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( EoI) Technical Assistance to Support the Recruitment and Change Management Process for the new IT Function of the Government of Rwanda Public Sector

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 Expression of Interest ( EoI) Technical Assistance to Support the Recruitment and Change Management Process for the new IT Function of the Government of Rwanda Public Sector

 Introduction

 The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology).

I.    Background

Digitalization is critical for the transformation of government procedures, processes, and service delivery towards greater efficiency of Government.

Following the Cabinet decision, of the 30th of June 2020, approving new organizational structures for Public institutions in a bid to increase efficiency and improve delivery in the Public Sector; the new structures consist of a revamped and optimized hybrid IT functions across the entire public sector including new structures for RISA and MINICT.

The new IT organization structure is organized around the “Sector” concept for consolidating the IT strategy and implementation of ICT programs across institutions represented within a sector. The Sector consolidation approach promotes the optimization of available IT resources including human, material, and financial resources as well as strong data governance to drive improved reporting and business insights. In this new setup, a single IT Team will be formed and will support all the institutions within each Sector (Ministry and all the affiliated institutions). 

The new approach is expected to resolve the issues around siloed implementation of IT projects, accelerating the pace for integration of IT systems and simplification of services towards more “citizen-centric” service provision, improved efficiency, and reduced recurrent costs. This streamlined outfit for the IT function across government intends to achieve the following specific objectives:

  • Streamlined IT planning and implementation across institutions with a shared mandate
  • Accelerating the Government of Rwanda’s digital transformation while promoting data-driven innovation.
  • Promoting standardization for achieving efficient service delivery across the entire Government while at the same time realizing a better control of IT expenditure.
  • Consolidating and modernizing technology platforms whilst ensuring smooth integration
  • Increased efficiency and effectiveness of sector performance when it comes to adopting and embedding digital technologies in their mainstream work.
  • Promoting excellence and convenience for both IT and non-IT personnel
  • Greater consistency and satisfaction for the end-users through the introduction of better citizen-oriented design principles
  • Stronger data governance to drive best-practice in intelligent reporting and business insights

II.    Current Status and Support Needed

The new structures have been published in the official gazette of the Government.  The next steps will focus on conducting recruitment as per the published new structures.

The Ministry of Public Service and Labor subsequently published the Ministerial Instruction No. 01 of 21/08/2020 determining modalities for new placement and recruitment of public servants after 2020 rationalization of Public Institutions. In these instructions, the placement of IT staff will be carried in collaboration with employing institutions. MINICT together with its implementing agency RISA together with respective institutions will design and conduct tests and interviews for staff. The placement will be based on successfully passing the tests and the interviews.

Placement and hiring of IT staff in public institutions with rationalized IT structures is under the responsibility of MINICT and RISA. IT staff are subject to fresh placement based on competence-based assessment (combination of tests and interviews.

It is estimated that around 300 IT positions need to be filed within 9 months. Recruitment process will involve preparing the Recruitment Plan, delivering exams, and conducting interviews. 

Once staff are recruited, MINICT and RISA will also be responsible to oversee the transition (knowledge transfer) and execution of a change management plan.  

Considering the number of positions to be recruited and the volume of work needed to ensure a smooth transition to the new IT function in the Government, there is a need for support in form of Technical Assistance for conducting the needed recruitment, staff onboarding, and implementing a change management programme that will guarantee the successful outcome of the new IT roles.

III.    Scope and Objectives of the Technical Support

a)    Recruitment

The individual consultant or consultancy firm will utilize his/her expertise in managing and coordinating recruitment processes on the available vacancies. The scope of the work will include both the internal and external recruitments with the following tasks:

  • Coordinate all efforts aimed at preparing written exams. Setting up appropriate panels of interviewers and questions to guide interviews.
  • Coordinate and support running interviews through psychometric tests (verbal and numerical reasoning) and oral interviews
  • Coordinate and support drafting and holding written test exams and Interview questions in English and French.
  • Prepare recruitment reports on recommendations for interviewed candidates to management for a final decision on successful candidates.

b)    Change Management

The individual consultant or consultancy firm shall assist RISA and MINICT to implement the change management plan that shall include the following activities:

  • Put in place a Transition Plan and Communication Strategy for the new IT Function
  • Project Management and Quality Assurance for implementing the new IT Function

IV.    Estimated duration of the Assignment

The duration of the assignment is from November 2020 to June 2021 as per below estimated expert days

Objective (Tasks)     

estimated timeline

(expert days)

Coordinate all efforts aimed at preparing written exams. Setting up appropriate panels of interviewers and questions to guide interviews

up to 10

Coordinate and support running interviews through psychometric tests (verbal and numerical reasoning) and oral interviews

up to 30

Coordinate and support drafting and holding written test exams and Interview questions in English and French

up to 20

Prepare recruitment reports on recommendations for interviewed candidates to management for final decision on successful candidates

up to 12

Put in place a Transition Plan and Communication Strategy for the new IT Function

up to 40

Project Management and Quality Assurance for implementing the new IT Function

up to 20

total estimated expert days

up to 132

V.    Qualification Requirements

The consultant must have provided the same or similar services with certificates of service and should be familiar with Public Service Recruitment Processes in Rwanda. The consultant must have strong managerial and communication skills and a record of achieving results.

Specifically, the consultant should have the following qualifications:

  • Knowledge of Rwanda’s labor environment – Law N°86/2013 of 11/09/2013 establishing the general statutes for public service, Law N° 66/2018 of 30/08/2018, regulating labour in the Rwanda Presidential Order N°144/01 of 13/04/2017 determining modalities for recruitment, appointment, and nomination of public servants and the Labour market statistics in Rwanda.
  • A proven recruitment experience of at least 5 years for government institutions.
  • Proven recruitment experience of at least 3 similar assignments – recruiting senior Officials, Professionals, and junior positions, backed by certificates of good performance/service.
  • Utilization and experience in a modern electronic profile assessment – Psychometric tests and E-recruitment providing details of which methods to be used.
  • Project Management and Institutional development expertise.

VI.    Reporting Requirements

The consultant will report to the PS/MINICT.

VII.   How to apply

EoI will be evaluated based on the following criteria:

  • Company or individual profile,
  • Relevant experience,
  • Company strategies to assure agility, flexibility, and responsiveness,
  • Personnel and,
  • Financial offer.

 Submission of EoI

Only individual consultant or consultancy firm registered in Rwanda are eligible to apply to this assignment.

The EoI should contain the following:

For Technical Proposal:

  • A Cover letter expressing interest in this assignment;
  • Technical Proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed clear methodology, on how will be your approach and complete the assignment;
  • The CVs shall not exceed 4 pages.
  • Company registration certificate (RDB) if available
  • VAT registration certificate if available
  • Proof of successful completion of related assignments.
  • Latest tax clearance certificate

For the Financial Proposal: 

The Financial Proposal indicates the all-inclusive total contract price, supported by a breakdown of all costs. The cost must be in RWF and VAT excluded.

Please submit your EoI documents in two separate envelopes (1 for technical offer and 1 for a financial offer) until the latest Wednesday 28 October 2020 at 4:00 pm, at the front desk of:

 GIZ Office Kigali/Rwanda

KN 41 Street / Nr.17 – Kiyovu

B.P 59 Kigali – Rwanda

GIZ reserves all rights