Call for Consultancy Services: Policy and Standard Operating Procedures Manual
- Background Information
PILS is an organisation that has existed for more than 20 years and is solely dedicated to the fight against HIV & AIDS on a national and regional basis. Since 2012, PILS is the Principal Recipient for Global Fund for HIV/AIDS, Tuberculosis and Malaria (GFATM) in Mauritius. In May the same year, PILS issued its current Procedures Manual. Five years later, the organisation has evolved and gone through profound changes; a new organisational chart has been designed and a new strategic plan has been adopted. In this context, there is a need to create, review and redesign the organisation’s Policies & Standard Operating Procedures Manual focused on Internal and External Communication, Finance, Administration, Monitoring & Evaluation (M&E), Community Research, Community Health Services, Capacity building, Sub-Recipient Guide, Procurement, Human Resources Management and Internal Training.
2. Objectives of the Consultancy Services
Overall objective: To create, review and update the Policies & Standard Operating Procedures (SOPs) Manual of PILS with regards to the following: (1) Internal and External Communication, (2) Finance, (3) Administration, (4) Monitoring & Evaluation (M&E), (5) Community Research, (6) Community Health Services, (7) Capacity Building, (8) Sub-Recipient Guide, (9) Procurement, (10) Human Resources Management and (11) Internal Training.
3. Expected Deliverables
At the term of the consultancy, the consultant will submit:
A. A reviewed Policy & Standard Operating Procedures (P & SOP) Manual including the following:
a. Revision of existing Financial P & SOP manual in line with PILS experience and GFATM requirements
b. Revision of existing Administrative P & SOP in line with PILS experience and GFATM requirements
c. Review of existing M&E P & SOP Manual used in line with PILS existing procedures
d. Review of existing Internal and External Communication Manual used in line with PILS existing procedures
e. Review of existing Human Resources P & SOP Manual
f. Review of existing Internal Training P & SOP Manual
g. Reviewing of actual Procurement P & SOP
h. Revision of the existing Sub Recipient Guide P & SOP
B. Creation of Policy & Standard Operating Procedures (P & SOP) Manual for the following departments:
a. Capacity Building P & SOP manual in line with PILS experience at national and regional level and other best practices
b. Community Health Services manual
c. Community Research manual
C. Organisation & delivery of 1 full day validation workshop with managers and another full day workshop to present the manual to the staff
4. The Policies & Standard Operating Procedures (SOPs) to be developed by the Consultant should be as follows:
• Show step-by-step routine and non-routine procedures in repeatable phases (with flow diagrams where applicable);
• Accessible and user friendly;
• Easily Implemented;
• Effective and efficient;
• With safety, health and security;
• Show materials and tools required for each step-by-step procedure and
• Show transparency and accountability.
5. Conditions of Consultancy
Duration of work: This consultancy will take place over a maximum of 20 working days in November 2017.
Management of consultancy: The consultant will work in close collaboration with PILS’ management committee and staff while using a recognised methodology to reach the aims of the consultancy and shall report to a steering committee.
6. Requirement for Consultant or Consultancy Firm
Interested Consultants or Consultancy Firms are requested to submit their proposal in one original and one copy and should be structured as follows:
I. Technical Proposal
a. Firm’s Review Experience
In this section, the consultant shall list down and describe the Consultant’s or Consultancy Firm’s activities (past and present), giving details for each activity.
b. Any similar assignment(s) carried out in the last ten years
The Consultant or Consultancy Firm shall list down any similar assignment(s) carried out in the last ten years. Proof of evidence to be attached for verification during evaluation stage.
The Consultant/Consultancy Firm shall give in detail his proposed methodology for the execution of the assignment. A description of the methodology proposed should be for a maximum of 20 working days action plan including survey, consultancy and half day workshop for management. The Consultant may include comments and/or additional services that he deems necessary for the successful completion of the project.
d. Proposed Work Plan
The Consultant/consultancy firm shall propose a detailed work plan indicating how he intends to carry out the assignment.
II. Financial Proposal
III. Curriculum Vitae (minimum of 2 referees) of Consultant / and individual CVs of all team members working on this project in the Consultancy Firm.
IV. Recent experience on assignments/ projects of similar nature executed during the last 10 years
7. Profile of the Consultant or Consultancy firm
The Consultant should have an advanced University Degree or Master Degree in Social Science or any other relevant qualifications together with extensive knowledge and at least 10 years’ experience in policy making for firms/organization in the field of Management, Administration, Finance, Procurement. Monitoring & Evaluation and Human Resources.
The Consultancy firm must be a registered and accredited company in operation for a minimum of 2 years, in the field of Management, Administration, Finance, Procurement, Monitoring & Evaluation and Human Resources.
8. Facilities to be provided by PILS
• PILS shall assist the consultant in providing data and information as far as possible that the consultant might require in drafting the P & SOP Manual.
• PILS will organise meetings with all stakeholders to ease communication with the consultant, as and when required.
• An office equipped with all facilities will be provided to the consultant.
9. Contract duration
The contract is proposed for a maximum duration of 20 working days and shall commence one week after award of contract.
10. Application mode
The complete set of documents should be sent by email to email@example.com
Deadline for submission of proposal: Friday 03 November 2017 by 15:00hrs.