Ref: ACBF/RFP/010/26/PASA
1. Background
The African Water and Sanitation Association (AfWASA), with support from the African Capacity Building Foundation (ACBF), is implementing an institutional strengthening initiative aimed at enhancing organizational systems, governance, and operational effectiveness.
As part of this initiative, a Capacity Needs Assessment (CNA) was conducted to assess AfWASA’s institutional capacity across key functional areas. The assessment identified significant gaps in program management, with an overall score of 44%, highlighting weaknesses in:
- Program planning and implementation.
- Operational planning.
- Expertise in program management.
- Progress reporting.
- Program–finance integration; and
- Institutionalization of program management systems.
The assessment established that program management at AfWASA is largely operational and practice-driven, with implementation heavily influenced by donor-specific requirements rather than a standardized institutional framework. The existing program management manual dated 2017 is outdated, weakly operationalized, and not widely understood across the organization.
The CNA further identified the need to:
- Clarify and institutionalize a standard AfWASA program management cycle.
- Review and operationalize the existing program management manual.
- Develop standardized planning, monitoring, reporting, and risk management tools.
- Strengthen program–finance integration.
- Improve program monitoring and progress reporting systems.
- Introduce structured learning and review processes; and
- Build staff capacity in results-based and program cycle management.
It is against this background that ACBF intends to support AfWASA in strengthening and institutionalizing its program management systems and practices.
2. Objective of the Consultancy
To strengthen AfWASA’s program management function through the development and institutionalization of a standardized, integrated, and operational program management system aligned with international best practices.
2.1 Specific Objectives
The assignment will specifically:
- Develop and institutionalize a clear AfWASA program management framework and cycle.
- Review and update the existing program management manual.
- Develop standardized operational tools and templates for planning, monitoring, budgeting, and reporting.
- Strengthen integration between program implementation and financial management processes.
- Build staff capacity in results-based management and program cycle management; and
- Establish structured learning, review, and risk management processes.
3. Portée des travaux
The following tasks will be undertaken:
3.1 Inception and Diagnostic Validation
- Review the CNA report and other relevant institutional documents.
- Conduct consultations with AfWASA management and staff.
- Validate and prioritize key program management gaps.
- Prepare an inception report detailing methodology, workplan, and implementation approach.
3.2 Development of Program Management Framework
- Design a standardized AfWASA program management cycle.
- Define roles, responsibilities, and approval processes across the program cycle.
- Develop quality assurance and risk management mechanisms.
- Ensure alignment with AfWASA strategic priorities and donor requirements.
3.3 Review and Update of Program Management Manual
- Review the existing 2017 program management manual.
- Develop a revised and operational manual.
- Integrate practical tools, procedures, templates, and reporting standards.
- Ensure the manual is user-friendly and aligned to Results-Based Management (RBM) principles.
3.3.1 Program Management Tools and Systems
The Manual will be inclusive of the following
- Develop standardized templates for:
- Annual work planning.
- Quarterly and annual reporting.
- Program monitoring and tracking.
- Risk management and issue tracking.
- Mid-year and end-year reviews.
- Recommend suitable options for a program management information system/software.
3.4 Strengthening Program–Finance Integration
- Develop mechanisms for integrated planning and budget monitoring.
- Define coordination workflows between program and finance functions.
- Establish regular financial reporting and review mechanisms for program teams.
3.5 Capacity Building and Institutionalization
- Design and deliver training sessions in:
- Results-Based Program Management.
- Planning, monitoring, and reporting.
- Conduct practical coaching and orientation sessions.
- Support institutionalization and internal adoption of systems and tools.
3.6 Final Reporting
- Prepare and submit a final consultancy report summarizing activities undertaken, outputs delivered, lessons learned, and recommendations.
4 Expected Deliverables and Timelines
The assignment is expected to be undertaken in 20 days over a period of 3 months.
| Key Deliverable | Description | Completion Timelines | Daily Rate | Amount (USD) |
|---|---|---|---|---|
| Inception Report | Methodology, workplan, and validated gaps | 2 days | ||
| Program Management Framework | Standardized program management cycle and governance arrangements | 6 days | ||
| Revised Program Management Manual | Updated manual with operational tools and templates; Planning, reporting, monitoring, and risk management templates; and Coordination and budget monitoring mechanisms | 6 days | ||
| Capacity Building Sessions, with a packaged presentation that can be used to onboard new staff in the future | Training and coaching sessions conducted to orient staff on the newly developed framework, manual and tools | 3 days | ||
| Final Report | Consolidated final report and recommendations | 2 days | ||
| Total | 20 days |
5 Remuneration
The consultancy package shall be milestone-based and linked to satisfactory completion and approval of deliverables.
The consultant shall be remunerated at a professional fee rate of per day for a maximum of 20 working days.
| Deliverable | Timeline |
| Inception Report | 3 days |
| Program Management Framework | 6 days |
| Revised Program Management Manual | 6 days |
| Capacity Building Sessions | 3 days |
| Final Report | 2 days |
| 20 days |
6 Reporting Arrangements
The consultant shall report to the African Capacity Building Foundation- Special Programs Department and shall work closely with designated Project Officers at AfWASA throughout the assignment.
7 Evaluation Criteria
The selection method for this assignment is individual consultant selection. The technical evaluation committee shall evaluate the CVs and experience based on their responsiveness to the Terms of Reference, with a minimum technical score required being 70 Points specified below.
| Evaluation Criteria | Description | Score |
|---|---|---|
| 1. Academic Qualifications and Professional Certification | Advanced university degree in Project/Program Management, Business Administration, Public Administration, Development Studies, Monitoring & Evaluation, Finance, Organizational Development, or related field. Professional certifications in Program/Project Management, RBM, or related disciplines will be an added advantage. | 15 |
| 2. Demonstrated Experience in Institutional Program Management Systems Strengthening | Proven experience in reviewing, designing, and institutionalizing program management systems, operational manuals, planning frameworks, reporting systems, and organizational procedures within regional/international organizations, development institutions, CSOs, or public institutions. | 25 |
| 3. Technical Understanding of Results-Based Management and Program–Finance Integration | Demonstrated expertise in Results-Based Management (RBM), program cycle management, operational planning, performance monitoring, risk management, reporting systems, and integration of programmatic and financial management processes. | 20 |
| 4. Methodology and Approach to the Assignment | Quality, practicality, and responsiveness of the proposed methodology and workplan in relation to the Terms of Reference, including institutionalization approach, stakeholder engagement strategy, capacity building methodology, and sustainability considerations. | 25 |
| 5. Capacity Building, Facilitation, and Knowledge Transfer Skills | Demonstrated experience in conducting institutional training, coaching, facilitation, systems orientation, and supporting organizational adoption of new frameworks, tools, and procedures. Evidence of strong communication and report writing skills will be required. | 15 |
| Total | 100 |
A technical proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated. The minimum technical score required to pass is: 70 Points.
At financial evaluation, the most competitive financial proposal will be selected. The consultant should detail how their payments are structured and any related terms thereof in relation to the key deliverables.
8 Qualifications, Experience and Competencies Requirements
- Advanced university degree in Project Management, Public Administration, Development Studies, Business Administration, Organizational Development, or related fields.
- Minimum of five (5) years of relevant experience in program management systems strengthening.
- Proven experience in Results-Based Management (RBM) and program cycle management.
- Demonstrated experience in developing institutional manuals, frameworks, and operational systems.
- Proven experience in capacity building, facilitation, and organizational strengthening.
- Experience working with regional or international organizations, preferably in Africa.
- Strong understanding of multi-donor project management environments.
- Excellent analytical and facilitation skills.
- Strong report writing and communication skills.
- Ability to deliver practical and implementable institutional solutions.
- Strong stakeholder engagement and coordination skills.
9 Language
All reports should be written in English and French, single spacing font size 12, Raleway/Roboto and submitted as both word and pdf versions, in ACBF document templates, which will be provided.
10 Confidentiality and Ownership of Deliverables
All documents, reports, manuals, tools, and materials developed under this consultancy shall remain the property of AfWASA and ACBF. The consultant shall treat all information obtained during the assignment as confidential and shall not disclose it without prior written authorization.
11. Submission Process
An individual consultant interested in applying for the consultancy must submit the following documents/information to demonstrate their qualifications:
- A technical proposal includes a brief methodology on how they will approach and conduct the assignment in line with the TOR.
- A financial Proposal with a Password which aligns with the technical approach as per the key deliverables.
- Rationale for their suitability for the role, including their experience and evidence in similar assignments.
- Curriculum vitae of the consultant for the assignment, as per the criteria outlined in the TOR.
- The name and contact information of three referees for contact regarding relevant experience of the consultancy firm.
An individual consultant is being requested to submit their proposal with the subject clearly marked, RFP Process No.:16th June 2026 Consultancy Services, to the email address: submissions@theacbf.org on or before 11:00 am Harare local time.