Getting Capacity Assessment Right

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It may seem straightforward to prepare Terms of Reference for an assessment of the capacity of an organisation or a group of organisations. But actually it is not that simple. Good TOR must, among other things, provide clear indications of why the assessment is made, who will make it and how and when they'll do this. It is also important to clarify who will manage the process, how and to whom will results be disseminated, and the level of detail the assessment will dig into.

These are just a few of the points addressed in the 12-page "Appendix 1: Terms of Reference for Capacity Assessment" included in the final draft version of the Toolkit for Capacity Development published by EuropeAid in March 2009.

To those looking for readymade TOR where the only remaining task is to insert the appropriate details about the sector and country the Appendix is probably a disappointment as it does not provide a blueprint for answers. Instead, it guides the users through the many issues and questions that must be considered before a good capacity assessment can be launched.

The guidance is particularly helpful in prompting users to clarify objectives and results beyond trivialities, giving eight examples:

• Enable sector authorities and/or funding agencies to decide on the feasibility, scope, and size of a sector programme and of external support to this sector programme so that it is commensurate with implementation capacity.

• Establish firm collaboration modalities between several actors in the sector, based on a joint understanding of capacity and constraints.

• Create awareness among staff members and stakeholders about possible need for change.

• Enable funding agencies to decide whether to finance a next phase.

• Inform policy dialogue between sector partners, thereby achieving a better policy foundation.

• Enable authorities to design and prepare a capacity development plan, including, as relevant, support from development partners.

• Enable authorities to approach other important stakeholders - such as the ministry of finance or local governance - to propose remedies for institutional constraints that cannot be solved at sector level.

• Enable authorities and development partners to decide on the scope and modalities for capacity development support.

The Appendix deals specifically with capacity assessments. However, the issues dealt with may be as relevant for other areas of cooperation, like the preparation of technical assistance support, analytical studies and other assessments.