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Terms of Reference to Prepare EPHA's Strategic Plan

Introduction

The Ethiopian Public Health Association (EPHA) is a non-for-profit, voluntary, multidisciplinary association of professionals (primarily public health professionals) established in 1989. Its members are of varying categories and levels of training and occupy positions at different levels in private, government and non-government organizations. The Association works closely with many national, continental and international partners and collaborators to facilitate and accelerate activities on the country's priority public health issues.

EPHA has developed and implemented its first and second five years' strategic plans, which focused on program and organizational developments. In 2010/2011 EPHA went through two basic changes that made a difference in the procedure and structure of the Association, i.e., a new strategic plan (SP III) and new organizational structure. The third SP is ending; and hence it is under end term evaluation.

Currently, EPHA seeksto solicit the services of a consultant to prepare the fourth SP. In the past SP development processes, the lessons learnt from the completed SPs were used as major inputs to develop the new ones. In the same way, the review of all the previous SPs and the evaluation results of the SPIII will serve as important inputs for the development of the new SP (i.e. SP IV). Normally,SP is intended to increase performances throughensuringefficiency and effectiveness, among others; and it is known that the SPlinksthe staff and the EB.

As mentioned above, EPHA has completed three strategic plans (SPs). Now,it is the time to have the fourth SP. For this one, the services of a consultant is being solicited to develop and design the plan of the next five years period. Thus, appropriate priority and focuses are required to accommodate the growth and prospects of EPHA along with addressing the problem encountered during the past implementation periods. The options or strategies for overcoming potential challenges are also expected to be enlisted by the consultant. This will be done in consultation withEPHA staff, EB members, the Advisory Council, training and research advisory group (TRAG) members, EPHA members, donors, implementing partners, collaborators and other stakeholders as well as the documents available at EPHA and outside using appropriate tools and instruments.

Objectives
The general objective of the SP is to design strategies and priorities that guide the overall implementations and actions including the various planning, monitoring, evaluation, project program designing, and performances of the Association for the coming five years spanning from 2015-19. The specific objectives are:

• To review past SPs and past performances;
• To conduct SWOT analysis and environmental scanning;
• To develop statements of the mission, vision and values of EPHA in line with the constitution;
• To identify priority and strategic/critical issues;
• To setthe goals, objectives and main activities of EPHA for the coming five years
• To develop specification of implementation and monitoring & evaluation (M&E) plans of the SP
• To formulate estimation of the costs and resource neededforthe SP

In brief, the objective of this ToR is to solicit the services of competent consultant who will design such an SP for EPHA for the period of 2015-19.

Scope of work

The specific tasks of the consultant are, but not limited to, the following:

• Prepare a detailed methodology which is subject to be verified and approved by EPHA before its application.
• Prepare the data collection tools (questionnaires, formats, FGD (focus group discussion) guides, key informant interview etc.) that address the information requirements with clear reference to the data source.
• Lead the designing process including team formation, site selection and preparing the time schedule.
• Prepare the draft SPs and submit to EPHA and implementing partners for inputs.
• Present the documentat a consultative meeting where all implementing partners, donors and other stakeholders will participate.
• Finalize the document based on inputs from the consultative meeting and submit to EPHA.
• Present the final SP for endorsement by the General Assembly.

Methodology

The consultant shall come up with a detailed, appropriate andscientifically acceptable methodology and design. The approach to be used to develop the plan includes critically reviewing the performance of the previous plans. The consultant shall alsoprepare a draft strategic plan for wider consultations and discussions. Tothis end, appropriate data collection methods will be employed including survey questionnaires, Focus Group Discussions (FGD), and key-informant interviews. The methodology part of the consultant should also specify, among others, the sample size for the quantitative data, number and type of FGDs per project area, selection/inclusive criteria of respondents, data analysis and reporting plan, andthe layout of the SP. The design of the data collection strategy including the number of days and enumerators and supervisors required should also be clearly shown in the consultant's proposal.

Primary data will be collected from EPHA stakeholders including EPHA regional chapters, EPHA members, EPHA Advisory Council and Executive Board members, the Secretariat, pertinent government organizations, partners, and sister professional associations. Partners and stakeholders will comment on the drafts and the consultant shallincorporate the inputs accordingly. A consultative meeting on the final draft shallbe organized by EPHA and the consultant shallpresent the SP and facilitate the discussion to get final inputs through interactive discussions with concerned people.

The following are the overall suggested activities and approaches:

• Review of documents to identifyrelevant information helpful to address the SP priorities, strategic issues, objectives andmain activities
• The review shallinclude but not be limited to the following documents:

o Planning documents (includingearlier strategic plans, annual working plans, fund raising plans mission statement and other related documents);
o Constitution of EPHA;
o Midterm assessment and end term evaluation of the SP III;
o Annual reports;
o Manuals (financial management, human resource management and administration, procurement and logistics, M&E, governance and board, etc.);
o Current budget (income/expenses) and other financial reports;
o Organizational chart and organizational capacity (human and financial resources);
o Important minutes and proceedings;
o Technical committee job descriptions and ToRs;
o Staff job descriptions and evaluation tools;
o Grant/project proposal(s);
o Any other relevant documents.

• Assess the alignment of EPHA projects and reviewgovernment policy documents such as the national health policies, strategic plans, the Health Sector Development Programs (HSDPs) etc.
• Review other literatures and evaluation reports undertaken during the SP implementation period.
• Based on the type of information required, design appropriate quantitative and qualitative data collection methodologies and tools.
• Based on the type of information required, identify the primary and secondary data sources.
• Administer in-depth interviews and discussions with concerned staff at EPHA, implementing partners, concerned government counterparts and other stake holders including development partners.
• Administer in-depth interviews and focus group discussions with the beneficiaries.

Not all information required may need primary data collection. Therefore, all relevant secondary data sources should be reviewed and consulted. The evaluation results of the third SP will also be a very good input in this regard.

Expected Activities, Outputs and Deliverables

The consultant is expected to do at least the following activities:

• Review background of the earlier SPs and the mission, vision, values, goal and programmatic objectives of EPHA.
• Review all performance reports and baseline information, researches and assessments in the area.
• Review all the external and internal conditions to enlist the changing environment both domestically and internationally with detail review of the current policy changes by the government of Ethiopia and EPHA; i.e.

o comprehensive environmental scanning (country situational analyses including PEST aspects, funding trends, needs of beneficiary groups, local conditions of implementation, development in networks and projects), stakeholders' analyses, SWOT/SLOT analyses.
o Capacity assessments and structural analyses of the Association to indicatepotential successes and recommend possible improvements in realizing further success stories.
o Review the entire situations beyond conducting stakeholders' analyses in fulfilling the expectations of stakeholders including beneficiaries and members of the Association.

• Document performances of EPHA in accomplishing activities as per the earlier SPs as background of the new SP for period 2015-2019.
• Specify the best practices out of the implementation and the challenges encountered during the process with recommended solutions.
• Work out the annual implementation plans and the M&E plans.
• Estimate costs and resource needs for the implementation of the proposed SP.

Possibleareas/main topics of the plan document

1. Country Context and Background
2. The strategic planning process / methodology
3. Assessment of Implementation of the previous Strategic Plans
4. Vision, Mission, Values
5. Operating Environment (SWOT/SLOT ANALYSIS)
5.1. External Environment Analysis
5.2. Internal Environment Analysis
5.3. Organizational Structure and Resource Management
6. Main Strategic/Critical Issues
7. Goals, Objectives and Major Activities of SP IV and Related Strategic Issues
8. Implementation Schedule and Costs
9. Detailed Resource need and cost estimation for the implementation of the SP
10. Monitoring and Evaluation Plan
11. Annexes

Timeframe and proposal submission

The evaluation should be completed within 90 days from the award of the contract. Specific implementation procedures and conditions shallbe stipulated in the contract agreement that would be signed between EPHA and the consultant. The consultant should have experiences, skill and knowledge in SP development. The experience is preferred to be in health and health related areas. Qualified consultants should present their technical and financial proposals to EPHA in a sealed envelope within 15 days (before 4:00 PM October 29, 2014) at the following address:

EPHA, Meskel Flower Area, Near Dreamliner Hotel
P.O.Box 7117, Tel. 0114166083/41
Addis Ababa, Ethiopia


EPHA reserves the legal right to accept or reject any or all proposals.