Consultancy for Organizational Capacity Assessment for prospective and current program implementing partners in Kenya

1. Introduction

CBM is an international Christian development organization, committed to improving the quality of life of people with disabilities. We work in partnership addressing disability as a cause and consequence of poverty so as to create an inclusive society for all. We recognize that this desire can only be achieved through systemic change, transforming communities and supporting others to make inclusion a reality. Our programme work is in the areas of Inclusive Eye Health (IEH), Community Based Inclusive Development (CBID), Community Mental Health (CMH) and Inclusive Humanitarian Action (IHA). www.cbm.org. Our partners range from government institutions and agencies, institutions of higher learning, people with disabilities and their organizations, corporates, physical rehabilitation hospitals/centres, eye health hospitals/units, local NGOs, research institutions, to large humanitarian organizations.

Therefore, CBM is looking for service of a consultancy firm or team to conduct organizational capacity assessments for prospective and current partners; and subsequently develop capacity development plans.

2. Overall objective

To assess the organizational capacity of prospective and current program implementing partners in Kenya. The successful Consultancy will ensure efficient, quality, and timely delivery of the respective Assessment Reports inclusive of Capacity Development Plans for the 18 assessed organizations spread across 12 Counties.

3. Specific objectives

a) For current implementing partners, verify and document progress made in line with the previous partner assessment findings and recommendations.

b) Conduct a systems and capacity assessment of selected organizations based on the nine domains, namely; governance, administration, human resources management, financial management, organizational management, program management, project performance management, child safeguarding, disability and gender inclusion.

c) Assess the technical capabilities of the selected organizations to provide quality services and document mechanisms put in place to ensure continuous quality assurance/improvement including outcome monitoring.

d) Based on the findings, compile assessment report with recommendations and capacity development plan for each of the assessed organization.

4. Scope of work (focal CBM assessment domains)

a) Governance: Assess the organization’s vision and/or mission statements, constitution and legal status, identify what drives the organization, how the statements reflect what it does and how they are communicated and understood by staff, organizational structure; board composition and role; legal status, and strategic planning.

b) Administration: Assess the organization’s compliance to regulatory bodies; capacity to develop, apply and adhere to operational policies and procedures; data protection, the existence and quality of its administrative systems and its staff competencies and knowledge of the systems; fixed asset control and information systems.

c) Human Resources Management: Compliance with labour laws. Recruitment process, staffing levels, human resources policies, gender & disability inclusion and anti-discrimination practices, organization culture, and performance management. Competitiveness of remuneration and benefits. Attrition rate and staff satisfaction levels.

d) Financial Management: Assess financial systems, procurement, stock control, fixed assets and accounting policies and procedures, internal controls, financial documentation, budgeting process, financial reporting, audits, cost share, financial sustainability [1]and any other financial risks assessment aspects.

e) Organizational Management: Assess strategic planning, resource mobilization, operational plan development, communication strategy, change management, knowledge management, stakeholder involvement, internal communication, feedback mechanisms, and decision-making.

f) Program Management: Review donor compliance mechanisms in place, grant management, technical capacity, reporting, referral system in place, and community involvement including participation of people with disabilities.

g) Project Performance Management: Assess field oversight activities; service delivery standards, quality assurance, supervision, outcome monitoring; disability inclusive monitoring evaluation and learning (MEAL).

h) Child safeguarding: Policies, focal point person, knowledge and practice.

i) Disability and Gender Inclusion: Policies, Practices, Participation (staff & programs), awareness, accessibility, advocacy.

j) Quality of services: Service delivery standards, Audits, Capturing of change, Technical capacity, Quality assurance mechanisms, Outcome monitoring.

5. Methodology

a) Utilize both quantitative and qualitative participatory methodologies targeting internal and external stakeholders (such as Government, Board members, Management staff, service users, and community leaders).

b) Conduct spot checks and review organization systems appropriate and provide supporting documentation for each of the assessed domain where applicable.

6. Expected deliverables

a) An inception report detailing interpretation of the ToR, plan of action, timeline, and budget for conducting the assignment.

b) Draft Assessment Reports inclusive of capacity development plan for each of the assessed organization.

c) Final Assessment Reports.

7. Time frame

The Partner Capacity Assessment for the 18 organizations should be completed within a maximum of 40 working days from the date of commencement of the task.

8. Qualifications for submission of Expression of Interest

· Firm or team with qualifications preferably in Public Health, Development Studies, Business Administration or related field.

· Demonstrated experience in leading the design, execution, and/or management of multi-sectoral development programmes in non-for profit sector.

· Team with diverse skills, experience and capabilities in assessment domains as stated above, programme development, disability inclusion, organizational development and systems strengthening, internal controls, technical quality assurance and improvement among other relevant areas.

· Ability to integrate different knowledge, experiences, methodologies, and approaches from a diverse range of stakeholders, organizations, and technical teams through adapting facilitation techniques.

· Working knowledge of systems approach towards delivery of integrated, comprehensive and disability inclusive programs.

· Capacity to prepare logical, coherent, and consistent technically sound reports.

· Excellent writing, editorial and organizational skills paying close attention to detail in all tasks, integrity and professional discretion.

· Flexibility to adapt to any subsequent changes in the terms of reference (ToR).

· Willingness and ability to organize and deliver virtual meetings.

· Excellent English speaking/writing skills required; prior experience of facilitating multi-stakeholders’ workshops and dialogues.

9. Application requirements

Interested applicants should submit the following documentation:

a) Technical and detailed proposal (both narrative and financial) demonstrating clear understanding and interpretation of the ToR towards addressing the scope of work.

b) Cover letter stating your motivation to undertake the assignment.

c) Up-to-date CVs of the team reflecting relevant experiences and qualifications.

d) Copies of relevant tax compliance certificates as per the statutory requirements in Kenya.

e) At least three key reference contacts for most recent relevant work undertaken.

NOTE: The successful Consultant should be willing to sign and abide by CBM’s Code of Conduct, Safety and Security protocols and Safeguarding Policy.