National Senior Consultant to provide the Technical assistance to the Rwanda Education Board to improve the Teacher Management Information System (TMIS) (For Rwandans only)

UNICEF Rwanda is looking for a National Senior Consultant to provide the Technical assistance to the Rwanda Education Board to improve the Teacher Management Information System (TMIS)

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Equity

Background and Purpose

Since 2012, the Rwanda Education Board (REB), with support from UNICEF, has used a Teacher Management and Information System (TMIS), a national teacher database that enhances the management of the teaching workforce, to collect administrative data on the teaching cohort.

In 2017, TMIS has become a web-based platform designed for pre-primary, primary and secondary teachers, which allows to manage teacher registration, recruitment, appointment letters and termination, placement, transfer, performance, bonus and promotion, post grades (A2, A1, A0), professional teaching licence certificate and school structures. A user manual has been developed and used to train national and district education officers to effectively manipulate the system. However, there is a need to upgrade the system so as to improve security, add required functionalities and ensure the full handover of TMIS to REB. Further, the platform coverage remains a challenge as a total of 61,414 teachers out of an estimated of 70,000 teachers have been registered in the platform.

In collaboration with the Ministry of Education (MINEDUC) and the Rwanda Education Board(REB), The United Nations Children's Fund (UNICEF) seeks to recruit a consultant to provide technical assistance to the Rwanda Education Board to update and improve The Teacher Management Information System (TMIS). This consultancy will pursue the complete roll out of TMIS through the updating of the system, capacity development and regular maintenance of the system throughout the duration of the technical assistance. 

Justification 

An effective teacher management information system (TMIS) is a critical tool for providing MINEDUC and REB with accurate and relevant information to inform its policy decisions, particularly in the area of teacher management. Although MINEDUC and REB has data and information systems in place, inefficiencies in  those systems reduce the effectiveness of planning, management and decision-making processes and, ultimately, reduce the quality and equity of education.

One of the key strategic priorities in the Rwanda Education Sector Strategic Plan 2018-2023 (ESSP) is to strengthen governance and accountability across all levels of education in Rwanda.  Specifically, MINEDUC and REB are focusing their efforts on, including among others, improving data collection and management processes in order to ensure relevant and efficient planning processes and accountability between the local, district and national levels.

The present technical assistance is directly aligned with priorities identified in the ESSP and responds directly to needs identified in the Rwanda education sector by MINEDUC and REB, to provide support to the education system and a clear impetus for strengthening the use of data on teachers. This will simultaneously improve the overall efficiency and quality of data collection processes needed for tracking the ESSP indicators related to teacher development and management. 

Objectives, Expected Results and Scope of Work 

I.-Objectives

The key objectives of this consultancy is to:

1. upgrade the teacher management and information system.
2. develop REB/TDM capacity on the management and usage of TMIS.
3. ensure the full functionality of the system through maintenance.

II.-Expected results

1. TMIS is fully functional and operational.
2. REB/TDM has complete technical and managerial ownership of the system.
3. Updated, accurate and comprehensive data on teachers is easily accessible on the system.

III.- Scope of Work

a.-Methodological Approach

The national consultant will work closely with the Teacher Development & Management and Career Guidance & Counseling (TDMCGC) department and the district consultants in charge of capacity development at district level, teacher registration and data cleaning. She or he will lean on the revised teacher management policy to assess the current TMIS functionalities. An action plan to upgrade the system will be developed based on the results of the assessment and the preidentified tasks presented in annex. Based on the new functionalities, the user manual and training materials will be updated accordingly and tailored to the needs of each stakeholder. The consultant will adopt the learning by doing approach to ensure smooth knowledge transfer to REB/ TDMCGC and full ownership of the system. Further, she or he will establish a sustainable mechanism to support the complete roll out, the maintenance of the system and validation of information inputted into TMIS.

b.-Major Tasks, Deliverables & Timeframe

Desired competencies, technical background and experience  

Applying consultants must meet the following qualifications:

• Advanced university degree and proven technical expertise in software development, information technology, data management or other relevant areas. 
• Certifications in data analysis, data quality assurance, project and programme management or planning monitoring and evaluation are an asset.
• Minimum 5 years of working experience in information systems and data management and/or demonstrated technical expertise in a relevant field.
• Proven technical expertise in information and data management systems at national level in the public sector, preferably in education.
• Capable of organizing and facilitating trainings on information and data management systems and the use of ICT.
• Demonstrated ability to work productively with government and national systems. 
• Knowledge of the Rwandan Education system is an asset.
• Good communication and advocacy skills.
• Fluency and excellent writing skills in English required. 

Evaluation Criteria 

Evaluation will be done based on a 70 % technical and 30% financial criteria for each component. Applicants must score a minimum of 49 points on the Technical Proposal and meet the mandatory qualifications listed below to be considered technically compliant for the component, and in order for the financial proposal to be considered:

1. Technical proposal: The technical proposal shall include the consultant's overall understanding of the terms of reference, relevant expertise and experience for this assignment, the proposed approach to the consultancy, a work plan and a realistic implementation timeline and relevant documentation of previous assignments to demonstrate level of expertise. The proposal must include the consultant's CV, as well as contact references from three clients for which similar work has been carried out in the last five years.
2. Financial proposal: The applicants should also submit a financial proposal outlining the total costs for this consultancy with payment linked to the four main tasks outlined above.

 Payment Schedule 

The payment schedule will be based on the delivery of quality final products. The timeframe for each stage of the consultancy should be presented in the technical proposal and the payment schedule in the financial proposal. Payments will be made only based on the quality completion of deliverables, as approved by the Rwanda Education Board and UNICEF.

UNICEF reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if work/outputs is incomplete, not delivered or for failure to meet deadlines. 

 Risks associated with the contract

Major risks relate to the quality of deliverables and sustainability of the system. To mitigate these risks, a technical committee composed of UNICEF, MINEDUC and REB staff will ensure quality assurance of  processes and final products. Further, particular emphasis will be put on learning-by- doing  approaches during capacity development activities to ensure ownership and sustainability of the system by REB and specifically by the Teacher Development Management Department.

 General Conditions: Procedures & Logistics

In support of MINEDUC/REB, UNICEF Rwanda will be responsible for selection of the consultant to conduct the work described herein and will administratively supervise the consultants. The consultant will report to UNICEF on all contractual and technical issues and will work closely with and report to REB on a daily basis. 

The products and deliverables of this consultancy are not the property of the consultant. No deliverables may be shared or published without written permission from MINEDUC/REB/UNICEF. MINEDUC/REB/UNICEF will be free to adapt and modify them.

The consultant will be required to use his/her own computer. The Country Office will avail working space as required and facilitate transport for in-country travels. 

The consultant is required to provide support free of charge when needed for a duration of 6 months, following the end of the consultancy.

How to Apply

Qualified candidates are requested to submit a cover letter justifying their interest and suitability for the assignment, resume/CV and P-11 form (http://www.unicef.org/about/employ/files/P11.doc). In addition, please provide a monthly rate. The financial proposal must be an all-inclusive lump sum.

Annex

System Upgrading Tasks

1. Improvement of Teacher license certificate and suspend teacher license certificate
2. Adding barcode on license and suspension certificates using Teachers Management Information system (TMIS).
3. To allow the software managers to respond to identified gaps and improve the effectiveness of the Teachers Management Information System (TMIS). Giving access and explanations to the database and software source code wherever it is possible.
4. To map existing monitoring and Teachers data management tools to begin the process of harmonizing Teachers data management system
5. Improvement in designing TMIS,s reports
6. Improvement of system security, where each user of TMIS has a unique and secret identifier
7. To work and improve on users Management, this is to ensure that the system manager can add user, remove or suspend a user or a group of users. 
8. To allow every logged user to immediately know his current post and other useful information.
9. To upgrade the teacher registration form by restricting a user to not choose the options he/she is not qualified too.
10. To work on data cleaning and integration.
11. To work and improve on post management from every school and district
12. To work and improve on Salary Appraisal by projecting the needed budget for every month, every year based on the staff qualifications, experience, performance evaluation, horizontal promotion and post allocated to them.
13. To work and generate staff salaries at any time needed.
14. To work and improve the generation of teacher placement by adding nested and coordinated drop down options from District to the school
15. To work and improve on the teacher's login access by using other credentials in place of their national identifications.
16. To work on various reports regards incentives given to teachers
17. To work and improve on the teacher's performance evaluation
18. To work and generate the alerts of teachers who need be promoted after three consecutive best evaluation performances
19. To improve and generate the list of teacher who have been evaluated above 80, above 70, above 60, above 50, and less than 50 marks
20. To generate the list of teachers by subjects and by district.
21. To generate various statistics about teacher's qualifications
22. To work and improve on Licensing interfaces to facilitated end users
23. To work and generate the teacher Cards
24. Increased system visibility on the REB Website
25. Possibilities to lock the system and some users, lock some functionalities on need
26. Linking Teacher Continuous Professional Development training to Teacher profile
27. To work on the understandable final user manual
28. Explore possible linkages between IPPIS, NID and TMIS

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.