1  Background  

1.1   About ACBF  

The African Capacity Building Foundation (ACBF) was established in 1991 to build sustainable human and institutional capacity in support of Africa’s development. ACBF strengthens capacity development across the continent through investments in capacity building, knowledge sharing, and technical assistance to countries, as well as regional and sub-regional organizations.
ACBF’s approach focuses on identifying and addressing capacity gaps while ensuring stakeholder ownership, sustainability of interventions, and alignment with other development funding institutions. The Foundation is a product of collaboration between African governments and the international donor community.

As the African Union’s Specialized Agency for Capacity Development, ACBF’s mission is to secure Africa’s future by building sustainable human and institutional capacity to drive economic growth, enhance governance, and foster long-term development

1.2    About the project

ACBF is implementing a project aimed at strengthening the institutional capacity of six Africa-based institutions specializing in biomedical research and development. This investment is driven by the challenges in drug research and vaccine development in Africa, which were highlighted during the COVID-19 pandemic. The project underscores the urgent need to enhance Africa’s sovereignty in drug research and vaccine development. Through this initiative, ACBF seeks to fortify these institutions by strengthening their institutional capacity and advancing skills development, ensuring they are better equipped to fulfil their mandate effectively. 

ACBF has identified the African Institute of Biomedical Science and Technology (AiBST), a biomedical institute for biomedical research and education, which combines scientific discovery with real-world solutions to transform healthcare on the continent, as one of the beneficiary institutions of the project. AiBST is based in Harae, Zimbabwe

2   Assignment Objectives 

• To develop a Program Management Framework that outlines the guiding principles, structures, and methodologies for program execution, governance, and performance monitoring.
• To develop a Program Management Manual that provides practical procedures, tools, and templates for managing research programs within the institute.
• To ensure that both the framework and manual align with international best practices in biomedical research and program management.
• To enhance program efficiency, accountability, and sustainability by institutionalizing a standardized approach to program implementation.

3   Scope of Work  

For this framework and manual to contribute to the strengthening of the governance, enhance operational efficiency, and ensure that AiBST program management is in alignment with best practices in biomedical research, the consultant is expected to undertake the following tasks:

a. Review existing programme management system or operational procedures and practices at AiBST

• Conduct a needs assessment to evaluate the current program management practices, gaps, and institutional requirements.
• Review relevant documents, including existing policies, strategic plans, governance structures, and compare with international best practices in biomedical research program management.
• Review the existing programme management software solution at AiBST, if any, and recommend a suite of solutions that addresses current limitations in project governance, management, and reporting  

b. Develop a Program Management Framework, covering but not limited to:

• Governance and decision-making structures
• Program lifecycle management (initiation, planning, execution, monitoring, and closure)
• Risk management and compliance frameworks
• Stakeholder engagement and communication strategies
• Performance monitoring and evaluation mechanisms
• Align the Framework with organizational strategy and objectives.
• Ensure the Framework is adaptable to different types of programs and contexts.

c. Develop a Program Management Manual, detailing but not limited to:

• Standard operating procedures (SOPs) for program implementation -Develop detailed procedures for each phase of the program management lifecycle.
• Templates and tools for program planning, reporting, and performance tracking
• Financial and procurement management processes
• Compliance, ethics, and regulatory requirements specific to biomedical research
• Knowledge management and learning processes
• Recommend an organization-appropriate programme management solution that can be scaled up to an enterprise solution to be used to manage all of the targeted institution’s programmes and projects within the various departments and units, providing a framework of managing centralized project functions.

d. Train AiBST Staff on the operationalization of the Program management Framework and Manual developed. The training will amongst other issues focus on: 

• Improving staff’s understanding of the concepts and techniques of Programme Management Framework and Manual developed, through customised training activities.
• Develop a standardized project management training curriculum to provide new programme officers with the skills required to competently execute projects, in alignment with AiBST’s Program management Framework.

e. Conduct consultations and validation workshops with key stakeholders to review and refine the framework and manual.
f.  Finalize and submit the comprehensive Program Management Framework and Manual incorporating feedback from stakeholders.

4  Deliverables  

• Inception Report spelling out the understanding of the assignment, methodology and timelines.
• Needs Assessment Report summarizing findings from document reviews, stakeholder consultations, and gap analysis.
• A Programme Management Framework and Manual Training Manual for each module to be delivered, with proposed content outline and methodology for delivery.  
• Delivery of the trainings on how to use the Framework and Manual
• Report on programme management trainings delivered.  

5  Tentative Timeframe for the deliverables 
The provisional start of this assignment is 01 May 2025, with the expected end date being the 30th of June 2025  

 ***NOTE: Please include the above table as part of your Financial Proposal. All financial proposals should be submitted separate from the Technical Proposal and encrypted with a password

6    Qualifications and experience of the team    

This section outlines the minimum expected team composition. The consultancy may propose additional team members based on capacity and discretion on the specific demands of the assignment.

Lead Expert  

• At least Post Graduate qualification in Programme/Project Management, Organizational Development, Business Administration, or related discipline. Qualification in Public Health, and or Biomedical Sciences, is an added advantage.
• 5 years of relevant experience in Programme management, preferably in the non-profit sector.
• Experience in designing and institutionalizing a customized Programme Management Framework using the RBM Approach.   
• Experience in leading project teams and managing projects, especially in a consultancy setting.
• Strong knowledge of international best practices in biomedical research program management.
• Expertise in capacity development, monitoring and evaluation, and institutional governance.
• Excellent verbal and written communication skills in English and a demonstrated competency to interact with people at all levels of the organization.
• Experience with fund-raising and grant making institutions

 Program Management expert 

1. At least Graduate qualification in Programme/Project Management, Organizational Development, Business Administration, or related discipline.

• A minimum of 5 years of relevant experience in programme/project management, preferably in the non-profit sector. Experience in Public Health, and or Biomedical Sciences program management is an added advantage.

1. Experience in designing and institutionalizing a customized Programme Management Framework using the RBM Approach.
2. Excellent verbal and written communication skills in English and a demonstrated competency to interact with people at all levels of the organization
3. Proven capacity to manage projects especially in a consultancy setting

Monitoring and Evaluation expert 

1. At least Graduate qualification in Monitoring and Evaluation, Statistics, Program/Project Management, Development Economics or any related discipline.
2. A minimum of 5 years of relevant experience in Project Monitoring and evaluation, preferably in the non-profit sector
3. Experience in designing and institutionalizing M&E Systems for effective project management and performance evaluation
4. Excellent verbal and written communication skills in English and a demonstrated competency to interact with people at all levels of the organization
5. Proven capacity to manage projects, especially in a consultancy setting.

7    Budget

A lump sum fee will be offered for the assignment. However, interested consultants should be aware that this is a low-cost assignment with a limited budget

 8    Evaluation Criteria

Proposals will be evaluated based on a Least Cost Selection Method. The following criteria will guide the technical evaluation.  The technical evaluation committee shall consider the technical proposals based on their responsiveness to the Terms of Reference, with a minimum technical score required of 70 points.   

9    Location and Working Arrangements 

This assignment is expected to be conducted physically. Some meetings can be conducted remotely, depending on the agreed modalities by AiBST and the Service Provider.  The Consultant will be given access to relevant information and contacts (e.g., stakeholders who may be interviewed) necessary for execution of the tasks under this assignment. The Consultant will be responsible for providing working stations (i.e., laptop, internet, phone, scanner/printer, etc.,) to the experts and have access to reliable internet connection. 

The consultant will work under the general guidance of the Head of Special Programs, who will serve as the focal person for all communications. The consultations will be onsite; therefore, availability during the working hours of the ACBF Head Quarter Office in Harare (0800 – 1700 GMT+2) is required. The consultant will seek input from and regularly liaise with the Special Programs team for all important matters related to the assignment throughout the period of its implementation.  

10     Application process

The application should include:

1. A cover letter outlining how the firm meets the above qualifications.
2. A technical proposal to ACBF interpreting the terms of reference and elaborating the consultancy methodology and design, level of effort required to fully deliver the assignment, and with a work plan and budget (cost application) for undertaking the assignment.
3. Brief overview of consultant or and the skills and experience they would bring to assignment
4. The consultant's CVs
5. Copies of three similar assignments undertaken in the last 5 years and contacts of the clients, contact details of three referees from organizations that have recently contracted the consultant to similar or related work for the last 5 years.
6. A financial offer with an encrypt password and a detailed breakdown of costs, disclosing all relevant budget items for completing this assignment. As per the table above under 5.

Language

All reports should be written in English, single spacing font size 12, Times New Roman and submitted as both word and pdf versions.

Consultancy firms are being requested to submit their technical & Financial proposals with the subject clearly marked, REoI Process No.: <>ACBF/ REoI/ 003/25/SPIA AiBST - “Provision of Consultancy Services to train and Support the Design of an Institutional Programme Management Framework and Manual Using Results-Based Management (Rbm) approach for the African Institute of Biomedical Science and Technology” to email address: submission@acbf-pact.org on or before 17.00 hours (local Harare time), on 29 April 2025