Terms of Reference (TOR)

Development of Standard Operating Procedure for Localization and Partnerships

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.

Purpose of the consultancy

The SOPs will provide systematic procedures for intra and inter-departmental coordination of the localization and partnerships processes that is seamless and efficient. SOPs will ensure that the project operations are carried out correctly (quality) and always in the same manner (consistency). Furthermore, these SOPs will guide and govern administrative processes for effective delivery of services to the communities we serve

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 to the Country Office, by specifying the workflow and responsibilities/accountabilities for each of these tools as well as how they fit together.

Background

By 2030, DRC Kenya’s main modality of implementation is one where DRC systematically supports, facilitates and strengthens local actors and systems1 in their lead role in crisis response and in the advancement of durable solutions for people affected by conflict and displacement. DRC is able to implement directly when relevant analysis shows that it is necessary and adds value in a given context and situation. DRC will pursue this vision by adhering to the following core response principles:

• Implementation in partnership with and in support of local actors and systems is the main modality unless there is justification for direct implementation.
• DRC implements directly when it is appropriate and adds value.

Objective of the consultancy

The primary objective of Developing Standard Operating Procedures (SOPs) is to establish a systematic and standardized approach to implementing the Partnership and localization processes. The SOPs should provide clear guidelines and procedures for all aspects of partnership and localization enabling effective and efficient delivery of project outcomes through partnership and localization. It will give a detailed procedure from how to engage with local organizations, duty bearers and the private sector either for purposes of achieving joint project outcomes or for coordination purposes.

The following specific objectives should be addressed:

· Develop a transparent and participatory process of mapping, selection, conducting due diligence, capacity assessment and on-boarding of the most suitable partners across all locations where DRC Kenya is present.

· Create a comprehensive checklist to effectively oversee the implementation of Standard Operating Procedures (SOPs).

· Review the existing partnership and Localization tools by conducting interviews with key staff members on both program and support teams to understand how the tools are currently used, questions and challenges faced and developing SoPs for key processes.

The consultant will report to the DRC Partnership Manager. They will conduct the following activities:

1. Scope of work and Methodology
   1. Proposal Development

The scope of work for developing SOPs involves a series of steps and tasks to create clear and detailed procedures. The consultant(s) responsible for developing the SOPs should undertake to ensure consistency, efficiency, and compliance within the DRC Kenya Country office by ensuring the following tasks:

· Understand the overall project and its activities by reviewing the secondary documents and meeting with the various departments at the DRC Kenya Country offices.

· Review relevant literature, national policies, and best practices related to working with local actors, duty bearers and the private sector in similar contexts.

· Create a detailed framework for local organizations’ engagement/selection criteria based on the existing procedure considering factors such as organizational strength, presence, inclusivity, and areas of convergence with DRC Kenya as well as the specific context of the local communities.

· Develop SoPs for the following workflows – identifying which tools should be used, and who is responsible at each stage of the process

1. Engagement with Partners
2. Pre-award assessment and vetting
3. Narrative and budget development
4. Key questions to consider
   1. Partner Selection as Part of an Ongoing Program
   2. Project Start-Up, Implementation and Close-Out
      1. Provide guidance on roles and responsibilities at each stage of the PCM cycle
      2. RACI for sub-granting management across program and support based on existing SoP
      3. Pre-award due diligence RACI
      4. Procurement guidelines for determining low, medium and high-risk partners – and DRC’s requirements for engagement and documentation

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’.
• 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:

Inception Report

Proposed approach for the draft SoPs and guidance, based on desk review and interviews

5 working days

Phase 2

Draft SoPs developed

Development of secondary review reports complete with recommendations

Notes from stakeholder interviews, compiled

15 working days

Phase 3

Final SoPs signed-off

Prepare first draft report – A final paper outling outcomes of the research, mapping of local protection response, and clear recommendations for DRC’s programming

Feedback from DRC to submit the final report

5 working days

Duration, timeline, and payment

• The total expected duration to complete the assignment will be no more than 25 working days.
• The consultant to separate the estimated logistical/operational and technical costs for the assignment
• The assignment should start as soon as possible and be completed within a maximum of a 4-month period of time once the contract is awarded.
• The consultant shall be prepared to complete the assignment no later than October 30, 2024.

Proposed Composition of Team

• The Consultant is free to either bid as an individual or a team. Where the consultant bids as a team, they need to propose a suitable team for the assignment.

1. Eligibility, qualification, and experience required

• Post graduate degree or a Bachelor’s degree on Social Sciences or equivalent with 10 years of Extensive expertise in organisational analysis and organisational change management or processes within humanitarian organisations for the lead consultant
• At least 3 years’ experience as a subject matter expertise within localisation and partnerships in humanitarian and development aid and profound understanding of the relationship between the strategic vision to localise and the risk and compliance environment that localisation efforts navigate in.
• Experience in the development/humanitarian space in INGOs with partnership and sub-grant management
• Experience in data collection and analysis applying qualitative and participatory methods, derived in a humanitarian context.
• Experience in INGOs with partnership and sub-grant management
• Demonstrated understanding of the work proposed in the TOR.
• Strong English writing skills and ability to work well with a translator in the field
• Existing knowledge of DRC’s partnership tools is a plus

Technical supervision

The selected consultant will work under the supervision of the Partnership Manager

Location and support

Remote. The Consultant will provide her/his own computer and mobile telephone

Travel

• The consultant maybe expected to visit DRC Kenya field offices in Mandera, Kakuma, Dadaab and the Nairobi urban program where it is deemed necessary to gather more insights
• The consultant should only send a financial proposal on the professional fee only. DRC will take care of travel logistics if deemed necessary

Please find complete bidding documents in the following link: RFP 00304588 PROVISION OF DEVELOPMENT OF STANDARD OPERATING PROCEDURE FOR LOCALIZATION AND PARTNERSHIPS CONSULTANCY