Sample Terms of Reference
The following is an example Terms of Reference (ToR) for a Capacity Development Specialist to support
implementation of a Capacity Development plan. This sample is a generalized example taken from work
done in Zimbabwe in July 2011.
Capacity Development Specialist
Title:
Background:
UNDP is key partner to the Global Fund to fight AIDS, Tuberculosis and Malaria (Global Fund) and is the UN
agency assuming the role of Principal Recipient for Global Fund grants <grants> in <country>. In the role of
Principal Recipient, UNDP is responsible for the financial and programme management of the Global Fund grants
as well as procurement of pharmaceutical, non-health items and required services. In all areas of implementation,
UNDP provides capacity development services to relevant institutions, sub-recipients and implementing partners.
A Capacity Development Plan (CDP) has been developed with <organisation> to enable it to strengthen its
capacities to take over the Global Fund Principal Recipient (PR) role in <timeframe>. The CDP was designed in a
participatory manner to identify the current capacities and the required capacities to carry out the PR role. The
CDP covers the following broad capacity areas identified in the Global Fund guidelines; 1) Program Management;
2) Sub-Recipient Management; 3) Financial Management (FM); 4) Procurement and Supply Chain Management;
and 5) Monitoring and Evaluation (M&E).
The Capacity Development Specialist is expected to facilitate capacity development and institution strengthening
in <organisation> using the activities and milestones set out in the Capacity Development Plan, as well as to
support <organisation> with the institutional change process to implementation of the reforms.
Description of Responsibilities:
Under the guidance and supervision of <supervisor>, the Capacity Development Specialist ensures design,
implementation and development of capacity development activities, with key results contributing to the overall
successful achievement and sustainability of the Global Fund Programme in <country>.
The Capacity Development Specialist has the following responsibilities, organised by key functions:
Policy advice, strategic technical guidance and leadership:

Initiate strategic engagement discussions and contribute to the understanding of the approach to
capacity development for <organisation>.

Support the further sensitisation, ownership and implementation of the capacity development process
by the <organisation>.

On the basis of the capacity assessment process and reports, support and oversee the implementation of
the <organisation> Capacity Development Plan to achieve the milestones identified and address the
identified capacity gaps.

Provide authoritative policy advice and technical guidance on CDP implementation and delivery.

Advise the <organisation Global Fund lead> on the direction, strategies and technical issues concerning
capacity development and institutional strengthening of <organisation>.
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Deliverables:

Prepare in close collaboration with <organisation>:
o
Policy proposals, position papers, presentations and/or documents for internal and external
strategic discussions, consideration, policy formulation and assessment and/or approval.
Project planning, implementation and monitoring and reporting:

Support the design and monitoring of measurable capacity development indicators aligned to GF
minimum requirements.

Participate and advise in the process to prepare ToRs, identify, select and evaluate candidates and/or
companies for the implementation of capacity development activities as required.

Provide technical guidance and operational support to <organisation> to enhance performance and
quality assurance, share knowledge, and build capacity.

Support <organisation> to supervise the implementation of the Capacity Development Plan and report
on the outcomes every quarter, based on CDP milestones.

Together with <organisation> identify corrective action where needed to achieve the CDP milestones.

Collaborate with development partners and other stakeholders to enable a harmonized approach and
collaboration with the <organisation> Capacity Development Plan.

Establish dialogue with donors, partners and stakeholders to maintain effective working relationships,
sustain interest, and increase cooperation.

Support <organisation> to design and conduct a mid-term review of the <organisation> CDP and revise
the CDP based on the findings.

Support the design and implementation of capacity development for Sub-Recipient(s) where needed.
Deliverables:

Prepare in close collaboration with UNDP and <organisation>:
o
Proposals to UNDP management for resource mobilization to encourage donor interest and
increase funding for capacity development activities.
Capacity development and knowledge management:

Provide coaching and mentoring to key <organisation> partners to support the capacity development
process.

Continually track GF capacities and minimum requirements for a PR and advise and work with
<organisation> to reflect any changes as necessary in the <organisation> CDP.

Organize and implement training activities for <organisation> and Sub-Recipient(s).
Deliverables:

Prepare in close collaboration with UNDP and <organisation>:
o
Identified best practices and lessons learned to build capacity and knowledge, codified and
disseminated through case studies, guidance notes and other relevant media.
o
Policy, briefing papers and other position papers for the approval of the <supervisor> and
<organisation Global Fund lead>.
Competencies:
Corporate Competencies:
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
Demonstrates commitment to UNDP’s mission, vision and values.

Exerts strict adherence to corporate rules, regulations and procedures.

Familiarity with the internal control framework and results-based management tools is a must.

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
Knowledge Management and Learning

Shares knowledge and experience.

Actively works towards continuing personal learning, acts on learning plan and applies newly acquired
skills.
Development and Operational Effectiveness

Ability to perform specialized tasks related to Results-Based Management, including support to design,
planning and implementation of programme, managing data, reporting.

Ability to provide inputs to business processes, re-engineering, implementation of new systems,
including new IT-based systems.

Ability to establish and maintain contacts with senior-level officials of the host government required.

Excellent interpersonal skills are essential part of the job.

Ability to communicate effectively, both orally and in writing, is required to influence policy-making, and
to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other
documents.
Leadership and Self-Management

Focuses on result for the client and responds positively to feedback.

Consistently approaches work with energy and a positive, constructive attitude.

Remains calm, in control and good humored even under pressure,

Demonstrates openness to change and ability to manage complexities.
Qualifications:
Education:

Master’s degree in Business, Economics, Public Administration or any development related field and/or a
degree in procurement.
Experience:

Minimum of 5 years professional experience in project management, which includes at least 2 years of
international experience in on capacity development aspects preferably in developing countries.

Solid experience in the management of people and systems in high-pressure environments.

Strong IT skills.

Experience of UN or UNDP procurement policies and procedures highly desirable.

English language fluency and strong writing skills required.
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