CONSULTANT (Individual)
Organizational Capacity Assessment
Strengthening Capacities of local actors in humanitarian response, preparedness (ToGETHER)
A. Background
Caritas Germany is a catholic relief agency that commits itself worldwide to emergency aid and reconstruction, and develops social services in many countries of the world. The Country Office of Caritas Germany in Indonesia, located in Yogyakarta
With the financial support of the German Foreign Office (Auswärtiges Amt, AA), Caritas Germany and its consortium partners Welthungerhilfe, Diakonie Katastrophenhilfe and Malteser International are implementing the ToGETHER programme (Towards Greater Effectiveness and Timeliness in Humanitarian Emergency Response) which supports localised humanitarian action in eight countries, one of them is Indonesia. The aim of the project is to support local actors through strengthening their capacities for a better prepared in humanitarian response, preparedness, coordination and advocacy. The program also will promote local leadership in humanitarian action through exchange of knowledge, joint learning and advocacy for access to humanitarian coordination and funding. The program will run until the end of AA funding February 2023 in altogether eight countries which Indonesia is one of them.
Based on the proposal, the program will design and implement country-specific activities to increase the representation of local actors in the national humanitarian system and to shape their advocacy in relevant policy processes. It will furthermore strengthen LHP’s capacities for a more effective operational humanitarian response through trainings, workshops, mentoring and a strategic partnership with both regional and national stakeholders.
For the abovementioned purpose, the program requires the service of an individual consultant to work with Country Project Team (Coordinator, MEAL and Finance) to assess the organizational, institutional and technical capacities and subsequently develop a capacity building plan for Local Humanitarian Partners that will be addressed through the ToGETHER program.
B. Specific Objective
The specific objective of the Capacity Needs Assessment are as follows :
1. To Jointly develop suitable capacity self-assessment tools
2. To facilitate the institutional and operational capacity-assessment process with the five LHPs
3. To facilitate discussion and identify the capacity gaps in each LHPs
4. To further identify the existing capacities of the selected LHPs and help them prioritize the different topics for the Capacity Strengthening measures under TOGETHER program
5. To deeply probe into the need of specific capacity building of LHPs and develop a specific capacity building plan for each LHPs
The self-assessment will be conducted by 5 LHP operating in North Sumatera, Yogyakarta, NTT, Sulawesi Tengah and Maluku. It will focus on identifying their institutional, operational and technical strengths and weaknesses and elaborating a detailed capacity strengthening plan with each of them.
C. Scope of work/Deliverables
The consultant will assist the team of Country Project Unit to assess specific subjects/content of the capacity strengthening that five LHPs need in order to be able to take a leading role in responding humanitarian crises in their respective region, including among other are:
1. Capacity Strengthening Tools
2. Specific Topics of Capacity Strengthening that LHP needs
3. Capacity-strengthening intervention plan
E. Plan of the assessment and Timeline
The assessment will consist of the following phases:
1. Desk work
Document review
§ Program documents (Summary of global Proposal, Logframe, Activity Plan and preliminary finding of the capacity assessment)
§ GMI Report on the state of localization in Indonesia: for an overview on localisation efforts in the country and on capacities and opportunities the project can built on
§ CHS Guidance note and indicators, Sphere Core Standards, NEAR Localization Performance Measurement Framework: for a comprehension of dimensions and concrete capacities required for humanitarian action and localization
2. Develop Draft Capacity Self-Assessment Tool
Based on the above-mentioned listed documents, develop a first draft of a capacity self-assessment tool, which takes the following principles into consideration:
a) Allow for the identification of strong, expandable as well as weak capacities for the delivery of localized, principled quality humanitarian action
b) No predefined capacity checklist, but the tool should concentrate on institutional and operational capacities relevant for the delivery of quality humanitarian action which will be self-evaluated by the LHP and Caritas Germany. The tool needs to be flexible, so that all involved partners (LHP, Caritas Germany) can add or adjust the capacities to be assessed. Fields of capacities[1] should be defined together.
c) Not reinvent the wheel: the tool can build on evaluations/reviews of similar projects which are in the collected literature.
d) Create of a confidential space for the capacity self-assessment in which the LHP feel comfortable to honestly assess their strengths and weaknesses and can build on complementary capacities and expertise within the group of the 5 LHP and Caritas Germany.
3. Field visits and facilitate self-assessment to LHPs office in 5 locations
4. Develop capacity plan for Together project’s partner
The consultant service will be hired from 09th June until 04th August 2021. The consultant will be working with Country Project Unit Team (Project Coordinator, MEAL Officer and Finance Administration Officer).
No | Task/Activities | Days | Proposed time frame |
1 | Desk Review of the project related documents and prepare tools and methodology | 2 | 09th – 10th June |
2 | Initial briefing including discussion with Caritas Germany team | 1 | 11st June |
3 | Consultant field visit to 5 LHPs location (3 days per LHPs) | 15 | 14th June to 23rd July |
4 | Data processing & analysis and report writing and submission (including report draft) | 2 | 26th to 30th July |
5 | Digital Presentation of draft report (presenting preliminary findings) for feedback from the team and LHPs | 1 | 4th August |
| Total | 21 | Working days |
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D. Roles and Responsibilities of Caritas Germany
Caritas Germany will assume the following roles and responsibilities
· Hold all listed documentation and further information available
· Globally orientate the consultants
· Facilitate the contact establishment process between consultants and LHPs
· Coordinating and supporting the overall process for self-assessment and capacity strengthening plan preparation process
· Logistic arrangement based on request when it is needed
· Cofacilitate all workshops and other exchange by arranging venue and sending invitation for the participations
· Final review of deliverables (tool and methodology etc.)
E. Qualification
The following qualification is expected from the consultant:
· Master’s degree in Project Management/Development Studies/Social Work/ related field of studies
· Preferably having had additional training in Disaster Risk Management, humanitarian crisis response, core humanitarian standard and localization issues in Indonesia
· At least ten (10) years of experience in providing related consultancy services
· Demonstrated experience in organizing participatory workshops and cascade similar events
· Demonstrated experience in conducting capacity assessments, SWOT analysis of organizations and/or risk assessments Strengthening in a humanitarian organization set up
· Excellent analytical skills and strong project/program management also familiar with Project Cycle Management
· Experience in monitoring and evaluation of organizational development, program implementation, operations, systems, finance and human resources’
· Experience in system-level gap assessment, analysis and actionable recommendations
F. Application & Deadline
Interested candidate either consultant firm or individual should submit application with the following details:
1. CV (s) of key person (s) to be involved at any stage of the assignment with respective roles and tasks of all those involved in the process along with rationale of how the consultant meet the requirement
2. Technical proposal (max 3 pages) outlining his/her suitability for the job and methodology/approaches that will be applied in the assessment.
3. Example of previous assignments of reference (if any)
4. Financial offer (all insurance and tax according to the government’s regulation) are responsible of the consultant or consultant firm
Application process:
Submission should be done through email until 30th April 2021 at 05.00 P.M and due to urgent need of the consultancy only short-listed consultants will be contacted.
For more information, please contact: yushar.caritas2@gmail.com; henny.caritas@gmail.com or anike.caritas@gmail.com
Note : has the right to fully or partially cancel the bid.
G. Selection Criteria
The following ranking criteria will be considered for the contract granting:
• 60% Technical quality
Experience and expertise, Consulting team members (Lead and assistant consultants MUST be complete. A consulting firm with at least one missing key unit member will not be graded), Methodology, understanding of the assignment, expected Deliverables, Timeline, Company’s profile and Document quality.
Only those which are scored 40% and above for the technical proposal (out of 60%) will be considered for further evaluation.
• 40% Financial quality
Final decision will be made after a short interview of the short-listed candidates.
[1] From project team perspective those capacities could include: institutional capacity: organisational leadership and management system, HR Policy and procedures, financial policy and procedure, web-based tools application (organisation email account and knowledge management tools), logistics and procurement policy and procedures; operational capacity: need assessment and reporting compiling skills, project design and implementation capacity, emergency preparedness and response, targeting and distribution management procedures, humanitarian advocacy, reporting and representation capacity for cluster coordination, application of humanitarian principles in the response, safety and security policy procedure etc.
