Job Description

Terms of Reference (ToR) for

Developing & Reviewing Operational Manuals

Background

Lifeline-Gedo (LLG) is a humanitarian, non-profit, and non-governmental organization dedicated to responding to humanitarian emergencies by providing life-saving support mechanisms. LLG works in partnership with national and international stakeholders to promote peace and stability, advocate against all forms of violence, and initiate both long-term and short-term development projects. The organization prioritizes identifying the most appropriate targets for their projects, focusing on the poorest communities that are most in need.

2       Purpose

The purpose of this consultancy is to develop new manuals and review existing ones to meet the specific needs of small and medium-sized local NGOs. The primary goal is to design and develop comprehensive manuals that detail operational procedures and guidelines, contributing to improved operational efficiency and effectiveness across all involved organizations.

3       Objectives and Specific Tasks

Overall Objective:          

To provide need-based support in capacity-building initiatives for local NGOs, specifically related to operational manual policies, with a focus on increasing operational efficiency and enhancing humanitarian response.

Specific Tasks:

• Review and Update Existing Manuals:

o    Project Management Process/Manual o HR Manual

o Security Manual (SMP and SOP) o Data Protection Policy

o  Child Protection Policy

o    Conflict of Interest Policy

• Develop New Policies: 

o    Reserves Policy

o    Chart of Accounts

o    Foreign Exchange Policy

o    Policy for Non-employment of Family Members o Ethical Declaration for Suppliers

o  Monitoring and Evaluation Manual

o Quality and Organizational Management Handbook o Beneficiary Accountability Policy

o  Lessons and Best Practices Document

o Risk Management Process/Template of Risk Management Register/Risk Assessment

o Template of Conflict-of-Interest Register o Template of Fraud Register

o Whistleblowing Procedures (with hotline/email address) o Anti-harassment Prevention Policy including PSEA

o  Policy Against Sexual Exploitation and Abuse

o    Anti-Terrorism and Anti-Money Laundering Policy and Procedures

4       Methodology

The consultant will identify and describe the most appropriate and efficient methodology for designing and developing the operational manual. This will involve:

• Reviewing secondary literature
• Conducting consultations and discussions with LLG project teams and relevant stakeholders
• Facilitating a validation workshop for the draft Operational Manual, incorporating feedback into the final version

5       Outputs

Expected outputs include, but are not limited to:

• Understanding and Scope: Developing a comprehensive understanding of the project scope and deliverables through desk reviews, needs assessments, and stakeholder discussions.
• Outline Development: Creating and finalizing an outline for all manuals, incorporating feedback from Lifeline Gedo.
• Inception Report: Detailing the approach, methodology, and work plan, followed by an inception meeting/workshop for discussion.

• Draft Operational Manual: Including standard templates, forms, and tools, presented in a validation workshop for feedback.

• Final Operational Manual: Incorporating stakeholder feedback and obtaining approval from the Steering Committee.

6       Reference Documents

Lifeline Gedo will provide the consultant with relevant documents, including existing policies, partner policies, funding proposals, implementing agreements, and manuals from related multi-year/multi-institutional donor-funded projects.

Experiences and Qualifications

       Educational Background: Master’s degree in international development, operations management, finance and administration, or a relevant field.

• Experience: At least ten (10) years of experience in institutional operations consultancy, preferably with UN, IGOs, or INGOs.

• Project Experience: Demonstrated experience in program/project operations and developing Operational Manuals for donors such as FCDO, ECHO, USAID, SHF, and the World Bank.

• Competence: Strong competence in procurement, disbursement, and environmental and social safeguards.

• Regional Knowledge: Understanding of Government of Somalia operational policies and procedures, with experience working in the Arid and Semi-arid Regions of Kenya.

• Additional Skills: Knowledge of gender issues and experience in multi-institutional and multi-donor funded projects is advantageous.

8           Timeframe

The consultancy assignment will take approximately 30 days.

Skills Required

Attachment

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