Terms of Reference

FOR THE REVIEW AND DEVELOPMENT OF CIYOTA STRATEGIC PLAN 2022 / 2026

MAY 2025

Consultancy Title

Review CIYOTA's strategic plan for the period 2022 – 2026 and develop a new five year strategic plan in close collaboration with the Board of Directors and Management.

Background

CIYOTA is a non-profit organisation that empowers youth with education, leadership, and social entrepreneurship skills to unite African communities and create sustainable peace, love, and prosperity through nonviolent means, such as peace talks.

CIYOTA was founded in 2005 in the Kyangwali Refugee Settlement in Kikuube district. Its primary focus is supporting underprivileged children and young people in accessing education, social welfare, social protection, and life skills development.

CIYOTA is a U.S. IRS 501(c)(3) certified charity (EIN: 27-3092740), and a non-profit organisation in Uganda and DR Congo. It registered with the Registrar of Companies in Uganda (Registration Number 109257). CIYOTA has an office in Wakiso district in Naluvule with project offices based in Kyangwali Refugee Settlement and in DRC in Goma and Kinshasa

The Bridge Project

CIYOTA in partnership with War Child Canada with support from Mastercard foundation is implementing a five year Bridge from Secondary Education and Skills Development to Job Opportunities for Refugees and Host Community Youth in Uganda. This program is designed to further the Young Africa Works Strategy and address the youth unemployment challenge in Uganda's refugee host districts.

Through the Bridge project, CIYOTA is implementing a capacity improvement plan which is aimed at strengthening the institutional capacity of CIYOTA through developing policies and capacity building trainings for staff.

Consultancy Summary

CIYOTA has received funding from War Child Canada in partnership with Mastercard foundation for the implementation of system's strengthening interventions under the Bridge project. The Bridge project envisages stronger and sustainable organizations that are well structured with capacity to implement their mandates. To this background, CIYOTA is seeking the services of a qualified and experienced consultant / firm to facilitate the process of reviewing the 2022 – 2026 strategic plan and developing a new strategic plan 2026 - 2031 according CIYOTA's needs, capacity and commitment to help the young people.

Purpose & Objective

The main purpose of this consultancy is facilitating the process of reviewing the strategic plan for the period 2022 – 2026 and develop a new five year strategic plan.

Specific Objectives:

1. Evaluate the extent to which objectives set out in the old strategic plan have been achieved.
2. Provide options for improvement to achieve the old strategy.
3. Give recommendations for consideration in the next strategy 2026 – 2031.
4. Facilitate the process of developing the new strategic plan for 2026 – 2031.

Scope

The scope of work for the Consultant will include, but not be limited to:

1. Define the scope of the Strategic Plan Development (SPD) process by meeting with CIYOTA's Board and management.
2. Review the institutional capacity, organisational set-up, financial and administrative systems against the CIYOTA mandate and analyse CIYOTA's strategic plan for 2022-2026 and key documents focusing on understanding "Where CIYOTA is?"
3. Review the organisational functions and operations of CIYOTA to identify tasks that support or do not support CIYOTA's mandate, and determine organisational overlaps and duplications that may exist within;
4. Define CIYOTA's network proposition, its strategic priorities, and action plans to achieve these priorities.
5. Conduct consultative forums with the Board of Directors, CIYOTA management and members, and key stakeholders to synthesize CIYOTA's key learnings and identify strategic opportunities in the current environment. Focus on understanding "Where do we want to be? How will we get there?"
6. Develop an effective internal evaluation mechanism to assess CIYOTA's progress in achieving its strategic goals.
7. Engage CIYOTA's Board of Directors, management, and key stakeholders meaningfully in defining the organisation's mission, vision, values, objectives, and priorities.
8. Draft the SP and, after necessary revisions, present it to the Board of Directors and key stakeholders for validation and approval.

Deliverables

1. An inception report outlining description of methodology and process tools, expected outputs, a breakdown of costs and a detailed work plan for the entire assignment.
2. A needs assessment report highlighting the current status and gaps in CIYOTA's strategic direction, covering internal and external factors relevant to the organisational operating environment.
3. Final SP review report with clear findings and recommendations towards the development of a new SP document.
4. Draft new strategic plan for review by management.
5. Consultancy report detailing processes, achievements and or recommendations.

Proposed Methodology

The consultant is free to propose the methodology that would adequately result in the expected deliverables outlined in this ToR. A participatory approach and critical reflection by the Board, management, members, staff and key stakeholders will make the process meaningful. The following steps are highly recommended for the process.

1. Develop SP guidelines and discuss with CIYOTA management.
2. Inception meeting with CIYOTA leadership to review the SP guidelines, following which the consultant will prepare an inception report outlining the key steps, specific deliverables and timelines agreed upon for the SP review process.
3. Review and analysis of existing documents, including but not limited to CIYOTA's SP and key project documents.
4. Undertake stakeholder mapping and analysis.
5. Develop and administer a questionnaire to CIYOTA members to include a participatory approach to the review process of the SP.

Timelines

The duration of the assignment is twenty-four (24) working days spread over one month from 2nd to 30th June 2025

Institutional Arrangements

The Consultant will report directly to the Programs Director with the Executive Director providing an oversight role. CIYOTA will provide relevant background documents necessary for the assignment, including the policy manuals, the CIYOTA Road Map, quarterly reports, the M&E framework and the communication strategy. CIYOTA shall be responsible for the coordination of meetings and other activities under the Consultancy.

Competences and Qualifications of the Consultant

CIYOTA is looking for a competent firm/individual with the skills, knowledge, and proven experience in facilitating the process of developing institutional strategies particularly strategic plans NGOs, Civil Society Organizations and Community Based Organizations. Applications from consulting firms or persons will be assessed based on their ability to demonstrate the following qualifications, experiences, and competencies:

1. University degree in organisational development, social sciences, business management, Education, humanities, strategic planning, M&E or other related fields.
2. At least 8 years of relevant experience in Strategic Plan review, (review organisational development) in the NGO sector.
3. Experience in working with vulnerable groups, including refugees, young people's organisations.
4. Experience with participatory approaches in conducting assessments and facilitating strategic planning processes.
5. Experience in research, organisational and change management
6. Good knowledge of the policy/ legislative advocacy field.
7. Expertise in financial management.
8. Must be result-oriented, a team player, exhibiting high levels of enthusiasm, tact, diplomacy and integrity; and
9. Knowledge of the displacement context.
10. Must possess excellent analytical, presentation and writing skills.

Payments

The successful consultant will be paid 50% of the total cost in advance, and the remaining 50% shall be paid upon successful completion and submission of the final SP review report and the new strategic plan. However, this is subject to discussion with management upon confirmation of taking on the task. All payments are subject to 6% withholding tax.