JOB DETAILS:

Technical and Organisational Support to Establish the Independent Secretariat and Build Institutional Capacity of the Nilotica Shea Association.

Overview of CSJ Program

Climate Smart Jobs (CSJ) Component 1 is a four-year programme funded by the UK's International Climate Fund. It consists of three sub-components: 1A - Market Systems Development, 1B – Uganda Climate Innovation Fund, and 1C -Ecosystems Services.  Component 1 seeks to sustainably increase agricultural productivity and ultimately improve the incomes of smallholder farmers (particularly women, refugees, and host communities). CSJ understands that smallholder farmers (SHFs) are extremely vulnerable to the effects of climate change (particularly extreme weather events) and face numerous constraints. Mitigating these effects is central to the programme’s approach.

The constraints SHFs face in improving agricultural productivity and income levels include limited access to inputs for crops and livestock, poor soil and water management, limited access to an efficient distribution model for climate-resilient varieties, limited access to affordable extension services for both livestock and crop, weak engagement between Private Sector Actors (PSAs) and research institutions, high incidence of pests/parasites and diseases for crops and livestock, uncertainty in seasonality (unpredictable rainfall, prolonged dry spell, spatial distribution of rainfall), limited access to affordable on-farm mechanisation services), and weak market access and value addition.

CSJ intends to work with market actors to trigger change in the market system in a way that enables SHFs to gain increased access to affordable, quality input products and services, in turn increasing their incomes and ability to adapt and become resilient to the effect of climate change.

This Terms of Reference (TOR) focuses on the provision of Technical Assistance (TA) to support the development and operationalisation of the Nilotica Shea Association, a collective platform designed to strengthen the shea sector through advocacy, coordination, and capacity-building.

Background to the Assignment

The Nilotica shea sector presents significant opportunities for sustainable growth, driven by increasing global demand for natural, organic, and ethically sourced products. Additionally, ecological benefits, such as carbon credit schemes linked to parkland restoration, offer potential avenues for monetisation. Advances in fractionation technologies further expand the possibilities for value-added exports, enhancing market competitiveness. Recognising these opportunities, stakeholders across the shea value chain have come together to formalise the Nilotica Shea Association, a dedicated platform for advocacy, coordination, and collective capacity-building.

To transition from concept to implementation, the Association requires a fully functional and technically capable independent Secretariat. This Secretariat will lead strategic execution, facilitate member engagement, monitor sector developments, and ensure alignment with national and regional priorities. Establishing administrative systems, operational procedures, and a clear implementation roadmap is essential, alongside a fundraising strategy to secure long-term sustainability. Through this consultancy, targeted technical assistance will be provided to strengthen the administrative capacity of the Association, laying the foundation for effective governance and lasting impact.

Objectives of the Assignment

CSJ requires the services of a suitably qualified and experienced Consultant to provide technical expertise and guidance to the Steering Committee of the Nilotica Shea Association. The Consultant will help establish an Independent Secretariat, ensuring the establishment of staffing plans, operational structures, facilities planning, and administrative systems to support its efficient functioning. Additionally, the Consultant will lead the formulation of an Implementation Strategy that outlines the Secretariat’s key focus areas, roles, priorities, and pathways for change. To translate this strategy into action, a comprehensive Implementation Roadmap will be developed, detailing timelines and performance milestones. The Consultant will also strengthen the administrative and organizational capacity of the association, ensuring effective internal management and seamless coordination with external stakeholders. Furthermore, the Consultant will support the creation of a practical fundraising strategy, incorporating grant prospecting, donor engagement, and sustainable internal revenue models to enhance financial stability. Through this technical guidance, the Consultant will contribute to the overall success and sustainability of the Nilotica Shea Association’s operations, empowering it to achieve its mission and long-term objectives.

Scope of Work

The preferred Consultant will deliver the following responsibilities:

1. Establishment of the Independent Secretariat

• Functional Definition: Define the technical and coordination role of the Secretariat (e.g. convening members, implementing workplans, monitoring sector progress, leading engagement with government and buyers).
• Organizational Design: Draft Secretariat structure, reporting lines, and links to the Executive Committee, and develop job descriptions for key roles (e.g. Coordinator, Finance/Admin Officer, Policy Advisor).
• Facilities and Setup: Recommend location, physical infrastructure, and resource needs. Define minimum operational equipment and digital systems (email, shared drives, cloud tools).
• Recruitment and Handover Plan: Propose a staged hiring and onboarding process in consultation with the Steering Committee. Develop Terms of Reference and interview guides for recruitment.

2. Secretariat Implementation Strategy

• Strategic Vision: Articulate what the Secretariat will deliver over the next 1–3 years, its guiding principles, and its role in sector transformation.
• Strategic Pillars: Define priority thematic areas such as: member engagement and service delivery, advocacy and stakeholder coordination, quality and market development support organisational governance and compliance.
• Change Pathways: Identify intended outcomes and associated interventions and develop a results framework with performance indicators

3. Secretariat Implementation Roadmap

• Activity Sequencing: Break down the strategy into quarterly deliverables over a 12-month horizon.
• Milestone Setting: Define operational milestones, staff responsibilities, and indicators of progress.
• Monitoring Plan: Establish tools for tracking Secretariat delivery (e.g., traffic light dashboard, quarterly reporting templates).
• Steering Committee Linkages: Clarify joint planning and performance review responsibilities and recommend handover protocols as the Secretariat gains autonomy.

4. Administrative Capacity Building

• Internal Systems Development: Design simple financial and procurement tools (e.g. petty cash book, procurement register, payment authorization forms). Develop basic administrative SOPs, HR forms, and member communication templates.
• Training and Coaching: Deliver 2–3 tailored training sessions for Steering Committee and Secretariat staff covering: Budgeting and reporting, Board meeting preparation and minute-taking, Procurement basics and donor compliance.
• Documentation Support: Develop a manual or toolkit compiling procedures, templates, and user guidance to support ongoing Secretariat operations.

5. Fundraising and Financial Sustainability Strategy

• Funding Needs Assessment: Identify costed short-term and long-term funding needs of the Association.
• Fundraising Strategy: Co-develop a strategy that includes donor mapping, private sector engagement, and joint venture opportunities. Recommend pathways for revenue generation such as tiered membership fees, technical service delivery (e.g. training, certification support) and margin-sharing or co-branding with exporters.
• Proposal Development: Support drafting of one to two compelling concept notes targeting known donors or impact investors and provide a fundraising tracker and engagement templates (e.g. pitch deck, capability statement).

Deliverables
The Consultant will deliver the following in execution of the Scope of Work:

• Inception Report – outlining timeline, approach, and stakeholder map.
• Secretariat Setup Plan – structure, roles, operations.
• Implementation Strategy – strategic framework, pillars, and results logic.
• Implementation Roadmap – 12-month plan with milestones, roles, and KPIs.
• Administrative Tools and Systems Manual – SOPs, templates, and training guide
• Training Reports – workshop materials and feedback summaries.
• Fundraising Strategy – sustainability roadmap, donor engagement plan, internal revenue models.
• Outreach Materials – concept notes and pitch deck for donors.
• Final Technical Report – synthesising all deliverables and lessons.

Required Competencies

The preferred candidate will exhibit the following competencies:

• Achieve Results: Sets and aligns challenging, achievable objectives in performance of tasks having lasting impact.
• Think Innovatively: Proactively mitigate potential risks, develop new ideas to solve complex problems.
• Learn Continuously: Create opportunities to help teams expand horizons, diversify experiences.
• Adapt with Agility: Proactively initiate and champion change, manage multiple competing demands.
• Act with Determination: Think beyond immediate task/barriers and take action to achieve greater results.
• Engage and Partner: Politically savvy, navigate complex landscape, champion wider collaboration.

Required Skills and Experience

• Advanced degree in Organisational Development, Agribusiness, Natural Resource Governance, or related field.
•  Demonstrated experience establishing secretariats, networks, or industry platforms in Uganda, East Africa or in the shea sector.
• Technical understanding of product quality systems in NTFPs like coffee, cocoa or shea, cosmetics, or agri-exports.
• Experience in building administrative and financial systems for emerging organisations.
• Proven fundraising experience including donor proposal writing and financial modelling.
• Familiarity with gender-responsive and inclusive organizational development approaches.

Submit your CV and a 1-page Cover Letter describing your suitability for this role. Include in your submission 2 examples of previous work and 2 references. Make your submission electronically to info@csj.co.ug.

Note that only shortlisted consulting firms/individuals will be contacted. If you have not received communication from CSJ MD within four weeks from the submission deadline, consider your bid unsuccessful.

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.