analysis and planning (2hrs) - Utilisation of the Gender Action Learning System (GALS) to look at where we have come and where we would like to go with our change process and new country strategy. This will be facilitated by a team of Oxfam staff led by the Associate Country Director.
5. Admin, finance, MEL, and operations (half a day): Staff to receive a refresher workshop and be familiar with and improved use of admin, finance, and operational mechanisms, systems and processes including the potential need for change and areas for further improvements. This will be run by Oxfam Management Team.
6. One Oxfam team building (half a day): Refresh and nurture the importance of teamwork through innovative team building exercises an activity including post-game reflections, where possible.
7. Any other business (AOB)

 

Scope of Work:

The consultant is expected to provide the following services:

 

Phase 1:  Pre-Workshop work including (Estimated level of effort: 2 days)

• Preparation of content, materials, presentations, activities, energizer, games
• Propose formats for reflections and discussions to ensure maximum participation to the Country Director and Associate Country Director. They can be also be adjusted during the retreat, as needed.

Phase 2: During workshop (Estimated level of effort: 3 days)

• Facilitation services throughout the three-day workshop.
• Creating participatory, safe and inclusive space for everyone to contribute to the reflections. Utilising participatory, engaging and energetic diverse activities to support engagement and participation of all staff.
• Listening, managing and settling differences and conflicts that emerge during the reflections.

Phase 3:  Post workshop (Estimated level of effort: 2 days)

• A presentation at the end of the third day on key strengths, as well as constraints identified that may affect OiTL’s programming.
• A written Action Plan for collective leadership including leadership forums, systems and processes that best fit Oxfam Timor-Leste CO and country contexts that come from the reflection process with staff, and in line with Oxfam’s feminist principles. (2-3 pages maximum)
• A written Action Plan for coordinated, strategic, and evidence-based influencing that best fit Timor-Leste CO and country context that come from the reflection process with staff. (2-3 pages maximum).
• A written summary report on key strengths, recommendations and identified constraints covering areas identified above.  (Maximum 3 pages)

 

Outputs/deliverables:

• Workshop approach; annotated agenda and materials – to be reviewed by Country Director and feedback provided before approval
• Physical presence at, and facilitation during the retreat
• Participation in debrief meeting
• 2-3 pages of written Action Plan for collective leadership including leadership formats, systems and processes that best fit Oxfam Timor-Leste CO and country contexts (see Objective 1)
• 2-3 pages of written Action Plan for coordinated, strategic, and evidence-based influencing that best fit Timor-Leste CO and country context (see Objective 2).
• Up to 3 pages of a written summary report highlighting key strengths and constraints of OiTL Country Office including and recommendations for consideration by the management.

The written action plans and summary report are to be submitted within two weeks after the staff retreat.

 

OiTL Responsibilities:

• Provide information and feedback especially on key goals and initiatives.
• Key documents to be provided include draft new OCS, Partnership Principles, Country Operational Plan, staff organogram, and influencing model business case.
• Provide the consultant access to Oxfam’s personnel as may be required to perform her/his services.
• For on-site work, provide physical access to the necessary work area including accommodation, foods during the three-day staff reflection, and a return transport from Dili  to the venue of the retreat.
• Provide a return transport from Dili to the venue of retreat.
• A single point of contact (Country Director) responsible for representing Oxfam in status meetings and assisting with the decision-making process regarding the engagement.

 

Consultancy Fees:

Consultant will be requested to submit a proposal along with an updated CV.  The proposal should indicate a daily rate. Fees will be an all-inclusive rate including Timor-Leste taxes. Food and accommodation will be provided during the three-day retreat in Maubara, Liquica. A return transport from Dili to the venue of the retreat can be arranged, where necessary. Deadline for submission is 25 August 2021.

 

Interview:

An interview will be scheduled with the shortlisted consultants.  The selection will be based on best value for money principle and demonstrated experience and meeting of criteria.

 

Supervision:

The consultant will report to Oxfam Country Director. Consultant’s work will be coordinated closely through the Associate Country Director and the Senior Business Development Manager throughout the assignment.

 

Timeframe of Engagement

The estimated duration of the assignment is no more than seven working days. All the written deliverables to be submitted and approved within two weeks following the staff retreat.

 

Minimum Requirements and Evaluation Criteria

1. Advanced university degree in master’s in social sciences, Human Resources Management, Training/Education, Programmes Management, or a related field.
2. Demonstrated skills in participatory facilitation, negotiating and solving different and conflicting ideas and thoughts.
3. Excellent analytical writing and communication skills.
4. Proven track records of facilitating team reflections, team building, change management workshops of more than 30 people, and consultancy experience with a group of this size or bigger.
5. Previous experience facilitating staff reflections with international development organizations (UN agencies, INGOs, etc) desired.
6. Presently residing in Timor-Leste, able and willing to travel outside Dili.
7. Ability to facilitate in both Tetum and English desired
8. Available to run the workshop on the 8-10 September 2021

Application:

All applications should be submitted to Ms. Benigna Martins at  benignam@oxfam.org.au.  

If you require further clarifications or have any  question specific to the Terms of Reference (TORs) prior to submitting your application, please contact Country Director Fausto (Nino) Belo Ximenes at faustob@oxfam.org.au  or Associate Country Director Annie Sloman at annies@oxfam.org.au.  Deadline for submission is 25 August 2021.

Women applicants are encouraged to apply. Note that acknowledgement will only be sent to short-listed applicants

 

 

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