Subject

Request for Proposal (RFP) – Operations Department Policy Review Consultant

Proposals due

February 07, 2023

SEED Foundation is seeking a consultant who can facilitate a review of its Operations Department policies such as the Finance Manual, HR Manual, Procurement and Logistics Manual, and Admin Manual, introducing new or revised policies as needed to ensure alignment with best practices, changes in SEED procedures or approaches, and/or legal requirements. Furthermore, the consultant will collaborate with SEED’s Director of Operations to develop a plan for implementing the review process and implementing the amended/new policies.

Scope of Consultancy

  1. Evaluate all policy documents (policies, procedures, and guidelines) for alignment with:
    • Current provincial, regional, and national legislation; 
    • USG, USAID, EU, and other key institutional donors’ requirements; and 
    • NGO and humanitarian sector current best practice.
  2.  In addition to meeting the necessary requirements, policy documents should be reviewed for: 
    • alignment with current organizational priorities and strategy; 
    • effectiveness in carrying out their mandate
    • grammatical or typographical errors; and
    • out-of-date references.
  3. While the process is open to further definition by the consultant(s), it is critical that the individual/team approach is both comprehensive and consultative.
    • Creating a portfolio of current policy documents; 
    • Determining which policy documents fall into which category (i.e. policies, procedures, or guidelines); 
    • Creating a standardized template to ensure that policy documents are easily distinguishable and usable
    • Creating a summary/graphic presentation for each policy as step-by-step instructions for use and implementation;
    • Determine whether there are any significant policy gaps (i.e. missing policies);
    • Finish preliminary review and (re)draft documents as needed;
    • Distribute the draft to the identified working groups for feedback and review (e.g. Management in the Operations Department);
    • Implement necessary changes; 
    • Present revised (or new) policy to the appropriate authorizing body.
    • Help put together a roll out plan for the implementation of revisions and changes. 
    • Create training materials and modules for key processes and policies.

DELIVERABLES

The deliverable will be a comprehensive portfolio of policies required for the organization’s consistent good practice.

The consultant will be expected to sign SEED’s Code of Conduct and abide by the contract terms, which will be agreed upon after the RFP process is completed.

REQUIREMENTS FOR THE PROPOSAL SUBMISSION

  • CV of consultant;
  • Work plan and timeline for conducting the work. 
  • Details of comparable experience; 
  • Articulation of knowledge network (i.e. does the consultant not only have a personal knowledge base to draw from but a network to consult, if necessary);
  • Consultancy plan and budget.
  • At least five years of experience in a management/leadership position in operations. 
  • Fluency in English is required.
  • Excellent verbal and written communications skills and an ability to conduct face-to face or remote learning events.
  • Provide at least 3 references. 
  • Provide samples of policies and/or procedures drafted. 
  • Ability to travel to and stay in the Kurdistan Region of Iraq.
  • Experience in NGOs and working in humanitarian settings is a must.

Languages

Fluency in English is required, knowledge of Arabic and/or Kurdish is a plus. 

TERMS AND CONDITIONS

  • The consultant will work closely with SEED Foundation’s Operations Department in Erbil, KRI. The consultant will be managed by the Director of Operations.
  • The consultant will be required to utilize his/her own technology equipment and maintain workable, safe and secure Skype, ZOOM and email accounts for communication.
  • All materials produced by the consultant during the period of this consultancy willBe the sole property of SEED Foundation.
  • The consultant must sign SEED Foundation’s Code of Conduct, and abide by all provisions of these policies for the duration of the consultancy period

EVALUATION AND AWARD PROCESS

All proposals will be reviewed by a team of not-less-than-three members, which comprises representation from across the organization.

Proposals will be evaluated on:

  1. Evidenced experience developing, reviewing or administering organizational policies;
  2. Experience in NGOs and working in humanitarian settings with main donors such as USG or USAID requirements is preferred but not required.
  3. Cost efficiency and value for money
  4. Ability to facilitate a consultative process
  5. The consultant to provide a work plan and timeline for carrying out the required work in two phases:
    • The consultant will spend three weeks in the country meeting with the teams to understand their needs and goals for the updates; meet with the Senior Management Team individually and/or as a team to go over each of our policy priority areas.
    • Carry out the policy and guidelines review process.
    • Submission of the updated policies.
  6. Work plan and timeline for conducting the required work.
  7. Verbal and written communication skills.

PROPOSAL SUBMISSION PROCESS AND TIMELINE

RFP submissions must be received by email to procurment@seedkurdistan.org by February 07, 2023. The review process will be completed in two weeks, with the results communicated through email.

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