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Terms of References for seeking an individual consultant or a consultancy firm to carry out the digitalization scale up needs assessment.

INTRODUCTION

The National Cooperatives Confederation of Rwanda (NCCR) is a Confederation founded on  28th  October 2010 and was granted legal entity and the legal personality certificate No  RCA/1333/2010 of 22nd  December 2010 and published in Official Gazette  N° 25 of 20/06/2011.

The National Cooperatives Confederation of Rwanda (NCCR) is the movement’s Apex body bringing together actually 14 Cooperative Federations members with 11 involved in agriculture sector.

Its vision is “Life without Poverty” for cooperatives’ members, vision which is inspired by new sustainable development agenda that aims to end poverty in all its forms everywhere, protect the planet and ensure prosperity for all

The National Cooperatives Confederation of Rwanda (NCCR) as is the umbrella organization that promotes and represents the interests of the cooperative movement in Rwanda. NCCR exists to support our member Federations, Unions and Primary, Cooperatives through capacity development, information sharing, advocacy and collaboration with public, private and civil society organizations at local, regional and international levels.

 

The cooperatives are highly recognized and considered as effective vehicles for the implementation of government policies and programs in particular to increase agricultural production and productivity. Most cooperatives are found in the agricultural sector and a growing number of cooperatives in finance, mining and transportation are emerging. They have been instrumental in addressing vulnerability, assisting in poverty reduction, creating wealth and they are key vehicles for sustainable development.

However, some farmer cooperatives are still poorly performing and this is partly because, they are not well equipped to provide support services to their members. Specifically, those cooperatives are facing a number of challenges hindering their progress. These challenges include among others:  Limited financial resources and lack of revenue-generating control model; Lack of effective communication mechanisms between the different levels of the cooperative structures and external stakeholders and partners; Use of low levels of technology and database and limited access to financial products for producer cooperatives.

 

If farmer cooperative organizations were well equipped with adequate technology and managerial skills, they would facilitate provision of many services to their members and contribute to improved productivity, especially through the reduction of cost of production, access to credit services; accounting and financial management improvements and smooth issue handling in value chains.

To curb the issues mentioned above, Information and Communication Technology as an important tool of modern cooperative business and cooperative management digitalization is being promoted. In this regard, with the post USAID-PSDAG support, NCCR will be taking over the dissemination of digitalization application in agricultural cooperatives. Currently the application known as CommCare is being utilized in 11 cooperatives as pilot.     

Now, NCCR is seeking an individual consultant or and consultancy firm with enough skills on digital application and software development to carry out the digitalization scale up needs assessment  to inform its wide introduction. 

2.       OBJECTIVE OF THE WORK

The main objective of the work is to carry out a systematic process analysis for determining needs and pave the way for addressing them, preliminary to the digitalization scale up.The consultant/firm is expected to use evidences to support, examine the strengths and weaknesses of the management digitalization, propose improvements if need be and suggest courses of action for wide dissemination.

3.       TASKS AND SCOPE OF SERVICES

The Consultant will undertake the following activities:

Desk review and analysis including the review of relevant cooperatives policies, regulations, cooperatives management instructions and other related document

 

Software application review with consideration to the following:

Deeply understanding of requirements and development to the specification

Design, deployment, maintenance and area of improvement

Champion excellence by using universal development standards requirements to ensure the NCCR team succeeds in delivering sprint after sprint

Capacity building

Detailed training needs assessment to handle and maintain the digitalization application at end user and NCCR levels

System Security review

To highlight gaps and solutions for effective backup and recovery strategy, considering the high storage requirements of cooperative files

To assess the requirements to ensure the security standards as regards user access and operations

To ensure the three layer security of application security, network security and hardware security configurations.

Interviews and field visit to initial cooperatives which benefited from the digitalization pilot exercise. Those interviews shall include the consultations with the NCCR Board members, Federations, Unions, primary cooperatives, staff and other relevant stakeholders.

 

  1. REPORTING

The Consultant will report directly to the project coordinator who will work closely with him. In addition to the Project coordinator’s guidance, the Consultant will receive work directives from both the Executive Secretary at NCCR and Board Chairman. He/she will have to consult closely with both ES and project coordinator in all contractual matters.

The following reports shall be required:

Inception report. This report shall be submitted about 5 days after the commencement date. Any major inconsistency in the TOR or deficiency in Project assistance that have become apparent during this period should be included. The inception report is designed to give the Project confidence that the assignment can be carried out as planned and as agreed upon in the contract

Final report. The final digitalization scale up needs assessment report shall due at the completion of the assignment and should include scale up plan for 903 primary cooperatives. The NCCR and consultants should discuss the report while it is still in draft form and this will precede its validation.

 

5.    GENERAL QUALIFICATIONS REQUIRED 

In selecting the right candidate for this assignment, the following will be considered:

  • At least 3 years in conducting assessments in the system development.
  • Demonstrate expertise and experience in conducting similar assessment
  • Familiar working with community based organizations, international organizations and/ or government institutions
  • Understanding of Cooperative structure and issues affecting agricultural cooperative movement in Rwanda (desired/asset)
  • Master’s degree(BS with 10 years of experience) in Computer Science or similar field of study or equivalent practical experience
  • The Consultant will be a highly experienced person/firm in Management Information who have worked on similar systems in his/her previous assignments (Experience in digitalization: Highly recommended). This will be demonstrated by examples of the work done and references from clients. In addition the consultant will present adequate proposed work plan and methodology in responding to the ToR. With qualified and competent key staff for the assignment (in case of a firm), the consultant will have to highlight local participation.

 

  1. TIMING AND DURATION

The duration of the assignment shall not exceed 20 days. 

7.       THE WORKING CONDITIONS

  • NCCR will intervene in funding the tasks, Contract preparation, recruitment of the consultant and supervising the implementation of the agreed task;
  • NCCR will be responsible of all the meeting venue and coordinating the implementation of the entire tasks;
  • NCCR will pay the Consultant remuneration as agreed in the contract signed by both parties (NCCR and the Consultant);
  • The assignment will be carried out by one (1) consultant /or Company, any extra assistant or additional individual consultant should be communicated by letter to NCCR Board before her/his interventions with her/his clear qualifications and experience, NCCR has the right to reject the extra individual in case deemed necessary  .
  • Reporting documents must be done in English, communication to cooperatives must be in Kinyarwanda

8.       SUBMISSION OF PROPOSAL

The Consultant is expected to submit a detailed proposal with the following components:

  1. a) Technical proposal to include:
  • A one page Consultant’s understanding of the TOR
  • Two pages of the proposed methodology, activities and expected outcomes
  • A detailed activities schedule/work plan with time frame
  • A profile of consultant or firm including the full names, physical addresses, telephone numbers and contact person of the form/company; date of registration, registration number, copy of registration certificate and VAT certificate; names of directors/proprietors
  1. b) Financial proposal detailing:
  • Itemized consultant’s fees
  • Itemized field data collection expenses
  • Itemized administration expenses
  • Validity period of quotation
  • Expected payment plan and method
  • Tax status of the Consultant/Consultancy firm in Rwanda and legal registration

1.     DEADLINE FOR APPLICATION

The deadline for application is 11.00 AM on 29th April 2019. Applications must be submitted to email of NCCR: info@nccr.coop.rw and copy nccrrwanda@gmail.com  

  1. CONFIDENTIALITY STATEMENT

All data and information received from NCCR or Cooperatives for the purpose of this assignment are to be treated confidentially and are only to be used in connection with the execution of these Terms of Reference. All intellectual property rights arising from the execution of these Terms of Reference are assigned to NCCR. The contents of written materials obtained and used in this assignment may not be disclosed to any third parties without the expressed advance written authorization of the NCCR.  

Should need further details about NCCR, please visit http://www.nccr.coop.rw/               

 Done at Kabusunzu, on 17/04/2019

 

NGABONZIZA Gerald

NCCR Executive Secretary    

Copyright © 2019 | NCCR