THE COLOMBO PLAN. (Colombo Plan Gender Affairs Programme) Terms of Reference

Transcription

1 THE COLOMBO PLAN For Cooperative Economic and Social Development in Asia and the Pacific (Colombo Plan Gender Affairs Programme) Terms of Reference Institutional Capacity Assessments and Improvement Plans for Four Implementing Partner Organizations of Afghanistan Women s Shelter Fund 1. Background The Colombo Plan for Cooperative Economic and Social Development in Asia and Pacific, which has its headquarters in Colombo, Sri Lanka, is an inter-governmental organization with a membership of 27 countries in the Asia-Pacific region. The Colombo Plan Gender Affairs Programme (CPGAP), which focuses on women and children s rights, currently implements two projects in Afghanistan, including the Afghanistan Women s Shelter Fund (AWSF) Project. The AWSF aims to increase access to justice for Afghans who have survived or are at risk of experiencing gender-based violence and/or trafficking in persons. The AWSF provides grants to mostly Afghan-run Shelters, Family Guidance Centers (FGC), Legal Advice Center (LAC), and Legal Advice Bureau (LAB) that provide protection, legal assistance, and social services to survivors and their families. The AWSF currently funds 14 Shelters, 13 FGCs, 1 LAC and 1 LAB in Afghanistan. In addition, the AWSF builds the institutional capacity of Implementing Partners that operate these facilities. AWSF Project has recruited 3 new Implementing Partner Organizations. As one of the old Implementing Partner has not been assessed this Consultancy will include assessment of 4 partners in total. In order to assess and support the Implementing Partners to effectively and efficiently deliver the project, CPGAP is seeking to conduct institutional capacity assessments of the partners and accordingly develop Improvement Plans. Applications are hereby invited before 11-December-2017 from qualified and experienced individual consultants or consultancy firms to conduct four Institutional Capacity Assessments of the new Implementing Partner Organizations of AWSF (operating 3 Shelters and 2 FGCs) in central and eastern Afghanistan. In addition, the consultant is expected to develop an Institutional Improvement Plan for each Partner Organization and submit a Comprehensive Assessment Report in English with Recommendations and Approaches towards strengthening the facilities and their providers. The consultant will report to and work under the overall guidance of the Monitoring and Evaluation Specialist and CPGAP Project Director. The consultancy is for 25 days. Page 1 of 6

2 2. Scope of Work The assessment should cover the following aspects. Governance/ Leadership (Assess capacity of the leadership and management to lead, inspire, make decisions and provide direction) Administration (Assess capacity to apply policies and procedures, administrative systems, and staff knowledge and application of the systems) Human Resource Management (HRM) (Assess ability to maintain a motivated skilled workforce, manage operations and staff time to implement the programmes) Financial Management (Assess quality of financial systems, policies, procedures and staff ability to implement the policies) Organizational Management (Assess planning capabilities, communication and knowledge management) Vision/ Mission Organizational Structure and Leadership Legal Status and Policies Board Composition and Responsibilities Operational Policies, Procedures and Systems Procurement Asset Management and Control Information Systems Administrative Documentation Job Descriptions and clear Job Profiles Recruitment Procedures and Personnel Policies Staffing levels, Salary levels and structure Staff Performance Management HR Documentation Financial Systems and Accounting Practices Financial Policies and Procedures Internal Controls and Budgeting Financial Reporting and Documentation Audits and Donor compliance Grant Management Financial Management Strategic Planning Operational Work Planning across the organization Resource Mobilization Communication Strategy - internal and external Security SOP Change and Knowledge Management The Institutional Improvement Plans should consist of Defined the means (tasks) to address the identified challenges/ Specific Recommendations, Timeline, Responsibility, Resources required and Follow-up Mechanism. Page 2 of 6

3 4. Tasks and Working Days # Task Deadline Working Workplace Days 1 Submission of Proposals 11-December Contract Award 26-December Desk Review and Submission of 29-December days Home-based Inception Report to CPGAP 4 CPGAP Feedback on Inception 4-January Report 5 Meeting/ Conference call with 5-January day Home-based CPGAP and Submission of Final Inception Report to CPGAP 6 Complete Field Data Collection of 21-January days Afghanistan Institutional Assessments of 5 Centers/ 4 Organizations in 4 Provinces 7 Complete Data Analysis and 28-January days Afghanistan Submission of 4 Assessment Reports to CPGAP 8 2 Day Workshop on sharing 30-January days Afghanistan preliminary findings of Institutional Assessments and Develop 4 Improvement Plans 9 Present the findings of 4 31-January day Afghanistan Institutional Assessments and 4 Improvement Plans to CPGAP and Stakeholders 10 CPGAP Feedback on 4 Assessment Reports 14-February Submission of Second draft of 4 Institutional Assessment Reports and 4 Improvement Plans to CPGAP 12 CPGAP Feedback on Second Draft of 4 Reports and 4 Action Plans 13 Submission of 4 Final Institutional Assessment Report and 4 Improvement Plans to CPGAP 16-February days Home-based 23-February February day Home-based 5. Expected Deliverables An Inception Report detailing Methodologies to be used and sample size calculations, a Detailed Execution Plan, and Data Collection Tools that will measure Governance, Administration, HRM, Financial Management, and Organizational Management; Weekly Reports on Progress of the Work to CPGAP Director; A Two-day Workshop with center stakeholders to Share Findings of the Four Institutional Assessments and Develop an Institutional Development / Improvement Plans for each Provider (4 Plans); Page 3 of 6

4 A Presentation of the Key Findings and Recommendations of Four Institutional Assessments and Four Improvement Plans to CPGAP and Stakeholders; A comprehensive Institutional Assessment Report in English with Recommendations, Approaches towards strengthening the operational capacities of the each Implementing Partners (4 Reports) submitted to CPGAP Director (soft copy); An Institutional development/ Improvement Plan for each center/ their providers to improve their Administrative, Financial, Planning, Staffing, Accounting and SOPs; and their identified Operational Needs; (4 Plans) and Collected (raw) Data after analysis submitted to CPGAP alongside the Final Reports. 6. Consultant Qualifications The consultant shall possess a good range of Afghan Local Experience in the Management of Field Data Collection, Safe Procedures for Data Capture and in Data Processing and Analysis in the area of Institutional Capacity, including Financial Management, Human Resource Management, and Organizational Management and Administration. Preference will be given to consultant who is fluent in English and Dari and with prior in-depth experience of working in Afghanistan and with proven experience in Women Shelter Work. At least one member of the assessment team must be female. 1. At least 8 years Professional Experience undertaking Organizational Development Assessments and Surveys and familiar with tools such as the Organizational Capacity Assessment Tool (OCAT); 2. Effective and Efficient Data Gathering, Report Drafting, Editing, Writing, Presentation and Data Analysis Skills; 3. Team Leader should ideally have working experience in Afghanistan conducting similar assessments; 4. Demonstrated Capacity to cover 4 Provinces in this assessment; 5. Fluency in English and/ or Dari; 6. Proven Experience of Working in Afghanistan and Demonstrated Capacity in Field Assessment of Provinces in Afghanistan; and 7. Proven Experience in Women Shelter Work is an Advantage. 7. Reporting and Administration The Principal Consultant will report to and work under the overall guidance of the Monitoring and Evaluation Specialist and CPGAP Director. Weekly Progress Report need to be submitted to CPGAP Director. Records of Contracts and Terms of References given to Assessment Team Members, Field Execution Plans, Filled Data Collection Tools, Minutes of Workshops for Development of Institutional Development/ Improvement Plans, Records of the Forum need to be maintained. Bills and Records of Travel undertaken, Administrative Costs, and Payments for Team Members need to be maintained. 8. Work Station Consultancy will be a combination of home-based and Afghanistan field work. Page 4 of 6

5 9. Time Frame To complete this work, a schedule of 25 person days is anticipated. The field work should be completed within 12 days, the other 13 days shall be for preparation, data analysis and report writing and plan preparation. The completed Reports and Improvement Plans should be submitted by 26-February Mode of Payment The Payment will be made in Four Installments: Installment % Deliverable First Installment 20 Signing of Contract Second Installment 30 Approved Inception Report incl. Methodology, Execution Plan and Tools for the entire assessment Third Installment 30 Submission of 4 Institutional Assessment Reports and 4 Institutional Improvement Plans Final Installment 20 Approved 4 Final Assessment Reports, 4 Final Institutional Improvement Plans and All due Deliverables 11. Applications Interested consultants/ consultancy firms must submit the following documents: 1. A Cover Letter with a Brief Presentation of your Consultancy and Skills explaining your Suitability for the described Scope of Work; 2. A Brief Proposal (up to 5 pages of A4) on how you will Approach and Conduct the Work including Methods you will Use, Work Plan, Role of Team Members and Contact details of the Team Leader; 3. An All-Inclusive Budget for the Assignment in US Dollars (with breakdown of payments for Human Resources, Travel, Accommodation, Administrative costs); 4. CV(s) of the Proposed Team Members (maximum 3 pages of A4 per CV) 5. Three Non-Related Referees (Name, Designation, Institution, Contact Details incl. of Official Address, , Telephone) Application consisting of all required documents should be ed as One PDF Document to cpgapproposal@colomboplan.org before 17:00:00 GMT+0530 (Sri Lanka Standard Time) on 11- December Only applications inclusive of All the Required Documents will be considered. Only Short-listed candidates will be contacted for an Interview/ Request for Supporting Documents. Page 5 of 6

6 12. Criteria for the Evaluation of Technical Proposals Category Specific Experience of the Consultant(s) Relevant to the Assignment Adequacy of the Proposed Methodology, Work Plan in responding to the Terms of Reference: a) Technical Approach and Methodology: 20 points b) Work Plan: 20 points Score Key Professional Staff Qualifications and Competence for the Assignment: 50 Total 100 The Weights given to the Technical and Financial Proposals are: Technical Proposal = 80% and Financial Proposal = 20% Page 6 of 6