TERMS OF REFERENCE FOR CONSULTANCY SERVICES FOR DEVELOPMENT OF ORGANIZATIONAL PROFILE AND CONSTITUTION, OPERATING POLICIES, AND STRATEGIC PLAN.

TERMS OF REFERENCE FOR CONSULTANCY SERVICES: 

DEVELOPMENT OF ORGANIZATIONAL PROFILE AND CONSTITUTION, OPERATING POLICIES, AND STRATEGIC PLAN.

 PR/GRW/SOMALIA/2023/01242

Date: 8th October 2023

            Deadline: 15th October 2023 before 3:00 PM, EAT.  

About SIDRA

Somali Institute for Development Research and Analysis (SIDRA) is non-profit research and policy analysis think tank whose primary mission is to provide quality research and development services to the public and private entities in Somalia in order to contribute to the attainment of the development priorities of the country. It offers technical innovative solutions to key development issues facing Somalia through knowledge-based dialogue, research, independent analysis, insight and expertise in development projects from needs assessment, planning, design and implementation to output monitoring and impact evaluation.

Our projects, research studies and policy support are centered on the three main thematic areas of: Good Governance and Rule of Law, Socio-economic Development and Inclusion, Gender & Women’s Empowerment. SIDRA work is aimed at having positive impact on the communities by informing and influencing policy and best practice and implementing development projects with high standards of performance, value for money development and accountability.

About of the Project

The Improved Child Protection Systems Strengthening CPSS-Project central goal is to establish sustainable child protection systems, especially for internally displaced children. The project will also strengthen protection systems at the community, district, and national levels that aim to reach the most vulnerable children. It is anticipated that the project will expand to include all children in the communities of operation, as every child is at risk for abuse and exploitation if they do not have appropriate systems in place to protect their rights. Mogadishu, Kismayo and Garowe the target locations of this project, are among the most important reception centers for internally displaced persons and are therefore particularly dependent on the development of sustainable structures to cope with protection risks.

The direct target group of the CPSS-Project therefore includes internally displaced children and youth in Mogadishu, Kismayo and Garowe. They are supported through case management, family reunification, psychosocial support, child rights training and empowerment. Furthermore, the target group also includes adults who work or volunteer in the field of child protection or have an impact on child protection due to their social status. In Garowe- the project will build a strong child protection workforce (statutory and community) and strengthen coordination and service delivery in 16 IDPs to ensure that children in need of care and protection are receiving the necessary services. The project will also provide direct support to adults including members of community-based child protection structures, religious and other traditional leaders, representatives of local authorities, CBOs and CSOs, and service providers through various trainings and community dialogues/talks.

About the Consultancy Services.

The primary aim of this consulting service is to offer specialized advice and assistance to the Puntland Child Right’s Coalition in the creation of essential organizational documents and a strategic plan. This effort is geared towards helping the coalition build a strong groundwork, enhancing its operational capabilities, and optimizing its ability to fulfill its mission and mandate effectively.

 Scope of the Assignment.

 This section outlines the scope of the assignment for the consultancy service.

            3.1 Organizational Profile

·         Conduct a thorough review of the coalition's current profile, mission, vision, values, and objectives.

·         Engage key stakeholders and conduct interviews to collect input and insights.

·         Create an updated organizational profile document that accurately reflects the coalition's purpose, goals, and structure.

3.2 Organizational Constitution

·         Develop a comprehensive organizational constitution that serves as the foundational document of the coalition.

·         Outline the coalition's name, mission, vision, values, and objectives within the constitution.

·         Define the governance structure, including the roles and responsibilities of board members, executives, and committees.

·         Detail the decision-making processes, membership criteria, and any amendment procedures.

·         Ensure alignment with legal and regulatory requirements governing the coalition's operation.

3.3 Operating Policies

                        3.3.1 Human Resources (HR)

·         Assess the current HR practices and policies.

·         Develop a comprehensive HR policy framework covering recruitment, performance management, training and development, and employee welfare.

3.3.2 Procurement

·         Conduct a detailed analysis of the coalition's procurement processes and systems.

·         Develop a procurement policy ensuring transparency, fairness, and cost-effectiveness.

3.3.3 Finance

·         Review the coalition's financial management practices and systems.

·         Establish financial policies and procedures, including budgeting, financial reporting, and internal controls.

3.3.4 Monitoring and Evaluation (M&E)

·         Review the existing M&E framework and processes.

·         Develop an M&E policy with clear indicators, data collection methods, and reporting mechanisms.

3.3.5 Advocacy Policy

·         Review the coalition's current advocacy policies and procedures.

·         Develop an enhanced advocacy policy addressing prevention, reporting, and response to any form of harassment within the coalition.

3.4 Five Year Strategic Plan

·         Conduct a thorough assessment of the coalition's current strategic priorities, strengths, weaknesses, opportunities, and threats.

·         Facilitate strategic planning workshops with key stakeholders to gather input and align on strategic goals.

·         Develop a comprehensive 5-year strategic plan outlining clear objectives, strategies, and action plans for achieving the coalition's mission.

4.0 Methodology

To accomplish the objectives outlined above, the consultancy will follow a systematic and participatory approach, which includes the following steps:

1. Stakeholder Engagement: Conduct consultations and workshops with key stakeholders, including PCRC board members and interim management. These engagements will enable the consultancy team to gather insights, perspectives, and feedback to inform the development of organizational profile and constitution, operating policies, and strategic plan.
2. Review and Analysis: Undertake a comprehensive review of existing PCRC documents (if there are any). This analysis will provide a basis for formulating strategic recommendations and aligning organizational profile and policies with PCRC's context.
3. Document Development: Based on the stakeholder engagement and review, the consultancy team will draft the organizational profile and constitution, operating policies, and strategic plan. These documents will be refined through iterative feedback loops and validation with PCRC's leadership and relevant stakeholders.

5.0 Budget and Terms of Payment

 Payment will be made in accordance with SIDRA payment rules and regulations and upon receipt of    the deliverables stated in these terms of reference.

Selection criteria  

1.    Letter of Interest, stating the suitability of your company for the assignment. (Attach Copy) – 10%

2.    Personal CVs for individual consultants highlighting qualifications and experience. (Attach Copy) – 10%

3.    Evidence of Relevant experiences, at least 3 signed Consultant Service / Contracts and evidence of successful delivery (1 contract = 10%, 2 contracts = 20%, 3 contracts = 30%) - (Attach Copy) – 30%

4.    Technical and Financial proposal indicating consultancy fee and a breakdown of expenses (unit price) together with any other expenses related to the assignment, (Attach Copy) - 10%

5.    Lead time …………………… 10% (20 days = 10%, between 20-30 days = 5%, above 30 days = 0%)

Applicants are required to submit the following documents through [email protected] no later than 15th October 2023 on 3:00 PM. The title of the email must read “Consultancy for Development of Organizational Profile and Constitution, Operating Policies, and Strategic Plan”.

All Qualified person will be called for an Interview stage.