STTA Restructuration and Organization of the Wadata RFSA SharePoint Platform and Training for Staff

Niger
Temporary
Experienced

Company Background: Kaizen, A Tetra Tech Company, is an incubator for innovative, scalable solutions that address emerging market challenges and opportunities. Our proven solutions catalyze locally driven organizational and institutional performance improvements and establish communities of practice that facilitate peer-to-peer learning and achievement of shared goals. We leverage existing knowledge, technology, media, and local peer networks to support local reforms. Since our inception, we have provided support to more than 100 government, private-sector, and non-profit organizations in markets worldwide. We have created solutions that achieve outcomes across a broad range of sectors including education, governance, economic growth, environment and water, energy, and global law enforcement.

Kaizen is part of a four-member consortium, led by Save the Children, implementing the Wadata Resilience Food Security Activity (RFSA) to sustainably improve food security and resilience among extremely poor and chronically vulnerable households in the Zinder region of Niger. Kaizen contributes its expertise in knowledge management, communication, collaboration, learning and adaptation (CLA), and innovation.

 

Description of Activity: The Wadata Activity, a 5-year, $50M USAID/Bureau for Humanitarian Assistance -funded Resilience Food Security Activity, will support approximately 27,850 households with 195,000 total participants across four communes in the Zinder region (Guidiguir, Damagaram Takaya, Guidimouni, and Mazamni). Wadata will sustainably improve food security and resilience through layered interventions targeted to communities, households, and individuals. Wadata is currently being implemented in 683 rural communities dispersed throughout the four project communes by 50 field agents, 28 supervisors, and 20+ technical coordinators and managers.   

At the end of the first two years of intervention implementation, the Wadata Activity conducted a participatory digital capabilities assessment with the staff which investigated the demands (goals and needs) and supply (existing systems and limitations in current digital use, including capabilities and practices) and identified areas where Wadata could improve its use of digital through better use of existing digital tools (mobile phones, individual Android tablets and laptops) and applications to facilitate communication, enhance management and achieve its data collection, program delivery, and learning goals. One of these areas to improve is digital tool use for information and knowledge sharing and management.

Wadata has a simple SharePoint structure consisting of a series of folders where staff can place program documents. Since most of the folders have very few or no documents and staff are unfamiliar with the use of the site, it does not serve as a repository nor reference for information sharing. The majority of Wadata staff have access to MS Office 365 applications including SharePoint and TEAMS. Staff with MS Office 2016 are being migrated to MS Office 365 while some staff are still working with MS Office 2019.

Expanded use of other MS Office 365 Applications to facilitate communication, information sharing, and program planning is being addressed by a parallel consultancy for short-term technical assistance while the restructuration of Wadata’s SharePoint site and capacity building for expanded use of site is the focus of this consultancy.

Position: Kaizen seeks to recruit a Short-Term Digital Expert to provide remote and/or in person technical support to the Wadata Activity.  

Duration: The assignment is expected to start in August and is estimated to take no more than 20 days of effort over 2 months.

Description of Position: The Wadata Activity seeks a qualified expert(s) to assist Wadata staff to better use SharePoint to manage access to information, knowledge sharing and use of learning from program activities and other resources.

Scope of Work:

The consultant will engage in the following activities:

  1. Conceptualization and redesign the Wadata SharePoint site to facilitate and optimize use of SharePoint.
    • The new site should include typical elements of a SharePoint Team Site such as
      • a news and announcements page that can be regularly updated with important information;
      • special document libraries;
      • links to such applications as Outlook, Teams, and Planner;
      • and search and content management functions.
    • The new site should also be optimized for use in low bandwidth settings and use other applications (e.g., OneDrive sync client) where necessary to address this issue
  2. Restructuring of the existing SharePoint site including links to sync with new and existing TEAM channels, and Outlook and Planner tools
  3. User testing and troubleshooting after the initial development for “debugging”/updating before the full-staff user training
  4. Development of an implementation plan, including a security plan as well as easy to use and simple users guides and/or tutorials to train and support Wadata staff in the use of Wadata’s SharePoint. Materials should be developed for both SharePoint Site Owners and SharePoint Users and should be in French.
  5. Development of a training plan and training curriculums and training of key Wadata staff on use and management of the new SharePoint site. Training should be tailored to the various roles: SharePoint Site Collection Administer, SharePoint Site Owners and SharePoint Users. Basic training for Users should include an understanding of lists and libraries, how to create, upload, download, and delete documents, co-creation and sharing of documents, use of search functions and use of specific features of the Wadata site. Basic User Training can be short pre-recorded sessions that can be auto executed by individuals or used by Site Collection Administers or Site Owners to conduct group training for other staff. In addition to basic training on how to use the site, more in-depth training for the SharePoint Site Collection Administrators and Site Owners should include managing users and permissions and settings, customizing lists and libraries, configuring content organizing and search settings, managing sync functions and workflows, restoring deleted items from the recycled bin and management of specific features of the Wadata site. These advanced trainings should be live (in-person or virtual) trainings of approximately14 and 7 hours respectively.

The activities in this SOW are designed to complement and integrate with other activities focused on expanding use of other MS Office 365 Applications. The consultant will communicate and coordinate the design and advancement of the work on SharePoint with the other consultant(s) engaged by Wadata for short-term digital technical assistance. The final SharePoint site should link with the TEAMS, Outlook and Planner sites and tools developed in parallel.

Background Reading:

For further information on the context and digital use by and needs of the Wadata program and staff, a copy of the report and recommendations from the preceding digital capabilities and use assessment will be provided.  

Description of Deliverables:

  • Overview of the architecture of a new SharePoint site for Wadata that shows the structures of hubs and folders, etc.
  • Newly organized and expanded SharePoint for Wadata including an implementation plan and security plan
  • Training plan, training curriculums, and user guides and/or tutorials to support training and use of the site
  • Live training for 15 staff as SharePoint Site Collection Administers and Owners

Qualifications and Experience:

Required

  • Knowledge of digital tools/methods for program implementation, knowledge sharing, and/or learning
  • Experience with use of digital capabilities in bandwidth constrained, resource poor, low educational attainment, rural settings
  • Demonstrated expertise with Office 365 applications, particularly SharePoint
  • Fluency in written and spoken French
  • Experience with digital learning delivery, particularly for adults

Application Requirements

Qualified applicants should submit resume/CV outlining their qualifications and suitability for the assignment, a maximum three-page proposal and calendar demonstrating understanding of the Terms of Reference and describing the proposed methodology, samples of previous work as well as contact details for three professional references. Applications are due August 8, 2022. Applications will be reviewed on a rolling basis, and only finalists will be contacted. Kaizen reserves the right to recruit none or multiple applicants.

At The Kaizen Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. The Kaizen Company is an equal opportunity employer.

 

For candidates applying for positions based in Kaizen's office in Washington, DC, we utilize career.place to mitigate bias in the recruitment process. Upon submitting an application, candidates will receive an email from career.place, prompting them to go through the anonymous screening. In order to be considered for a role, candidates must respond to career.place and proceed with the application. We do not currently use career.place for project positions outside of the United States.

At Kaizen, A Tetra Tech Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. Kaizen is an equal opportunity employer.

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