Consultant - Organizational Policies and Procedures

The purpose of this consultancy is to review, update, and streamline existing ThinkWell policies and procedures to ensure they reflect current business requirements and practices, and are easily understood by all employees. The consultant will work closely with key stakeholders in different departments/regions of the organization to ensure the revised policies and procedures align with our organizational goals, US government rules and other regulatory requirements including 2 CFR 200, AIDAR and the specific needs of donor-funded projects. Objectives include:

1. Review list of prioritized policies and procedures.
2. Identify any additional policies and procedures that may need updates, particularly those relevant to donor-funded projects.
3. ngage with stakeholders to gather input and feedback.
4. Draft updated policies and procedures.
5. Ensure policies and procedures are clear, concise, and user-friendly.
6. Provide training and support for the implementation of updated policies and procedures.

The consultant will undertake the following scope of work:

Project Initiation

• Meet with key stakeholders, including senior management and project leads to align expectations, review the list of prioritized policies and procedures, and gather background information.
• Develop key questions and approaches for the project.
• Develop project plan and timelines within 1 week from the contract signing.

Review of Prioritized Policies and Procedures

• Conduct a comprehensive review of the prioritized list of policies and procedures.
• As a component of the above task, conduct an organization survey to identify policies and procedures that are unclear or of particular concern.
• Identify any gaps or additional policies and procedures that may need updates, with a focus on those impacting donor-funded projects.

Stakeholder Engagement

• Meet with key stakeholders, including management, employees, and other relevant parties, to gather input and feedback on the prioritized policies and procedures.
• Facilitate workshops or focus groups to understand the needs and expectations of policy users, particularly those involved in donor-funded projects.

Policy and Procedure Development

• Draft updated policies and procedures based on the prioritized list and stakeholder input.
• Ensure all policies and procedures comply with current regulatory and legal requirements and meet the specific requirements of donor-funded projects.
• Develop a standardized format and template for all policies and procedures to ensure consistency.

Review and Approval

• Present draft policies and procedures to key stakeholders for review and feedback.
• Revise drafts based on feedback received.

Rollout

• Develop an implementation plan for rolling out updated policies and procedures.
• Create training materials and conduct training sessions for employees to ensure they understand the new policies and procedures.

Proposal Process
Interested candidates should submit a proposal to Daniella Fanarof at [email protected] before 5pm EST November 8, 2024. Late offers will be rejected except under extraordinary circumstances at ThinkWell’s discretion.

Proposals should be submitted according to the following guidelines:

• A 2-3-page written proposal, including
• A brief description of how the candidate would implement the proposed scope of work
• A summary demonstrating prior experience with respect to the proposed scope of work and to the required experience listed above.
• A detailed estimation of the time and cost of the services. Bidders shall sign and date cost estimations. 
• CVs of the key individual(s) performing these services (not included in the page limit).
• Contact information for three references who can provide feedback on the candidate in Attachment B (not included in the page limit).
• The proposal should demonstrate knowledge of U.S. Government rules and regulations, developing country operational challenges, international development sector best practices, emerging trends, and potential pitfalls and challenges in implementing organizational policies.
• Include a statement that the candidate fully understands that their quote must be valid for a period of 90 days. 

Any proposals that do not adhere to these requirements will be rejected.

Selection Criteria
ThinkWell will evaluate and score responses based on the following criteria:

Experience providing similar services to international organizations – 40%
Quality of proposal – 25%
Availability – 25%
Cost – 10%

ThinkWell may contact references at its discretion.

1. Excellent organizational skills, an eye for detail, and the ability to think outside the box.
2. Demonstrated experience in policy and procedure development and revision for international organizations operating in Sub-Saharan Africa and Asia.
3. Deep understanding of rules and regulations relevant to work funded by the US Government, Bill & Melinda Gates Foundation and other public and private funders and agencies.
4. Proven track record of success in organizational effectiveness and ability to assess an organization's needs and solutions quickly.
5. Ability to create clear, concise, and user-friendly documentation.