Background

The programme has recently undergone internal reviews and restructuring to enhance efficiency and strengthen delivery. As it moves into a more intensive implementation phase, reinforcing collaboration, alignment, and staff engagement across all teams is essential. A three-day retreat will provide a structured space for reflection, dialogue, and team building, enabling staff to reconnect, build team spirit, share experiences, and develop actionable recommendations for programme improvement.

Programme Structure:

·       Central Team (Ankara): Operations Department (Procurement and Finance) and Programmatic Department (Programme Implementation, Communication, Monitoring & Evaluation).

·       Regional Team: 7 Regional Coordinators (RCs) and 21 Institutional Coordinators (ICs) supporting field-level activities.

Objective of the retreat

The retreat aims to enhance team cohesion and improve programme implementation through shared reflection, open dialogue, and collective problem-solving. It should strengthen trust, collaboration, and communication across all teams by providing a safe, structured space for staff to share feedback and ideas.

Methodology

The consultancy will adopt a participatory and evidence-based approach. It will begin with a briefing session involving the Programme’s management and 6 key staff members (one from each unit including one representative from RCs and ICs. Insights from this session and findings of the internal reviews will inform the development of a framing note, ensuring alignment between the Programme’s objectives and the consultant’s understanding.

The retreat itself will be participatory, inclusive, and interactive, combining:

• Team-building exercises to strengthen collaboration and trust
• Icebreakers and energizers to engage participants and build rapport
• Small group discussions and facilitated reflection sessions to explore operational realities and challenges
• Problem-solving activities to generate actionable recommendations
• Feedback collection tools, including anonymous options if needed, to ensure all voices are heard

The retreat will be guided by the following principles:

• Inclusiveness and equal participation for all staff
• Open, respectful, and constructive dialogue
• Learning from experiences and field realities
• Solution-oriented discussions focused on practical improvements

Expected Results

By the end of the retreat, strengthened relationships and trust across the programme; staff feel empowered to provide feedback and recommendations; key operational challenges are openly discussed; concrete, actionable recommendations for improving teamwork and programme efficiency are documented; improved communication and collaboration between Ankara and field teams.

Participants

Day 1 – Ankara Team Only: Core programme staff.

Focus: Reflect on internal team dynamics and prepare facilitation approaches for the full-team retreat.

Days 2–3 – Full Programme Team: Ankara core team, 21 Institutional Coordinators, 7 Regional Coordinators (~45 participants). Focus: Build trust, share experiences, and collectively identify improvement opportunities.

Deliverables

1. Framing note
2. Retreat programme with key activities and materials.
3. Retreat summary capturing key reflections and discussions.
4. Documented set of practical recommendations for programme improvement including prioritized areas for strengthening coordination, communication, and teamwork.

Timeline

Logistics

Venue booking, travel arrangements, accommodation will be managed by the Programme. Duration: 3 days, in-person tentatively early May.