Terms of Reference (TOR) for Development of SoPs for Operationalizing DRC’s Partnership Tools
Who is the Danish Refugee Council
Founded in 1956, the Danish Refugee Council (DRC) is a leading international NGO and one of the few with a specific expertise in forced displacement. Active in 40 countries with 9,000 employees and supported by 7,500 volunteers, DRC protects, advocates, and builds sustainable futures for refugees and other displacement affected people and communities. DRC works during displacement at all stages: In the acute crisis, in displacement, when settling and integrating in a new place, or upon return. DRC provides protection and life-saving humanitarian assistance; supports displaced persons in becoming self-reliant and included into hosting societies; and works with civil society and responsible authorities to promote protection of rights and peaceful coexistence.
DRC has been providing relief and development services in the Horn of Africa since 1997. DRC has been active in Kenya since 2005. The Kenya Program provides services and support for refugees residing in Kenya and the refugee hosting communities. The key intervention sectors include Economic Recovery, Resilience, Protection and Humanitarian Disarmament and Peace Building.
As part of our strategic priorities for 2023, DRC is focusing on working more in collaboration with local actors, including developing synergies around programming and advocacy.
Purpose of the consultancy
DRC has recently updated our tools for strategic partnership management and project-specific project management tools for partner-led programming. These tools need to be contextualized for the Country Office, by specifying the workflow and responsibilities/accountabilities for each of these tools – as well as how they fit together.
Background
DRC has recently updated our tools for strategic partnership management and project-specific project management tools for partner-led programming. These tools need to be contextualized for the Kenya Country Office, by specifying the workflow and responsibilities/accountabilities for each of these tools – as well as how they fit together.
Objective of the consultancy
They will be responsible for reviewing the existing tools, conducting interviews with key staff members on both program and support teams to understand how the tools are currently used, and developing SoPs for key processes.
The consultant will report to the DRC Head of Programmes. They will conduct the following activities:
Responsibilities:
- Review all DRC existing partner tools.
- Conduct interviews with key staff on how they use the tools, questions, and challenges they face.
- Develop SoPs for the following workflows – identifying which tools should be used, and who is responsible at each stage of the process.
- Proposal Development
- Engagement with Partners
- Pre-award assessment and vetting
- Narrative and budget development
- Key questions to consider.
- Partner Selection as Part of an Ongoing Program
- Project Start-Up, Implementation and Close-Out
- Provide guidance on roles and responsibilities, and associated tools, at each stage of the PCM cycle
- RACI and SoPs for sub-granting management
- Pre-award due diligence
- Sub-granting documentation and reporting
- Proposal Development
Duties:
- The consultant will sign the code of ethics and will ensure full respect of humanitarian principles when approaching community members.
- The consultant will sign DRC’s ‘confidentiality form’.
Scope of work and Methodology
The Consultant will be required to prepare a detailed methodology and work plan indicating how
the objectives of the project will be achieved, and the support required from DRC.
Deliverables
The Consultant will submit the following deliverables as mentioned below:
Phase 1
Inception Report
Development of draft SoPs and guidance, based on desk review and interviews
4 working days
Phase 2
Draft SoPs developed
Notes from stakeholder interviews, compiled
3 working days
Phase 3
Final SoPs signed-off
Prepare first draft report – A final paper outlining outcomes of the research, mapping of local protection response, and clear recommendations for DRC’s programming
Feedback from DRC to submit the final report
3 working days
Duration, timeline, and payment
The total expected duration to complete the assignment will be no more than 10 working days.
The consultant shall be prepared to complete the assignment no later than July 31, 2023.
Proposed Composition of Team
- Lead Researcher
Eligibility, qualification, and experience required
Essential:
- 3 years’ experience on change management processes with INGOs preferably in East Africa and Kenya.
- Track record of past experience with partnership management and associated sub-granting processes
- Demonstrated knowledge of protection issues in humanitarian settings, and roles/responsibilities of humanitarian actors.
- Excellent analytical, interpersonal, communication and reporting skills.
- Strong communication skills (oral and written) in English.
Desirable:
- Experience in technical and institutional support to local civil society organisations in Kenya.
- A good understanding of Kenya’s civil society context
Eligibility:
- The consultant has the authorization to conduct research in Kenya
Qualifications:
- Relevant academic background. Post-graduate university degree in international development/ social sciences / project management or another relevant discipline.
Technical supervision
The selected consultant will work under the supervision of the DRC Head of Programmes with the support of the DRC Partnerships Coordinator
Location and support
Remote
The Consultant will provide her/his own computer and mobile telephone
Travel
None
Submission process
Interested applicants who meet the required profile are invited to submit an expression of interest including:
- A suitability statement including CV of consultant with details of qualifications, skills, and experience.
- Technical proposal that summarizes understanding of the TOR and Work-plan indicating the activity schedule.
- Financial proposal providing cost estimates and consultancy fees.
- Samples of any similar assignments.
- Contacts of organizations that have contracted you to carry out a similar assignment.
Terms and Conditions
- Applications must be in English.
- The consultant has relevant equipment & tools for the assessment.
- The consultant shall not assign this contract or subcontract any portion of it without DRC’s prior written consent.
- Any documentary materials that will be produced during this study belong to DRC, and the consultant may be allowed to keep a copy.
Evaluation of bids
Only those shortlisted will be contacted for an interview with the panel to ensure their understanding of the consultancy services.
1. Profile and Qualifications (Weighted percentage – 50%)
a. The candidate meets the profile and qualifications for the TOR.
b. The consultant(s) have similar or other relevant experience in Development of SoPs modalities – preferably practical experience.
c. The consultant(s) have relevant experience in sectors similar to those of the focus of the TOR
d. The consultant(s) provide examples of previous work carried out in this field of work.
2. Technical approach (Weighted percentage – 50%)
a. The technical approach addresses the key aspects and deliverables of the ToR.
b. The strategy draws on sector good practice and is relevant to the task.
c. The technical approach will deliver the required outputs, within the deadlines.
Based on the initial screening, DRC Kenya will invite selected bidders for an interview
3. The financial offer will then be weighed against the technical proposal (cost/quality)
Bids can be submitted by email to the following dedicated, controlled, & secure email address: [email protected] When Bids are emailed, the following conditions shall be complied with: Failure to comply with the above may disqualify the Bid. DRC is not responsible for the failure of the Internet, network, server, or any other hardware, or software, used by either the Bidder or DRC in the processing of emails. DRC is not responsible for the non-receipt of Bids submitted by email as part of the e-Tendering process. Bids to be submitted ONLY in electronically.
