Internal Communication and Policies

1. Consultancy Description and Scope of Work

Expertise France is seeking the services of an expert in NGO structure to support three of its partners operating in Lebanon: Akkarouna (Akkar – North), MADA (Akkar – North), and ShareQ (Beirut – Mount Lebanon). Under this Description and Scope of Work you will find three sub-sections laying out the process for each of the three partners.

MADA

Expertise France is seeking the services of an expert to build the capacities of one of its local partner Mada, operating in North Lebanon and Akkar, with the aim of reinforcing the relationship between communities and the natural environment through programming across four main pillars: Food and Agriculture; Women and Youth Mobilization; Environmental Protection; and The Platform – a space that offers tailored and flexible support to grassroot groups and civil society initiatives across all disciplines.

 

Key Tasks and Deliverables

The consultant, an expert in working on LNGOs’ structures and communication, especially within the Lebanese humanitarian sector, will work with Mada on the following:

• Phase 1: Meeting with Expertise France and Mada to agree on a timeline and priorities.
• Phase 2:Collect data and information through the implementation of brainstorm sessions and interviews with various key individuals working at Mada (board, senior management, and staff).
• Phase 3:

• Create an internal communication system and structure across teams, departments, and programs to ease and increase productive coordination between staff.
• Present the new communication system to the Mada team.

• Phase 4: Prepare a Final Consultancy Report laying out the whole process and which includes all information (such as deliverables, MoMs, timesheets, attendance sheets, etc.).

Roles and Responsibilities

The Consultant

• Closely coordinate with Expertise France regarding the activities to be implemented.
• Assess Mada’s Organigram to understand its structure.
• Create an internal communication system based on an online software to be used through the creation of groups based on a vertical and horizontal system, which will help clarify and boost internal communication between teams, departments, and programs.
• Prepare a final project report laying out all the process (from meetings, activities, and deliverables).

 

 

 

 

Timeline

 

Phases

 

Deliverables

 

Week

Phase 1:

Inception

Meet with Expertise France and Mada.

Week nº 1-2

Agree on the final workplan and approach.

Produce a workplan including all the activities and timeline.

Phase 2:

Assessment

Assess Mada’s internal structure.

Week nº 3-6

Assess Mada’s internal communication mechanisms and flows.

Phase 3:

Strategic Plan

Create an internal communication system.

Week nº 7-8

Present and train the team on the new system.

Phase 4:

Reporting

Produce a final consultancy report.

Week nº 9-10

Include training and workshop attendance sheets.

Include workshop materials (presentations, minutes, used literature, etc.).

Akkarouna

Expertise France is seeking the services of an expert in NGO Management and/or Human Resources to support its partner, Akkarouna, an NGO focusing on supporting the most vulnerable in the Akkar region, in addition to North Lebanon. Focusing on several sectors such as Health, Education, Livelihood, Social Stability, and Protection in addition to Emergency Response.The organization has been closely working with Expertise France on several projects.

 

Through this consultancy, the recruited expert will (1) assess Akkarouna’s existing Policies and Procedures, (2) identify potential gaps and missing Policies and SoPs, (3) edit and improve the policies, and finally, (4) come up with new policies, procedures, and SoPs based on Akkarouna’s activities and structure.

 

Key Tasks and Deliverables

The consultant, an expert in NGO Structure and/or Human Resources, especially within the Lebanese humanitarian sector, with proven experience working with LNGOs, will work with Akkarouna on the following:

• Phase 1: Meeting with Expertise France and Akkarouna to agree on a timeline and priorities.
• Phase 2: Assess Akkarouna’s existing policies by meeting Akkarouna’s staff and reading/analyzing the existing documentation.
• Phase 3:

• Identify gaps in existing policies and address it.
• Draft new policies and procedures to reflect Akkarouna’s activities and structure.
• Present all the changes and new policies/SoPs to the Akkarouna team.

• Phase 4: Prepare a Final Consultancy Report laying out the whole process and which includes all information (such as deliverables, MoMs, timesheets, attendance sheets, etc.).

Roles and Responsibilities

The Consultant

• Closely coordinate with Expertise France regarding the activities to be implemented.
• Ensure regular communication with both Akkarouna and Expertise France throughout the capacity strengthening process.
• Collect data and information through interviews with various key individuals working at Akkarouna.
• Assess and analyze Akkarouna policies, procedures, and SoPs.
• Edit/improve existing policies, and come up with new ones that will reflect Akkarouna’s activities and structure. 
• Present the final policies to the Akkarouna team.
• Prepare a final project report laying out all the process (from meetings, activities, and deliverables).

 

Timeline

Phases

Deliverables

Week

Phase 1:

Inception

Meet with Expertise France and Akkarouna.

Week nº 1-2

Agree on the final workplan and approach.

Produce a workplan including all the activities and timeline.

Phase 2:

Assessment

Interview Akkarouna staff and managers.

Week nº 3-6

Assess Akkarouna’s existing policies and procedures.

Phase 3:

Editing and Drafting Policies and Procedures

Edit and improve existing policies and procedures.

Week nº 7-8

Draft new policies and procedures.

Present the newly edited and new policies and procedures to the Akkarouna team.

Phase 4:

Reporting

Produce a final consultancy report.

Week nº 9-10

Include workshop attendance sheets.

Include workshop materials (presentations, minutes, used literature, etc.).

Include all Policies and Procedures.

 

 

ShareQ

Expertise France is seeking the services of an expert to support its partner, ShareQ, an NGO focusing on supporting persons with disabilities and young women and men, through Livelihoods’ programs (vocational trainings, soft skills trainings, and networking)

and support them in finding jobs in the Lebanese market.

 

Through this consultancy, the recruited expert will (1) assess ShareQ’s existing Policies and Procedures, (2) identify potential gaps and missing SoPs, (3) edit and improve the policies, and finally, (4) come up with new policies, procedures, and SoPs based on ShareQ’s activities and structure.

 

Key Tasks and Deliverables

The consultant, an expert in NGO Structure and/or Human Resources, especially within the Lebanese humanitarian sector, with proven experience working with LNGOs, will work with ShareQ on the following:

• Phase 1: Meeting with Expertise France and ShareQ to agree on a timeline and priorities.
• Phase 2: Assess ShareQ’s existing policies by meeting ShareQ’s staff and reading/analyzing the existing documentation.
• Phase 3:

• Identify gaps in existing policies and come up with solutions/adjustments.
• Draft new policies and procedures to reflect ShareQ’s activities and structure.
• Present all the changes and new policies to the ShareQ team.

• Phase 4: Train assigned employees on the guidelines to replicate the SOPS and policies in other departments, train as well coordinators and managers on the updated SOPs manuals and documents.
• Phase 5: Prepare a Final Consultancy Report laying out the whole process and which includes all information (such as deliverables, MoMs, timesheets, attendance sheets, etc.).

Roles and Responsibilities

The Consultant

• Closely coordinate with Expertise France regarding the activities to be implemented.
• Ensure regular communication with both ShareQ and Expertise France throughout the capacity strengthening process.
• Collect data and information through interviews with various key individuals working at ShareQ.
• Assess and analyze ShareQ policies, procedures, and SoPs.
• Edit/improve existing policies and SOPs and come up with new ones that will reflect ShareQ’s activities and structure. 
• Present the final policies and SOPs to the ShareQ team.
• Prepare a final project report laying out all the process (from meetings, activities, and deliverables).

Timeline

 

Phases

 

Deliverables

 

Week

Phase 1:

Inception

Meet with Expertise France and ShareQ.

Week nº 1

Agree on the final workplan and approach.

Produce a workplan including all the activities and timeline.

Phase 2:

Assessment

Interview ShareQ staff and managers.

Week nº 2-8

Assess ShareQ’s existing policies and procedures.

Organize a Strategic Planning workshop.

 

Phase 3:

Editing and Drafting Policies and Procedures

Identify gaps in existing policies and SOPs and apply the appropriate amendments address it.

Week nº 9-19

Draft new policies and SOPs and procedures to reflect ShareQ’s activities and structure.

Present all the changes and new policies and SOPs to the ShareQ team.

Phase 4:

Training

Train assigned employees on the guidelines to replicate the SOPS and policies in other departments,

Week nº 19-20

 

Train as well coordinators and managers on the updated SOPs manuals and documents.

Phase 5:

Reporting

Produce a final consultancy report.

Week nº 21-22

Include workshop attendance sheets.

Include workshop materials (presentations, minutes, used literature, etc.).

Include all Policies and Procedures.

 

Expertise France

Expertise France will contract the consultant and through the project management team will oversee:

• Developing and finalizing the terms of reference and contract.
• Reviewing and approving all expected deliverables with the consultant.
• Supporting the consultant in connecting and meeting with MADA and ShareQ as relevant.
• Overall monitoring of the assignment activities and the delivery of milestones.

Qualifications

• Masters degree in Public Policy, Development Work, Business Administration, Human Resources, or related fields.
• 5 years experience in NGO Management and/or Human Resources.
• Minimum of 7 years of proven experience working with LNGOs in the humanitarian sector.
• Strong local knowledge and comprehensive understanding around capacity building programs and experience in delivering soft skills training.
• Professional working knowledge of Arabic and English is compulsory.
• Extensive experience in delivering the requirements mentioned.
• Ability to communicate, negotiate and adapt to work requirements.