CARE Capability Building Mentoring Program Guide for Supervisors of Mentees

Timeline Commitments Performance Management Encouraging the Mentee Rewards and Recognition Confidentiality Contents This guide is to support you while you supervise mentee(s) participating in the Economic Development Unit’s Capacity Building Mentoring Program. Please read through this guide in preparation for the launch of the Mentoring Program (July 25 th 2011). Mentoring Program of Events

Mentee Self Study Mentoring Call (monthly) Mentoring s (weekly) Quarterly Forums Survey Ad-Hoc Support Kickoff Week Intensive week -TBD Milestones The mentoring program will utilize the developed tools and templates throughout a planned series of mentoring calls, s and face-to-face meetings. See below for a program of events based upon a 9-month mentoring program. Jun-12 Jul-12 COMPLETION (9 months) ILLUSTRATIVE

Timeline Commitments Performance Management Encouraging the Mentee Rewards and Recognition Confidentiality Contents ADP will provide CARE recommendations to consider when institutionalizing the Mentoring Program within its broader organizational structure, operations and human resource processes. The contents of this deck contain the collection of recommendations for CARE’s consideration. Mentoring Program of Events

Symbol Estimated Total Time per Month Days in Bold Curriculum Component Quarterly Forums (3 times during program) Survey (3 times during program) Mentee’s Time Requirements 4 hours per forum 12 hours per program 2 hours per survey 6 hours per program 6 hours / quarter ~ 2.25 days per program Mentor’s Time Requirements 4 hours per forum 12 hours per program 2 hrs per survey 6 hours per program 6 hours / quarter ~2.25 days per program Time Commitments for Mentor and Mentee (1 of 2) Symbol Estimated Total Time per Month Days in Bold Curriculum Component Mentee Self Study Mentoring CallMentoring sAd Hoc Support Mentee’s Time Requirements 8 hours per month2 hours per month2 hour per week 8 hours per month 2 hours per month 20 hrs / month ~ 2.5 days / month Mentor’s Time Requirements 5 hours per month2 hrs per month2 hour per week 8 hours per month 5 hours per month 20 hrs / month ~2.5 days / month Mentoring programs require dedicated time from both the mentor and mentee to be successful. The 40 days of the mentor’s time will be utilized through the monthly, quarterly and intensive activities. Monthly Activities Quarterly Activities

Time Commitments for Mentor and Mentee (1 of 2) The total time for a 9-month mentoring program is shown below. If the program is expanded to additional months, adjust the time estimates accordingly. Intensive Activities Symbol Estimated Time per Mentoring Program Days Curriculum Component Kick-Off WeekIntensive Week #1Intensive Week #2 Mentee’s Time Requirements 40 hours 5 days 40 hours 5 days 40 hours 5 days 15 days Mentor’s Time Requirements 40 hours 5 days 40 hours 5 days 40 hours 5 days 15 days Total Time Commitments Monthly Activities (9 Months) Quarterly Activities (3 occurrences) Intensive ActivitiesEstimated Time per Mentoring Program (Days within 9 Months) Mentee’s Time Requirements 2.5 days / month 22.5 days 6 hours / quarter 2.25 days 15 days days Mentor’s Time Requirements 2.5 days / month 22.5 days 6 hours / quarter 2.25 days 15 days days

Time Commitments for Supervisors Meet with the mentees from your country office on their return from Launch Week (one hour) to discuss the following: -The scope of the mentoring program -Their time commitments -How you can support them to be successful in this initiative Meet with mentees on a monthly basis as part of regular one-to-ones or allocate a monthly meeting to discuss their progress (30 minutes) Review the Individual Operating Plan with mentee twice during the mentoring program (1 hour) -Six months into program -Nine months into program upon completion Mentoring programs require dedicated time from both the mentor and mentee to be successful. We ask that you support the mentees from your country office by meeting with them on a regular basis. Total time commitment for supervisors during program: 15.5 hours

Timeline Commitments Performance Management Encouraging the Mentee Rewards and Recognition Confidentiality Contents ADP will provide CARE recommendations to consider when institutionalizing the Mentoring Program within its broader organizational structure, operations and human resource processes. The contents of this deck contain the collection of recommendations for CARE’s consideration. Mentoring Program of Events

Performance Management ADP recommends including an objective on the Mentoring Program within the Individual Operating Plans for both the mentor and mentee. This will create visibility of the individual efforts dedicated to the program during CARE’s annual performance appraisal. The current schedule for the mentoring program aligns very well with CARE’s pre-existing annual performance cycle. Mentoring Program Timeline During the Launch Week, mentors and mentees will each write an objective into their respective Individual Operating Plans (IOP) Beginning of Performance Period June / July 2011 Mentors/mentees and their respective Supervisor will assess performance against the objective which will allow the Mentoring Program to be a part of the employee’s overall performance rating Mentors/mentees and their respective Supervisor will review the Individual Operation Plans (IOP) and discuss the results achieved against this objective Mid-Year Performance Period January 2012 Launch July 2011 Conclusion March 2012* Annual Performance Assessment Period May / June 2012 * Timeline based on 9-month mentoring program. Timeline to be updated once agreed.

Timeline Commitments Performance Management Encouraging the Mentees Rewards and Recognition Confidentiality Contents ADP will provide CARE recommendations to consider when institutionalizing the Mentoring Program within its broader organizational structure, operations and human resource processes. The contents of this deck contain the collection of recommendations for CARE’s consideration. Mentoring Program of Events

Encouraging the Mentees you Supervise Ask the mentee(s) to share learning experiences with other leadership within your country office, for example: -Ask the mentee(s) to present at a team meeting -Encourage them to deliver learning sessions on value chain work to their teams Give mentees time to learn whilst on the program -Allow them to delegate some work to others to free up the time required to complete the program We ask that you encourage the mentees from your country office, while they take part in this program, to enable them to stay motivated for the duration of the program, and benefit from your support.

Timeline Commitments Performance Management Encouraging the Mentees Rewards and Recognition Confidentiality Contents ADP will provide CARE recommendations to consider when institutionalizing the Mentoring Program within its broader organizational structure, operations and human resource processes. The contents of this deck contain the collection of recommendations for CARE’s consideration. Mentoring Program of Events

Rewards and Recognition Rewards and recognition are important factors to motivate both the mentor and mentee to contribute the best efforts to the Mentoring Program. Below is a sample of recognition and rewards to consider. Please support and encourage the mentees by recognizing their achievements. Country OfficesRegional OfficesHead Quarters Recognition Submit mentor/mentee efforts to country newsletters Prompt the country director or member of country leadership team to country mentees to recognize efforts Encourage mentor to call mentee’s supervisor to recognize progress Submit mentor/mentee update to regional newsletter Prompt the regional director or member of regional leadership team to / conf call mentees and mentors individually to recognize efforts Include progress update in Ubora report Submit mentor/mentees to drumbeats newsletter Have executive sponsor / conf call mentees and mentors individually to recognize efforts Create a ‘Certificate’ for mentors and mentees to recognize completion Submit update for Helene’s ‘Did you Know?” article Rewards Individual salary bonus (Financial rewards) based upon rating in annual review Small recognition gift to be mailed to mentee / mentor upon completion Examples of Rewards and Recognition

Timeline Commitments Performance Management Encouraging the Mentees Rewards and Recognition Confidentiality Contents ADP will provide CARE recommendations to consider when institutionalizing the Mentoring Program within its broader organizational structure, operations and human resource processes. The contents of this deck contain the collection of recommendations for CARE’s consideration. Mentoring Program of Events

Confidentiality Mentees and mentors will develop a mentoring agreement during the program’s launch week. Please respect the confidentiality agreement, but contact the mentoring program coordinator if you have any questions or concerns about the mentoring program. Mentoring Agreement: Overall goals for relationship Expectations of how to work together to achieve these goals Meeting times (frequency, duration) How to record and monitor progress Confidentiality agreement Signature of mentee Signature of mentor