Terms of Reference (TOR) for capacity assessment of CBOs

SAMABIKAS Nepal

Terms of Reference (TOR) for capacity assessment of CBOs

Notice Publish Date: 1st April 2025

SAMABIKAS Nepal (literally meaning equity and development) is a right based organization established by gender and rights activists for assisting the marginalized and excluded sections of the society, who have been the victims of the cultural and socio-economic bias and widespread caste and gender discrimination, in bringing tangible changes in their lives. This is a non-partisan, non-discriminatory and non-religious organization advocating for the establishment of a just and equitable society.

The organization is registered by the District Administration Office, Achham on 15 August 2004 (2061-4-31) with registration number 174. The organization is affiliated with the Social Welfare Council with affiliation number: 13143. It also has got registered with the Internal Revenue Office, Dhangadi with PAN: 301853589. The organization is being renewed as per government rules.

With technical and financial support from BMZ/WHH, in collaboration with PeaceWin and WAC Nepal, SAMMBIKASH is implementing the project “Women in Climate-Resilient Agri-Systems for Enhanced Nutrition (WE CAN)” in Sanfebagar Municipality and Chaurpati Rural Municipality of Achham District, Sudurpashchim Province. The project targets 2,500 marginalized households (approximately 10,375 people), focusing on those with low socio-economic status and high vulnerability to nutrition insecurity and climate change, particularly female-headed households.

The project aims to address a critical issue: Alongside food insecurity, extreme weather events are worsening, disproportionately impacting subsistence farmers—especially women—pushing them deeper into poverty.

1. Purpose of the Assignment

The purpose of this assignment is to assess the capacity and selecting Community-Based Organizations (CBOs) for networking and advocacy in relation to food and nutrition security, gender, advocacy, and a rights-based approach for the successful  implementation of WE CAN Project in Sanfebagr Municipality and Chaurpati Rural Municipality of Achham district. The assessment findings will inform the design of the advocacy strategy and support CBOs in their planning and resource allocation. This assignment ensures a structured and transparent approach to assessing and selecting CBOs, ultimately enhancing their advocacy capacity and impact in the target areas.

2. Scope of the Assignment

This assignment will be conducted in April within the targeted wards of Sanfebagar Municipality and Chaurpati Rural Municipality in Achham District. The process will follow a standard assessment procedure to select 27 Community-Based Organizations (CBOs) across 9 wards and evaluate their capacity gaps in food and nutrition security, gender, advocacy, and a rights-based approach.

Based on the findings, the assignment will recommend capacity-building measures to strengthen civil society organizations. The process will involve independent experts, the project team, local government, and other key stakeholders to ensure a comprehensive and participatory approach.

Objective

• Evaluate the Capacity and Effectiveness of CBOs
• Identify Gaps and Opportunities for Capacity Development
• Support Advocacy and Policy Influence
• Facilitate the Selection of Strong CBOs for Further Support
• Provide Actionable Feedback and Strengthen Community Engagement

3. Roles and Responsibilities:

• Project Team: Coordinates with local government and CBOs to ensure the assessment process and ensures alignment with project goals/objective.
• Independent Expert: Develop assessment tools (surveys, interviews, focus group discussion guidelines). Identify and shortlist CBOs based on initial criteria. Engage stakeholders and provide orientation sessions. Conducts capacity assessment in close collaboration with project staff and government stakeholders. Collect and analyze data from CBOs. Provide objective recommendations based on the assessment. Design and implement the assessment framework.
• Local Government/ Stakeholders: Provide insight into local policies and framework. Provide oversight and ensure alignment with national/local advocacy frameworks. Facilitate coordination with CBOs and ensure compliance with regulations.
• CBO Representatives: Participate in the assessment and review findings for organizational planning and decision-making. Provide accurate information about their operation, challenges and achievement. 

4. Assessment Methodology: The assessment will follow a structured approach, including:

• Mapping of CBOs: Identifying all active/Nonactive CBOs working in the relevant thematic areas by project Team (SAMABIKAS, WAC, Peacewin)
• Capacity Assessment: Evaluating CBOs based on their organizational functioning, governance, advocacy capacity, and effectiveness in food and nutrition security, gender, and rights-based approaches.
• Interviews & Surveys: Engaging CBO leadership and members to understand their strengths, challenges, and advocacy potential.
• Stakeholder Consultations: Collecting insights from government agencies, civil society networks, and local leaders.
• Scoring & Selection: Using a predefined evaluation framework to rank and select the most suitable CBOs for advocacy collaboration.

5. Selection Criteria of CBOs

CBOs identification criteria at different level

Organization Governance, accountability and compliance

Locally registered, existing legal status and fully functional executive bodies

• Organization and structure (must have 1 female (out of 3) in vital position) and 50 percent of representation in decision making process
• Last 3 years of Audit Report, and renewal certificate
• Latest working coverage and presence
• Strong networking and partnership with local government and other relevant stakeholder
• Should have technically sound human resource
• A clean and proven track record may be required for verification, especially if the program targets the marginalized and vulnerable groups (abuse, harassment, fraud, corruption etc.)

Relevant Experience

• Preference will be given to existing CBOs that prioritize the agriculture/livestock and DRR/CCA sectors. It may be cooperatives, Farmers group, Aama samhua, Community Forest Users Groups (CFUG), Network etc.
• Should have working experience of on land/ Farmers rights, policy advocacy, food sovereignty, Agriculture, and any relevant community level advocacy 
• Any CBOs working at any sector may be considered as CBOs like DPO network working in Sanfebagr Municiplaity ward no 2,3,9,10,14 and Chaurpati Rural Municipality ward no. 4,5,6,7 of Achham district.    
• Annual reports, case stories, impact stories reflecting the 50 % participation of female, youth, Dalit, PWDs marginalized group
• CBOS working in agriculture value chain and enterprise promotion related to agriculture (Marketing, processing, middleman etc) will be given priority
• Experience letter from current or latest completed projects or donors.

6. Timeline & Execution:

• The assessment will be conducted in April 2025 by the independent expert.
• Coordination meetings will be held with government stakeholders and project staff.
• Data collection (for primary surveys, interviews, consultations, FGD, KII) and for secondary reviews of existing documents, reports, proven track history, articles, etc) will take place over a defined period as required.
• Findings and recommendations will be documented and shared with CBO representatives, local government, NGO partners and other stakeholders.

7. Expected Deliverables

I. Comprehensive Study Report that includes

• Detailed Assessment Report: Includes findings, gaps, and recommendations for advocacy collaboration for advocacy potential sector, measures to enhance capacity of the CBOs, Capacity Development actions based on the gap analysis
• CBO Profiles: Detailed documentation of assessed CBOs.
• Selection List: Final list of the 27 selected CBOs 3 CBOs from each ward.
• Feedback to CBOs: Reports shared with CBO representatives regarding their decision-making and planning.

8. Qualification and experience 

I. Qualification 

The ideal candidate or team conducting the CBOs assessment should possess:

• A master’s / bachelor's degree in sociology, Agriculture, Forest, development studies, public policy, community development, or any related field.
• Strong knowledge of community-based organizations (CBOs), civil society engagement, and grassroots advocacy.
• Expertise in organizational capacity assessments, stakeholder analysis, and advocacy strategies.
• Familiarity with qualitative and quantitative research methodologies, including participatory approaches.
• Excellent analytical, report-writing, and communication skills to deliver clear, actionable findings.

II. Experience

The candidate or team should have:

• At least 5–7 years of master’s/bachelor's degree, 10-12of experience on conducting assessments, evaluations, or research on CBOs or civil society organizations.
• Proven track record in developing capacity-building strategies for community organizations.
• Experience working with community-based initiatives, advocacy networks, or donor-funded programs.
• Prior engagement in policy analysis and development of sectoral recommendations for CBOs.
• Strong background in data collection, analysis, and interpretation, including conducting interviews, focus group discussions, and field visits.

III. Additional Considerations

• Local candidates or teams with a deep understanding of community dynamics and trust among stakeholders will be prioritized.
• Experience in developing action recommendations tailored to the specific needs of local CBOs.
• Ability to translate findings into practical solutions for strengthening community organizations and advocacy efforts.

9. Required Documents:

To conduct the CBOs assessment, the following documents must be submitted by the applicant(s):

1. Administrative Documents

• Letter of Interest (Cover Letter)
• Registration Certificate (for firms) or National ID/Passport (for individual consultants).
• Tax Compliance Certificate (if applicable).
• Proof of Local Residency (for individual consultants, if local priority is required).

2. Technical Proposal

• Understanding of the Assignment – A brief explanation of the approach to the assessment.
• Methodology & Work Plan – Detailed plan on how the assessment will be conducted, including tools, data collection techniques, and timelines.
• Team Composition (if applicable) – CVs of key personnel involved in the assessment, highlighting their roles and responsibilities.
• Experience in Similar Assessments – List of previous assessments conducted, including reports or references.

3. Financial Proposal

• Detailed Budget Proposal – A breakdown of expected costs, including consultancy fees, logistics, and other expenses.
• Payment Terms & Conditions – Proposed schedule for disbursement of funds.

4. Supporting Documents

• Copies of Previous Reports or Assessments Conducted
• Recommendation Letters – At least two references from organizations previously worked with.
• Certificates of Training or Expertise (if available)

All documents should be submitted in soft or hard copies as per the application guidelines. Incomplete submissions may lead to disqualification.

Application Deadline:

• All applications must be submitted by 10th April 2025.
• Late submissions will not be considered.
• Applications must be submitted via email (samabikas@gmail.com) or hard copy to the designated address.
• The email subject line or envelope should be labeled:
  • “Application for CBOs Assessment – [Applicant/Firm Name]”
• The application must include both technical and financial proposals in separate documents.

10. Evaluation & Selection Process

Applications will be reviewed based on the following criteria:

1. Technical Capacity (60%) – Relevant experience, methodology, and qualifications.
2. Financial Proposal (30%) – Cost-effectiveness and budget clarity.
3. Local Expertise (10%) – Priority given to applicants with local knowledge and presence.
4. Successful applicants will be notified via email/phone.
5. A formal contract agreement will be signed before the commencement of work.

For inquiries, applicants can contact:

Email address: samabikas@gmail.com

Tel: 097 590150 / 9868751561

Sangebagr Municipality -04, Achham