Terms of Reference (TOR) To review the Organization’s Existing Strategy, Policies, and formulate New Policies

Terms of Reference (TOR)

To review the Organization’s Existing Strategy, Policies, and formulate New Policies.

1. INTRODUCTION

Panchtara Yuwa Samrakshak Manch (PTYSM) is a leading development and humanitarian organization based in Karnali Province, Nepal. Established in 1997 and registered with the District Administration Office (DAO) in Jajarkot, PTYSM affiliated with the Social Welfare Council (SWC) in 1998. Founded by experienced young development professionals and social workers, the organization aims to promote social justice by empowering vulnerable groups.

Since its inception, PTYSM has dedicated itself to supporting economically disadvantaged and socially marginalized communities, including Dalits, indigenous and minority ethnic groups, children, persons with disabilities, and youths. The organization's mission is to ensure these groups have equitable access to resources, opportunities, and decision-making processes.

PTYSM collaborates with the Government of Nepal (local authorities, municipalities, and district coordination committees), international and national NGOs, as well as bilateral and multilateral agencies. Its projects span a broad range of areas, such as community mobilization, institutional development, livelihood promotion, entrepreneurship, education, capacity building, child rights and protection, awareness campaigns, agriculture, livestock, forestry, climate change adaptation and mitigation, community health, WASH (water, sanitation, and hygiene), maternal and neonatal health and nutrition, renewable energy, social accountability, gender equality, disability and social inclusion (GEDSI), human rights, peacebuilding, and disaster mitigation.

To adapt to the changing context and ensure relevance in its operations, PTYSM is undertaking a comprehensive revision and reform of its policies and strategy based on current needs. This initiative aims to align the organization with current trends, challenges, and opportunities, ensuring that its future direction is well-guided and responsive to the changing needs of the communities it serves.

MAIN OBJECTIVE/ SCOPE OF WORK

1.1 Specific Objectives

The primary goal of this assignment is to conduct a comprehensive review of the organization's strategy, policies, and annexures. The aim is to revise and develop new policies as needed, ensuring they are aligned with the current requirements of donors, funding agencies, and the prevailing laws of Nepal.

The specific objectives of this assignment are:

• Conduct an in-depth study of the organizational strategy and develop a comprehensive 5-year overall and thematic strategy for the organization.
• Thoroughly review the organization's policies and annexures, realigning them with the current and future needs of the organization, and create new policies based on the evolving context.
• Analyze overlapping policies and provide recommendations on areas where sections can be merged or eliminated.
• Prepare the final strategy and policies in both Nepali and English and submit them to the PTYSM management.

1.2 Polices to be Formed and reformed are:

1. Finance and Administration Policy
2. Human Resource Policy
3. Procurement and Logistics Policy
4. Partnership and Advocacy Policy
5. Harassment, Bullying and Discrimination Policy
6. ICT Policy for Users
7. Grievance Handling Policy
8. Disciplinary Policy
9. Conflict of Interest Policy
10. Anti-fraud, anti-corruption, and anti-bribery policy
11. Staff Safety and Security Policy
12. Workplace Violence Policy
13. Drugs, Alcohol and Smoking Policy
14. Child Protection Policy
15. Non-Disclosure Agreement
16. Complaints and Hearing Guidelines
17. Gender Equality, Disability and Social Inclusion (GEDSI) Policy
18. Vehicle operations and mobilization policy.
19. Shared Cost Policy.
20. Virtual Work Policy.
21. Emergency Preparedness and Response Policy.
22. Child Marriage Reduction Policy
23. Protection from Sexual Exploitation and Abuse (PSEA) Policy
24. Safeguarding Policy
25. Monitoring, Evaluation and Knowledge Management Policy
26. Data Protection Policy.
27. Communication and Branding Policy
28. Fund Raising Policy
29. Reasonable Accommodation and Accessibility Policy (DI Perspectives).

1.3 Review and reforms of forms and formats are:

• Depreciation Rates
• Authority Delegation for Payments
• Cash Holding & Payment Limit
• Bank Operation Signatories: Project and Organization
• Daily Per-diem

1.4 Daily Use Forms/ Formats Annexures

• Advance Request Form
• Advance Settlement Form
• Monthly Salary Statement
• Allowances Claim Form
• Vehicle Fare Charging Sheet (4-wheel office vehicle)
• Cash Payment Voucher
• Daily Petty Cash Register
• Voucher
• Ledger
• Petty Cash Reimbursement Request
• Cash Verification Form (Regular/Surprise)
• Receipt
• Cash Expenditure Summary (Petty Cash)
• Expenditure Summary Sheet (Memo)
• Roster of approved consultants
• Service Requisition Form
• Purchase Requisition Form
• Tender/Quotation Comparative Chart
• Purchase Order Form
• Consultant Payment Recommendation Form
• Goods Receiving Note
• Stock Book
• Assets/Equipment Register
• Goods Demand Form
• Movable fixed assets movement records
• Statement of Consumable Inventory Physical Verification
• Statement of Physical Verification of Write-Off Assets / Fixed Assets
• Fund Request
• Fund Accountability Statement
• Budget Monitoring Sheet
• Statement of Proporsnate Expenses to Strategic Partners 
• Outstanding Advance / Payable Summary Form
• Details of Fund Transfer to RCs/ROs and Staff
• Assets Status
• Bank Reconciliation Report [BRR]
• Expenditure Summary Sheet (Memo)

1.5 The annexures in the HRM include:

• Organizational Structure
• Job Description
• Job Application Form
• Application List and Short-Listing Criteria
• Standard Set of Questions for An Interview
• Written Test Marking/Scoring Sheet
• Interview Evaluation Form
• New Employee Orientation Checklist
• Staff Salary Structure (Gradewide)
• Employee Time Sheet
• Leave Request Form
• Staff Leave Record
• Annual Performance Appraisal Process
• Clearance Form
• Travel Order
• Air Ticket Request Form
• Per Diems / Accommodation
• Exit Interview Questionnaire

The consultant and the team recommend that a detailed review of the present policies should be done to avoid repetition, overlaps, and contradictions within the existing policies and strategy.

1.6 Reporting

The assignment will be coordinated by Programme Director, PTYSM Jajarkot.

1.7 Timeframe

• This assignment is aimed to be completed within 25 days from the date of signing of the contract.
• The contract shall be read in conjunction with these Terms of Reference.

1.8 Deliverables

• The consultant/Firm will deliver a first draft of a written report that aligns with the reviewed policies, including areas of recommendations and options. This report will summarize feedback, contain full observations, and provide general and specific recommendations on the policies and strategy.
• A 3-day workshop will be organized at PTYSM Jajarkot (1 day dedicated to policies and 2 days to strategy). Before the workshop, the consultant or firm must submit the first draft of the policies and strategy and present them during the workshop.
• The final revised and consolidated policies and organizational strategy, in both English and Nepali, will be submitted.

2. QUALIFICATIONS AND EXPERIENCE OF THE CONSULTANTS/FIRMS

• A minimum of 7 years of progressive experience in policy formulation, review, and strategy development for I/NGOs and development and humanitarian agencies.
• At least a master's degree in Social Sciences, Law, Policy Formulation, or Development Administration.
• Strong proficiency in preparing documents in English.
• A deep understanding of local culture, challenges, and opportunities that influence strategic decision-making.
• The application should include the firm's registration certificate, current tax clearance, VAT/PAN certificate, and any tax exemption letter (if applicable).

Note: This consultancy is open to national applicants. Both individuals and groups of individuals, as well as consultancy firms with the required skills and experience, are eligible to apply.

3. PROCEDURE TO APPLY

Interested consultant(s) or firms should submit their expression of interest, including a detailed proposal with budget and relevant documents, along with the application and CVs, to Panchtara Yuwa Samrakshak Manch (PTYSM), Jajarkot, by 5:00 PM on 28 January 2025. Submissions should be sent via email to ptysm.procurement@gmail.com.