Terms of Reference (ToR): Organizational and Team Development for the INGO Team of Childaid Network Nepal

Terms of Reference (ToR): Organizational and Team Development for the INGO Team of Childaid Network Nepal

1. Background

Childaid Network is a German-based foundation established in 2007 with the objective to provide educational opportunities for disadvantaged children and youth in South Asia, particularly focusing on Nepal, India, Bangladesh, and Myanmar. Over the past decade, Childaid Network has been recognized for its strong partnerships, effective implementation, and impactful projects that aim to provide quality education and vocational training, and to support child development.

Childaid Network’s headquarters (HQ) in Germany is responsible for overseeing the organization’s strategic direction, fundraising, and overall planning. The foundation’s operations in Nepal began over a decade ago, and since then, its activities have expanded significantly across various districts, strengthening its local presence. In 2021, Childaid Network officially registered as an International Non-Governmental Organization (INGO) in Nepal, marking a key milestone in its growth and long-term commitment to the country.

The organizational setup in Nepal is multifaceted. The Nepal team is expected to work in alignment with the strategic objectives set by the German HQ while also adapting to the local context. This dual alignment creates a unique structure where both global and local elements must be harmonized. The Nepal team is tasked with ensuring the relevance and sustainability of projects on the ground, while the German HQ provides the overarching strategic guidance, resources, and fundraising support. This requires seamless collaboration between the two entities, ensuring that local needs are met while staying in line with the broader goals of Childaid Network.

The team in Nepal is made up of nine dedicated members, all of whom are Nepali nationals. The team has evolved over time, with some members having been with the organization for nearly a decade, while others are relatively new (having joined within the past 1-2 years). This combination of long-serving and newer staff brings both opportunities and challenges. The more experienced team members have deep knowledge of the organization’s history, context, and processes in Nepal, while the newer members offer fresh perspectives and are crucial for driving innovation and adapting to the changing needs of the growing portfolio.

The growing diversity within the team can be a strength, but it also presents challenges in terms of team cohesion, knowledge transfer, and the development of shared goals and values. The team’s ability to collaborate effectively, navigate cultural differences, and share knowledge across generations of staff is essential to the success of the organization in Nepal.

As the organization's project portfolio in Nepal grows, it is essential to prioritize the development of the team to keep pace with the expanding demands and objectives. Areas such as team cohesion, leadership development, process optimization, capacity building, and strategic planning will be the focus of this consultancy to ensure that the team is well-prepared to meet the challenges ahead.

2. Objectives of the Consultancy

The primary goal of this consultancy is to enhance the organizational and team development within Childaid Network Nepal, aligning the team’s capabilities with the organization’s growing scope of work and its global mission. The specific objectives are as follows:

a) Team Cohesion: Given the mix of long-term and new team members, it is important to foster a sense of shared purpose, mutual respect, and understanding. Initiatives that encourage knowledge sharing and strengthen team bonds are essential.

b) Leadership Development: As the scope of operations grows, leadership capabilities within the team must be enhanced. This includes both formal leadership skills for management and informal leadership abilities that promote collaboration and initiative at all levels.

c) Process Optimization: As operations expand, refining organizational processes is necessary to ensure efficiency and effectiveness. This includes streamlining communication between the Nepal team and the German HQ, improving decision-making workflows, and ensuring that project implementation is consistently aligned with both local and global objectives.

d) Capacity Building: Continuous professional development for all team members is crucial, particularly in areas like project management, monitoring and evaluation (M&E), and leadership. Building the technical skills and leadership capabilities of the team will ensure they are well-equipped to handle the growing demands of Childaid Network’s expanding portfolio.

e) Strategic Planning and Execution: With the growing scope of work, it is vital that the Nepal team works closely with the German HQ to define clear and achievable goals for the future. The team must be equipped to contribute to strategic planning and decision-making while adapting plans to local needs and opportunities.

3. Scope of Work

3.1 Organizational Development

Needs Assessment & Current Structure Review: Conduct a thorough assessment of the existing organizational structure, reviewing roles, processes, and workflows. Identify gaps, inefficiencies, or areas for improvement.

Design Organizational Plan: Develop a new or refined organizational structure for Childaid Network Nepal. This will include clear role definitions, a formalized reporting structure, and a plan for improved coordination between the team members.

Strategic Alignment: Create a strategic plan that outlines how the Nepal team can align more effectively with Childaid Network’s long-term goals, ensuring that both global and local objectives are met. This includes understanding how the Nepal team’s operations contribute to the broader mission of Childaid Network.

3.2 Team Development

Team Assessment & Capacity Building: Assess the team’s strengths, weaknesses, and dynamics. Use team-building activities and exercises to identify skill gaps, communication issues, or areas of underperformance.

Motivation & Positive Culture: Establish strategies for improving team motivation, creating a positive work culture, and promoting an open environment where team members feel comfortable giving and receiving feedback.

Development of Collaborative Strategies: Design and implement strategies that foster teamwork across departments (project, finance, monitoring and evaluation, etc.), encouraging more efficient collaboration and knowledge sharing.

Conflict Resolution & Empowerment: Develop methods to address conflict constructively and empower team members to take ownership of their roles and responsibilities.

3.3 Strengthening Advisory and Technical Competencies

Training & Workshops: Develop a tailored training program that strengthens the competencies of the team. This should include project management, monitoring and evaluation (M&E), and strategic planning. Deliver at least five training sessions with a focus on practical skills for immediate application.

Partner Relationship Management: Provide guidance on building and maintaining strong partnerships with local organizations. Help the team understand how to communicate expectations clearly, resolve conflicts with partners, and improve trust-based relationships.

3.4 Mentorship and Follow-up Support

Post-training mentorship for the Country Director, especially in areas such as leadership development and conflict management. Provide ongoing advisory support for a period of up to 6 months to ensure continuous improvement.

4. Consultant Requirements

Proven Experience: Extensive experience with a proven track record of success in similar organizational capacity-building projects, particularly in non-governmental or international development contexts in Nepal.

Skills & Expertise: Demonstrated expertise in key areas such as:

• Project Management: Proven ability to manage and oversee the successful implementation of projects, ensuring goals are achieved within scope, time, and budget.
• Monitoring & Evaluation (M&E): Strong knowledge of M&E methodologies and tools, with experience in developing M&E frameworks, monitoring progress, and evaluating outcomes.
• Strategic Planning: Experience in strategic planning, including formulating and executing long-term plans that align with organizational goals and mission.
• Team Dynamics & Development: Expertise in team-building, fostering collaboration, and understanding group behavior. Experience in diagnosing team challenges and facilitating positive change.
• Leadership Development: Skilled in identifying leadership potential, coaching leaders at various levels, and fostering both formal and informal leadership within teams.
• Cross-Cultural Communication: Strong understanding of how to manage and communicate effectively across diverse cultural contexts, particularly in Nepal’s local and international work environments.

Language Skills: Fluency in English is required. The ability to communicate effectively, particularly in multicultural settings, is essential for successful collaboration with local and international teams.

5. Deliverables

5.1. Needs Assessment & Action Plan: A comprehensive analysis of the current organizational and team structure with detailed recommendations on the required changes and improvements.

5.2. Strategic Organizational Plan: A restructured organizational setup with clearly defined roles, reporting structures, and an actionable plan for improving operational efficiency and collaboration.

5.3. Team-Building Workshops: At least three in-depth workshops aimed at improving collaboration, enhancing team skills, and building trust. These workshops should be followed by practical recommendations for continuous team improvement.

5.4. Training Sessions: At least five training sessions covering topics such as project management, M&E, leadership, and strategic planning.

5.5. Final Evaluation & Recommendations: A final evaluation to assess the impact of the consultancy, with concrete recommendations for the next steps and future development areas for the team.

5.6. Ongoing Support: Post-training mentorship for up to 6 months (up to 5 consultancy days, if needed), offering continued guidance and support to ensure the implementation of the skills and strategies learned.

6. Timeline and Budget

The consultancy is expected to last for 4 to 6 months (up to 40 consultancy days). The timeline will be determined in consultation with Childaid Network, taking into account the team’s availability and the ongoing project work. Specific milestones and deliverables will be set based on the timeline.

• Initial Consultation & Needs Assessment: Month 1
• Development of Organizational Plan & Training Modules: Month 2-3
• Team Building & Workshops: Month 3-4
• Final Evaluation: End of Month 6
• Ongoing Mentorship & Follow-up: After end of Month 6

A budget proposal should be provided during the bidding phase to ensure that all expenses (daily fees only) are accounted for.

7. Reporting and Communication

Reports: The consultant will report to the Country Director of Childaid Network Nepal, with oversight from the designated coordinator at Childaid Network Germany.

Frequency of Updates: The consultant will provide short progress reports on a monthly basis, with interim evaluations as required by the project milestones.

Communication Tools: The consultant will use digital tools (email, video calls, project management software) for ongoing communication with both the Nepal team and HQ in Germany.

8. Application Process

Interested consultants should submit the following documents:

• A detailed proposal including an outline of the approach and methodology.
• A budget with daily consultancy fees only.
• A comprehensive CV highlighting relevant experience.

Please send your application to sumeera.shrestha@childaid.net and jennifer.seydel@childaid.net by 5th February 2025. For questions or further information, please reach out to childaidnepal@gmail.com