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Feasibility Study of the Institute of Diplomatic Studies of the Republic of Djibouti


SPECIFIC TERMS OF REFERENCE 
Technical Assistance to IGAD

Feasibility Study of the Institute of Diplomatic Studies of the Republic of Djibouti

FWC BENEFICIARIES 2009 - LOT N°7:
Governance and Home Affairs
EuropeAid/127054/C/SER/multi

1.    BACKGROUND

The IGAD region with a landmass area of 5.2 million Km2 comprises member states as Djibouti (head quarter), Eritrea, Ethiopia, Kenya, Somalia, Sudan, South Sudan and Uganda. As a regional organisation and one of the building blocs of the African Economic Community of the African Union, IGAD plays an important role in promoting peace, security and development in Horn of Africa.

Experience has shown that IGAD successfully acts as a significant partner and actor in meeting the challenges of the region. The peace processes between Sudan and South Sudan and in Somalia are among the most known and high-profile achievements of IGAD. The Secretariat is also active in the areas of agriculture, environment, health, economic integration, infrastructure development, migration, drought resilience and disaster risk management. A number of EU states (Denmark, Finland, Norway, Germany, Italy, UK, and Sweden) and the European Commission currently support IGAD in a number of these areas.

Cognizant of the above facts and challenges, IGAD member states, mandated the Secretariat to promote regional cooperation and integration and sustainable development in the region. Consequently, the Secretariat has embarked in the development and implementation of regional and sectoral policies and strategies as well as programmes and projects in trade, infrastructure, agriculture and food security, environment and natural resources, climate change, peace and security, drought resilience, implementation of Multilateral environmental Agreements, etc. As a regional organisation, IGAD has recognized as one of the pillars of the EU strategy for the Horn of Africa, adopted on 14 November 2011.

IGAD is key actor in fostering sustainable peace and prosperity in the region. The Secretariat functions as a broker, facilitator, coordinator, and promoter of regional dialogue, and represents an important component of both the European strategies and more importantly the interest of IGAD member states.

IGAD is supporting the initiative of the Republic of Djibouti to establish an Institute of Diplomatic Studies fostering the regional political integration through training programmes, development of diplomatic skills and information centre. Djibouti is a small country but its geostrategic location propels the country as a key partner in the region. Djibouti is also member of COMESEA and IGAD. Due to its location and cultural heritage, the Republic of Djibouti has become a natural link between the Arab world and Africa on one hand , on the other hand a privileged partner namely with the EU, France, USA, Japan, China. Therefore developing a professional regional institution of diplomats could become a new mechanism and instrument to promote the peace and dialogue in the Horn of Africa.

2.    DESCRIPTION OF THE ASSIGNMENT
  • Global objective
The purpose is to assist IGAD in the regional political and economic integration mechanisms through the institutional strengthening and capacity building under IRCC II Regional Indicative Programme (021-403).
  • Specific objective(s)
Specifically, the present contract will provide to the IGAD Secretariat with the expertise to establish the 5 years master plan of the new Djibouti  Institute of Diplomatic Studies. This will encompass namely training programs, pedagogical material, documentation centre, conference centre, translation (e.g. Arabic, French, English, and Chinese), capacity building and the set up of the Institute's administration and organisation.
  • Requested services
-    Diagnose the current needs
-    Translate the mission and strategic objectives of the new  Institute of Diplomatic Studies into specific organisation, objectives and activities considering the national and regional environments
-    Analyse all the means (budget, HR, skills, logistics, partners) related to each activity and objectives
-    Analyse the potential networking with the other organisations in the region or with the international network
-    Summarise the best practices in the region or synergies with the key potential partners on the institutional, organisational and operational areas (e.g. Human Resources, trainers and training programmes,
-    Propose a 5 years roadmap for a structured and coordinated implementation
-    Prepare a pre-launch program to quickly start the roadmap implementation
  • Required outputs
The following main outputs will have to be achieved by the consultant:
-    Output 1: An effective structure, governance and organisation of the  Institute of Diplomatic Studies have been proposed;
-    Output 2: A master plan of the  Institute of Diplomatic Studies is available and reflects the national, regional and international levels. It includes a diagnosis of the current situation;
-    Output 3: A list of all necessary means is established with preliminary identification of the partners funding and contribution;
-    Output 4: A realistic implementation plan and pre-launch program has been formalised to address the mission and priorities of the Diplomatic Institute;
-    Output 5: The key administration principles of the Institute of Diplomatic Studies are defined;

3.    EXPERTS PROFILE  or EXPERTISE REQUIRED
  • Number of requested experts per category and number of man-days per expert or per category
Expert
Category
Number of days
1 Expert
Senior Expert
81
  • Profile per expert or expertise required:
- Category and duration of equivalent experience

Senior Expert on the International Relations, Diplomacy and Politics

- Education

University degree in politics, international economics, international negotiations, social sciences or equivalent - Minimum required Master and preferably a PhD

- Experience 

• General professional experience:

-    Experience of at least 10 years in the International Relations and Diplomacy  training- and international training institution building Minimum required an experience in both dimensions

• Specific professional experience:

-    Confirmed experience in training programs for diplomats - Minimum required
-    Worked in Africa and Middle East and similar developing countries
-    Practical involvement in Horn of Africa political issues or should show the experience for the similar situation

- Language skills

-    Fluent English - Minimum required
-    Fluent French - Minimum required
-    (Knowledge of a IGAD language will be an advantage )

4.    LOCATION AND DURATION
  • Starting period
The target date for the starting of the project is scheduled for October 15th 2012. The expert will be mobilized and affected to the IGAD Secretariat which will monitor the benefit of the expertise.
  • Foreseen finishing period or duration
The period of implementation of the assistance will be three (3) months from that date. The expert will work five (6) days per week, Saturday through Thursday.
  • Planning including the period for notification for placement of the staff as per art 16.4 a)
The experts must be assigned latest thirty (30) calendar days after the signature of the contract. The experts will follow a work schedule of six days per week, defined in detail as follows:

- Saturday-Thursday: working days
- Friday: holiday
  • Location(s) of assignment
The location of assignment of the project will be established in Djibouti city within the Ministry of Foreign Affairs of Djibouti. The expert will have to travel in the IGAD region (Ethiopia, Kenya, Uganda, and Sudan) to identify the potential partners and organisation and the good practices relevant for the  Institute of Diplomatic Studies.

5.    REPORTING
  • Content
• Preliminary Report (5 pages maximum) to be provided three weeks after the start of the mission. The provider must indicate in the report, for example, initial findings, progress in data collection; the difficulties faced and / or planned to complement the work program.

• Middle Report - A table will be developed to enable evaluation of progress towards achieving the results and evaluate the performance of this contract. The document will be submitted at the end of the second two months. It will be reviewed and commented on by IGAD Secretariat and the EU Delegation.

• Draft final report - maximum 15 pages (main text, annexes excluded). This report will be submitted at the end of the contracted mission. The report template will be defined during the mission. Comments from IGAD Secretariat and the EU Delegation will be sent to the expert within 45 days after reception of the draft final report.

• Final report with the same specifications as the draft final report, including the comments on the draft report received from stakeholders. The final report will be provided no later than within 20 days after comments on the draft final report. The final report must be provided with the invoice.
  • Language
All documents and correspondence will be written in French.
  • Submission/comments timing
The following deadlines are established. If D is the starting date on October 15th 2012
D + 21 calendar days – Preliminary report
D + 60 calendar days –Intermediary report
D + 92 calendar days – Draft final report
D + 137 calendar days – IGAD and EU Delegation comments
D + 157 calendar days – Final report

The final report will be submitted within 20 days after comments on the draft of final report.
  • Number of report(s) copies
The expert will submit all reports in French, one original version (one (1) hard copy and an electronic version) to IGAD Secretariat and EU Delegation in Djibouti.

6. ADMINISTRATIVE INFORMATION
  • An Interview with the expert may be requested during the tender evaluation process.This contract will not be subcontracted due to the interest of the project
  • The specific contract language will be French – (even the report??)A succinct methodology must be submitted with the offer
  • Management team member presence required or not for briefing and/or debriefing The authorized items to foresee under " Reimbursable " are:
  • The cost of international travel
  • Per diem
  • Entry visas in Djibouti.For riders only : operational conditionality for intermediary payment if foreseen as per article 7.2 b) of the Special conditions
  • The contract is exempt from all duties and taxes including VAT (see Article 31 of Annex IV to the Cotonou Agreement signed on 23 June 2000)
  • The IGAD Secretariat will request the Ministry of Foreign Affairs in Djibouti to provide a workplace for the expert hired under the contract. The Ministry of Foreign Affairs Djibouti (contractor) must ensure the expert has the necessary administration and secretarial resources for his mission. The cost of support staff / administrative support which will be required is considered as excluded from the financial offer of the bidder.
Send your Applications to the Following Addresses:
Division, Administration & Finance
IGAD Secretariat
P.O.Box 2653
Tel: 253 354050
Fax: (253) 356994,353520
E-mail: hr@igad.int
with copy to tegueste.shimelis@igad.int
In the Subject line, please write:  Ref: PC1214 Feasibility Study of the Institute of Diplomatic Studies of the Republic of Djibouti