Consultancy service for designing change management and communication strategy — Judiciary of Zanzibar

THE JUDICIAL OF ZANZIBAR

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES – INDIVIDUAL SELECTION)

CONSULTANCY SERVICE FOR DESIGNING CHANGE MANAGEMENT AND COMMUNICATION STRATEGY

Contract Reference No: TZ-JOZ-463294-CS-INDV

Issue Date: 4th December, 2024

The Government of United Republic of Tanzania represented by Revolutionary Government of Zanzibar under the Judicial of Zanzibar has received a credit from the International Development Association (IDA) in the amount of US$ 30 million towards the cost of Zanzibar Judicial Modernization Project (Zi – JUMP), and intends to apply part of the credit proceeds for payment under the contract for consultancy service for designing change management and communication strategy.

Some specific tasks to be performed the contract period is 4 months, and will include but not be limited to the following:

• Phase 1: Assessment and Planning

Tasks:

• Conduct Stakeholder Analysis

• Identify Key Stakeholders: List all individuals and groups impacted by the change (e.g., employees, management, customers, suppliers).

• Define Roles: Clarify the roles and responsibilities of each stakeholder in the change process.

• Assess Concerns and Expectations: Gather information on stakeholders' concerns and expectations and assess their level of participation, interest, and influence in the project and how the change will affect them.

• Conduct change impact analysis to understand how the change will affect different parts of the organization.

• Conduct a change impact analysis to understand how the change will affect different parts of the organization.

• Conduct a Change Readiness Assessment

• Evaluate Current State: Analyze the organization's current state regarding the proposed changes, including culture, processes, and technology.

• Identify Anticipated Changes: Identify the extent of anticipated change to assess the readiness for change and reform.

• Barriers to Change: Pinpoint potential obstacles that may hinder the implementation of the changes.

• Assess Resources: Evaluate the resources (human, financial, technological) available and necessary for successful change implementation.

• Readiness Survey: Create and distribute a survey to assess employee readiness and willingness to embrace change.

• Define Objectives and Desired Outcomes

• SMART Objectives: Establish Specific, Measurable, Achievable, Relevant, and Time-bound objectives for the change initiative.

• Outcome Expectations: Clearly articulate what success looks like post-implementation and how it will be measured.

Output:

• Situation Analysis Report identifying objectives and outcomes.

• Phase 2: Strategy Development

Tasks:

Change Management Strategy:

• Define the vision including describing how the future will be different and specific goals for the change. as well as creating a sense of urgency for the reform/change

• Identify key areas for improvement and develop a detailed change management plan.

• To design and develop a comprehensive Change Management Strategy that develops a structured approach to introduce and manage change with JoZ.

• Outline Transition Steps: Develop a step-by-step plan that details the necessary actions for transforming from the current state to the desired future state.

• Celebrate Milestones:

• Establish milestone criteria: define specific milestones and achievements that will be recognized throughout the change process.

• Create celebration framework: Develop a structured framework outlining how and when celebrations will occur, including:

• Regular Check-Ins: Schedule quarterly or monthly meetings to review progress and recognize achievements.

• Recognition events: Organize events to celebrate key milestones and share success.

• Develop a Mechanism to discuss change, and support the new process/behaviors, and new practices.

• Develop a risk management plan to address potential challenges.

• Design comprehensive training material to provide an introduction and overview of change management to JRDU and OS Owner.

• Create a detailed implementation roadmap with timelines and milestones.

• Monitoring Mechanism: Set up mechanisms to track the implementation of the strategy and measure its effectiveness.

Communication Strategy:

• Define communication goals and objectives.

• Identify target audiences and tailor messages accordingly through stakeholder engagement.

• Analyze the current communication landscape within the Judiciary of Zanzibar and with key stakeholders, and identify areas for improvement.

• Design a comprehensive communication strategy that focuses on internal communication, public engagement, media relations, and digital communication.

• Provide practical tools and resources to support the implementation of the communication strategy.

• Identify the most effective communication channels depending on the stakeholder as well as the message being communicated.

• Establish feedback mechanisms to collect stakeholder input and question loops for continuous improvement.

• Develop a crisis communication plan to handle unexpected issues.

Output:

• Communication and Change Management strategy including Risk Management Plan and Implementation Roadmap

• Training Materials to provide an introduction and overview of change management

• Phase 3: Implementation, Monitoring and Evaluation

Tasks:

• Launch Change Initiatives: Begin implementing the planned changes according to the timeline.

• Conduct training sessions and provide ongoing support to staff.

• Monitor Progress: Track the implementation against defined objectives.

• Define and track key performance indicators (KPIs) to measure the success of the strategies.

• Review and adjust the strategies based on feedback and performance data.

• Make necessary adjustments based on feedback and evaluation results

• Develop a continuous improvement plan to ensure ongoing refinement and adaptation.

Output:

• KPI Reports

• Implementation support and evaluation

The Judicial of Zanzibar now invites eligible individuals (“Consultants”) to indicate their interest in providing the Services. Interested Consultants must provide information indicating that they are qualified to perform the services (CV’s, description of similar assignments and experience in similar conditions).

Selection will be based on qualifications and experience stipulated below:

The Consultant should possess the following qualifications:

• Educational Background:

Master's degree in Public Administration, Mass Communication, Management, Organizational Development, or a related field. A doctorate or specialized qualifications in change management and Mass communication can be an added advantage.

• Professional Experience:

At least 7 years of proven experience in designing, developing, and implementing change management strategies and Communication strategies;

Demonstrate experience in designing and implementing change management and communication strategies within public or private sectors, Judicial institutions, or any legal institutions; and Submit recent curriculum vitae

• Key competencies:

Skills in engaging with diverse stakeholders including Government officials, Judiciary staff, citizens, etc;

Excellent written and verbal communication in Swahili and English and a strong ability to conduct presentations and workshops;

Understanding sensitivity to the cultural and social dynamic of Zanzibar to ensure the strategies are appropriate and effective within the Judiciary; and Computer literacy.

• Interpersonal skills:

Strong teamwork skills and the ability to collaborate effectively with various teams and departments.

Ability to lead and influence change initiatives, working effectively with both senior leaders and staff.

Ability to work collaboratively with diverse teams and stakeholders.

Ability to deliver high-quality work within agreed timelines,

• Proven Success:

Demonstrated success in previous change management projects, and communication strategies particularly those that resulted in measurable improvements in organizational effectiveness and citizen satisfaction.

The attention of interested individual Consultants is drawn to Section VII, paragraphs, 7.36, 7.37, 7.38 and 7.39 of the World Bank’s “Procurement Regulations for IPF Borrowers” dated Fifth Edition September 2023, setting forth the World Bank’s policy on conflict of interest. Please refer to paragraph 3.14 of the Procurement Regulations on conflict of interest related to this assignment which is available on the Bank’s website at http://projectsbeta.worldbank.org/en/projects-operations/products-and-services/brief/

An Individual Consultant will be selected in accordance with the Individual Consultant Selection (ICS) method set out in the Procurement Regulations.

Further information and the detailed Terms of Reference (ToR) for the assignment can be obtained electronically at the following email addresses, from Mondays to Fridays, from 07:30 am to 03:30 pm East Africa time:

Website: www.judiciaryzanzibar.go.tz

Email: [email protected]

Expression of Interest; clearly marked consultancy service for designing change

management and communication strategy, must be delivered in a written form

to the address below (in hard and electronic/email copy) on or before 10:00 a.m.

Local Time, on 18th December, 2024. Bids will be publicly opened in the presence

of the bidder’s designated representatives and any who choose to attend at the

address below at 10:30 am of Wednesday, 18th December,2024 at Second Floor

Room No. 208. Only One (1) shortlisted candidate will be contacted.

Attn: Secretay of Tender Board

Judicial of Zanzibar

P.O.BOX: 160

TEL: 024-2230182

FAX: 024-2232720

214 Tunguu Road

First Floor Room No. 109

70491 South Unguja

Zanzibar, Tanzania

Email address: [email protected]

[email protected]

Website: