IDBDocs#39300587 BARBADOS RG-X1044 Compete Caribbean Program Supporting the Implementation of Immigration Reform in Barbados (BA-CC2079) Consultancy for revising internal practices, updating the operations manual and preparing public guidelines for the Barbados Immigration Department Background Compete Caribbean TERMS OF REFERENCE Compete Caribbean is a private sector development program that provides technical assistance grants and investment funding to support productive development policies, business climate reforms, clustering initiatives and Small and Medium Size Enterprise (SME) development activities in the Caribbean region. The program, jointly funded by the Inter-American Development Bank (IDB), the United Kingdom Department for International Development (DFID) and the Government of Canada (formally DFTAD), supports projects in 15 Caribbean countries. Projects in the OECS countries are implemented in partnership with the Caribbean Development Bank. The ultimate goal of this Program is to contribute to the increase in the standard of the living and quality of life, and the enhancement of the competitiveness of the 15 independent CARIFORUM countries. The proposed consultancy is funded under BA-CC2079, a project that was designed by the Government of Barbados and Compete Caribbean to support immigration reform in Barbados. A key policy objective of the Government of Barbados is to stimulate economic growth by attracting high-end foreign investment and a skilled workforce to Barbados, while being mindful of the need to address challenges to national security. Central to this objective is the need to have an efficient means of processing applications for work permits by companies on behalf of qualified individuals, in addition to requests for CSME certificates, student visas and immigrant applications. Thus the role of the Immigration Department is critical to facilitating foreign investment, business expansion, competitiveness and productivity. During the Caribbean Growth Forum exercise in 2013/2014, the Government specifically targeted the Immigration Department as an entity that could help drive economic expansion if its operations 1
could be made more efficient. The effective functioning of the Department has implications not only for the main export earning sectors of tourism, but for international financial services and the wider business community. Barbados promotes itself as a premier tourism destination as well as a centre for international business. It depends on these two sectors for foreign exchange earnings, jobs and the largest contribution to GDP. Both sectors face increasing competition internationally. The private businesses in both sectors suffer delays in labour productivity due to immigration processing delays, which, as a result can affect their ability to compete internationally, thereby affecting national growth and development as a result. Border control management impacts the tourism and investor experience at the ports of entry, while investors have to deal with lengthy processes and seemingly arbitrary decisions regarding work permits and other policies that impact their businesses. As part of the Caribbean Growth Forum Facility, the Government requested support from Compete Caribbean for a diagnosis of the Immigration Department and the preparation of an Action Plan to improve the efficiency of its operations. An immigration expert, Rick Norton was engaged to undertake an on-site assessment of the Immigration Department. The findings were documented in a diagnostic report dated July 7, 2014. (See IDBDocs #39200530 for the full report). The report concluded that the internal practices of the Immigration Department were outmoded and the operations manual was out of date. In addition the study found that there were no clear guidelines for the user community to follow when applying for immigration benefits that include but are not limited to work permits, residency, student status, CARICOM skilled national status, and citizenship. The study also noted that long standing procedures for approving and denying applications placed a heavy workload on the desk of the Chief Immigration Officer (CIO), which limits the ability of the CIO to manage operations. The findings were validated at a subsequent workshop and incorporated into a broad action plan that consists of several major activities, one of which is to engage a consultant to help modernize the Department s internal practices, rewrite the manual and implement an effective public information program. Concurrent with this project, other initiatives will be taking place that bear on this activity. These include: 1. Introduction of bar code readers to track and locate files 2. Replacement of the handwritten registry with an electronic version 3. Implementation of a web-based, paperless application system 4. Review of the Department s staffing and organizational structure by the Office of Public Sector Reform (OPSR) Consultancy Objectives The primary objectives of the consultancy are to evaluate the practices used by the Department to process, approve and deny applications; recommend changes to those practices for the purpose of making the workflow more efficient; and fully document all of the existing and revised practices in an updated operations manual. Once the manual is complete the consultant will prepare detailed guidelines that document legal and procedural requirements to be followed by applicants. 2
Scope of Works/Main Activities The scope of works includes the following activities:- 1. Evaluate and change Department practices Conduct an in-depth assessment of current procedures used by the Department to create records, track file folders, manage applications, approve or deny benefits, and store information Identify any areas with bottlenecks and deficiencies that affect the overall efficiency and effectiveness of the Department s operations and service delivery as they pertain to Headquarters functions Assess staff competencies and workloads in each Headquarters section Recommend process changes to improve the flow and management of files and applications, keeping in mind how the introduction of the technologies noted above and the OPSR review will affect such processes Examine procedures used to make decisions on applications, with the objective of determining how levels of approval and denial can be re-delegated to alleviate the paperwork burden imposed on the CIO In consultation with senior Department staff, obtain concurrence on the recommendations once the evaluation is complete 2. Revise the operations manual Review the existing manual and identify all sections that need to be revised, updated or created to fully document all internal procedures as validated or changed during step 1, the evaluation phase Update the manual so it correctly describes all internal procedures to be followed by Department staff 3. Draft public guidelines Prepare guidelines to be published on the Department website. The guidelines shall contain clear instructions to be followed by applicants when seeking benefits, including but not limited to the legal and procedural requirements that must be met to receive approval from the Department. The guidelines are to cover all major types of applications, including: o Citizenship o Permanent residence o Immigrant status o CARICOM skilled national status o Right of establishment o Special entry permits o Permission to reside and work o Work permits o Student visas o Extensions of stay o Barbados passports 3
Deliverables The main deliverables for this activity will be: 1. A diagnostic report - that documents current practices used to create, track, move, approve, deny, store and retrieve applications and folders; the identification of bottlenecks and other impediments to the efficient handling of applications and folders; and recommendations for changes to procedures and authorities, bearing in mind the introduction of new technologies such as bar code readers and electronic ( paperless ) filing of applications 2. An updated operations manual - that documents current practices and any changes adopted by Department management as a result of the recommendations made in the diagnostic report 3. Applicant guidelines - for use by the public when seeking information on procedures to follow when filing applications for immigration benefits Schedule of Payment The contractual will be paid in five (5) lump sum payments as follows: 1. 10% Upon contract signature 2. 10% Upon the submission and approval of a consultancy work plan once the initial mission has been undertaken 3. 20% Upon completion and acceptance of the diagnostic report (Deliverable 1) 4. 30% Upon completion and acceptance of the updated operations manual (Deliverable 2) 5. 30% Upon completion and acceptance of the applicant guidelines (Deliverable 3) Payments will be made upon presentation of signed invoice duly certified of satisfactory receipt and acceptance of deliverables listed above. Characteristics of the Consultancy Consultancy Category & Modality: Individual consultant, Product and Services (PEC) Lump Sum Time Frame: The consultancy should be conducted between November 2015 to March 2016. Work Location: Contractual s place of residence and Barbados. If the contractual is not resident in Barbados, two missions of 5 days each will be included in the contract. Qualifications and Experience: The consultant should possess: 4
A minimum of a Bachelor s degree in management, organisational development, business administration or any other related social sciences. At least ten years demonstrated experience in the area of institutional assessments and reform initiatives Specific experience in strengthening operational systems and processes of an immigration agency. Sound knowledge of immigration functions and processes, and understand their impact on the citizens of Barbados, foreign nationals seeking lawful status, the international business community, and the tourism sector. Language: Fluency in written and spoken English is required. Coordination The technical responsibilities of this consultancy will be coordinated by Mario Umana, Integration and Trade Lead Specialist (INT/TIU). Administrative responsibility of this consultancy will be coordinated by Michael P. Hennessey, Operations Senior Associate (IFD/CTI and Compete Caribbean s Operations Coordinator). The Day-to-day management of the contractual will be the responsibility of the Permanent Secretary, Defence, Office of the Prime Minister or her delegate. The contractual will work closely with the Chief Immigration Officer and her team at the Immigration Department. Payment and Conditions: Compensation will be determined in accordance with Bank s policies and procedures. In addition, candidates must be citizens of an IDB member country. Consanguinity: Pursuant to applicable Bank policy, candidates with relatives (including the fourth degree of consanguinity and the second degree of affinity, including spouse) working for the Bank as staff members or Complementary Workforce contractuals, will not be eligible to provide services for the Bank. Diversity: The Bank is committed to diversity and inclusion and to providing equal opportunities to all candidates. We embrace diversity on the basis of gender, age, education, national origin, ethnic origin, race, disability, sexual orientation, religion, and HIV/AIDs status. We encourage women, Afro-descendants and persons of indigenous origins to apply. 5
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