Training on Procurement and Contract Management

No organization is completely self-sufficient; at a moment or another it will require goods and services to be delivered or partnerships take place in order for it to keep functioning correctly. Procurement and contract management go hand-in-hand. The procurement function helps in obtaining the value that an organization requires for its optimal operation. Contract management helps in successfully managing the relationship between two people or organizations that are exchanging a product or service.

This course is aimed at building the learner’s knowledge and skills in managing the procurement function and managing the contracting processes, principles and practices to meet their organization/project objectives.

Target Participants
This course is ideal for procurement and supply chain management professionals, project managers, finance staff, government officials and any other professionals who want to build their skills in procurement and contract management

Course duration

Online : 14 days

Classroom Based: 101 days
What You Will Learn

By the end of this course the participants will be able to:

• Understand the importance of procurement in attaining organizational goals
• Create a strategic sourcing plan, evaluate internal spending and supply markettrends
• Control the effectiveness of the procurement procedures for ongoingdevelopment
• Describe the drivers of change and future trends of procurement management.
• Understand the relationship between procurement and contract management
• Understand the contract management process
• Select the right contract type for their project/organization
• Formulate quality and legally abiding contracts
• Negotiate favorable contract terms
• Effectively administer contracts
• Monitor and control project work.
• Monitor and control project schedule and costs
• Write good quality reports tailored to a target audience

Course Outline
Introduction to Resource Mobilization

• Resource mobilization principles and practices
• Resource mobilization approaches
• Resource mobilization cycle
• Searching for funding opportunities
• Current funding environment for non-profit organizations
• Strategic planning and resource mobilization

Resource Mobilization Strategy

• Conducting a resource mobilization situation analysis
• Determining resource requirements and funding gaps
• Identifying sources of resources-donor and partner assessment and mapping
• Determining resource mobilization strategies
• Developing a resource mobilization action plan
• Enhancing donor partnerships and managing donor relations
• Putting together a resource mobilization strategy

Introduction to Proposal Writing

• Proposal writing in resource mobilization
• Understanding donors’ requirements
• Donor proposal formats and guidelines
• Project development and proposal writing
• Concept note, proposal and pitch deck
• Components of a funding proposal

Writing a Proposal: Introduction/background

• Context of the project
• Situation analysis
• Target beneficiaries

Writing a Proposal: Problem statement

• Description of the specific problem
• Target group affected by the problem
• Needs of the target group
• Consequences of the problem on the target group
• Use of cause-and-effect approach

Writing a Proposal: Project Justification/Rationale

• Descriptions of how the proposed project will solve the problem stated
• Explanation of why the project is required
• Explanation of how the project relates with other interventions
• Alignment of the project with the Country’s and donor’s priority areas 

Writing a Proposal: Project Design

• Project theory of change 
• Design of project results using causal pathway
• Project Activities; outputs and activities matrix 
• Design of the logical framework 
• Performance measurement framework

Writing a Proposal: Implementation Strategies

• Sub-tasks in activities
• Activities implementation approaches
• The 4 Ws in activity implementation

Writing a Proposal: Project Monitoring and Evaluation

• Monitoring plan
• Evaluation plan

Writing a Proposal: Risk Management

• Risk Matrix
• Risk Response plan

Writing a Proposal: Project Management

• Project organogram
• Project Coordination
• Partners responsibilities

Writing a Proposal: Cross Cutting Issues in Proposal Writing

• Gender Mainstreaming
• Governance
• Environmental Sustainability
• Human Rights

Writing a Proposal: Work Plan

• Activity durations
• Predecessor successor relationships
• Developing a Gantt chart

Writing a Proposal: Organization Capacity 

• Organization profile
• Organization Capacity
• Relevant experience

Writing a Proposal: Budget Development

• Detailed budget
• Cost Sharing 
• Summary budget

Submitting the Proposal

• Funding agency forms
• Packaging, politicking and refunding
• Submission, traditional and online
• Tips for final checks

Proposal Review

• Proposal review criteria
• Proposal review process
• Grant agreement

Proposal and Report Writing Best practices

• Common mistakes during proposal writing
• Tips for successful proposal writing
• Case studies of successful proposals 

Fundamentals of Project Management

• Defining projects
• Overview of project management
• The Triple Constraints in Project Management
• Functions of a Project Manager
• The Project Lifecycle

Project Identification and Design

• Context Analysis
• Needs Analysis
• Design of project intervention
• Development of project proposal
• Project appraisal

Project Set Up and Planning Phase

• Stakeholder Management Plan
• Project Implementation Plan
• Project Management and Governance Structure
• Risk Management Plan
• M&E Plan
• Project Financial Plan

Project Scope Management

• What is Project Scope?
• Project and Product scope
• Use of Work Breakdown Structure in Scope definition
• Scope Creep

Project Time Management

• Activity Definition and Sequencing
• Activity Duration Estimating
• Activity Resource Estimation
• Schedule Development
• Optimizing schedule
• Schedule Control

Project Resources Management

• Why is managing resources important?
• Managing Project Finances; Budgeting, Cost Estimation, Cost baseline,Monitoring Budgets and Expenditures
• Project Earned Value Analysis
• Managing the Supply Chain
• Human Resources Management

Project Implementation

• Launching the Project
• Managing Project Implementation
• RACI Matrix
• Project Tracking and Adjustment
• Managing Issues and Risks

Project Monitoring and Evaluation

• Monitoring strategies
• Data Collection for Monitoring
• Tools for monitoring and performance measurement
• Change and schedule control

End-of-Project Transition Phase

• Types of Transitions
• Planning for closure
• Administrative and Financial Closure
• Project Learning
• Evaluation

Project risk management

• Risk Management Planning
• Risk Identification
• Qualitative Risk Analysis
• Quantitative Risk Analysis
• Risk Response Planning & Implementing
• Controlling Project Risks
• Project leadership and stakeholder management
• Understanding Leadership & Management
• Working in Project Teams
• The Team Development Cycle
• Keys to Effective Influence & Persuasion
• Improving Communication, Delegation & Motivating Skills
• Managing Stakeholders & Stakeholder Expectations

Training Approach
This course is delivered by our seasoned trainers who have vast experience as expertprofessionals in their respective fields of practice. The course is taught through a mix of practical activities, theory, group works and case studies.
Training manuals and additional reference materials are provided to the participants.
Certification
Upon successful completion of this course, participants will be issued a certificate.
Tailor-Made Course
We can also do this as a tailor-made course to meet organization-wide training needs. Atraining needs assessment will be done on the training participants to collect data on theexisting skills, knowledge gaps, training expectations and tailor-made needs.