Regulations governing contracting with external parties for training and capacity building as needed

1- The purpose

Identify the necessary controls and procedures to ensure contracting with reliable external parties, with the aim of developing human resources capabilities and improving training standards in line with quality and professionalism criteria.

2- Scope of application

These controls apply to all branches and departments affiliated with the programme when it is necessary to contract with external parties to provide training programmes, workshops, or professional development courses.

3- Criteria for selecting external parties

  • - Accreditation and quality: The organisation must be accredited and have a proven track record in providing training and development.
  • - Experience and competence: At least 3 years of experience in training or capacity building related to the programme's specialisation.
  • Professional reputation: Assess reputation and previous accreditations, and verify recommendations and certifications.
  • Alignment with programme objectives: Ability to deliver training content that aligns with the programme's strategic objectives.
  • Financial and organisational capacity: the entity's ability to adhere to the timetable and provide the necessary facilities.

4- Contracting procedures

  • Identifying needs: Identifying training or development needs while defining the objective and target group.
  • Request for proposals: Advance and transparent announcement of a call for proposals from eligible entities.
  • Evaluation of proposals: A specialised committee evaluates proposals based on criteria of quality, experience, price and added value.
  • Contract approval: Signing the contract after fulfilling the legal and administrative requirements and obtaining approval from the relevant authorities.
  • Sign a clear agreement: Include the duration of training, cost, responsibilities of both parties, and key performance indicators (KPIs).

5- Transparency and credibility controls

  • Publish the list of eligible entities on the internal website or official notice board.
  • Document all offers and evaluations in official files available for review.
  • Compliance with local laws and regulations governing contracts and procurement.

6- Performance indicators and monitoring

  • Percentage of training implemented according to plans and set targets.
  • Assessment of participants' satisfaction with the quality of training (questionnaires).
  • Follow up on the implementation of recommendations resulting from training.
  • Review contracts and reports periodically to ensure compliance with terms and conditions.

7- Documentation and record keeping

  • Keep all contracts and documents related to the contracting party in an electronic and paper archive.
  • Prepare a follow-up record for each training programme containing the training plan, the implementing agency, participants, and final evaluation.

8- Periodic updating

  • Review controls annually to ensure they are aligned with internal policies, market updates, and legislation.
  • Adjustment of the list of eligible entities based on past performance and evaluations.