Request for Proposals for a Training on Managing Expectations in an Intercultural Context

ABOUT horizont3000

horizont3000 is an Austrian NGO working in the area of development cooperation. With the mandate of its member organisations of the Catholic development sector and the Austrian development cooperation, horizont3000 specializes in the monitoring and implementation of projects as well as provision of advisors in developing countries. The Regional Office in East Africa is located in Kampala, and oversees projects in Uganda, Kenya and Tanzania to secure livelihoods, strengthen Civil Society and share knowledge with partner organisations. For more details about horizont3000, visit www.horizont3000.org

Currently in East Africa, horizont3000 implements two major framework programmes: (a) the co-finance programme which provides project grants, and (b) Advisory programme which provides long-term capacity development advisors to partner organisations. Both aim at enhancing individual and organizational capacities of partners so that these are in return better capacitated to fulfil their defined missions. This training focuses on the capacity development of Advisors, who are assigned to different Partner Organizations. Usually, an Advisor stays with a Partner Organization for at least 2 years (extension up to 5 years possible). Advisors usually come from Europe.

BACKGROUND TO THE TRAINING

Every year horizont3000 organizes an Annual General Meeting (AGM) for its Advisors from the different project countries (Uganda, Kenya, Tanzania, Ethiopia). The AGM is a platform to convene, exchange and reflect on successes and challenges that Advisors face in the respective assignments. This year, the AGM will take place from 30th September to 4th October in Entebbe and a total of 25 Advisors are expected to attend.

We are seeking for an experienced consultant or trainer to conduct a one-day workshop on Tuesday 1st October on the management of expectations that Advisors face in their working environment which is characterized by different needs of stakeholders and intercultural challenges.

In their daily work, Advisors face a number of challenges. One of those is the management of expectations (both their own expectations as well as expectations from their Partner Organizations). In many cases, Advisors arrive at their projects with high expectations that they might not be able to fulfill at the end of their assignment. This misalignment of expectations and the reality can then seriously impact the potential success of their respective assignments. Followingly, there is need for them to be able to answer the following questions:

• How do I (as an Advisor) define success for my assignment?
• How do I deal with cultural challenges in reaching my personal goals?
• How far can and should I go in my role as an Advisor?

OBJECTIVES

1. The Participants know how to manage their own expectations vis-a-vis their assignments as well as the expectations from their Partner Organizations.
2. The Participants better understand their roles (e.g., boundaries, mechanisms) about their roles as Advisors.
3. The Participants improve their cross-cultural competences in communication and working relations.

SCOPE AND METHODOLOGY

The one-day workshop will cover the following key areas:

• Defining and Aligning Expectations: Techniques for identifying and managing personal and organizational expectations.
• Navigating Intercultural Challenges: Strategies for effective cross-cultural communication and relationship building.
• Role Clarity: Understanding the boundaries and scope of an Advisor’s role, including ethical considerations and decision-making processes.

The consultant/trainer should use some of the following methodologies:

• Interactive Presentations: To introduce key concepts and set the context for discussions.
• Group Work: Participants will work in small groups to share experiences and brainstorm solutions to common challenges.
• Case Studies: Real-life scenarios will be analyzed to illustrate potential issues and solutions in managing expectations.
• Role-Play Exercises: Participants will engage in role-play to practice intercultural communication and conflict resolution skills.
• Peer Learning: Facilitating discussions where participants share their own strategies and experiences with managing expectations and intercultural challenges.

DELIVERABLES AND TIMING

1. Training proposal first draft: the trainer will submit a 1 to 2-page proposal outlining the proposed content and methodologies used in the training. This needs to be send to office@horizont3000.org, and copy in markus.lejsek@horizont3000.org together with the trainer’s CV by 15th September 2024. Based on this proposal, horizont3000 will decide to engage the trainer for this assignment.
2. Training proposal second draft: after having been chosen for the assignment, the trainer will come up with a second, nearly final, draft. This draft will then be discussed together with the organizing team to make sure it is well aligned to the assignment’s objectives.
3. Training proposal final: after having received feedback and suggestions from horizont3000, the trainer will come up with a final training proposal by 25th September 2024
4. Delivery of the training: the trainer will deliver the training as agreed in the proposal on 1st October starting at 9:00 hrs and ending at 17:00 hrs. There will be 30 min tea/coffee breaks at 10:30 hrs and 15:00 hrs, and a one-hour lunch break between 13:00 hrs. and 14:00 hrs.
5. Short report: explaining the main outcome of the training, including handouts for participants, which includes feedback from participants.
6. Available Budget for training is 3 million Uganda Shillings inclusive of withholding tax and any other expenses that maybe incurred by the consultant.

PROFILE OF THE TRAINER

• At least a Bachelor’s degree, ideally a Master’s degree, in Social Sciences, Counseling Psychology, or Organizational Development.
• Proven 5yr experience in managing an organization in an intercultural environment
• Profound knowledge in workshop/learning methodologies and didactics.
• Experience in using different capacity-building methods, especially in workshop/conference contexts, and in using peer learning approaches.
• Experience in expectations management, particularly in intercultural or development cooperation settings, conflict resolution or mediation
• Experience in development cooperation and in working with local, regional, and international NGOs.
• Preferably an East African citizen (due to the cultural aspects of the assignment) and based in Uganda
• Very good intercultural communication skills and proficient in English
• Practical tools and techniques for managing expectations and communication strategies.