ASSISTING WITH GRANTS MANAGEMENT ROLES AND PROCESS MAPPING FOR PLAN INTERNATIONAL’S EASTERN AND SOUTHERN AFRICA REGION

CONTEXT OF THE CONSULTANCY

Plan is an international non-governmental organisation which is dedicated to the rights of children and to working with the most marginalised groups. The organisation’s approaches promote children’s participation, protection and economic empowerment in order to reduce child poverty and to advance children’s human rights.

Plans Region of Eastern and Southern Africa (RESA) comprises of 12 countries namely Egypt, Sudan, South Sudan, Ethiopia, Kenya, Uganda, Tanzania, Rwanda, Malawi, Mozambique, Zambia, Zimbabwe. Plan Internationals regional office for the region is based in Kenya and will be the contracting partner for this consultancy. Plan International is a sponsorship organisation, however increasingly growing by acquiring grants. With this steady growth Plan International’s RESA region is seeking to carry out an in depth study of how to streamline roles and processes around grants to effectively acquire and manage large grants.

SCOPE AND DURATION OF THE STUDY

The analysis will be done in Ethiopia, Uganda and the regional office in Kenya. The consultancy is anticipated to start by January 20th 2013 and be completed by mid June 2013 and 90 consultancy days are anticipated including preparatory, reporting and field activities. However we are open to suggested project staffing from the consultancy based on previous assignments and type of outcome.

SUGGESTED PROCESS AND KEY ACTIVITIES

The consulting firm is at liberty to propose a process but it should include the following steps:

• Development of an initial work plan based on consultant’s experience in conducting similar work demonstrating feasibility of the assignment in the time given
• Project management will be shared by Plan International and the consulting firm.
• Preparation with Plan International internal project team
• Desk review of Plan internal documents, policies and alike
• Developing analytical tools and Plan adapted process for the project
• Facilitation of a preparation and method workshop with key Plan stakeholders. The workshop purpose will be to review, agree upon and fine-tune the project plan and method including the tools for the country analysis. The workshop will be participatory; to enable integration of points of view of participating stakeholders
• Train internal Plan team on method and tools for the three country analysis
• Five pilot countries (Ethiopia, Rwanda, Mozambique, Malawi and Uganda) and the regional office in Kenya will be part of the study i.e. 6 entities will be part of the analysis. However the consulting firm hired will only carry out specific analysis in Ethiopia, Uganda and the regional office.
• Consolidation of all information from the 6 entities review information from all 6 countries/entities
• Draft initial outcomes together with Plan International project team for each country and general recommendations
• Present outcomes to Ethiopia, Uganda and Regional office and suggested next steps
• Facilitation in presenting drafted general outcomes to Plan International stakeholders and suggested next steps

OUTPUTS OF THE PROJECT

• A detailed project outline detailing tools and Plan International adapted processes
• Report on the review of the internal documents, initiatives already taken place
• Country analysis reports
• Project report for all countries, including country/entity outcomes, general recommendations, suggested next steps and suggested tools going forward

QUALIFICATIONS, TECHNICAL EXPERTISE AND EXPERIENCE REQUIRED

The consultancy requires consulting firm/team/individuals with the following profile:

• proven capacity and time to undertake the assignment from 20th January to mid June 2013
• proven expertise of business process mapping type of work and is part of its core business
• experience with NGO’s and development work
• experience with child rights focused organisations is an advantage
• strong on global and/or regional project management
• can staff the assignment with senior staff that are used to work in different countries and cultures
• excellent scientific writing skills in English.

KEY TIME LINES FOR THE PROJECT

• Deadline for consultants proposals December 31, 2012
• Deadline for selection of consultant: Jan 15th, 2013
• Contract start: Jan 21st, 2013
• Project planning meeting with Plan International stakeholders: Feb 2013
• Presentation of draft outcomes to Plan International stakeholders May 2013
• Submission of final reports: 15th June 2013

PROJECT MANAGEMENT AND CONTACT PERSON

The consultant will work under the supervision of the Regional Head of Resource Mobilisation, who will be guided by the project support team. Any further pre award inquiries on this project should be addressed to;resa.procurement@plan-international.org

The complete terms of reference can be obtained from here: http://plan-international.org/files/Africa/RESA/tors/grants-management-tors

Disclosure of Information/child protection:
It is understood and agreed that the consulting firm shall, during and after the effective period of the contract, treat as confidential and not divulge, unless authorized in writing by the Plan, any information obtained in the course of the performance of the Contract. The consulting firm will commit to respect Plan’s child protection policy.

Child Protection Policy http://plan-international.org/files/Africa/RESA/child-protection-policy

How to apply:

SUBMISSION OF PROPOSALS

Responding bidders should prepare and submit by 31st December 2012 a technical and financial proposal which includes:

• a description of the proposed project process
• a proposed work plan
• Fees Structure with a detailed budget indicating proposed direct fees to the consultants and anticipated reimbursable costs. For Bid standardisation on reimbursable, use the fee structure recommended in appendix 2.
• payment terms expected by the consultant.
• CV of consultants carrying out the review study including those of any associates to be assigned or subcontracted to perform this assignment.
• two references of previous clients and scope of work done.
• Signed page of the agreement to Plan’s Child Protection Policy.

All proposals submitted must be clearly marked with a heading ‘RESA Grant management 2/2013’ to be submitted as electronic files (in pdf format preferably ) to the following Plan international email address;resa.procurement@plan-international.org no later than 31st December 2012, 17:00hrs Nairobi time.