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Terms of Reference for Organisational Development
Background
Malteser International (MI) is an international humanitarian aid organization. It is the relief agency of the Catholic Sovereign Order of Malta. Legally MI is part of the German Non-Governmental Organisation Malteser Hilfsdienst e.V. (MHD).
Malteser Hilfsdienst (MHD) has been active in Ukraine through its foreign aid department since 1990. In the early 1990s, local Malteser organisations were founded at several locations in Ukraine in close partnership with German diocesan associations of the MHD. In 2013, the three main local organisations in Lviv, Ivano-Frankivsk and Beregovo merged to form the umbrella organisation Malteser Ukraine (MSDU). Since the outbreak of the war in eastern Ukraine in 2014, Malteser International has been working with the Lviv branch (MSDL) in the field of mental health and psycho-social support and implemented projects funded by the German Federal Foreign Office (GFFO).
As a result of the Russian attack in February 2022, Malteser International has massively expanded its humanitarian activities in Ukraine via MSDL, mainly to respond to the needs of internally displaced people in western Ukraine and to deliver humanitarian supplies to regions in eastern Ukraine affected by the fighting. Activities in the sector of Mental Health and Psycho-Social Support as well as Shelter for IDPs, provision of winter relief items (incl. energy sources like generators), distribution of Food and Non-Food items were provided at scale.
Before February 2022 the local Malteser structures comprised 16 full-time staff and 230 volunteers (all three branches). In the meantime, the number of staff has reached more than a hundred due to the emergency humanitarian activities.
MI has currently deployed three expatriate staff to Lviv who function as technical and programmatic partner advisors and ensure MEAL and compliance activities are carried out according to MI’s and donor’s standards.
MSDL actively cooperates with governmental and other charitable organizations in Ukraine. MSDL has a clear ambition to support the locally led humanitarian response, to support coping mechanisms and build resilience of the Ukrainian civilian population.
MSDL’s main services before the war were: Social activities in and around Lviv (First Aid training, activities and charitable events for children, care for elderly and homeless people). New activities in 2022/2023 funded majorly by MI and German back-donors are in the areas of health, support to Internally Displaced People in western Ukraine and Humanitarian Relief to frontline regions in Eastern Ukraine.
Health & Well-Being
IDP Support
Humanitarian Aid
Since August 2023 MI and MSDL have jointly carried out a review of MSDL’s organizational structures including the internal management and control systems and started to draft an organizational development plan based on the findings from the joint assessment.
Scope of Work
Based on the recommendations from the assessment, MSDL announces a call of proposals for interested companies/individuals (hereinafter “consultant”) to provide a consultancy for organizational development of MSDL.
Tentative Tasks and deliverables
All deliverables are expected to be in Ukrainian language.
Consultants may also submit partial proposals, but they have to cover at least 3 out of the 5 following tasks to be considered in the tender process.
| Task | Deliverable | |
| 1. | Review of MSDL planned organizational structure and job descriptions and development of employee performance evaluation system as well as staff capacity development and training plans | Updated Organisational structure, JDs, performance evaluation, staff development plans |
| 2. | Develop formal risk management framework, which will combine principal tasks, duties and responsibilities as well as documentation and reporting requirements (also according to MI and donor requirements). | Management framework |
| 3. | Identify risks for the organization and develop risk matrix with an action plan and Create Risk Management Report | Risk Matrix; Action Plan |
| 4. | Develop MSDL own policies, manuals and templates to ensure compliance with the MI and donor regulations and guidelines. | Deliverable List of Policies to be prepared:
Finance and Accounting Manual Personnel and Administration Manual Updated Code of Conduct Supply Chain Manual (procurement, stock management) Logistics (incl. assets, travel, Fleet management) Policy Project Cycle Management Manual (incl. Monitoring & Evaluation) PSEAH, Whistleblowing and Anti-Fraud and Corruption Policy Child safeguarding policy Gender and Inclusion policy Accountability to Affected Populations Policy (Feedback and Complaints Mechanism) |
| 5. | Develop a roll-out plan and deliver training materials for the newly established policies | Roll-out plan and training material |
Operation, logistics and qualifications
MSDL and MI will provide logistical support for local meetings and discussions with all concerned
parties within the period of the consultation.
The consultancy is expected to take place in Lviv, Ukraine. The consultant or team of consultants is
thus expected to allocate sufficient time in Lviv to carry-out the tasks foreseen in the ToR.
MSDL and MI field staff will commit to the process and MSDL will allocate relevant human resources and sufficient time to ensure that the consultancy is properly carried out.
The consultant or team of consultants shall incorporate the following background:
Timeframe and supervision
The detailed timeframe of the consultancy, deliverables and final report will be defined by the
contract. The consultancy is expected to start at the beginning of July 2023.
The consultancy will be carried out under the general guidance of MI and MSDL and the consultant will directly report to both organizations.
Application and selection process
Applications must be submitted to:
To: [email protected] & [email protected]
Subject: Consultancy Organizational Development
The application shall contain 2 attachments: 1) Technical Proposal and 2) Financial Proposal
The Technical Proposal shall contain:
Name and address of the organization/Individuals
Name of the contact person
Telephone/E-mail contact information
outlining strategy, approach, milestones and activities within given timeframe, and
defining a working system for the proper implementation of the tasks and deliverables (maximum 5 pages)
The Financial Proposal shall contain a tentative budget calculated by days, including the
following lines:
The financial proposal should not exceed 1 page.
Deadline for submission
Interested parties are invited to submit an application in accordance with these instructions to the email addresses above up to 11 June 2023, 18:00 (UTC + 2, Ukraine time). Any questions or requests for clarification regarding these ToR should be submitted in writing no later than 2nd June 2023.
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