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a. Chairperson & Minister (avoiding ‘no surprises’ when critical issues arise)

b. Chairperson & CEO c. Chairperson & Staff d. Board Members & Staff e. Staff & the Media

V. Process for identifying key stakeholders – internally & externally and determining what they need to know

VI. Methodologies for effective stakeholder engagement VII. Clear accountability for stakeholder engagement and relationship

management VIII. Frequency of communication with stakeholders and the media – including

social media and updating of website IX. Channels for communication – appropriateness based on message X. Feedback mechanism to determine effectiveness of communication and

engagement of stakeholders XI. Process for handling disputes internally and externally

4.0 SCOPE OF WORK

In keeping with the assignment objectives, the consultants will be required to specifically:

a. Develop and determine the appropriate methodologies for establishing the Protocol on Communicating with Stakeholders including the Media:

i. Review Corporate Governance Framework for Public Bodies and other documents which provide guidance on the expectations in improving the governance of Boards

ii. Review available reports and conduct literature review on issues related to Communicating with Stakeholders inclusive of the media in Jamaica and internationally; identifying best practices in addressing similar issues;

iii. Develop appropriate consultation strategy to gather information that will inform the design of the Protocol.

b. Document findings, analysis and recommendations, make presentation to the Implementation Oversight Committee and stakeholders, and incorporate feedback into final report.

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June 12, 2021


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# Key Deliverables Standard for Delivery Public Sector Consultation Code.

Work plan in Gant Chart format that include tasks, duration, and start and finish dates and resources.

These should be submitted 10 days after the signing of the contract

2. Research Methodology & Tools

A report documenting the methodology used and the tools developed for the Protocol on Communicating with Stakeholders inclusive of the media.

This should be submitted 20 days after the signing of the contract

3. Report with findings from assessment and research on Stakeholder Communication.

A Report detailing the findings from the research and consultation with key stakeholders on the Protocol Communicating with Stakeholders.

These should be submitted 40 days after the signing of the contract.

4. Presentation to the Implementation Steering Committee on findings from the assessment

PowerPoint presentation to the Implementation Oversight Committee on the findings and recommendations from the assessment which will outline details to the responses received from the research methodology used.

These should be submitted 50 days after the signing of the contract

5 Final Report and all consultancy materials related to the Protocol on Communicating with Stakeholders

Report that fully outlines the Communication Protocol for Public Bodies in relation to their Stakeholders inclusive of the Media. All materials developed and acquired during the Consultancy should be submitted along with the report.

These should be submitted 65 days after the signing of the contract

7.2 Sign-off” procedure” The Implementation Oversight Committee will have responsibility for the review of deliverables and quality control of the consultancy. Deliverables will be considered approved when they are accepted by the Implementation Oversight Committee and the Project Manager, PED, and signed-off by the Deputy Financial Secretary, PED based on the defined and agreed performance standards for delivery.

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7.3 Variations All proposed changes to the work plan and deliverables must be discussed with the Project Manager, PED and the Unit Director, PED and where necessary, will be submitted for approval to the Implementation Oversight Committee. Where such changes are not considered minor, they will have to be further authorised by the Deputy Financial Secretary, PED.

7.4 Project Management and Accountability In addition to the execution of work outlined under the section 4, the Consultant will also be required to submit reports on implementation progress.

The Consultant will be required to submit status reports on the work plan with any proposed changes at one month intervals up until the end of the consultancy. The Consultant’s(Firm) Progress Reports will contain, inter alia, the following:

a) Overall progress made in the assignment with reference to the TOR, with special reference to progress made in the month;

b) Difficulties, if any, encountered in carrying out the assignment and proposed solutions;

c) New areas and issues encountered and the proposed approach to dealing with them;

d) An update of the Work Plan and proposed changes, if any; e) Proposed activities for the following month; f) All advice given within the period.

8. TECHNICAL EXPERTISE REQUIRED

The Consultant will have the demonstrated capability of developing Communication Protocols and Corporate Social Responsibility Frameworks for Boards in the Private and Public Sectors. The Consultant will be expected to reside in Jamaica for the period of time during the project.

The Consultant will be required to provide evidence of successfully completing similar work and have the following minimum qualifications:

i) Graduate Degree in Communication Studies with a working knowledge of Stakeholder Engagement.

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June 12, 2021


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The executing agency for the project is the Ministry of Finance and Planning (MOFP)

and Project Implementation Unit (PIU) is established within the MOFP to implement the

project. The project will support activities across selected service delivery ministries,

departments, and agencies (MDAs), particularly for components I, II and III with

significant coordination efforts that will be contributed by the Public Expenditure

Division in MOFP and the Jamaica">Planning Institute of Jamaica (PIOJ).

3.0 ASSIGNMENT OBJECTIVES The objective of this assignment is to develop a Performance Evaluation Instrument for

Board of Public Bodies in Jamaica. The Evaluation Instrument will be used to assess key

performance standards for Boards of Public Bodies.

4.0 SCOPE OF WORK

In keeping with the assignment objectives, the consultant will be required to specifically:

a. Develop and assess the appropriate methodologies for determining the instrument to

be used to conduct Board Performance Evaluations:

i. Review Corporate Governance Framework for Public Bodies and other

documents which provide guidance on the expectations in improving the

governance of Boards and compliance with the Code of Conduct and the

PBMA

ii. Review available reports and conduct literature review on issues related to

Board Performance Evaluation processes in Jamaica and internationally;

identifying best practices in addressing similar issues;

iii. Develop appropriate consultation strategy to gather information that will

inform the design of the instruments.

b. Document findings, analysis and recommendations, make presentation to the

Implementation Oversight Committee and stakeholders, and incorporate feedback

into final report.

c. Board">Develop Board evaluation procedures that will clearly identify roles and

responsibilities of the Chairman of the Board and the Sub-Committees of the Board,

Portfolio Minister, Permanent Secretary, Financial Secretary and/or any other

relevant stakeholder that will be responsible for conducting and reporting on the

results of Board evaluations. The procedures should also include any action or

sanctions that may be taken to improve Board performance under this new initiative.

d. Design the most suitable Board Evaluation instrument to be used, based on

consultation with key stakeholders.

e. Develop a performance framework that will allow the Ministry of Finance and

Planning and Portfolio Ministries to evaluate and report on Board effectiveness and

good practices across the Public Sector.

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# Key Deliverables Standard for Delivery

b. Ensuring adequate management responses are

made to all audit queries

c. Ensuring that the Government’s Corporate

Governance Framework is effectively

implemented

d. Ensuring adherence to the Standing Orders of

the Board, Code of Conduct and the PBMA

vii. Compliance with Statutory Requirements

a. Ensuring that there is adherence to all statutory

requirements

viii. Accountability to Shareholders/Stakeholders

a. The extent to which the interest of shareholders

and relevant stakeholders are understood and

taken into account

ix. Effectively manage communications with shareholders

and stakeholders.

This Instrument will be used in tandem with the Competency

Profile Instrument to assist in improving Board selection and

composition processes in order to enhance Board effectiveness

as articulated through the Corporate Governance Framework for

Public Bodies.

All materials developed and acquired during the Consultancy should

be submitted along with the report.

These should be submitted 70 days after the signing of the contract

7.2SIGN-OFF” PROCEDURE

The Implementation Oversight Committee will have responsibility for the review of

deliverables and quality control of the consultancy. Deliverables will be considered

approved when they are accepted by the Implementation Oversight Committee and the

Project Manager, PED, and signed-off by the Deputy Financial Secretary, PED based on

the defined and agreed performance standards for delivery.

7.3 VARIATIONS All proposed changes to the work plan and deliverables must be discussed with the

Project Manager, PED and the Unit Director, PED and where necessary, will be

submitted for approval to the Implementation Oversight Committee. Where such changes

are not considered minor, they will have to be further authorised by the Deputy Financial

Secretary, PED.

...
June 12, 2021


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