Transfer of Knowledge Through Expatriate Nationals (TOKTEN)

Information for TOKTEN Institutions:




Introduction:

Since 2006, thousands of Sudanese across the country benefited from the wealth of knowledge that has generously been transferred to them by their fellow Sudanese.
According to the Mid-term Review (click MTR) conducted in 2009 to address the project progress, challenges and lesson learnt which indicated that TOKTEN is very relevant to the prevailing capacity development needs of Sudan

Comparative advantages of TOKTEN consultants:
Different experiences around the world showed that several advantages have been gained when dealing with TOKTEN Project. In Sudan, The overall advantage is building knowledge bridges between the local and the Diaspora Sudanese. Majority includes but not limited to:

•TOKTEN Focuses on building and strengthening the capacities of governmental and non-governmental institutions by allowing TOKTEN consultants to share their knowledge rather than filling employment gaps.
Sharing the same cultural and linguistic linkages facilitate transferring of Knowledge from TOKTEN consultants to their country of origin.
•The TOKTEN Programme has proved to be an effective means for mobilizing the skills of experts living abroad, for services back in Sudan; thus, provides an added dimension of technical cooperation that contributes to reverse the problem of brain drain.
Cost effectiveness. Host institutions receive TOKTEN expert’s contribution at relatively lower cost because TOKTEN consultants volunteer their services, waiving the normally high fees of international technical experts.
•TOKTEN consultants are usually talented professional highly motivated by a desire to support and give something back to their countries of origin.
Service with justice: First-come, first-served.
Time saving and Clear Action Plan: Together TOKTEN consultants, requesting institution and TOKTEN Team work to finalize and formalize the assignment work plan before the arrival of the TOKTEN consultant to Sudan, which will save a lot of efforts and time.
Monitoring and Follow Up: During and after completion of each assignment, TOKTEN team periodically conducts visits to the hosting institution to ensure that  quality service is being rendered and to monitor progress towards the programme outcomes  by determining how far the staff trained were applying the knowledge and hence the impact of knowledge transfer on the institution.
Continuous service: Once assigned to an institution TOKTEN consultants continue to provide free services to the institution(s) after the assignment for as long as they are required by the institution.

How to request for TOKTEN assignment:
TOKTEN use the concept of the demand-driven approach, meaning that the target beneficiaries must submit their requests Click (Arabic or English) to download and fill the request form. This request form indicates the institutional needs to enhance their staff capacity and hence make use of the new transferred knowledge into their daily routine.
Inside the request form you should provide full information about:
•The institution background activities,
•Problems awaiting solutions,
•Description of responsibilities of TOKTEN Consultant which includes the exact role of the consultant and required services and
•The results expected by the end of the assignment.

Need assessment will be prepared by TOKTEN team to assure that the environment and the staff are matching the assignment requirements.

A detailed Terms of Reference (TOR) are prepared by TOKTEN team and the requesting institution (and eventually amended once the TOKTEN Consultant is found). (see TOKTEN Available opportunities), then the final TOR will be uploaded on the webpage and shared with the selected candidate(s).
E
xtensive search method will be applied to identify suitable consultant(s) that meet the experiences and qualifications stated on TOR. Sometimes, the requesting institution submit a request form and specify the consultant by name, this also will be visible.
T
he short listed candidate will be informed and telephonic interview will be set in, the panel members will be the requesting institution, TOKTEN team and the consultant on the other side, during the interview:
•The consultant will brief the panel with his/her background, academic and work experiences especially for the selected assignment,
•The requesting institution will address their needs and problems and see the point of view of the interviewer,
•A detailed plan will be agreed to be reviewed and sent before his arrival to Sudan which will save a lot of time and efforts.

A
rrangement for his/her arrival will be prepared by TOKTEN Team and a welcoming photo session will be pronounced.

Procedures to be taken after the consultency:

1. At the end of the assignment, the host institution submits an evaluation of TOKTEN Volunteer for the completed assignment. Click on ( English or Arabic ) to download the evaluation form.
2. In case of distribution of graduation certificates at the end of each assignment, UNDP Logo must be included clearly  and signed by TOKTEN Project Manager (please refer to TOKTEN Team on this issue by sending an e-mail to (tokten.sd@undp.org ).
3. TOKTEN team will follow up the flow of the assignment from the planning phase up to the end and even after the completion of each assignment,
4. Periodically, the host institutions are requested to submit an Assignment impact assessment form after the assignment implementation that describes the contribution (outputs, effects/outcomes and impact) of the Consultant that affects institution. Click here to review. This will be done by conducting a visit to the institution.


 
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Contributes to MDG 8