Terms of Reference (ToR)
For Consultant hiring to

1. Develop Organization Partnership Policy,
2. Develop Whistle Blowing Policy.
3. Develop Document Preservation Policy and
4. Develop Information Technology Guideline.

1. Background:

PHALS (Programme for Helpless and Lagged Societies) is a Non-Government Organization (NGO) started its journey in Cox’s Bazar district since 1992, latter got registration from Ministry of Social Welfare, Bangladesh in 1996, 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.

With the support of Malteser International, PHALS has been implementing a localization project titled “ToGETHER!–Toward 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 is also support 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 context. As part of the project’s partner organization capacity strengthening activities, PHALS is going to hire a consultant/firm to develop Organization Partnership Policy, Whistle blowing policy, Document Preservation Policy and Information Technology Guideline.

2. Overview:  

Given the rapid changes in PHALS organization human resources, staffing, economy fluctuations, partnership, working environment, accountability, documentation, information technology using in the expansion of PHALS operation areas, and the necessity for effective management, PHALS needs to develop 1. Organization Partnership Policy, 2. Whistle Blowing Policy, 3. Document Preservation Policy and 4. Information Technology Guideline. These will ensure compliance with national and international partnership, accountability, transparency, safeguarding, documentation and information management standards and regulations.

3. Objective:              

The system, aligning with the organization’s growing needs, PHALS is required to develop national and international partnership, whistle blowing, documentation and information technology system standards. There are some specific objectives as well:

Developing the Organization Partnership Policy:

• To develop the main objective of PHALS organization partnership Policy is to establish a standard organization partnership system as if PHALS to meet the organization’s requirement and guiding the organization towards its proper partnership standard;
• To find out the scope of partnership management and development for better partnership system of PHALS.
• To provide orientation to the PHALS staff on implementing of the developed manuals and implication.

Develop Whistle Blowing Policy:

• To develop the main objective of PHALS Whistle Blowing Policy is to establish a standard whistle blowing system as if PHALS to meet the organization’s requirement and guiding the organization towards its proper human resource and quality of work standard;
• To find out the scope of Whistle blowing system and development for better work environment in the organization of PHALS.
• To provide orientation to the PHALS staff on implementing of the developed manuals and implication.

Develop Document Preservation Policy:

• To develop the main objective of the PHALS organization document preservation policy is to establish a standard document preservation and management system as if PHALS to meet the organization’s requirement and guiding the organization towards its proper documentation standard;
• To find out the scope of documentation management and development for better document preservation management system of PHALS;
• To provide orientation to the PHALS staff on implementing of the developed policy and implication.

Develop Information Technology Guideline:

• To develop the main objective of the PHALS Information Technology Guideline is to establish a standard information technology management system as if PHALS to meet the organization’s requirement and guiding the organization towards its proper information technology management system standard;
• To find out the scope of information technology management system and development for better management guideline of PHALS;
• To provide orientation to the PHALS staff on implementing of the developed guideline and implication.

5. Scope of Work:

PHALS has organizational rules-regulation and other relevant policies and guidelines as human resource policy, procurement and storage policy, financial policy, MEAL Framework, Safeguarding policy and so on and while working, PHALS realizes the requirement of Partnership policys, Whistle Blowing policy, Document preservation policy and Information technology guideline development. Due to these reasons, PHALS is in the process of developing Partnership policy, Whistle blowing policy, Document preservation policy and Information technology guideline to meet national and international standards and compliance. The specific scopes of work are as follows:

• To study organization relevant existing policies.
• To study other organization relevant policies and guidelines and align they as if developed policies and guideline meet national and international standards.
• To organize meetings with management, HR, finance, logistic, procurement teams to discuss further implementation and challenges they are facing with the existing system and procedures.
• To prepare the first draft and share with the management and staff members (Admin, HR, Logistic and Programme).
• To finalize the developed organization Partnership policy, Whistle blowing policy, Document preservation policy and Information technology guideline.
• To provide orientation to the staff for implementation.

6. Support from PHALS:

• PHALS will extend all necessary cooperation and support to the consultant for the proper execution of the assignment.
• PHALS will provide all necessary documents and information required by the consultant.
• PHALS will assign focal person to liaise and cooperation with the consultant to accomplish the assigned task within the stipulated timeframe. 
• PHALS will organize orientation for its staff on developed policies and guidelines which will be facilitated by consultant.
• PHALS will provide travel cost, food and accommodation for the consultant in organizing the orientation session. 

7. Duration of the assignment:

This assignment is expected to be carried out for a period of 40 days from 01 Nov 2023 to 10 December 2023. During the time span the consultant/firm will study the existing organization policies and guidelines, meeting with organization key staff and EC members physically, information collection through deferent organization, donor in-depth, preparing draft, receiving feedback from organization staff and donor (MI), sharing the first draft for final feedback, receiving the final feedback finalize the policies and guidelines, receiving approval from EC and orienting the staff on developed policies and guidelines. 

The consultant is expected to deliver:

• Conduct an initial review session with the organization staff physically.
• Study several organization policies and guidelines especially relevant partners, NGOs and donors. 
• Study PHALS’s existing policies and guidelines.
• Draft and receive feedback from the organization staff, EC members, donor (MI) as well through offline/online. 
• Complete the first draft and share with PHALS organization for final feedback.
• Finalize the policies and guideline receiving final feedback from PHALS/Donor (MI).
• Submit the final draft of policies and guideline for final approval from PHALS Executive Committee.
• Facilitate the staff on the developed policies and guideline.

8. Qualification of Expertise:

a) Academic Qualifications

      The head of consultants, at least a master’s degree, preferable PhD in HR Management or any development field.

      b) Experience

• At least 7 years proven work experience in developing Partnership policy, Whistle blowing policy, Document preservation policy and Information technology guideline.
• Excellent understanding of developing Partnership policy, Whistle blowing policy, Document preservation policy and Information technology guideline and implementation.
• Demonstrated experience in working with Non- Government organization and other stakeholders in public sector development programs especially in the area of organization capacity enhancement.

 c) Skills and Competencies:

• Ability to work with minimal supervision;
• High level written and oral communications skills in English; 
• Demonstrate excellent interpersonal and professional skills in interacting with government and development partners;
• Skills in facilitation of stakeholder engagements/workshops;
• Evidence of having undertaken similar assignments;
• Experience in research, policy development, management and programming-related work.

9. Duration and implementation Schedule:

The total length of the concerned consultancy will not exceed 40 days to be spread out from 01 Nov 2023 to 10 December, 2023.

10. Mode of payment:

The first installment i.e. 25% of the total amount will be disbursed after signing the contract against receipt of one original invoice from the consultant. The second installment 45% of the total amount will be paid within seven (7) days after submitting the draft and final installment 30% of the total final amount will be paid after approval of the policy by EC/PHALS executive as well as completing the orientation the staff on developed and updated policies and guideline of PHALS.

11. 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.

12. Supervision

This consultancy assignment will be supervised by Executive Director of PHALS with the support of the Chief Programme Coordinator.

13. 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.

14. Application Process

Interested and qualified consultant/Firms should submit their application/EoI which should include the following:

• Detailed Curriculum Vitae.
• Technical Proposal for developing 1. Partnership policy, 2. Whistle blowing policy, 3. Document preservation policy and 4. Information technology guideline.
• Financial Proposal for developing Partnership policy, Whistle blowing policy, Document preservation policy and Information technology guideline mentioning the proposed/expected budget.
• VAT and/or Tax certificate (if available)
• Developed proven copy/PDF of 1. Partnership policy, 2. Whistle blowing policy, 3. Document preservation policy and 4. Information technology guideline.

The proposal should be addressed to:

phalsadm@gmail.com, cc to among.phals23@gmail.com reach not later than 29 Oct 2023 at 5.00 pm Bangladesh time.
Or drop the proposal by in-person/courier.
To -
Executive Director
Programme for Helpless and Lagged Societies
PHALS Sub Office, 3rd Floor, Abu Center;
East Bazar Ghata, Cox’s Bazar Main Road. Cox’s Bazar.

Please quote developing 1. Partnership policy, 2. Whistle blowing policy, 3. Document preservation policy and 4. Information technology guideline of PHALS on the subject line.