Terms of Reference for Procurement Policy Evaluation Consultancy

As part of our commitment to maintaining robust and efficient operational practices, WND seeks to engage a consultant to evaluate our existing procurement policy and provide comprehensive training to our financial and procurement staff on procurement’s best practices. This engagement aims to enhance the team’s understanding of the NGO Standard procurement process

2. Objective

The objective of this consultancy is to evaluate WND's procurement policy, provide financial and procurement staff with a comprehensive understanding of the NGO Standard procurement cycle, develop skills in supplier appraisal, post-tender evaluation, and tender template creation, differentiate between supplier performance management and relationship management, and handle termination processes effectively.

3. Scope of Work

The consultant will be responsible for:

• Conducting an initial assessment to analyze the current procurement policy, templates, and procedures.
• Assessing the level of knowledge and practice of the NGO Standard procurement cycle among staff.
• Developing adjustments to the procurement policy and templates based on the initial assessment.
• Creating a training module tailored to the needs of the finance and procurement team, including lectures, presentations, exercises, group work, experience sharing, and case studies.
• Delivering a comprehensive training session focusing on key procurement topics.
• Providing a detailed training report with recommendations for future training and capacity development needs.

4. Key Training Components

The training will include, but not be limited to, the following topics:

• Adjustments suggested by the consultant based on the initial assessment report.
• Preferred Suppliers agreements.
• Tender Procedures.
• Setting Procurement Plans.
• Procurement under contingency.
• Procurement Challenges (e.g., Unregistered Suppliers, Testing Samples, Petty Cash purchases).

5. Deliverables

The consultant is expected to deliver the following:

• Initial Assessment Report: Detailed analysis of the current procurement policy, templates, and staff knowledge, due one month after signing.
• Adjusted Policy and Templates: Revised procurement policy and templates, reflecting the findings of the initial assessment, due one month after signing.
• Training Module: Development and delivery of a 3-day workshop, including training materials, due 2 weeks after the initial step.
• Final Report: A comprehensive report including:

1. Reviewed procurement policy and a visual version summarizing the policy for employees’ reference.
2. Training outcomes, feedback, and recommendations, due one week after the training.

6. Experience and Qualifications Required

The ideal candidate should possess the following qualifications and experience:

• Bachelor’s degree in finance, Management, or any other related files
• Proven experience in developing and implementing Procurement policies for humanitarian organizations.
• Extensive knowledge of NGO procurement best practices
• Strong facilitation and training skills.
• At least three years of experience in financial management.
• Excellent written and verbal communication skills in English and Arabic.

8. Remuneration range:

The remuneration range for this consultancy is >1500 (USD)