Terms of Reference (TOR)
 for facilitating the workshop on Proposal Writing and Documentation

1. Background:

PHALS (Program for Helpless and Lagged Society) is a Local Non-Governmental Organization (NGO) started its journey in Cox’s Bazar district since 1992, latter got registration from Ministry of Social Welfare, Bangladesh in 1996, from NGO Affairs Bureau of Bangladesh in 1999. PHALS jointly working with GO/NGO and INGO to empower and protect the less privileged, marginalized vulnerable communities and surrounding environment through multidimensional development interventions. The organization addresses a wide range of critical issues, including localization humanitarian aid, livelihood and economic development, gender equality and People with disability inclusion, education promotion, community empowerment, WASH, Health, disaster risk reduction (DRR), and climate change resilience.

With the support of Malteser International, PHALS has been implementing a localization project titled "ToGETHER! - Towards Greater Effectiveness and Timeliness in Humanitarian Emergency Response" in Bangladesh since 2021. The project aims to transcend organizational boundaries, enabling local and international partners to develop approaches to humanitarian responses and create synergies during crisis response collaboratively. It also supports local actors in enhancing their capabilities in humanitarian response, preparedness, coordination, and advocacy. Additionally, the program aims to create opportunities for establishing complementary partnerships and promoting the roles of local partners. Capacity-strengthening and exchange measures are based on LHPs' self-defined needs and priorities, as well as the broader humanitarian context within their countries and contexts. As part of the project's staff capacity strengthening activities, PHALS is going to hire a consultant or firm to conduct workshop on Project Proposal Writing and Documentation.

2. Overview:

Given the rapid changes in projects/programmes and nature of organization rules, regulation in PHALS operational areas and the necessity for effective organization visibility management, PHALS needs to enhance staff capacity on Project Proposal Writing and Documentation that can be able to award of national and international donor.    

3. Objective:

The main objective of conducting the workshop on Proposal Writing and Documentation is to enhance the staff capacity as if the PHALS staff can develop standard project proposal and relevant documents and capable to receive donor awards. There are some specific objectives as follows.

• To develop Grant Hunting/ Project Proposal and Documentation Manual/Handbook/ Kits/ Handout/Module/Guideline and submission to PHALS for facilitating the workshop on Proposal Writing and Documentation.
• To facilitate 5 Days Long physical workshop on Proposal Writing and Documentation based on developed module/manuals.  

4. Scope of Work:

PHALS few senior staff received training on project proposal writing in previous years but not intensively to full fill the ins and outs requirement the standard Project Proposal Writing to meet international standard. However, PHALS management feel to enhance staff capacity on Project Proposal Writing and Documentation to meet national and international standards project proposal writing, due diligence as well. The specific scopes of work are as follows:

• To organize meetings either online or face to face with the management, admin and HR as well as SMT to discuss further implementation and challenges they are facing during the project proposal writing and documentation;
• To prepare the workshop handout/manual/toolkits on Proposal writing and documentation and share with the management;
• To share the workshop schedule with the management;
• To facilitate the workshop on Proposal Writing and Documentation based on shared schedule and agreement;
• To submit the workshop report to PHALS management:
• To provide certificates for participants (Not mandatory).

5. Supports from PHALS:

• PHALS will bear all expenditure of organizing workshop cost (Food, Venue, all types of training materials) except facilitators’ accommodation, food, and transportation cost;
• PHALS will extend all necessary cooperation and support to the consultant/Trainer for the proper execution of the assignment.
• PHALS will provide all necessary documents and information required by the consultant.
• PHALS will assign a focal person to liaise and coordinate with the consultant to accomplish the assigned task within the stipulated timeframe.

6.  Duration of the assignment:

The contract period is from 8 Feb 2024 to 8 March 2024. (Maximum 30 working days).

7.  Deliverables:

• It is expected to develop workshop materials on Project Proposal Writing and Documentation and submit to the PHALS management in timeframe;
• It is expected to share with PHALS management the 5 days long workshop schedule before the workshop;
• It is expected to facilitate the workshop Project Proposal Writing and Documentation to PHALS staff within the timeframe;
• It is expected to submit the workshop report by five days after conducting the training.

8. Qualification Experience of Consultant/Firm: 

• At least Master degree in Social Science, Development Study, Business Administration or relevant subject;    
• Minimum of 8 years relevant experiences conducting training/workshop on project proposal writing and documentation;
• At least 3-5 International/UN project award received;
• Proficiency in Bengali and English, with a focus on presentation/reporting skills;
• Good communication and relationship-building skills.

9. Duration and Implementation Schedule:

The total length of the concerned consultancy will not exceed 30 days to be spread out from 8 February 2024 to 8 March 2024.

10. Terms of Payment:

The Consultant/ Firm is to receive payment from PHALS in 3 instalments:

• 1st Payment: 30 % upon signing of the contract.
• 2nd Payment: 50% upon submitting the project Proposal Wring and Documentation Guideline/Manual along with 5 Days Long Training Schedule;
• Final Payment: 20 % upon the conducting the workshop and submission of report;
• Payments shall be made in BDT by bank transfer/cheque to the consultants account as indicated by the consultant.
• PHALS will not settle any payment unless the consultancy institution accomplished all the tasks in a timely fashion. The basis for payment scheduling is to be determined during contract negotiations.

11. Application Procedure:

Interested candidates/ should submit their application material by 5:00 pm, 31 Jan 2024.
The application itself should include the following components:

• Curriculum Vitae (CV) of Trainers/Consultants/ Short description of Firm;
• Awarded two PP PDF copies which was developed by Consultant;  
• A technical proposal including proposed methodology and work plan;
• Financial proposal.

The above areas might be re-arranged as follows: Interested applicants to send a technical and financial proposal for the work in line with the following guidance:

• Capability statement: How the consultant or firm is structured for the assignment, the role each member of staff will play including the CVs of the key personnel who will take part in the consultancy.
• Technical Proposal: The consultant understands and interpretation of the Terms of Reference, a detailed methodology on how conducting the workshop on PP Writing and Documentation and developing workshop materials (Manual/Toolkits/Guideline/Handout) as well as any other proposed approaches the consultant may deem fit for this assignment award.
• Financial proposal: Itemized budget proposal that should include the consultancy/facilitation fees, operational costs except organizing cost viz. Food, Venue, Accommodation, Training Material and all associated costs including VAT and tax. PHALS will select potential candidates and will invite them for an online interview after the application deadline.

12. Vat and Income Tax:
PHALS will deduct Tax and VAT at source according to the Govt. policy and deposit the said amount into government treasury.

13.Supervision:
This consultancy assignment will be supervised by Executive Director of PHALS with the support of the Chief Progamme Coordinator.

14.Confidentiality of information:

All documents and data collected in the process of the consultancy will be treated as confidential and used solely to facilitate the consultancy assignment. All information to which the consultant shall receive access to at all times shall be treated as the property of PHALS and shall not be disclosed saved for where express permission has been granted as such.

Please quote conducting facilitation 5 Days Long Project Proposal Writing and Documentation workshop on the subject line. Applications should be emailed to phalsadm@gmail.com, CC to among.phals23@gmail.com reach not later than 31 January 2024 at 5.00 PM Bangladesh time.

Or drop the proposal by in-person / courier.