TERMS OF REFERENCE on

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Activity :
Activity Ref. No :
Support Department of Organization and Personnel to conduct a 5 day
training course on workshop/conference leading, team work and
communication skills.
MARD/FSPS- II STOFA/2010/3.2.46
Deadline :
15 hrs on July 2nd, 2010.
Contact Person:
1.Mr Vu Anh Tai, Deputy Director of STOFA Component
Tel: 04.3 7347128, Mobile: 0904 314387
Email: [email protected]
2.Ms. Tran Khanh Linh, Component office Specialist, STOFA Component
Tel: 04.3 7347127, Mobile: 0934451181
Email: [email protected]
Address: STOFA Component management board, 1st floor, B4 building, Ministry of Agriculture
and Rural Development, No 2 Ngoc Ha, Ba Dinh, Ha Noi
TERMS OF REFERENCE on
5 day training course on workshop/conference leading, team work and
communication skills.
(Activity 3.2.46/2010)
1. Background for the course:
Over the past years, MARD has conducted a number of capacity building training
programmes to improve quality of the public employees in the Ministry.
The Department of Organization and Personnel (OPD), Ministry of Agriculture
and Rural Development with support from FSPS II/STOFA, has conducted a
number of training courses on various subjects, i.e. leadership skills, time
management and work planning, international economic integration….
To follow, in 2010, OPD continues to conduct a training course on skills on
leading a workshop/conference, team work and communication for staff in MARD
and 8 DARDs.
2. Target Group for the course
Key information on the prospective trainees:
• Expected numbers: 30 leaders and staff in MARD Departments and DARDs
in 8 pilot provinces.
• Levels of understanding / expertise/ skill in the subject/area of training:
Most have little knowledge on climate change.
• Age projections: 25-45;
• Educational levels: Bachelor degree or above.
• Previous training: Not officially trained on skills on leading a
workshop/conference, team work and communication.
3. Overall Aim of the Training:
The main training objective is to help trainees to acquire more knowledge and
skills on leading a workshop/conference, team work and communication so that
they can perform well their professional duties and state management functions.
4. Training Objectives / Learning Objectives
By the end of the 5 day training course:
4.1. Participants will be equipped with knowledge and skills on leading a
workshop/conference, i.e.
 How to plan for a meeting of workshop including the agenda and ToR
 Developing a process on organizing and leading a meeting or workshop
 Skills on conducting and leading a meeting or workshop
 Starting and leading a meeting;
 Creating a comfortable atmosphere for a meeting;
 Skills on handling issues arising during a meeting or a workshop
 Show cards – encouraging the most creative ideas
 Skills on meeting minute taking
 Evaluating success of a workshop
 Reporting against meeting / workshop ToR objective(s)
4.2. Participants will be instructed on how to do exercises and practice related to
skills on leading a workshop/meeting;
4.3. Participants will be equipped with knowledge and skills on team work, i.e.

Overview of team work;

Principles and approaches of organizing team work;

Skills on organizing and managing an effective team work;

Skills on directing a team work;

Skills on solving conflicts among members of a team;

How to control and evaluate effectiveness in performance of a team;
4.4. Participants will be instructed on how to do exercises and practice related to
skills on team work;
4.5. Participants will be equipped with knowledge and skills on communication,
i.e.
 The nature of communication;
 The importance of effective communication; barriers to having effective
communication;
 Communication channels;
 Basic principles in communication;
 Effective communication skills and approaches.
4.6. Participants will be instructed on how to do exercises and practice related to
skills on communication.
After the course, participants are expected to apply the learnt skills and knowledge
in their work.
5. Course Topics and Organization
Based on the tentative contents for the training course as mentioned above,
consultants are required to propose the training topics and training programme
outline for this course. The training focus will include, but not be necessarily
limited to the above.
Note: as this course is designed for public employees in MARD and 8 DARDs,
trainers are required to develop training materials, exercises and practice
scenarios that fit with the context of public administration units. Moreover,
trainers must allocate reasonable practice time, up to 50% of training time so
that participants can become proficient at the skills learnt.
6. Methodology:
- PowerPoint presentations;
- Group discussions;
- Exercises and practice on skills learnt;
7. Materials Requirements
 Power point presentations for all topics in both English and Vietnamese;
 The training materials will be divided into folders based on the course
topics;
 It is a requirement that all materials are in Vietnamese, and 1 complete set
of materials including PowerPoint presentations in English will be sent to
OPD/STOFA management at least 1 week before this course;
 It is a requirement that the training materials will be distributed to each
participants before the training course; It is responsibility of training
provider to provide stationary; and to print, photocopy training materials;
and to translate PowerPoint presentations and end - of -course report.
All these costs should be put as reimbursable budgets in their bidding
document.
8. Activities:
The scope of work for the assignment will include, but not necessarily be limited
to, the following tasks:
 To discuss with OPD any problematic areas (focus will be on training
programme and implementation plan)
 To prepare training materials, i.e. development of training materials and
training programmes;
 To implement the course;
 To evaluate the course;
 To award certificates to participants.
9. Staffing / Team Members / Trainer / Facilitator skills
The trainers are expected to have practical experience in organizing and delivering
training courses on workshop/conference leading, team work and communication
skills under the context of public administration units; and have background in
management. Moreover, trainers must have a track record of delivering similar
courses for participants who are leaders and staff from public administration
units/agencies.
10. Timing
It is intended that the training course will be organized and completed in August
2010.
11. Training evaluation and reporting by the consultant
Within 7 days after completion of the course, consultants (trainers) must send a
draft report to OPD/STOFA for commenting; Upon receiving the draft report,
OPD/STOFA must give their feedbacks to the consultants within 1 week
afterward.
One (1) week after receiving feedbacks from OPD/STOFA, consultants will
submit the final report (English and Vietnamese) in hard and electronic copies
(Microsoft Word and Excel) to OPD/STOFA management board.
All materials and data collected and/or produced during the training periods are
the property of OPD/MARD and can only be copied and reproduced with
OPD/MARD permission.
The report (in English and Vietnamese) should include the following
information points:
 Final Participant list for course
 Detailed Training Program Agenda provided to OPD/STOFA before the
course
 TOR for the course
 Evaluation on training objectives;
 Copy of the level one evaluation format given to the participants (attitude,
feedbacks of trainees to the course)
 Copy of the level two pre and post course tests on which learning results
are based, e.g. true/false, multiple choice questions testing knowledge,
open-ended question formats and/or project work.
 Comments on training materials requirements;
 Recommendations and proposals for improved training in the future (if
any).
12. Training Venue
The course will be conducted in Quang Ninh.
13. Responsibilities and other constraints that need to be taken into account
by the trainers
During this training contract period the trainer(s):
 Is/are responsible for taking out professional liability, and health, accident
and travel insurance policies covering the entire training period;
 Must pay personal income tax, as required by the law of Vietnam, on any
money and allowances received or VAT if a company;
 Is responsible for arranging all transport and this should be accurately
estimated in the tender bid under reimbursable cost;
 Will arrange (use own, rent or borrow) the use of a portable computer for
the entire training period and will be solely responsible him/herself for
backing up, prevention of virus attack and the integrity of any data
collected; and
 Must budget for and arrange translation of all documents produced during
the training period where required. This should be included in the tender bid
under reimbursable costs.
 Award certificates to participants.
During the training DOP is responsible to:
 Invite all participants;
 Provide participant lists;
 Supervise the training conducted;
 Evaluate consultants’/trainers’ performance.
STOFA management Board is responsible to:
 Pay associated costs of consultants/trainers;
 Make logistical arrangements that are necessary for carrying out the training
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