INVITATION TO BID FOR CONSULTANCY SERVICES
Activity name: Supporting Ministry of Agriculture and Rural Development in
implementing 5 day Personnel administration for leaders and public servants of all
units in Fisheries sector of Ministry of Agriculture and Rural Development.
Acitivity reference number: MARD/FSPS-II STOFA/2010/3.2.40
Deadline: 24/03/2010
Contact Person:
1.Mr Vu Anh Tai, Deputy Director of STOFA Component
Tel: 04.3 7347128, Mobile: 0904 314387
Email: Vuanhtai@mard.gov.vn
2.Ms. Tran Khanh Linh, Component office Specialist, STOFA Component
Tel: 04.3 7347127, Mobile: 0934451181
Email: linhtk.stofa@mard.gov.vn
Adress: 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
Conducting 5 day training course on Personnel administration
for leaders and public servants of all units in Fisheries sector of
Ministry of Agriculture and Rural Development
(Activity 3.2.40/2010)
1. Background for the course:
What prompted the demand for training?
Human factors play decisive role in success of any organization, enterprise or
economic sector. Over the past few years, Fisheries sector has made achievements in
terms of volume in capture and aquaculture. Export value overcame the milestone of 1
billion USD in 2000 and over 4, 5 billions USD in 2008 and over 4, 25 billions USD in
2009. These proud achievements that only few economic sectors can obtain have
indicated significant development of fisheries sector with regard to aquaculture,
processing and trade. However, it is also noted that State management has not kept up the
development pace in the sector, i.e. fisheries production developed without planning,
ineffective control of fisheries diseases, food safety and hygiene issues in
processing…The above issues are due to number of causes, of which the most vital one is
human factor, i.e. due consideration and effective implementation regarding human
resource development and management have not been made.
Having been aware of the importance of human factor in development, FSPS II have
provided support to 5 Departments in MOFI and DOFIs/DARD in formulating their own
HRD/M plans. Such support will also be provided to MARD (Fisheries sector) and 12
other related Departments.
For HRD/M work to be implemented with fruitful outcomes in MARD, and for
personnel administration staff in MARD to be equipped with skills and knowledge of
modern personnel administration for later application in their organizations, it is essential
to conduct a training course on personnel administration for cadres and managers, deputy
managers from the Personnel Departments of all units of Ministry of Agriculture and
Rural Development.
2. Target Group for the advanced course
Key information on the prospective trainees:
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Expected numbers: 30 – MARD (10) / DOFI / DARD (20) agencies located in 8
pilot provinces ( Sơn La, Quảng Ninh, Nghệ An, Thừa Thiên Huế, Đắk Lắk, Bình
Định, Bến Tre và An Giang)
Levels of understanding / expertise/ skill in the subject/area of training: Several
participants are now holding positions of leadership in the organization; others are,
younger managers, on a career development path being trained to hold such positions
in the near future.
Age projections: The age range will span 30 to 55. 40% of the participants will be
over 40 and quite experienced as mangers in MARD / DARD; 60% will be younger
and less experienced and on the way towards higher positions.
Gender: 40% female; 60% male
Educational levels: All would have reached bachelor degree level
Previous training: Not yet
3. Overall Aim of the Training:
- To provide the participants in MARD / DARD basic knowledge, tools, experiences
on modern personnel administration. The participants will develop the skills on building
and implementing policy system and personnel administration effectively in order to
support the process of implementing the objectives of the unit.
- To enhancing the knowledge for the participants in MARD / DARD in order to
support them to implementing HRD in their units.
4. Training Objectives / Learning Objectives
By the end of the 5 day course participants will have improved:
• Comprehensive awareness of HRD roles and tasks of personnel
Learning
Knowledge
administrative cadres and staffs
of
Objectives
• Personnel recruitment
Skills in
• Job description and analysis
• Developing salary and award system
• Evaluating working performance
• Emulation, reward and discipline
• Promotion and appointment
• Training and developing staffs
• Developing organization culture
Attitudes
• The participants are receptive to their new Manager / leader roles
and responsibilities and show a commitment toward adapting to the
new behaviours / requirements
5. Course Topics and Organization
The supplier’s proposal for the training topics and outline of program will be a
valuable indication of the quality of their product and form the basis for selecting a
training supplier by the tendering evaluation committee. The training focus need not
necessarily be limited to the above.
The topic of the course could be as mentioned below
Overview of HRD roles and tasks for effective personnel administrators
Necessary skills and knowledge of effective personnel administrators
Job analysis
Salary, award and benefit system
Human resource recruitment
Promotion and appointment
Emulation, reward and discipline
Managing and evaluating working performance
Training and developing staffs
Developing organization culture
6) Methodology:
1. Using participatory methods, helping
trainees to establish sound personnel
administration concepts and ideas using
a variety of methods
2. Helping trainees to test new concepts
by providing personnel administration
tools, frameworks, models, and
checklists to try out in the classroom
using MARD contexts
4. Helping trainees to transfer concepts
and skill and their application to the
MARD workplace by encouraging
reflective observation upon real problems
and opportunities presented at the
workplace
3. Helping trainees to apply the concept
via the tools to real or simulated new
situations requiring a solution
The proposal of the training supplier of the training methods will be a valuable indication
of the quality of the supplier’s product and form the technical basis for selecting a
training supplier. The methods selected for training will have to meet the overall purpose
of the training. This means that the methods will be tailored to:
• The training objective
• The content of the training material
• The target group of the training
• It is up to the training supplier to propose the most effective approach. It is expected
that the training supplier will include a brief course outline of the training program the
supplier intends to deliver and how it will be evaluated.
7) Materials Requirements
Requirements in material design:
 Power point presentations would be required for all topics in Vietnamese &
English;
 Course material folders are required with a complete set of materials in each
folder;
 Training materials would be clearly divided into modules according to course
topics;
 Session plans would be a requirement as this course will be repeated many times;
 Training materials would contain background information, exercises and case
studies from the fishery sector;
 Reference Handouts to relevant materials would be required and
 All materials are in Vietnamese (one in English to be submitted to STOFA
management Board).
Timing
 Materials for course one should be delivered to Tran Thi Mai Huong, activity
coordinator, 1 week before course’s commencement day.
8) Activities:
The scope of work for the assignment will include, but not necessarily be limited to, the
following tasks:
 To discuss with Department of Personnel, STOFA management Board any
problematic areas
 To design the training program
 To prepare instructional materials, i.e. materials development, curriculum design,
printing, copying, & distribution of stationary to each participant
 To instruct, i.e. presenting the course
 To implement the course
 To facilitate the trainees in producing the course outputs / products (TOR section
5)
 To evaluate the course – a summary report on training and workshop conclusions
9) Staffing / Team Members / Trainer / Facilitator skills
The Trainers will be expected to have practical experience of dealing with personnel
administration courses and a background in Business management or relative fields.
Moreover, the consultant will have a track record of carrying out these courses / trainings
with similar types of Government staffs.
10) Timing
It is intended that a decision on the appointment of a training program supplier will be
made during 03/2010 and it is a requirement that the two training are completed by
03/2010.
11) Reporting:
The final report on the Training course will be presented to the DOP’s activity
coordinator Mrs. Tran Thi Mai Huong and Mr. Vu Anh Tai -Deputy Director of STOFA
Component for commenting before 15/03/2010. The final report has to be submitted to
DOP/ MARD 15 days after the course finished. The report will include items described
under Section 3, 4 & 5 of this TOR. The report will be submitted in hard, electronic and
CD formats (Microsoft Word and Excel) to MARD and STOFA.
All materials and data collected and/or produced as part of the consultancy are the
property of MARD-DOP and can only be copied and reproduced with MARD
permission. If any material from the consultancy is published the national consultant will
be acknowledged.
For this training course itself a level 1 and level 2 evaluation formats are required in order
to give input to revising the approach and method for replication of the course in 2008.
It can be said that there are four levels of evaluation:
1. Reaction level (Level 1) which measures what the delegates think/ feel about the
training
2. Immediate level (Level 2)- which measures what the participants learned from the
course
3. Intermediate level - which measures the effect of the training on job performance
4. Ultimate level - which measures the effect on organisational performance
12) Training Venue
The course will be conducted in Nghe An as this is an FSPS II target Province and more
staff from DARD Nghe An will be able to take advantage of the course.
13) Responsibilities and other constraints that need to be taken into account by the
consultants
- STOFA component will pay costs involving hiring consultancy, workshop room for the
course and costs involving allowance, hotel, travel and field trip (if so) for participants.
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.
During the training DOP and STOFA management Board will:
 Invite all participants
 Make logistical arrangements that are necessary for carrying out the training
 Provide participant lists