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TERMS OF REFERENCE (TOR) MANAGEMENT OF BUSINESS INCUBATOR IN MOGADISHU

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  • Full-Time

Job Description

 BENADIR REGIONAL ADMNISTRATION

Local Government of Mogadishu

TERMS OF REFERENCE (TOR)

MANAGEMENT OF BUSINESS INCUBATOR IN MOGADISHU

BACKGROUND

Over 1.1 million people, or nearly 10% of the Somali population live in protracted internal displacement. Another 1 million Somalis are in displacement in neighboring countries, bringing the total displaced population to approximately 20% of the current estimated population of Somalia.

The EU-REINTEG is an EU-sponsored programme, implemented by three UN agencies (UN-HABITAT, UNCHR and UNDP) and their implementing partners, including the Benadir Regional Administration (BRA) with a view to find sustainable, durable solutions for IDPs in Mogadishu through the provision of basic and protection services, housing and employment. The Programme focuses on:

  • Strengthening relevant governance structures through capacity building and accountability mechanisms to create the relevant sustainability potential for solutions;
  • Implementing innovative, replicable and scalable solutions for basic and protective service delivery and employment;
  • Developing, by the end of the project, a comprehensive and implementable urban durable solution strategy which includes financing schemes for the scale and complexity of Mogadishu’s IDP situation.

As some 67% of IDPs interviewed in Mogadishu identified “starting their own business” as their preferred strategy for securing sustainable employment and working their way out of poverty, UNDP is working towards a series of activities that propose social startups as a possible solution. The potential of social enterprises to address so called ‘bottom of the pyramid’ market opportunities and to reduce income inequality – including disparities between IDPs and their host communities.

Given that the business development services (BDS) plays a crucial role in business startups that create employment opportunities, Mogadishu has limited facilities available for the startups. This is one of the main reasons that the interested women and men, especially youth, do not get opportunity to set up new businesses and improve the new ones. In this context, UNDP, in collaboration with BRA, has, recently, set up a Business Incubator in Mogadishu – which is managed by the BRA, with limited capacity. The incubator has staffed with 4 professionals, who have been recruited and working under the overall guidance from the BRA. These professionals are, as follows: Finance, Communications, IT and Receptionist.

BRA is seeking the services of a qualified consulting firm that is capable of taking over managementfunctions of the newly stablished business incubator during a transitional period of 6 months. Incubation initiatives will focus on setting up and improving businesses in the areas, as follows:

  • Renewable energy
  • Public health
  • Agriculture and food production
  • Water and sanitation
  • Sustainable urban solutions (mobility, infrastructure and waste management)
  • Service sector

SCOPE OF WORK

  1. Overall Objective

The overall objective is to manage the recently set up business incubator effectively and efficiently, so that the business development facility will be able to support to the interested disadvantaged people in setting up new businesses, while improving the existing ones in Mogadishu.

It will also serve as one-stop centre for the needy people to have access to the relevant resources, including information communication technology (ICT). Creativity and innovation will be the part of the process in developing the products and services of the incubator. Strategic partnership with all the relevant stakeholders in public, private and civil society sectors, will be promoted, while managing the facility.

  1. Specific Duties and Responsibilities

The consulting firm, in collaboration with the BRA and other partners/key stakeholders, will undertake the following duties and responsibilities, but not limited to:

1st phase of 1 month:

  • Recruit a Managing Director for the incubator for the total contract period of 6 months, who will undertake the following tasks:
    • Manage the facility and staff
    • Develop a work plan for the coming 5 months, by assessing the business ecosystem and the needs of the business development services
    • Develop (based on the work plan) a staffing structure
    • Develop a budget for the work plan and staffing
    • Develop the financing arrangements of the incubator (part of this is project support, part of this is revenue, e.g. from the restaurant, renting rooms, etc.)
    • Draft the TOR of the incubator management committee and form a committee, comprising the representatives of BRA, UNDP, UN-Habitat and other key partners and act as a secretariat.

2nd phase of 5 months:

  • Hold the incubator advisory committee in a regular interval
  • Approve the developed work plan with budget, staffing structure and financing arrangements, and the TOR of the management committee of the incubator
  • Implement the approved work plan, engaging all stakeholders (government authorities, IDPs and other disadvantaged groups, youth and women, donors, investors, corporates, mentors, advisors and experts).
  • Complement the existing staffing structure with the approved new positions
  • Orient the existing and newly recruited staff of the incubator and familiarize with their roles and responsibilities, aligning with the work plan
  • Manage the facility in all its aspects.
  • Establish synergies between the incubator with the RE-INTEG and other related initiatives
  • Address the management issues and bottlenecks of the incubator timely
  • Develop monthly progress and final reports, with achievements, lessons learned, risks, issues and the way forward in regular basis
  • Develop communication materials and published in the social media.

The tasks and responsibilities of the service provider would be purely for providing management services; and would not include the costs for the implementation of activities that are to be planned in the first phase and then implemented in the 2nd phase.

The management arrangements, that the service provider would need to be able to put in place are, as follows:

  • A Managing Director for a period for 6 months
  • Approved staffing positions for phase 2, i.e. 5 months

Present staffing at Incubator

There are, at present, four staff working for the Incubator. They are: Communications Officer, Finance Officer, IT Officer and Receptionist. The staffing arrangement could be changed, based on the work plan to be developed by the Managing Director/service provider.

Meetings and record keeping

The contractor will hold regular meetings with the incubator management committee (Durable Solutions Unit/BRA, UNDP, UN-Habitat) to discuss on the overall management of the incubator, development of work plan and its implementation and staffing arrangements, as agreed by the committee.

The contractor will record and report to the committee on:

  1. Activities undertaken and achievements, in line with the agreed upon work plan
  2. Problems/bottlenecks encountered and suggested solutions
  3. Risks and their mitigation strategy
  4. Lessons learned and good practices
  5. Logistical, financial and administrative matters
  6. Equipment performance and serviceability
  7. Financial summary
  8. Staff attendance sheets

Premises, Equipment and Furniture Accountability

  1. a) Equipment and furniture: The BRA will provide to the contractor all the existing assets of the incubator, with a comprehensive inventory with details of each item giving specifications and serial numbers where applicable. The contractor will return the assets to the BRA at the end of the contract, with a comprehensive inventory. Any assets purchased through mobilization funds will be inventoried; and all the assets of incubator during the contract period will remain the property of BRA.
  2. b) Damages and losses: The contractor will handle all items provided to him with utmost care. The BRA will be responsible for damage arising from normal wear and tear of the assets.
  3. c) Replacement: Replacement of broken/lost items will be made by the BRA, after a proper assessment by the designated BRA official or his/her delegate and the Contractor’s representative.

Duration of Work

The BRA seeks to enter into a 6-month provisional contract, with possibility of renewable, subject to satisfactory performance and availability of funds.

Location of Work

The services will be provided at the business incubator building, located at the HamarWeyne neighborhood of Mogadishu.

Documents required to be submitted:

  • BRA Registration certificate
  • Company profile
  • Cvs

Qualifications of the service provider

  • At least 4-7 years of experience as a BRA registered organization/firm.
  • The service provider should have adequate resources, including a team of experts who have substantial experience and competencies in the required field.
  • Demonstrated experience in developing strategic organizational plan of high standard and its effective implementation.
  • Experience in managing the entity sustainably
  • Proven knowledge and experience related to entrepreneurship/ private sector development in the country.
  • Experience in managing team effectively and efficiently
  • Excellent networking and developing synergy with the stakeholders, including public, private, civil society sector as well as bilateral or multilateral agencies.
  • Knowledge with BRA/MoM as an institution.

Qualifications of Personnel to be recruited

The Managing Director will be recruited by the service provider in the 1st month of the contract period and the main job description will be, as follows:

Managing Director

  • Overall responsibility for the day-to-day management of the incubator effectively.
  • Develop a workplan for the coming 5 months, by assessing the business ecosystem and the needs of the business development services
  • Develop a staffing structure, based on the workplan
  • Develop a budget for the workplan and staffing
  • Develop the financing arrangements of the incubator (part of this is project support, part of this is revenue, e.g. from the restaurant, renting rooms, etc.)
  • Draft the TOR of the incubator management committee and form a committee, comprising the representatives of BRA, UNDP, UN-Habitat and other key partners and act as a secretariat.
  • Hold management committee meetings regularly and implement the recommendations of the committee timely.
  • Maintain the recordkeeping and develop regular management reports and share with the committee’ members.

The candidate should hold a Bachelor’s or Master’s degree in Business Administration and have five (5) years of similar work experience. The professional must be fluent in Somali and English and have demonstrated strong management, financial, and inter-personal skills, the ability to communicate effectively and to take decisive actions, particularly in crisis/post-crisis situations. Experience in working with a wide range of stakeholders, with excellent negotiation skills.

Additional Staffing positions:

Based on the workplan developed in the first month of the assignment, additional staffing positions will be identified that are needed to implement the workplan. At this point in time the nature of the positions is not yet know. However, a number of possible positions have been identified and the CVs are to be summitted that comply with these positions. Pls note that these positions have been identified to select the firm for the implementation of the assignment. These positions are not necessarily part of the additional personnel requirements that may emerge from the workplan.

The firm is to submit at least one CV and monthly salary estimate for each position that answer to the qualifications:

Position Qualifications
Business Coach/ Mentor

 

●                     Assessing business ecosystem and mapping out the stakeholders and resources

●                     Assisting in developing startups and improving the existing businesses in the areas of strategy, business plan development, market analysis, company registrations, access to microfinance/grants and other resources.

●                     Understanding requirements of startups and build a mentoring relationship through the mentor pool.

●                     Defining deliverables, their timelines and monitor progress of startups.

Community Manager

 

●                    Welcome visitors to the Hub and give them a tour with the help of the team

●                    Plan and manage events with the Hub manager from start to finish according to requirements, target audience and objectives

●                    Prepare budgets and ensure adherence

●                    Source and negotiate with vendors and suppliers

●                    Lead promotional activities for the event

●                    Ensure event is completed smoothly and step up to resolve any problems that might occur

●                    Analyze the event’s success and prepare reports

Hub Manager ●                    Overall day-to-day logistical management of the incubator space

●                    Be in charge of hiring of the space to both long-term resident agencies and individual events

●                    Ensure overall operationality of all equipment in the building

●                    Ensure appropriate awareness and compliance with security, fire and safety arrangements

Business trainer ●                    Asses training needs for start-up businesses

●                    Develop a training agenda

●                    Develop individual training events for start-up businesses

●                    Implement individual training events (either providing the training or sourcing specialist trainers for specific subject matters)

●                    Evaluate and report upon training events

Payment:

The payment to the service provider should be made on deliverable basis, as per the following matrix.

Deliverables Timeline % of payment
Deliverable #1

Recruited a Managing Director for the incubator; managed the facility and staff effectively and efficiently; developed a workplan for the coming 5 months, by assessing the business ecosystem and the needs of the business development services; developed a staffing structure, based on the workplan to be developed; developed a budget for the workplan and staffing; developed the financing arrangements of the incubator (as part of this is project support, part of this is revenue, e.g. from the restaurant, renting rooms, etc.); drafted the TOR of the incubator management committee and form it, comprising the representatives of BRA, UNDP, UN-Habitat and other key partners and act as a secretariat; submitted a monthly incubator management report.

Within 30 days from signing the contract. 100% of phase 1
Deliverable #2

Held the incubator management committee meeting in a regular interval; approved the developed workplan with budget, staffing structure and financing arrangements, and the TOR of the management committee of the incubator; started to implement the approved workplan, engaging all stakeholders (government authorities, IDPs and other disadvantaged groups, youth and women, donors, investors, corporates, mentors, advisors and experts); complemented the existing staffing structure with the approved new positions; oriented the existing and newly recruited staff of the incubator and familiarize with their roles and responsibilities, aligning with the workplan; managed the facility in all its aspects effectively;  established synergies between the incubator with the RE-INTEG and other related initiatives; addressed the management issues and bottlenecks of the incubator timely; developed monthly progress reports, with achievements, lessons learned, risks, issues and the way forward in regular basis.

Within 90 days from the signing of the contract 33.3% of agreed upon costs for phase 2
Deliverable #3

Continued to implement the approved workplan, engaging all stakeholders (government authorities, IDPs and other disadvantaged groups, youth and women, donors, investors, corporates, mentors, advisors and experts); managed the facility in all its aspects effectively; established synergies between the incubator with the RE-INTEG and other related initiatives; addressed the management issues and bottlenecks of the incubator timely; developed progress report, with achievements, lessons learned, risks, issues and the way forward in regular basis; held regular management committee meetings; tracked the progress; developed monthly progress reports and shared with the partners; and developed at least one communication material on the success story for publication in social media.

Within 120 days from the signing of the contract 33.3% of agreed upon costs for phase 2
Deliverable #4

Implemented the approved workplan, engaging all stakeholders (government authorities, IDPs and other disadvantaged groups, youth and women, donors, investors, corporates, mentors, advisors and experts); managed the facility in all its aspects effectively; established synergies between the incubator with the RE-INTEG and other related initiatives; addressed the management issues and bottlenecks of the incubator timely; held regular management committee meetings and implemented the recommendations timely; tracked the progress;  developed monthly and final reports, with achievements, lessons learned, risks, issues and the way forward; and developed at least one communication material on the success story and published in social media.

Within 180 days from the signing of the contract 33.3% of agreed upon costs for phase 2
100

Submission Deadline:Bidders should submit their proposal before 09/12/2019 at 3:00pm. Late submissions will not be accepted

Please submit documents through e-mail: procurementofficebra@gmail.com copying to ahmedshakurali@gmail.com. Contact +252-615303737

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