Afghanistan: Institutional Capacity Assessments and Improvement Plans for Two Implementing Partner Organizations of Afghanistan Women’s Shelter Fund

Organization: The Colombo Plan
Country: Afghanistan
Closing date: 11 May 2018

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), and Legal Advice Centers (LAC) that provide protection, legal assistance, and social services to survivors and their families. The AWSF currently funds 14 Shelters, 13 FGCs, and 2 LACs in Afghanistan. In addition, the AWSF builds the institutional capacity of Implementing Partners that operate these facilities.

In 2015, the Colombo Plan commissioned external institutional capacity assessments of two of its implementing partners. From this baseline, Institutional Improvement Plans and Action Plans were created for each of the organizations, and Colombo Plan identified six areas in which both organizations needed additional training. CPGAP is seeking to conduct follow-up organizational capacity assessments of these two partners to evaluate the implementation of the partners’ institutional development plans since 2015, assess current operational capacities and identify remaining gaps in the partners’ programming and operations.

Applications are hereby invited before 11 May 2018 from qualified and experienced individual consultants or consultancy firms to conduct follow-up Institutional Capacity Assessments of Two AWSF Partner Organizations operating 11 Shelters and 11 FGCs in central, western, and northern Afghanistan.

The consultant is expected to submit a Comprehensive Assessment Report in English examining the implementation or lack thereof the partners’ original Institutional Improvement Plans and Action Plans and identifying areas of improvement since 2015 as well as ongoing weaknesses and challenges. The consultant will also be expected to conduct a workshop to present the key findings to CPGAP and the two partner organizations. The consultant will report to and work under the overall guidance of the Monitoring and Evaluation Specialist and CPGAP Director and in consultation with the AWSF’s primary donor, the U.S. Department of State’s Bureau of International Narcotics and Law Enforcement Affairs (INL). The consultancy is for a maximum of 80 days.

http://www.colombo-plan.org/content/media/2018/04/TOR_Institutational-Capacity-Assessment_AWSF_Colombo-Plan.pdf

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)

  • Vision/ Mission
  • Organizational Structure and Leadership
  • Legal Status and Policies
  • Board Composition and Responsibilities

Administration

(Assess capacity to apply policies and procedures, administrative systems, and staff knowledge and application of the systems)

  • Operational Policies, Procedures and Systems
  • Procurement
  • Asset Management and Control
  • Information Systems
  • Administrative Documentation

Human Resource Management (HRM)

(Assess ability to maintain a motivated skilled workforce, manage operations and staff time to implement the programmes)

  • Job Descriptions and clear Job Profiles
  • Recruitment Procedures and Personnel Policies
  • Staffing levels, Salary levels and structure
  • Staff Performance Management
  • HR Documentation

Financial Management

(Assess quality of financial systems, policies, procedures and staff ability to implement the policies)

  • 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

Organizational Management

(Assess planning capabilities, communication and knowledge management)

  • Strategic Planning
  • Operational Work Planning across the organization
  • Resource Mobilization
  • Communication Strategy – internal and external
  • Security SOP
  • Change and Knowledge Management

3. Tasks

  1. Submission of proposals
  2. Estimated contract award
  3. Desk review and submission of inception report to CPGAP: Max 5 working days (Home-based)
  4. CPGAP feedback on inception report
  5. Complete field data collection for institutional assessments of 24 centers/ 2 organizations in 11 provinces: Max 52 working days ( Afghanistan)
  6. Submission of 2 Institutional Assessment Reports to CPGAP: Max 20 days for report writing, all drafts ( Home based)
  7. CPGAP feedback on 2 Assessment Reports
  8. 3-day workshop to present findings of Institutional Assessments to the partner NGOs, CPGAP, and INL : 3 days ( Afghanistan)
  9. Submission of 2 final Institutional Assessment Reports to CPGAP: Max 20 days for report writing, all drafts ( Home based)

4. 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 three-day workshop with center stakeholders to share findings of the two Institutional Assessments. During the workshop, the consultant will meet separately with each of the two partner organizations and deliver a presentation of the key findings and recommendations of the two Institutional Assessments to CPGAP and INL.
  • A comprehensive Institutional Assessment Report in English examining the implementation or lack thereof the partners’ original Institutional Improvement Plan and Action Plan and identifying areas of improvement since 2015 as well as ongoing weaknesses and challenges, (2 Reports) submitted to CPGAP Director and INL (soft copy);
  • Collected (raw) data after analysis submitted to CPGAP and INL alongside the final reports.

5. Consultant(s) Qualifications

The consultant shall possess 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(s) who is fluent in English and Dari and with prior in-depth experience working in Afghanistan, with a proven track record of working on gender-based violence or women’s empowerment projects. Prior experience with shelters for women or children is preferred. At least one member of the assessment team must be a Dari-speaking female because only women are permitted to enter Afghan women’s protection centers (a.k.a. shelters).

  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, presentation skills and data analysis;

  3. Team Leader should ideally have experience conducting similar assessments in Afghanistan;

  4. Demonstrated capacity to complete, either in person or virtually, assessments in 11 provinces in central, western, and northern Afghanistan;

  5. Fluency in English. At least one member of the team must speak Dari (If only one member of the team speaks Dari, that person should be female.). Knowledge of Pashtu would be an advantage;

  6. Proven experience working in Afghanistan and demonstrated capacity in conducting field work in provinces in Afghanistan; and

  7. Proven experience working with women’s shelters is advantage.

6. Reporting and Administration

  • The Team Leader will report to and work under the overall guidance of the Monitoring and Evaluation Specialist and CPGAP Director. The Team Leader will also coordinate with INL.
  • Weekly progress reports need to be submitted to CPGAP Director.
  • Records of contracts and terms of reference given to research team members, field execution plans, completed data collection tools, minutes of workshops need to be maintained.
  • Bills and records of travel undertaken, administrative costs, and payments for team members need to be maintained.

7. Work Station

Consultancy will be a combination of home-based and Afghanistan field work.

8. Time Frame

To complete this work, a schedule of 80 working days is anticipated. The completed Report should be submitted by 31 August 2018.

9. Mode of Payment

The Payment will be made in Five Installments:

  • First Installment (10%) – Signing of contract
  • Second Installment (30%) – Approved inception report including methodology, execution plan and tools for the entire assessment
  • Third Installment (20%) – Submission of 2 Institutional Assessment Reports
  • Fourth Installment (20%) – Completion of stakeholder workshop
  • Final Installment (20%) – Approved 2 final Assessment Reports and all due deliverables

How to apply:

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 A4-pages) 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 Member;
  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, e-mail, telephone)

Application consisting of all required documents should be emailed as one PDF document to cpgapproposal@colomboplan.org before 17:00:00 GMT+0530 (Sri Lanka Standard Time) on 11 May 2018.

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**.**

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