Request for proposal: Revision of DCA Risk Management Policy and Procedures

Background information

DCA Head Office (HO) departments and Country Offices (COs) manage a wide variety of risks associated with the work of an INGO operating in Africa, Asia, and the Middle East. However, this is done without reference to an organisation wide risk policy or process. Consequently, different approaches to managing risk have therefore been adopted.

DCA’s risk management policy and related tools are intended to provide an overall framework for a structured and coherent way of managing DCA’s risks. Currently, DCA’s risk management framework can be divided in project and programme risks, organisational risks, reputational risks, and financial risks. The Compliance Coordinator and the Strategy and Quality Management unit are responsible for the operationalisation of this system.

DCA’s current risk management policy is from 2014 and some of its terminology and processes are outdated and not aligned with common modern practices from other organisations in the sector. Finally, in addition to DCA’s general risk management system, there are three separate risk management systems identified that are respectively related to data protection, safety and security and environmental impact, which have their own approach in dealing with risks. Therefore, the priority of the consultant is to assist with consolidating DCA’s approach to risk management.

Overall objective:

The overall objective of this contract is to consult with DCA stakeholders and develop and launch a risk management policy that that matches the needs of the organisation.

Purpose:

DCA works to address and challenge unprecedented humanitarian needs, diverse contextual environments, and diverse expectations from stakeholders. The organisational structure required to handle programmatic, financial, and contextual complexity needs constant adaptation. The purpose of this contract is to update DCA’s risk management system so that is better able to support the above.

Results to be achieved by the Contractor:

1. Conduct individual interviews with relevant and identified DCA stakeholders to establish what is required for DCA to modernise its risk management policy and procedures, and to identify what benefits those interviewed believe such a policy would bring (Phase 1).

2. Present to stakeholders the findings of the interviews and draft the outline of a consolidated risk management policy, tailored to DCA as a NGO, that will address the benefits that have been identified (Phase 1).

3. If the stakeholders approve the above, the consultant will draft the full risk management policy and procedures and launch it together with the project management team (Phase 2).

Scope of the Services

The scope of the project is organisation wide, and the risk management policy will apply to all geographical areas that DCA works.

• Conduct individual interviews with relevant and identified DCA stakeholders.

• Draft an outline for a risk management policy.

• Present the findings from the interviews and the outline of the risk management policy and procedures to stakeholders.

• Develop and launch a consolidated risk management policy that fits DCA’s requirements.

The consultant will report to the project management team consisting out of Compliance Coordinator Han van Kammen, Head of Strategy and Quality Management Karen Birgitte Rasmussen, and Global Head of Safety and Security Julian Barnard.

Timing, logisitics and facilities

The Contract will commence on the 6^th of June 2022 and be finalised latest at the end of September 2022, with a total of 25 working days allocated for achieving the expected results.

The 25 working days are divided into two phases. Phase 1 is focused on developing an outline of DCA’s risk management policy and procedures based on interviews and the consultant’s own experience with risk management in the development/humanitarian sector. Phase 2 is focused on developing the risk management policy and procedures. We suggest that 15 days are spent on phase 1 and 10 days on phase 2. Being assigned for phase 2 depends on whether the service provided in phase 1 has been delivered satisfactorily.

For the duration of the task, the Contractor will be based at DCA Headquarters in Copenhagen with DCA providing workspace and meeting room facilities.

The Contractor will provide their own working equipment (laptop etc.).

Reporting

• The consultant will summarise the findings of the interviews with stakeholders in a small report.

• The consultant will draft an outline for DCA’s risk management policy and present it to all stakeholders on the 9^th of August 2022.

• The consultant will finalise DCA’s risk management policy by the 16^th of September 2022.

• The consultant will launch the risk management policy with the project management team in the end of September.

• The policy (outline) should be written in a style, which is appropriate for DCA staff and implementing partners (both in Denmark and internationally).

• The policy (outline) should be written in English.

• The policy should be maximum 6 pages long.

• The policy should include illustrations, tables, and pictures when relevant.

• The structure of the policy is according to DCA’s Policy Management Framework.

QUALIFICATION REQUIREMENTS

• The consultant must have proven experience of working with INGOs (not the UN) in developing and implementing organisation wide risk management policies.

• Experience working with INGOs in Africa, Asia, and the Middle East.

• Experience with writing and implementing policy documents.

• Fluency in written and spoken English.