Terms of Reference (ToR): Consultancy to Review and Update Existing Organizational Policies/Manuals for KRD

Issued on December 3, 2024

Closing date: December 20, 2024

Background:

Kaalmo Relief & Development (KRD) is an active local humanitarian, development and advocacy organization dedicated to provide emergency humanitarian aid and long-term sustainable development in Somalia. we work directly with local communities impacted by conflict, climate change, and disasters to save lives, build greater resilience as well as promote long-term health and wellbeing of vulnerable communities. Our work is guided by the humanitarian principles of humanity, neutrality, impartiality, and independence. Our primary goal is to work towards creating a future where everyone can prosper and live a dignified life. KRD aims to improve living conditions of vulnerable communities through implementing initiatives on basic service delivery, increasing economic opportunities, improving livelihood diversification, disaster risk reduction, climate change adaptation as well as advocacy and protection. Over the past few years, KRD has been running a wide range of programme interventions focusing on alleviating the suffering of drought, floods and protracted conflict affected communities in the following key thematic focus areas; Water, Sanitation and Hygiene (WASH), Food Security & Livelihoods (FSL), Education and Skills for Life (ESL), Child Protection and Gender Empowerment (CPGE), Peace building and Social Justice (PBSJ), Health and Nutrition (HN) and Shelter & NFIs (SNFIs).

Purpose of the Consultancy:

Kaalmo Relief and Development (KRD) would like to engage a consultant to undertake review of existing organizational policies and procedures and develop new ones based on the assessment of the organizational needs. The primary objective of this engagement is to review the current policies of KRD and develop or revise them to ensure they are comprehensive, up-to-date, and aligned with best practices, legal requirements, and the organization’s strategic goals. Through this consultancy, we also aim develop policies both (new & existing) that detail operational procedures and guidelines, contributing to improved operational efficiency and effectiveness.

Scope of Work:

The consultant scope of work will be to Review and Develop Organizational Policies;

• Conduct a comprehensive and detailed review of all existing organizational policies.
• Provide a detailed report summarizing the findings of the policy review, including identified gaps and recommendations.
• Revise existing policies to improve clarity, effectiveness, and alignment with current organizational needs and assess the relevance, and completeness of each policy.
• Identify gaps, redundancies, and areas where policies may need to be updated or enhanced.
• Engage with key stakeholders, including senior management team, and department heads, to gather insights and feedback on current policies.
• Provide recommendations for training or awareness programs to ensure staff understand and adhere to the updated policies.
• Ensure that all policies comply with relevant local, state, and federal laws and regulations.
• Suggest mechanisms for monitoring and enforcing policy compliance across the organization.
• Submit final versions of all new and revised policies for approval by senior management or the board of directors.

Expected Outputs and Deliverables:

At the end of this consultancy, the consultant is expected to have submitted the following key deliverables:

1. Inception report outlining the procedures, methods and work plan indicating specific tasks, responsibilities, dates and resources required.
2. Key findings identified and verified during the participatory session with project team and the experts to allow the expert to write a draft policy review report.
3. Review of the existing policies.
4. Development of new policies informed by the gaps identified.
5. A Consultancy Report that includes the major activities of the consultancy, highlights of the policy review and development workshops, and the evaluation of the workshop’s deadlines consistent with the TORs, including recommendations.

Consultancy Duration:

The consultancy assignment will take approximately 20 working days.

Skills and Qualifications:

1. Educational Background: Master’s degree in international development, operations management, finance and administration, or a relevant field.
2. Institutional/operational experience of consultancy services of at least five (5) years;
3. Previous proven work experience with NGOs relevant to similar assignment;
4. Project Experience: Demonstrated experience in program/project operations and developing Operational Manuals for donors such as FCDO, ECHO, USAID, SIDA, and the World Bank.
5. Human resource capacity of consultancy firm with available/potential staff for the proposed assignments. Staff with required credential, knowledge and skills separately for each required assignment (Financial Management, HR, Office Administration).
6. The proposed human resource must also include a staff with strong communication/reporting, editing/proof-reading skills;

How to apply

How to apply:

Interested individuals and/or firms should submit an EOI with both technical and financial proposals to KRD detailing the methodology on how to carry out the assignment, a work plan, CVs of key staff, and professional fees. In addition, submit at least 3 references of similar assignments successfully undertaken in the past 3 years.

Interested consultants should send the following documents via email, mohamed@kaalmosom.org cc:, info@kaalmosom.org with subject line “Consultancy for Review and Development of Operational Manuals – KRD” and it should reach KRD, on or before December 20, 2024.

Only candidates short-listed for interview will be contacted.

KRD is an equal opportunity employer that does not tolerate discrimination on any basis.