Background & Description

Women’s Voice and Leadership-Pakistan (WVL-Pakistan), is a five-year, $8 million project funded by Global Affairs Canada (GAC) and implemented by Oxfam Canada, in collaboration with Oxfam in Pakistan. The project is part of GAC’s Women’s Voice and Leadership (WVL) Program, a global initiative to support the capacity and activities of local and regional women’s organizations and movements seeking to empower women and girls, advance the protection of women’s and girls’ rights, and achieve gender equality.

The project seeks to increase Pakistani women’s and girls’ enjoyment of human rights and to advance gender equality in Pakistan by strengthening the individual and collective capacity of women’s rights organizations (WROs), women’s rights activists, and coalitions within the women’s movement.

Over the course of five years (2019 to 2024), the project will work with 12 partner WROs that represent the country’s geographic and demographic diversity, that are inclusive of ethnic, religious, and linguistic minority groups, and that possess gender expertise in different thematic areas. Using a strategic combination of funding mechanisms and capacity-strengthening support, WVL-Pakistan will strengthen these organizations to be better managed and self-sustaining and to deliver programming that better meets the needs of the women they serve. It will also improve the ability of WROs and activists to work together more effectively to better influence gender-transformative policy.

WVL-Pakistan is built on three pillars that correspond to its three intermediate outcomes:

  1. Improved management, programming and sustainability of local WROs in Pakistan, particularly those representing vulnerable and marginalized women and girls
  2. Enhanced delivery of campaigns and programming by WROs to advance gender equality in Pakistan
  3. Increased effectiveness of national and sub-national[1] women’s rights platforms, networks and alliances to effect gender-sensitive policy change and implementation in Pakistan

 WVL -Pakistan has just moved into its implementation phase, of which a key component is Capacity Strengthening of its core partner which are local Women Rights Organizations, build on gender just values, practices, and principles, for their improved management, programming, and sustainability.

SCOPE OF WORK:

WVL- Pakistan through a very thorough and inclusive process, has selected 12 small and medium level Women Rights Organizations ( WROs)  from four provinces and the federal territory of the country.  These 12 organizations are core partners of the WVL project.  Focusing on gender just principles, a reflective and reflexive space is provided to each of the WRO to analyze their organizational strengths and challenges in an intersectional way, through Capacity Assessment Tool for Gender Just Organizations (CAT4GJO). It is a guided self-assessment tool for WROs to begin a structured dialogue on existing capacity strengths, weaknesses, and gaps in their organizations as well as programming to advance gender equality and women’s rights. 

WVL partners are small to intermediate level women right organizations with diversified portfolios. Due to shrinking funds from donors, some of these organizations have scaled down in terms of their financial resources and hence need capacity strengthening to mobilize funds besides other needs. These WROs have all used this CAT4GJO tool to complete a comprehensive self assessment of their own organizations (facilitated by Oxfam), and higher-level Capacity Strengthening Action Plans have been developed by each WRO identifying their priorities. Two major types of capacity needs have been identified in terms of ;  

  • Organizational policies and systems

This mainly includes policy manuals such as financial, HR manual (covering elements of succession planning), procurement and other policies including Gender policy, whistleblowing, and policy on safeguarding. It is important to mention that few organizations have some form of policies and systems in place but need to be updated using gender and human right lens . Others need to devise these policies to facilitate their organizational systems and procedures.  

  • Organizational strategies and plans

This includes documents including the strategic plan where an indicative fund mobilization plan[2] will also be part of this strategic plan to serve a reference for the organization to work ahead  and make detailed business plan to realise the goals set forth under 3-5 years long terms plan. Furthermore, it includes development of succession plans of the organizations.  

Mentoring and Technical backstopping :

  • It includes development of a mechanism for continuous mentoring and technical backstopping to 12 WROs as and when required till the completion of the assignment. This is an important capacity need to be strengthened by providing hands-on mentoring and training support to operationalize the above policies, strategies, and plans.

It is important to mention here that a unified formula of “one size fits for all” will not be followed to develop these policies and strategies but a highly customized way will be adoptedbased on the life cycle of the organization and other parameters.

The consultant / consulting firm, having a good knowledge of organizational capacity strengthening, understanding of local WROs dynamics, and programming to advance gender equality and women’s rights in Pakistan will be prioritized. WVL team will have a thorough discussion with the consultant / consulting firm to impart all background knowledge and documents regarding the need assessment process. The consultant / consulting firm will be required to work in close coordination with Oxfam team including Oxfam support functions until the completion of the assignment.

*Note: Administrative and Logistic arrangements during the whole assignment will be the responsibility of the selected Consultant / Consulting Firm.  

OBJECTIVES OF THE ASSIGNMENT:

  1. Strengthening policies and systems of 12 WROs to improve their organizational management and program capacity by centering the needs of staff, volunteers and board members), as beneficiaries as well as implementers of these policies. An intersectional perspective must be reflected, ensuring that the needs of diverse and vulnerable groups (including women, people with a disability, transgender, ethnic and religious minorities) are reflected. Policies might include, but not limited to, Financial, HR, Procurement, Gender, Whistleblowing, and Safeguarding.
  2. Strengthening the organizational strategic purview to do effective gender just programming and implementation.
  3. Provide mentoring and technical backstopping to all 12 WROs to facilitate the implementation of developed policies, systems, strategies, and plans.  

APPROACH AND METHODOLOGY :

As a principle, the entire assignment should follow the approach of inclusivity, engagement, shared thinking and agreements between the consulting firm and WROs. A top down approach at any stage of the work / methodology is strictly discouraged. The centre of this assignment is 12 WROs and therefore requires to be engaged actively. The final agreed level of input in each objective is based on the customized needs of each organization therefore a uniform approach of developing policies, systems, strategies and plans will not be followed. It will be recognisied while extending expertise through this consutancy that the self assessment and self priorotisaio focus has been maintained by WVL team and have shifted the power to WROs so that they may own the process as as well the type of support given from various ends. This stands as key to the employed methodology, work arranegmnets, ways of working during this assignment.

To achieve the objectives of this assignment, the proposed methodology is as follows ;

  1. Stocktaking and categorizing the needs of diversified WROs:

The consultant / consulting firm is expected to have in-depth documents review of the needs identified through CAT4GJO tool by Oxfam, as well as the existing higher-level Capacity Strengthening Action Plans developed by these WROs. The consulting firm will also acquuire available dcuments from the WROs including existing policies, stratgeies and plans etc etc. To have in depth understanding and stock taking, the consulting firm may gather information on practice of these policies and explore specific areas policy andand system strengthening. Taking a complete stock of information and documents  after coordinating with WROs, the firm is expected to come up with a well-categorized plan based on the diversified portfolio of 12 WROs. The consultant / consulting firm is expected to devise an effective management plan to gather such information. It should incorporate elements of distant management of information gathering/meetings in the context of COVID-19 response.

  1. Submission of Detailed Improvemnet Plan:

Detailed Improvemnet  Plan at the time of proposal submission aspires the consultant / consulting firm to foresee some broad areas of organizational strengthening and describe how the response plan might look like in the context of small to medium level organizations. There might be a need for purchase or up-gradation of any software/s  i:e financial, for the organization/s.  Such needs will be specifically mentioned as part of this plan, although the procurement and associated costs will be managed separately by Oxfam outside of the consultant budget.

Detailed Improvemnet Plan will only be finalized after an in-depth  revew of all required documents of 12 WROs  and clear collaboration with the concerned WROs to ensure WRO ownership of the findings.

  1. Management strategy (cum plan) to operationalize the Detailed Improvement Plan:

The consultant / consulting firm is expected to submit a detailed management strategy to operationalize detaild improvement plan. The plan should objectively lay out how the consulting firm will manage to administer each objective and achieve intended results (products in the shape of documents, policies, even financial software/s purchase or up-gradation, if required,  strategies and/or plans). The plan should also respond to the mentoring requirements/needs (given as para 4 below).  It should further incorporate reporting requirements and plan to respond to it.   

Note: in case of any emerged need of purchasing or up-gradation of any software/s as part of the detailed improvement plan proposed by the consultant / consulting firm, the procurement part would be done by Oxfam complying its requirements and procedures, with the cost covered by Oxfam outside of this consultancy.

  1. Mentoring strategy/plan:

The consultant / consulting firm should elaborate on what mentoring means to them, what approach will be adopted, how will it go about with small to medium scale women right organizations situated in diverse locations. It should also cover some broad areas where mentoring support is inevitable to provide. The plan should incorporate mentoring support attached to a clear timeline and its timely reporting

While these methods must, at minimum, be included in the assignment, additional methods can be proposed, and the consultant/consultancy firm is expected to employ gender just approaches to respond to the capacity strengthening needs. If selected, the successful consultant/consultancy firm will be responsible for expanding on this methodological plan, integrating inputs from Oxfam in Pakistan (OiP) and Oxfam Canada, and finalizing this methodological plan as part of the deliverables of the assignment.

DELIVERABLES

During the period of the consultancy, the consultancy firm/consultant will be responsible to produce following key deliverables. It is imprtnat to mention here that the financial proposal should be strictly based on these deliverables and all payments will be attached to the satisfied completion these deliverables. It includes

  • Providing a detailed inception report alongwith work plan and timeline after a thorough desk review to achieve the objectives of the assignment. This plan should be objectively drawn alongwith clarity of mentoring arranegmnets through technical experts.
  • Submit a detailed assessment report of each of the 12 WROs after reviewing existing policies/manuals, systems and practices ( especially internal control measures), organizational strategy and program strategy. ( detailed assessment report will require to coordinate effectively with 12 WROs as a pre-requisite).
  • Submit proposed Detailed Improvement Plans (for policy and strategy development)  in line with the objectives and gender just approach within WVL-Pakistan project. The Detailed Improvement plan must be agreed with the WROs with their full consent to proceed any further.
  • In the light of approved, final Detailed Improvement Plan the consulting firm will then actually implement the plan and extend their technical support to the WROs – including developing policies, supporting their implementation and mentoring them.
  • For quality management of this actual implementation of plan requires the consulting firm to submit a comprehensive mentoring or technical backstopping plan cum management strategy to extend technical support to 12 organiations. The plan should include profiles of technical experts and no ofdays involved to provide mentoring support to each organization. Providing mentoring and technical backstopping to all 12 WROs to facilitate the implementation of developed policies, systems,  strategies, and plans, till the completion of the assignment, as per agreed mentoring plan.
  • Bi-monthly progress updates that compliment detailed reports/plans under each deliverable.

A final report covering analysis of benchmark of each organization and  level of inputs and improvements-and some immediate results will be submitted. The report will serve the basis to validate the reported results by internal monitoring system of Oxfam. This will also lead to the final payment.

TIMELINE

The duration of the assignment will be across 8-months, the starting date is June 10, 2020. The expected number of days for the complete assignment is approximately 180 working days throughout the assignment duration.

OXFAM IN PAKISTAN AND CONSULTANT RESPONSIBILITIES

Oxfam in Pakistan 

  • OiP will brief the consultant on the requirements and will organize regular progress monitoring meetings, discussions and debriefs.
  • OiP will provide the consultant/ consultant firm’s access to the relevant documents i:e WVL project objectives, gender-just principles, need analysis of WROs using CAT4GJO tool, financial management due diligence of WROs, etc.
  • OiP will connect consultant/s to the partner WROs /focal persons at the partner organizations.
  • OiP will provide feedback on the shared reports/ plans for comments to be incorporated by the Consultant.
  • OiP will do the procurement as per its procedures ( through its own cost) if the need of some software or up-gradation of any existing software is emerged and is the part of the Detailed Improvement plan.
  • OiP designated staff will do field monitoring visits or cross verification to validate the progress made by the consultant/ consulting firm.

The Consultant / Consulting Firm :

In addition to deliverables;

  • The consultant / consulting firm will coordinate with WROs to get their existing policies, information about existing systems, practices, and strategic documents for detailed assessment and will share all documents as record with OiP at the time of payment associated with the relevant deliverable.
  • The consultant will share a detailed work plan and will ensure a detailed inclusive need assessment.
  • The consultant will incorporate feedback on proposed Detailed Improvement Plans for finalization and any feedback at the time of materializing the agreed customized Detailed Improvement Plans with WROs.
  • The Consultant may propose the purchase of any software or up-gradation of any existing software with any of the WRO as part of the Detailed Improvement Plan.
  • The Consultant will submit customized mentoring and technical backstopping plans with 12 WROs.
  • The consultant will ensure effective and efficient communication with OiP during whole assignment by regular sharing of progress, update with OiP team including timely sharing of challenges through meetings, debriefs and reports.
  • The consultant will abide by the agreed timeline of the project.
  • The consultant / consulting firm will submit the financial proposal aligned with the deliverables of the assignment.
  • The consultant will make use of Oxfam’s Consent Forms during the assignment and will submit the signed hard and soft copies to Oxfam, before the completion of the assignment.
  • All domestic travel/logistics, boarding, and lodging arrangements are to be made by the consultants themselves and must be costed in accordance with their proposed budget.

The consultant will identify potential success stories/case studies to be further taken up by Oxfam.

SCHEDULE OF PAYMENTS

⦁ 10% on signing of the contract
⦁ 10% after submission of the finalized methodological plan, work plan and timeline, and approval by Oxfam in Pakistan. 10 % after submitting the detailed assessment report of each of the 12 WROs.
⦁ 15 % after submitting Proposed Detailed Improvement Plans ( for System Strengthening and Program Strengthening ) for 12 WROs.
⦁ 20 % after submitting a report of delivered agreed Detailed Improvement Plans ( System Strengthening and Program Strengthening ) and established mechanism for mentoring and technical backstopping of 12 WROs.
⦁ 10 % after providing mentoring and technical backstopping to 12 WROs to facilitate the implementation of developed policies, systems, strategies, and plans, till the completion of the assignment, as per agreed mentoring plan.
⦁ 25 % after submitting the final report, covering analysis of benchmarks, level of improvements- progress and immediate outcomes in each of 12 WROs. The report will be endorsed by audiences ( WROs) and Oxfam staff after field verification.
⦁ PROGRESS CONTROLS AND PAYMENT INSTALLMENTS’

1) The consultant will prepare and submit the Inception report which will have detailed methodology and the work plan for the complete assignment.
2) The consultant will be available for progress sharing meetings, discussions and debriefs to key and relevant Oxfam staff in Pakistan.
3) Tax will be deducted at source as per government laws of tax deduction.

COPYRIGHT

The above assignment will have Oxfam’s sole ownership and copyright, but partner (s) can replicate the Tool with acknowledgment to Oxfam. The organization or consultant will have to get Oxfam’s written permission to use these reports, otherwise, it would be illegal.

TERMS AND CONDITIONS

  • The selected consultants should be flexible to incorporate necessary changes in designing methodology to best suit the objectives.
  • Upon being selected, the consulting firm/ consultant (s) will sign a contract with the Oxfam in Pakistan to undertake the assignment
  • No additional support services or cost reimbursement will be provided outside of the amount agreed upon in the contract.
  • The firm should provide at the proposal stage an dicative allocation of number of days of its technical experts for the development of policies, strategy and mentoring This should be clearly defiend at the time of proposal submission.
  • If any consultation/meeting/visit in person is planned, will be part of the approved budget. No additional cost will be paid by Oxfam for this purpose.

The proposal should include:

  • A detailed proposal with comprehensive methodology and results along with detailed budget and work plans.
  • Relevant work experience of the individual/institution. Sample reports of previous similar work or verifiable weblinks or references of people who can verify with no ambiguities.
  • The selected firm/organization/ individuals will be responsible for the submission of progress updates report to Oxfam in Pakistan.

ASSESSMENT AND SELECTION OF THE PROPOSALS

The proposals for this assignment will include both technical and financial proposals. The technical proposal should not include any financial information. Both proposals must be presented in English.

TECHNICAL PROPOSAL

Agencies/firms/ individual consultant(s) qualifying the best technical proposal must score 70% out of total scores of 100. Scores will be distributed by specific criteria. The criteria for selection of technical proposal include the following:

  • Clarity of the technical proposal
  • Adequacy and delineation of the proposed work plan in responding to the Terms of Reference.
  • Specific experience of the organization related to the assignment that will include the total experience of the agency, as well as experience in similar assignments.
  • Qualification and competency of the consultants/team members for completing the deliverables

FINANCIAL PROPOSAL

Financial Proposal will be reviewed only for the agencies scoring 70 % out of 100 in the technical proposal. The financial proposal will be awarded on the lowest cost basis but in considering the following criteria:

  • The financial proposal should include a component-wise budget.
  • Has relevance and consistency with the technical proposal.

EVALUATION

From the time the bids are opened to the time the contract is awarded, if the selected organization wishes to contact Oxfam in Pakistan on any matter related to the proposal, it should do so in writing. Any effort by the organization to influence Oxfam in Pakistan in the evaluation, proposal comparison or contract award decisions may result in the rejection of the proposal.

  • The evaluation committee appointed by Oxfam in Pakistan as a whole, and each of its members individually, will evaluate the proposals based on their responsiveness to the Terms of Reference. Each responsive proposal will be given a technical score. Proposal(s) will be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated below.
  • Only agencies receiving responsive marks (70 and above marks during the evaluation of the technical proposal) will have their Financial Bids opened for evaluation.
  • The evaluation committee will determine whether the Financial Proposals are complete (i.e. whether they have budgeted all items of the corresponding Technical Proposals). The Evaluation Committee may invalidate any proposal if it is determined that significant budgetary mistakes or omissions undermine the integrity of the proposal.

AWARD OF CONTRACT

The contract will be awarded to organizations following completion of the task including negotiations if necessary. The organization may be required to provide additional information and or amend its proposal. The aim is to reach an agreement on all points for contracting. The selected organization/consultant (s) is expected to commence the assignment on the date and at the location as specified in the TOR.

Negotiations will include a discussion on the proposed methodology, staffing, costing, any suggestions made by the organization(s)/individuals to improve the Terms of Reference. Oxfam in Pakistan and the consultant(s)/organization(s) will then work out final terms of reference, staffing, logistics, and reporting. The agreed work plan, cost and final terms of reference will then be incorporated in the contract paper.

CONFIDENTIALITY

Information related to the evaluation of proposals and recommendations concerning awards shall not be disclosed to the organizations who submitted the proposals or to other persons not officially concerned with the process until the winning organization has been awarded the contract.    

Oxfam is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people, and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

Note: All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks.

[1] For this project, “sub-national” is understood to mean the provincial, district, and local level.

[2] Sort of business that encourage organization to mobilise funds and develop a detaild fund raising strategy or plan as they opt for themselves in future.

Requirements and Skills

QUALIFICATIONS

  • Extensive work experience and proven track record in working to advance gender equality and women’s rights in the Pakistan context
  • Demonstrated awareness of the challenges to civil society organizations organizing and advocacy, especially for WROs and the women’s rights movement in Pakistan.
  • Extensive work and proven record in Capacity Building and Institutional Strengthening of small l to medium level organizations.
  • Extensive work and proven record of facilitating local small level and medium level organizations in reviewing and development of their policies, manuals, organizational strategy and program strategy along with operational plans.
  • Experience acting as a ‘critical friend’ to support small organizations to identify their own strengths and priorities for capacity strengthening
  • Proven record of mentoring and providing technical backstopping to the organization for some time after specific interventions.
  • Knowledge of gender just principles and approaches to work with women rights organizations.
  • Excellent analytical and report writing skills
  • Excellent command of oral and written English
  • Other languages spoken in Pakistan (Urdu, etc) will be considered a strong asset.

 

How to Apply

Interested consultants and firms should submit their detailed financial and technical proposals in line with the above TORs by 27 May 2020. The proposal should be sent through email mentioned below:

Email ID:  oxfampak@oxfam.org.uk

Note: Please mention the consultancy title in the subject of email “ORGANIZATIONAL CAPACITY STRENGTHENING OF WOMEN RIGHTS ORGANIZATIONS”.  If we receive any anonymous (without mentioning title) emails, we will not consider it for further evaluation.

About Organization

Oxfam’s vision is a just world without poverty: a world in which people can influence decisions that affect their lives, enjoy their rights, and assume their responsibilities as full citizens of a world in which all human beings are valued and treated equally. Oxfam in Pakistan has been working in the country since 1973. In the Pakistan, our goal is to contribute to the eradication of poverty by supporting women and other vulnerable groups in saving lives and building livelihoods, enhancing their resilience to crises, shocks and stresses, and making their voices heard to hold duty-bearers accountable.