Terms of Reference: Developing Organizational Police and Manual – New Bright Community Development Center, Ethiopia

Background

Organizational capacity development is a continuous process for most organizations, particular among those emerging and operators in low scale. New Bright Community Development (NBCDC) is one of the local civil society organization, established in the year 2016, in due objective of empowering the youth, young girls and women among poor communities of Addis Ababa, through implementation of an integrated social development project. NBCDC in its effort of excelling its social services and expand its outreach, it is believed that it needs to employ a comprehensive internal capacity development plan, among which putting in place operational guiding documents and policies that matches the current national and global humanitarian practices and socio-economic development. This would include new policy development such as girls and women protection policy, strategy development for resource mobilization and others. Hence, this has called upon an expertise and professional services to develop these important workable documents, that are expected to be very clear and contextualized in line with the law of the nation and address national and international standards/requirement that would make the organization effective in its operation.

Main Purpose of the TOR

The purpose of this term of reference is to contract an experienced consultancy firm to develop the following 6 (six) organizational documents:

a) Local & International Resource Mobilization Strategy and Partnership Development

b) Comprehensive Monitoring, Evaluation, Accountability and Learning (MEAL) Guideline for NBCDC Project

c) Girls and Women Protection Policy

d) Procurement Procedure Manual e) Human Resource Development Manual (including generation of salary scale)

f) Finance and Grant Management Manual (revision+) This is in due objective of enhancing communication, organizational culture, promote safeguarding and maintain efficiency for smooth and strong operational flow.

Overview of Task Assignment

The task assignment is in line with the purpose of this TOR stipulated above, where the policy and manual development needs to take into consideration of the following points, but not limited to:

• Fully understand the vision and goal of the organization, its scope as well its short and long term objective, along the cause for its presence, so as to frame the policies and strategies required accordingly.
•  Review thoroughly previous organizational polices such as human resource and financial policy manual, including organizational structure, to be used as an input for policy/manual development.
• Outline documents that would serve as a bases and foundation for developing required policies and guidelines, for each, before proceeding to the details of the body for each. This shall be communicated to NBCDC for a review, before going to the development and framing of the main body.
• Develop the first draft of the documents based on the national, international practices, standard, including contemporary theoretical discourses, in due consideration of organizational context as well. NBCDC shall provide clear comments upon review before working on the second draft of the documents.
•  Based on the feedback forwarded, share the second draft of polices and guidelines as per agreed standard, incorporating standard and user friendly templates/formats, procedures, tools and vocabularies attached to each documentation, so as to make it workable for staff/working team and partners.
•  The consultant incorporating feedback once again, will share the final version of each document required.
• The consultant shall finally train and familiarize each of these newly developed policies/guidelines to staff/board members and targeted partners/stakeholders to show how it fits with the national and international standards, and how it shall be applicable at the organization level
• It should be noted that the body of all documents should be supported by relevant citation of national proclamation and regulations, as well as, national and international standards and polices, as appropriate.

Major Deliverables

• Develop a detail work plan, timeline and processes to be followed as an inception, including content/structure of each of documentation, (content to be modified and improved during the process), including policy foundations of each document, and present to the management and board of NBCDC.
• Submission of Draft policies and guidelines in two rounds before submission of the final version, for review by NBCDC and the board at each stage.
•  Facilitation of familiarization/training workshop to staff/board members/stakeholders on each newly deliverable document, in collaboration with NBCDC.

The consultancy firm and its members are expected to fulfill the following desirable competencies and experiences:

• The consultancy firm should have operational experience in giving consultancy services for at least 5 (five) years in the areas of policy development, administrative manual preparation and operational guideline development, having team members with a mix of multidisciplinary experts either in (management, business administration, project management, development studies, gender, finance, economics, statistics and other related studies.)
• The consultant/team leader must poses an advanced degree (Masters or PhD) in either of the fields mentioned above, with more than 6 years of practical experience, while the rest of the team members must possess an academic qualification that compliments qualification of the team leader, with not less than 5 years of experience in their designated fields of study.
•  Team members in general are expected to have previous proven work experience with local and international NGO’s and other related civil society organizations, versed with the knowledge of project and grant management, as well as managerial and operational issues in an organization.
•  Team members of the consultancy firm, are expected to have strong understanding of humanitarian standards and principles, including safeguarding issues, gender, national labour law, grant management, organizational code of conduct, project monitoring & evaluation and others.
•  The consulting firm and its team members are expected to have strong analytical skills and legal analysis in the areas of the required policies and guidelines to be developed, along with having demonstrated capacity to deliver high quality outputs within the proposed timeframe.
• Proposed list of team members responsible in collectively executing the task assignment on this TOR, are expected to take part in the assignment, and if need arises NBCDC reserves the right to contact those persons whose CV is attached with the proposal personally without the prior notice of the consultancy firm.

Evaluation Criteria

The technical and financial proposal of interest applicants will be assess using the following rating: Technical proposal Maximum 70%, Financial Proposal 30%