RFP-001UKR24-ECHO Registration Consultancy

Project HOPE

Project HOPE is an international NGO of more than 900 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients and provided more than $3 billion worth of medicines to local healthcare organizations around the world. We have helped build hundreds of health programs from the ground up and responded to humanitarian crises worldwide.

Project HOPE and Poland Context

Fundacja Project HOPE Polska (PHP), a Foundation operating on the basis of the Foundation Act of the Poland laws. Project HOPE Polska is responsible for managing the advancement and implementation of Project HOPE ’s mission in Central and Eastern Europe, specifically in Poland, and for securing funding from European donors for Project HOPE’s activities globally. PHP was established in August 2022 and has been implementing directly the Mental Health and Psychosocial Support Program (MHPSS) for Ukraine refugees; and continuing to strengthen the Polish health care system by providing essential donations of equipment and educational programs to health professionals.

Objective

Project HOPE Polska is seeking to engage a short-term expert to guide the foundation through the process of becoming an eligible implementing partner with the European Civil Protection and Humanitarian Aid Operations (EU ECHO). The Consultant will play a pivotal role in ensuring that Project HOPE Polska aligns with ECHO’s stringent requirements and guidelines. The foundation aims to successfully submit its ECHO registration application by 2026.

Scope of Work

• Review of Project HOPE Polska’s documents and procedures against ECHO’s minimum formal requirements, such as legal and financial status, employed systems and accountability.
• Review of the PHP’s organizational structure to ensure compliance with ECHO requirements, such as segregation of duties, program quality, monitoring and evaluation.
• Review of the PHP’s policies related to ethical behaviors, anti-fraud, corruption and safeguarding against ECHO’s rules, regulations and guidelines.
• Review of the PHP’s policies related to operational capacities, such as planning, staffing and safety, project design and project management to be in line with ECHO’s rules, regulations and guidelines.
• Review of the PHP’s policies related to compliance with humanitarian, operational standards and obligations against ECHO’s rules, regulations and guidelines.
• Review of internal control policies of the PHP against ECHO rules and regulations.
• Provide recommendations of changes to integrate minimum formal requirements into the PHP’s structure and systems.

Deliverables

1. Gap Assessment Report: Provide thorough assessment of gaps in the Project HOPE Polska’s current policies, practices, and documentation identified in compliance to ECHO guidelines and partnership ECHO’s eligibility requirements.

2. Action Plan (Roadmap): Develop a detailed, step-by-step Action Plan that outlines necessary adjustments and improvements required for ECHO partnership eligibility, including timelines, responsible staff and key milestones leading up to the 2026 application submission.

Timeline

• September 1-October 31, 2024 Conduct documentation review, consultations

and interviews with PHP’s representative (potential short site visit to be negotiated).

• November 1-30, 2024 Gap Assessment Report Preparation.
• December 31, 2024 Deliverables to be submitted to Project HOPE

Polska’s representative.

Qualifications

• Demonstrated track records in preparing and submitting successful applications for ECHO partnership or similar international humanitarian aid organizations.
• In-depth knowledge of ECHO requirements, standards, and operational guidelines is desirable.
• Proven experience in guiding organizations through the ECHO eligibility process is an advantage.

Other

• Travelling to Project HOPE Polska’s office in Krakow will not be required, but availability is a plus.
• Project HOPE is covering the cost of potential transportation (flights and local travels), and accommodation.