ICVA is looking for a national organization to take charge of the specific activities of the Aid Localization Barometer project in the implementing country.
About ICVA
Founded in 1962, ICVA (International Council of Voluntary Agencies) is a global network of more than 160 non-governmental organizations (NGOs) active in 160 countries, operating at global, regional, national and local levels, whose mission is to make humanitarian action more principled and effective by working collectively and independently to influence policy and practice. ICVA promotes and facilitates effective NGO engagement in the humanitarian sector, with a focus on forced migration, humanitarian coordination, humanitarian financing and cross-cutting system strengthening issues.
About the Aid Localization Barometer Project:
Localization has become a key theme in humanitarian aid in recent years. Since the Grand Bargain commitments and specifically in the last 2 years in West and Central Africa, several initiatives have been undertaken to improve and accelerate the place and role of national actors in humanitarian responses: permanent seats at the EHP and in the main coordination forums, more partnerships and capacity building initiatives, improved direct accessibility to funds, localization forum/working groups, etc.
However, to date, in the absence of clearly established objectives and clear measurement criteria, it is difficult to estimate the progress made in localization and the steps that still need to be taken. Based on co-financing from BHA and NORCAP, ICVA has proposed the development of a regional and country methodology that will make it possible to quantitatively and qualitatively assess the degree of localization of humanitarian responses, to monitor its evolution over time and to identify successes and challenges in each of the countries of West and Central Africa in order to be able to:
- Ensure a system for exchanging good practices and lessons learned;
- Conduct evidence-based advocacy actions;
- Improve the country localization agenda with concrete proposals.
The project is intended to be regional in order to ensure harmonization, comparative analysis, a constructive exchange of good practices and lessons learned between countries, but it is based above all on influence, leadership and monitoring at the national level in order to guarantee adequacy with the needs and expectations of national stakeholders, complete ownership of the project by the latter and therefore better sustainability.
The objective of this call is to identify a contractor to implement the project activities at country level.
1. Expected services and deliverables
A. Project planning and monitoring
The contractor will be responsible for the overall management and coordination of the Humanitarian Aid Localization Barometer project at the country level. The contractor will ensure the rigorous planning, execution and monitoring of the Localization Barometer project activities within the specified timeframe, i.e. from September to December 2024. The contractor will ensure budgetary monitoring of the project activities as well as reporting to ICVA.
→ Deliverables
- A detailed work plan including deadlines and people responsible for each step;
- A detailed budget with associated accounting documents.
B. Key contacts
The contractor will be responsible for identifying relevant participants in an inclusive manner and mobilizing them to ensure their participation and buy-in to the project. The contractor will develop a comprehensive contact list of all persons involved in the project, including complete and up-to-date contacts of all relevant actors (name, organization, position, email, etc.): INGOs, NNGOs, local and/or civil society associations, donors, UN agencies, coordination structures/bodies, Government, etc.
→ Deliverables
- A complete and up-to-date contact list.
C. Project presentation and discussion meetings
A series of meetings will be organized by the contractor, with the different stakeholders of the project (INGO, OCHA, etc.) and with the participation of ICVA and NORCAP, before the launch of the project to present it, then during the project for specific follow-up, depending on requests and needs. The contractor will be responsible for preparing the meetings (agenda, list of participants), sending invitations, writing and sharing minutes as well as following up with relevant people or organizations if necessary depending on the discussions/decisions.
→ Deliverables
- Invitations in Outlook calendars and by email, with attached agenda;
- Minutes of meetings;
- Attendance lists for meetings.
D. Management of the national project steering committee
At the start of the project, the contractor will establish a national steering committee which will be made up of representatives of the main stakeholders of the project (composition to be discussed with ICVA) who will provide advice and strategic support throughout the implementation of the project. It will organize (invitations, agendas, participants, minutes, attendance lists) regular meetings of the committee to monitor the progress of the project, identify potential challenges, formulate recommendations and provide support to the technical implementation team at the national level.
→ Deliverables
- ToR of the national steering committee;
- Invitations in Outlook calendars and by email, with attached agenda;
- Minutes of meetings and action plan if relevant;
- Attendance lists for meetings;
- Recommendations follow-up document.
E. Management of a national consultant or a team of national consultants
The contractor will recruit and manage a national consultant or a team of national consultants (depending on the contractor’s needs and capacities). This will involve carrying out the recruitment process with the participation of ICVA, supporting the consultant(s) in taking charge and understanding the project, in monitoring activities and tracking days worked and expected deliverables. The national consultant(s) will benefit from technical support from ICVA throughout the duration of the project.
→ Deliverables
- Recruitment process documents (TOR of the consultancy(ies), shortlist, interview forms, contract(s));
- Monitoring document from the consultant(s): work plan, days worked, deliverables.
F. Review and finalization of project documentation and tools
The Contractor shall provide detailed and concerted feedback (if necessary) on the project documents and tools produced by ICVA and/or the Consultant(s) and shall be responsible for finalising the necessary documentation before sending, dissemination and/or use. This will ensure the quality and consistency of the documents and tools according to the expectations and needs of the participants and/or stakeholders and/or ICVA.
→ Deliverables
- Matrix of indicators, key questions, collection methods and weighting;
- Questionnaires;
- Interview sheets;
- Databases.
G. Productions
The contractor is responsible for the entire study process and for producing the resulting report. The consultant(s) may carry out the analysis work and the first draft of the report, but the contractor will have to contribute to it and ensure that the expected final report contains an in-depth analysis of the situation of the localisation agenda in the country, based on the definition that will be made during the introductory workshop as well as on the data that will be collected on this same basis. This report must respect the framework provided by ICVA.
→ Deliverables
- Final report of the study;
- Annexes.
H. List of key documents and contacts for data collection
The contractor will compile a list of key documents adapted to the context as well as a contact list of people approached for interviews and/or focus groups in order to support the work of the consultant in his collection of secondary data and qualitative data.
→ Deliverables
- Complete and up-to-date list of key documents;
- Complete and up-to-date list of contacts of people approached for interviews/focus groups.
I. Internal and external invitations and reminders
The contractor will support the consultant(s) in collecting primary, secondary and qualitative data. He will send specific requests to the targeted persons (documentation research, questionnaires, interviews/focus groups), monitor the response rates received and make regular reminders by email and telephone if necessary.
→ Deliverables
- Request and reminder emails;
- Send/Reply Tracking Table.
J. Organization of workshops related to the project
The contractor will organize, with the support of the consultant(s) and ICVA, at least 2 workshops during the duration of the project.
The first at the beginning of the project will be a 2-day workshop based on the previously developed indicator library, the objective of which will be to:
- Determine the components to be evaluated and the ambitions;
- Select and contextualize the most relevant indicators;
- Define, for each indicator, the target audience and the evaluation measure.
The second at the end of the project will be a one-day workshop which will aim to present the results of the study but also to begin the discussion on its follow-up/use.
For each workshop, the contractor will have to ensure an inclusive and balanced representation of the different actors (NNGOs, INGOs, UN, donors, Government) according to the relevance, context and expectations. He will ensure the logistics of the workshop, communication (invitations, room reservations, meals, supports, press, material, etc.), restitution and follow-up if necessary (according to the decisions/discussions).
→ Deliverables
- Concept note of the workshops;
- List of participants;
- Agenda, detailed schedule and distribution of roles (facilitation, note-taking, etc.);
- Detailed workshop budget;
- Presentation supports (PPT, etc.);
- List of necessary materials (banners, prints, stationery, etc.);
- Contract with the press / media;
- Per diems and logistical organization for participants from the regions (transport, etc.) and the capital;
- Room reservation contract, catering and accommodation if necessary;
- Invitations in Outlook calendars and by email, with attached agenda;
- Workshop attendance lists;
- Report of the introductory workshop with the finalized list of indicators;
- Report of the concluding workshop with action plan.
2. Mandatory conditions
A. Communication
The Contractor shall include ICVA in all internal or external communications related to the project. ICVA will provide the contact list for this purpose at the beginning of the contract.
Furthermore, the contractor will undertake to facilitate smooth, responsive and respectful communication between all project stakeholders, at the national level as well as with the regional level.
B. Inclusivity
The contractor is committed to adopting an inclusive approach, establishing diverse and respectful partnerships. As a national organisation, it will have to ensure that other national stakeholders are also stakeholders in the project.
C. Consistency
The contractor shall ensure that the project contributes positively and shall ensure the alignment of the project with country level priorities around localisation and/or the humanitarian response plan, or any other national initiative/approach/guidance related to localisation.
D. Relations with ICVA
ICVA will provide support throughout the duration of the contract.
The Contractor shall undertake to use the formats of the documents and tools which will be provided by ICVA for all documents and tools necessary for the conduct and management of the project.
The contractor will undertake to document the online space made available to it with all project management and monitoring documentation as well as all deliverables.
ICVA, as a client, will validate all deliverables sent to it. The contractor is expected to take into consideration the feedback that will be made in order to meet the expectations that will be specified.
ICVA, as the client, remains the owner of the project data and deliverables. The sharing and external use of documents, tools, data and deliverables will only be done with the prior agreement of ICVA. The contractor will undertake to respect a confidentiality clause on the documents, tools, data and deliverables related to this project.
Interested contractors must demonstrate their ability to achieve these objectives and produce the expected results within the framework of the implementation of the Localization Barometer and within the specified timeframes.
Eligibility Criteria: Interested organizations must meet the following criteria:
- To be a forum/network/group/umbrella of local/national organizations;
- To be an active and recognized forum in the humanitarian sector;
- Be legally registered as an entity in the country;
- Have a specific bank account in the country;
- Have financial management capabilities within the organization: Presence of a treasurer, accountant or a person responsible for monitoring and supervising budgets;
- Demonstrate the ability to implement projects at the national level, coordinating effectively with various actors and ensuring rigorous execution of planned activities;
- Have the necessary human resources, dedicated or voluntary, to monitor and carry out the project within the allotted time;
- Be committed to the localization of humanitarian aid, whether at the national or international level, through relevant previous experiences.
3. Submission of applications
Interested organizations are invited to submit their application, including:
- A technical proposal (maximum 10 pages excluding annexes) consisting of:
- A letter of interest specifying:
- Commitment, experiences and/or products (advocacy, documents, etc.) on the topic of localization of humanitarian aid;
- The involvement and recognition of the forum within the humanitarian coordination architecture;
- The latest projects/initiatives carried out at the national level by the organization, specifying the financial support received (amount and source) and specifying the interactions with various stakeholders within the country.
- The organization’s framework documents:
- The receipt of registration of the organization in the country;
- The statutes and/or internal regulations and/or the ToR;
- The Bank Identity Statement proving the existence of a bank account in the name of the organization.
- A detailed implementation schedule.
- A letter of interest specifying:
- A financial proposal consisting of:
- A detailed budget to carry out the project;
- An organization chart or document specifying who the focal point of the project will be and who the people (dedicated, volunteers, and/or consultants) will be involved in managing the project;
- A document specifying the internal financial management mechanism and resources.
How to apply
Submission Deadline: Please submit your applications by Sunday, September 29th at midnight (UTC).
Applications and any questions can be sent to Recruitment_TCHAD@icvanetwork.org , with the following subject line: “Submission of the ICVA call for tenders_Chad localization barometer”.
