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Terms of Reference (TOR)

for

Partnership Management (Finance) Consultancy * Who is the Danish Refugee Council?

Founded in 1956, the Danish Refugee Council (DRC) is a leading international NGO and one of the few with a specific expertise in forced displacement. Active in 40 countries with 9,000 employees and supported by 7,500 volunteers, DRC protects, advocates, and builds sustainable futures for refugees and other displacement affected people and communities. DRC works during displacement at all stages: In the acute crisis, in displacement, when settling and integrating in a new place, or upon return. DRC provides protection and life-saving humanitarian assistance; supports displaced persons in becoming self-reliant and included into hosting societies; and works with civil society and responsible authorities to promote protection of rights and peaceful coexistence. * Purpose of the consultancy

The purpose of this consultancy is to develop a Partnership Financial Management Guide for DRC globally and to ensure a structured approach to effectively working with local implementing partners in a way that promotes an equitable collaboration between DRC and the partner. The Financial Management Guide will support DRC\\xe2\\x80\\x99s efforts in pursuing quality partnerships with diverse local partners, ranging from national NGOs with strong experience in managing donor funds and small CBOs with little experience.

The Guide will reflect international best practices in partnership management. It will draw on DRC\\xe2\\x80\\x99s commitment through the Grand Bargain to increasingly support local ownership and share risks with local partners to a larger degree.

The guide will be tailored to DRC needs and programs globally. The consultancy will be home-based with possible meetings with the project staff in the field as well as HQ. * Background

Guided by a strategic effort to move towards local partnerships as a default mode of operation, DRC has established a cross-organisational task force to ensure effective operational partnership engagement. Areas of focus are the most important compliance-related aspects of operations: Compliance with financial and procurement requirements, contracting and risk management. These areas have also proven to be the ones causing the most challenges in managing partnerships with local partners, because they often exceed partners\\xe2\\x80\\x99 capacities. DRC\\xe2\\x80\\x99s compliance- related workflows must be supportive of the partnership principles of equitability, complementarity, result-orientation and transparency as well as flexible to cater for partnerships with local actors who do not have comprehensive systems in place. Capacity support in various forms to partners must therefore be incorporated in DRC\\xe2\\x80\\x99s financial management workflows.
DRC comes from a tradition of being a self-implementing organisation, which means the compliance regimes have been developed and refined to meet the highest common denominator of donor requirements, and even sometimes exceed these. Until now, these regulations have by default been considered to also cover partners of any type. No financial management guidelines for engaging with a diverse partner portfolio are in place and no formal mechanisms to manage partnerships based on existing or evolving capacities within the partner organisations.

An assessment was carried out in 2021 that recommended on how some of these challenges should be addressed. Recommendations focused on how DRC could develop financial monitoring and risk management plans based on the partner in question, rather than apply a one-size-fits-all approach.
Draft financial management guidelines incl. templates for partners were developed but never rolled out globally due to the lack of internal guidelines as well as internal rightsizing and distribution of resources to work on partnership management.

Objective of the consultancy

Review current process and suggest adjustments based on best market practices.

Develop SOPs and guiding principles for effective and equitable partnership finance management and ensuring accountability towards beneficiaries and donors.

Responsibilities at all stages of the partner engagement, including:

• Pre-Assessment and selection of partners
• Vetting and due diligence processes
• Sub-grant Agreement (SGA)
• Capacity development for partners on financial matters
• Day-to-day finance tasks to be delivered by partners.
• Financial reporting and budgeting
• SGA expiration or termination

Prepare training material on the new guides including a power point presentation.

Scope of work and Methodology

Output 1: Review of current business process

Output 2: Analyse weakness and revise current business process based on international best practices and DRC needs respecting donors\\xe2\\x80\\x99 regulations.

Output 3: Draft a new revised business process.

Output 4: Draft guidelines, partnership toolbox, and training materials

The Consultant will be required to prepare a detailed methodology and work plan indicating how the objectives of the project will be achieved, and the support required from DRC. * Deliverables

Deliverables will differ per assignment, but usually include:

- Detailed report on the review of the current business process.

- Analysis report highlighting weaknesses and suggested revisions based on international best practices and DRC\\\'s specific needs, while respecting donors\\xe2\\x80\\x99 regulations.

- Draft document outlining the new revised business process.

- Draft guidelines for partnership finance management.

- Development of a partnership toolbox.

- Preparation of training materials based on the new guidelines and tools.

The Consultant will provide the documentation by email to Finance Policy and Process Advisor, Amal Sheikh Hasan amal.sheikh.hasan@drc.org * Duration, timeline, and payment

The total expected duration to complete the assignment will be no more than 30 working days.

The tentative deadline for the assignment is 31 December 2023. When submitting your technical and financial offer, please consider that the project timeline is flexible and the assignment can be extended after 31 December 2023., subject to funds availability.**

Payments are based on monthly actual hours spent and agreed hour rate. * Eligibility, qualification, and experience required

Essential:

• Master\\xe2\\x80\\x99s degree in finance, business administration, or related field.
• At least 7 years of experience working for an international organisation.
• Demonstrated ability to develop and implement guidelines and processes.
• Excellent knowledge of the NGO sector, the localization agenda and partnerships.
• Understanding of grants management cycle and commercial contracts.
• Knowledge of donors, such as FDFA, Danida, USAID, ECHO, FCDO, ..etc.
• Strong writing skills
• Excellent organizational and analytical skills

Language requirements:

• Written and spoken fluency in English
• Technical supervision

The selected consultant will work under the supervision of:

• Finance Policy and Process Advisor, Amal Sheikh Hasan
• Location and support

This assignment is homebased.

The Consultant will provide her/his own computer and mobile telephone. * Travel

If travel is needed under this consultancy contract, the consultant will be responsible is organizing their own travel arrangements in line with DRC travel guidelines. And will be reimbursed upon presenting invoices for accommodation, transport, and flights.

The consultant is also responsible to obtain travel insurance for the duration of travelling, reimbursement is upon submission of invoices to DRC. * Submission process

Refer to the RFP document name of the document.

• Evaluation of bids

Please refer to the RFP letter invitation.

Only those shortlisted will be contacted for an interview with the panel to ensure their understanding of the consultancy services.\\n \\n \\n \\n \\n \\n

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