Expression of Interest for Consultancy for Moderation Services Location: Kigali Deadline: Tuesday, 30/09/2025 17:00 As a federally owned enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Federal Government in achieving its objectives in international cooperation for sustainable development. In Rwanda, GIZ has been operating for over 40 years. GIZ Rwanda is active in the areas of sustainable economic development, good governance, climate and energy, and the digital economy. The objective of the assignment is to facilitate (1) team, partner, planning or other workshops and (2) session for feedback to managers for the GIZ portfolio in Rwanda/Burundi. This includes the preparation and facilitation of the session/event, and documentation of results. The facilitation shall be organized in presence or conducted online through MS Teams. The service shall be conducted in English or Kinyarwanda/Kirundi. 2. Tasks to be performed by the contractor The contractor is responsible for providing the following services: 2.1. Moderation of conferences, workshops, trainings and other formats Upon request of GIZ projects, the contractor will work closely with project teams in preparing, conducting and summarizing event formats that require moderation. The objective and details of the workshops will be determined by each project requesting them, but they could for example be used to prepare for or review the implementation of a project phase, develop or update the operational plan, team retreats or a general assembly. The preparation of each assignment includes a kick-off meeting determining a clear definition of tasks and roles of the contractor. In a concept note, the contractor outlines the objectives and procedures of the workshop and drafts a corresponding agenda. The contractor advises on moderation formats and methods. During the event, the contractor moderates the sessions including the facilitation of discussions among the stakeholders using innovative methods. After the event, the contractor documents the results of the workshop/meeting/conference and provides a report. In total, up to 60 consultancy days for moderation (including preparation and debriefing) are calculated. 2.2. Moderation of Feedback to managers sessions Feedback for managers is a mandatory GIZ leadership tool. It aims to support dialogue between staff and their managers, enhance leadership effectiveness, improve collaboration, and thereby increase the efficiency of work processes. All GIZ line managers are obliged to offer their direct reports an opportunity to provide feedback on the managers leadership style. Participation in the feedback is optional for individual staff members. The feedback takes the form of a moderated group discussion that is prepared using the feedback questionnaire. Each staff member fills in the feedback form which are subsequently evaluated anonymously by the moderator. The moderator initially discusses the evaluation findings separately with the manager and the staff members. He/she prepares participants for the joint moderated feedback discussion. The moderator documents in writing any agreements reached in the form of key feedback outcomes and sends them to the manager. The contractor undertakes to treat the content of feedback to managers in the strictest confidence. Each feedback session will approximately 3 consultancy days (1,5 day preparation, 1 day implementation, 0,5 days documentation). In total, up to 30 feedback to managers sessions (total 90 consultancy days) are calculated. In addition to the reports mentioned above and required by GIZ in accordance with the AVB, the contractor submits the following reports: Brief quarterly reports on the implementation status of the services separated by (5-7 pages) Certain milestones, as laid out in the table below, are to be achieved during the contract term: Milestones/process steps/partial services Deadline/place/person responsible Development of template Concept Note and template Agenda, template documentation/report (1.1) 30.09.2025 Interim report on assignments for moderations and feedback to managers sessions 31.12.2025 Interim report on assignments for moderations and feedback to managers sessions 30.06.2025 Final report 31.12.2026 Period of assignment: from September.2025 until December 2026. 3. Concept In the tender, the tenderer is required to show how the objectives defined in Chapter 2 (Tasks to be performed) are to be achieved, if applicable under consideration of further method-related requirements (technical-methodological concept). In addition, the tenderer must describe the project management system for service provision. Note: The numbers in parentheses correspond to the lines of the technical assessment grid. Technical-methodological concept Strategy (1.1): The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2). The tenderer is required to present the actors relevant for the services for which it is responsible and describe the cooperation (1.2) with them. The tenderer is required to present and explain its approach to steering the measures with the project partners (1.3.1) and its contribution to the results-based monitoring system (1.3.2). The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4.1) that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed) (1.4.2). The tenderer is required to describe its contribution to knowledge management for the partner (1.5.1) and GIZ and to promote scaling-up effects (1.5.2) under learning and innovation.5 Project management of the contractor (1.6) The tenderer is required to explain its approach for coordination with the GIZ project. In particular, the project management requirements specified in Chapter 2 (Tasks to be performed by the contractor) must be explained in detail. The tenderer is required to draw up a personnel assignment plan with explanatory notes that lists all the experts proposed in the tender; the plan includes information on assignment dates (duration and expert days) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule. Further requirements (1.7) During the assignment the contractor will work with diverse teams in terms of gender, nationality, languages, GIZ employees, partners, training participants. 4. Personnel concept The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment. Team leader Main Moderator/Facilitator Tasks of the team leader Overall responsibility for the advisory packages of the contractor (quality and deadlines) Coordinating and ensuring communication with GIZ, partners and others involved in the project Personnel management, in particular identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting local and international short-term experts Regular reporting in accordance with deadlines Qualifications of the team leader main moderator/facilitator Education/training (2.1.1): university degree in journalism, political/social sciences or any related field Language (2.1.2): C2-level language proficiency in English Language (2.1.2): B2-level language proficiency in French Language (2.1.2): A2-level language proficiency in Kinyarwanda/Kirundi General professional experience (2.1.3): 10 years of professional experience in the moderation & facilitation of workshops sector Specific professional experience (2.1.4): 5 years in organizational development Leadership/management experience (2.1.5): 5 years of management/leadership experience as project team leader or manager in a company Regional experience (2.1.6): 10 years of experience in projects in East Africa (region), of which 5 years in projects in Rwanda (country) Development cooperation (DC) experience (2.1.7): 5 years of experience in DC projects Other (2.1.8): Evidence of training certificates for diversity OPTIONAL: Expert pool with minimum 1, maximum 3 members The pool of experts is optional. In case no expert pool is proposed, it will not be weighted in the overall technical assessment. For the technical assessment, an average of the qualifications of all specified members of the expert pool is calculated. Please send a CV for each pool member (see below Chapter 7 Requirements on the format of the bid) for the assessment. Tasks of the short-term expert pool Support the Team Leader Main Moderator/Facilitator in the setup of the event space Support the Team Leader - Main Moderator/Facilitator with the documentation Support the Team Leader - Main Moderator/Facilitator with translation Qualifications of the short-term expert pool Education/training (2.6.1): Bachelor Degree or High school Diploma with current enrollment in a university program Language (2.6.2): Englisch experts with C1-level language proficiency in English Language (2.6.2): Englisch experts with B1-level language proficiency in French Language (2.6.2): Englisch experts with C2-level language profic Tender Link : https://www.jobinrwanda.com/job/expression-interest-eoi-consultancy-moderation-services
