UNDP Expression of Interest (EOI) EOI/KRT/11/010 Conducting Business Idea Competitions in North Kordofan, South Kordofan & Blue Nile States A. Job Description UNDP Sudan invites interested non governmental organizations (NGO) national or international to express interest in providing professional services to conduct Business Idea Competitions in North Kordofan, South Kordofan and Blue Nile States, through the distribution of start up micro grants for young entrepreneurs. Interested organizations can express their interest to work in one, two or all of the states mentioned above. B. Scope of Work The NGO is expected to conduct Business Idea Competitions as follows: a) Design the implementation plan and guidelines on Business Idea Competitions; b) Launch/conduct the Business Idea Competitions in North Kordofan, South Kordofan and Blue Nile States; c) Manage the micro grants (either in kind or cash) to the winners of the Business Idea Competitions (detailed expected output and deliverables are stated in ANNEX 1 (TOR). C. Eligibility for NGOs: Qualified NGOs that meet the following requirements are invited to submit an express of interest: NGO must have the legal status to operate as a non profit organization that has humanitarian or development objectives; 5 years minimum of relevant technical expertise in related professional areas, including Communications, public event organization, project management and development ideally in a post conflict environment); Relevant qualification and experience for staff/consultants in relevant field, such as business development services; A proven track record in designing and implementing a related business idea competitions, business plan competitions or similar models in a Least Developed Country context for community development purposes is a very strong asset; A demonstrated ability to work with government counterparts, civil society organizations, Private sector and UN affiliated organizations; Experience in formulating concept papers, guidelines, terms of reference, project documents and detailed implementation plans; EOI/KRT/11/010 1
Excellent written/oral English and Arabic communication skills. D. Short listing Criteria For the purpose of the provision of the services mentioned above, UNDP invites qualified nongovernmental organizations to submit their Expression of Interest to provide these services. Short listing of service providers will be based on the following criteria: 1. Technical capacity 2. Managerial/ Administrative capacity 3. Financial capacity 4. Relevant experience 5. References E. Submission of Expression of Interest Interested non governmental organizations should forward their Expression of Interest, including the following documentation to UNDP: 1. Profile of the organization: Please provide brief background information about your organization; structure of your organizations; profiles and qualifications of the technical supervisors (researchers etc.) and profiles of management staff. 2. Proposed Strategy and approaches for the scope of work as stipulated in Annex 1 3. Implementation Plan and the proposed budget allocation (adhere to the format provided in Annex 2) 4. Monitoring Framework (adhere to the format provided in (Annex 3) 1. Capacity Assessment (adhere to the format provided in Annex 4) 2. Audited financial statement reports for 2007 and 2008, demonstrating the financial soundness of your organization. 3. Documents to verify work experience with similar projects 4. References: Please provide at least one customer reference including details of the services provided. F. Deadline for submission of expression of interest is 04:00 pm (Khartoum time), 14 th of February 2011. Expression of Interest via email is acceptable. G. The final selection for the successful NGO is subjected to the Capacity assessment that will be conducted by UNDP. H. Further contact will only be made with organizations that are short listed. I. Prior to contracting, the successful organization will be required to submit a valid registration certificate as proof that the organization is legally established under the laws of the Republic of Sudan. J. Expression of Interest quoting reference; EOI/Professional/Services/ Conducting Business Idea Competitions in three states of Northern Sudan shall be sent to: Attention: Mr. Sid Ahmed Abdalla, Procurement Analyst Email: sid.ahmed@undp.org United Nations Development Program (UNDP) House N o. 7 Block No. 5 Gama a Avenue, Khartoum 11111 Sudan EOI/KRT/11/010 2
ANNEX 1 TERMS OF REFERENCE Conducting Business Idea Competitions in North Kordofan, South Kordofan and Blue Nile States 1. Introduction: Creating Opportunities for Youth Employment in Sudan YEM, is a Joint Programme (JP), funded by the UN Spain Millennium Development Goals Achievement Fund that is implemented by eleven UN and UN affiliated organizations (UNIDO, ILO, UNDP, UNICEF, UNESCO, FAO, UNOPS, UNFPA, IOM, UNAIDS, UNV) and their relevant national counterparts. The YEM JP aims to provide skills development and livelihood opportunities to the youth (defined age between 15 30 years) with particular attention to migrant youth, including returnees and demobilized soldiers. This JP has been designed in consultation with the Government of National Unity and the Government of Southern Sudan both considering youth employment as a priority area in Sudan. The JP will help mainstream youth employment in national development frameworks and create employment opportunities to deliver peace dividends and support the overall CPA implementation. The JP will target six priority states including three states in the North Northern and Southern Kordofan and Blue Nile and three states in the South. The selection of the six states was based on significant numbers of returnees as well as UN presence on the ground. Given the limited amount of resources available, the geographical scope of the programme has been defined as such to maximize impact through focused interventions in selected states. The joint programme seeks during its two years duration to promote youth employment and employability by laying the foundations for sustainable interventions across different sectors. This will be done using a holistic approach that includes both 1) empowerment of youth through improving learning capacity and literacy skills, self awareness with a special focus on females; 2) improving youth s concrete vocational and technical skills through training; 3) and establishing concrete employment opportunities through job placement and support to start up business initiatives. UNDP, as participating Agency in the JP, will contribute to a number of area based interventions, one of which will be directed at linking the youth with concrete employment opportunities for migrant youth. UNDP will focus on creating sustainable employment opportunities including self employment through the distribution of start up micro grants via a business idea competition for young entrepreneurs. The business idea competition will be launched following the ILO training on business and financial skills. 2. Objectives of the consultancy: The purpose of this consultancy is to conduct Business Idea Competitions for the target youth and other interested community members in North Kordofan, South Kordofan and Blue Nile States. EOI/KRT/11/010 3
3. Expected Outputs: The consultancy is specifically anticipated to do Business Idea Competitions as follows: A. Provide an overall description of the competitions that includes the following: Detail what recommended geographical scope would fit the best such competition, in line with the budget, capacity and requirements; Develop a model that will ensure the competitions are designed according to best practice. The model should allocate a particular focus and make sure that the youth targeted by the programme will be directly benefitting from such competition. The model should as well ensure that the fragile balance/operating environment and implemented on the ground activities of the target groups are well preserved; Present the key phases in term of preparation and implementation (including communication phases, selection phases, prize ceremony etc.) Introduce the most adequate processes to support the implementation of the competitions (including the development of the competition rules, the selection panel committee composition, prize typology (in kind contribution or cash) and mechanism, the selection processes, communication and promotion requirements, the possible design related technical assistance support modalities etc.) Identify the key institutional partners required and their roles and recommend possible partners; Include a feasibility assessment for the competition preparation and implementation, as well as the possible barriers and issues envisioned, and recommended mitigation actions; Propose a Competition preparation and implementation plan, with detailed timeline, activities, milestones, and formulate a tentative budget proposal B. Launch the Business Idea Competitions in North Kordofan, South Kordofan and Blue Nile States. C. Distribute micro grants (either in kind or cash) to the winners of the Business Idea Competitions 4. Deliverables: a) Submission of detailed design/ implementation plan and guidelines on Business Idea Competitions; b) By end of assignment, at least 16 Business Idea Competitions per state (capacity of 50 members) are launched and conducted; c) Submission of midterm Progress Report d) Submission of Evaluation Report by end of assignment. EOI/KRT/11/010 4
5. Qualification and Experience of the required firm: The task will be conducted by a national NGO, which should fulfill the following requirements, at a minimum: Relevant qualification and experience for staff/consultants in relevant field, such as business development services; 5 years minimum of relevant technical expertise in related professional areas, including Training, Communications, public event organization, project management and development ideally in a post conflict environment); Proven track record in designing and implementing a related business idea competitions, business plan competitions or similar models in a Least Developed Country context for community development purposes is a very strong asset; A demonstrated ability to work with government counterparts, civil society organizations, Private sector and UN affiliated organizations; Experience in formulating concept papers, guidelines, terms of reference, project documents and detailed implementation plans; Demonstrating a good knowledge of and professional previous working experience in the three targeted areas in particular is an asset; Excellent written/oral English and Arabic communication skills for the team. 6. Duration of assignment: The BICs will be undertaken over around 10 months. 7. Other Requirements: The NGO staff should bring their own laptops computer. EOI/KRT/11/010 5
ANNEX 2 IMPLEMENTATION PLAN FORMAT EXPECTED OUTPUTS PLANNED ACTIVITIES Q1 TIMEFRAME Q 2 Q 3 Q 4 RESPONSIBLE PARTY Budget Description PLANNED BUDGET 2010 2011 EOI/KRT/11/010 6
ANNEX 3 MONITORING FRAMEWORK Expected Results (outputs) Indicators/ baselines/ indicative timeframe Indicators: Baseline: Timeframe: Means of Verification Responsibilities Risks & assumptions EOI/KRT/11/010 7
ANNEX 4 CAPACITY ASSESSMENT TOOL PART I REFERENCES AND PRELIMINARY CHECKS 1.1 Legal status and history Degree of legal articulation and biographical indications Is the NGO legally established? Name and name of officers, Does the NGO comply with all legal requirements of its 1.1.1 Legal status Registration with government or umbrella NGO, legal identity and registration? Legal incorporation documents. 1.1.2 History Date of creation and length in existence? Reasons and circumstances for the creation of the NGO? Has the NGO evolved in terms of scope and operational activity? Annual reports, Biographical note on NGO; Media kit; Website. 1.1.3 United Nations Security Council 1267 Is the NGO listed in any reference list? United Nations Security Council 1267 Committee s list of terrorists and terrorist financiers. 1.1.4 Certification Is the NGO already certified through international standards? ISO, Project Management standard, other standards. 1.2 Mandate, policies and governance Compatibility between the goals of the NGO with those of UNDP and a sound governance structure 1.2.1 NGO mandate and policies Does the NGO share UNDP principles of human development? Does the NGO share similar service lines to UNDP? Is it clear on its role? Mission statement/charter document, Annual report, Policy statements. EOI/KRT/11/010 8
1.2.2 Governance Who makes up the governing body and what is it charged with? How does the independent governing body exert proper oversight? Does the NGO have a clear and communicated organizational structure? Reports on the meetings of the governing body, Profile of board members/trustees, Copies of rules and procedures, Minutes of management or decision making meeting, Code of Conduct, NGO organizational chart. 1.3 Constituency and external support Ability to build collaborative relationships and a reputable standing with other sectors Does the NGO have a clear constituency? Is the organization membership based? Is there a long term community development vision? Mission statement goal, Webpage / web forum, 1.3.1 Constituency Does the NGO have regular and participatory links to its Newsletter, constituency? Report of field visits, Are constituents informed and supportive about the NGO and its activities? Media coverage, Resource centre or public assembly space. 1.3.2 NGO local and global linkages 1.3.3 Other partnerships, networks and external relations Does the NGO belong to other NGO organizations and/or NGO networks in its own sector? Does the NGO have strong links within the NGO community and to other social institutions? Does the NGO have partnerships with government/ UN agencies/ private sector/ foundations/ others? Are these partnerships a source of funding? Membership / affiliation in a NGO umbrella, Letters of reference, Participation in regional/ national/ international NGO meetings and conferences, Partnerships agreements with other NGOs. Partnerships agreements and/or MoUs, Records of funding and list of references, Reports on technical external support from national and/or international agencies, Minutes of partnership interactions. EOI/KRT/11/010 9
PART II. ASSESSING NGO CAPACITY FOR PROJECT MANANGEMENT 2.1 Technical capacity Ability to implement a project Does the NGO have the technical skills required? Publications on activities, specific Does the NGO collect baseline information about its constituency? issues, analytical articles, policies, Does the NGO have the knowledge needed? Reports from participation in Does the NGO keep informed about the latest techniques/ 2.1.1 Specialization international, regional, national or local competencies/policies/trends in its area of expertise? meetings, Does the NGO have the skills and competencies that complement Tools and methodologies, those of UNDP? Evaluations and assessments. 2.1.2 Implementation 2.1.3 Human resources Does the NGO have access to relevant information/resources and experience? Does the NGO have useful contacts and networks? Does the NGO know how to get baseline data, develop indicators? Does it apply effective approaches to reach its targets (i.e. participatory methods)? Does the NGO staff possess adequate expertise and experience? Does the NGO use local capacities (financial/human/other resources)? Does the NGO have a strong presence in the field? What is the NGO's capacity to coordinate between the field and the office? Have staff been trained on project management methodology? Evaluations and Assessments, Methodologies/training materials, Use of toolkits, indicators & benchmarks/ capacity development tools, Databases (of CBOs, partners, etc.) Profile of staff, including expertise and professional experience, Staff turnover, Chart of assignments of roles and functions, Reports on technical experience from national or international agencies for operations and capacity building, Individual certification on project management such as PRINCE2. EOI/KRT/11/010 10
2.2 Managerial capacity Ability to plan, monitor and co ordinate activities Does the NGO produce clear, internally consistent proposals and intervention frameworks? Does the development of a programme include a regular Well designed project and programme review of the programme? 2.2.1 Planning, monitoring & documents as well as evaluations and reports, Does the NGO hold annual programme or project review evaluation Action/operational plans, meetings? Evaluation and monitoring reports. Is strategic planning translated into operational activities? Are there measurable objectives in the operational plan? 2.2.2 Reporting and performance track record Does the NGO report on its work to its donors, to its constituency, to NGOs involved in the same kind of work, to the local council, involved government ministries, etc.? Does the NGO monitor progress against indicators and evaluate its programme/project achievement? Does the NGO include the viewpoint of the beneficiaries in the design and review of its programming? Reports on performance, Reports to donors and other stakeholders, Internal and external evaluation and impact studies. 2.3 Administrative capacity Ability to provide adequate logistical support and infrastructure 2.3.1 Facilities and equipment Does the NGO possess logistical infrastructure and equipment? Can the NGO manage and maintain equipment? Adequate logistical infrastructure: office facilities and space, basic equipment, utilities. Computer capability and library materials. Proper equipment for area of specialization Inventory to track property and cost. 2.3.2 Procurement Does the NGO have the ability to procure goods, services and works on a transparent and competitive basis? Does the institution have standard contracts or access to legal counsel to ensure that contracts meet performance Standard contracts Examples of how procurement is done Written procedures for identifying the appropriate vendor, obtaining the best price, EOI/KRT/11/010 11
standards, protect UNDP and the institution s interests and are enforceable? Does the institution have the authority to enter into contracts? and issuing commitments 2.4 Financial capacity Ability to ensure appropriate management of funds Is there a regular budget cycle? Does the NGO produce programme and project budgets? What is the maximum amount of money the NGO has managed? Does the NGO ensure physical security of advances, cash and Operating budgets and financial reports, List of core and non core donors and years of records? funding, 2.4.1 Financial management & funding Does the NGO disburse funds in a timely and effective Written procedures ensuring clear records for resources manner? payable, receivables, stock and inventory, Does the NGO have procedures on authority, responsibility, monitoring and accountability of handling funds? Reporting system that tracks all commitments and expenditures against budgets by line. Does the NGO have a record of financial stability and reliability? 2.4.2 Accounting system Does the NGO keep good, accurate and informative accounts? Does the NGO have the ability to ensure proper financial recording and reporting? A bank account or bank statements, Audited financial statements, Good, accurate and informative accounting system Written procedures for processing payments to control the risks through segregation of duties, and transaction recording and reporting. EOI/KRT/11/010 12