Chemonics: TOR For Development for the Limpopo Watercourse Commission (LIMCOM)

Chemonics International Inc
Opportunity closing date: 
Tuesday, 15 December, 2020
Opportunity type: 
Call for proposals

TOR For Development Of Financial Management Policy Guidelines, Human Resources Policies and Procedures Manual and Procurement and Asset Disposal Guidelines for The Limpopo Watercourse Commission (LIMCOM)

1. Introduction

The Limpopo River Basin is shared by four SADC Member States, namely the Republics of Botswana, Mozambique, South Africa and Zimbabwe. The commitment of the riparian states to manage the basin’s water resources in a collaborative manner dates back to 1986, when the “Limpopo Basin Permanent Technical Committee” (LBPTC) was jointly established. In 2003, this cooperation framework was fostered through the multilateral Agreement that established the Limpopo Watercourse Commission (LIMCOM),with the objective of “advising the Contracting Parties on the uses of the Limpopo, its tributaries and its waters for purposes and measures of protection, preservation and management of the Limpopo” (LIMCOM Agreement 2003).

2. Background

With the support of Chemonics International Resilient Waters Programme and funding from USAID, LIMCOM has identified the need to develop the following policies, guidelines and manuals:

  • Financial Management Policy Guidelines (FMPG) document to govern the effective management of finances within the organization. Possessing and enforcing financial management policies and guidelines is essential to ensure responsible and accountable financing towards the sustainability and successful performance of LIMCOM. It is critical for financial management decisions to be made in line with sound financial management guidelines as per internationally recognized standards. In addition, where financial management policies are not in place or are inadequately implemented, levels of transparency and credibility of financial decisions tend to decline and ultimately, degrading the organization’s reputational governance values as well as exposing the organization to fraudulent activities.  Developing the financial management and policy guidelines for LIMCOM therefore, will instill practices of responsible and accountable decision making, contributing to the financial sustainability of the organization.
  • Human Resources Policies and Procedures Manual (HRPPM), to guide the management of its employees within the context of existing legislation. HR policies and procedures are meant to assist LIMCOM and its respective employees in the undertaking of their professional functions, duties and responsibilities. This must include 1) covering key international standards of human resources management best practice (e.g. recruitment policy; code of conduct; performances appraisals; job grades and salary scales; permanent staff contract template; project staff contract template; short term consultancy contract template as well as other related HR templates) 2) communication and training plan including training of HR staff and employees on the content of the HRPPM and its implementation.
  • Develop Procurement and Asset Disposal Guidelines (PADG) to ensure prudent procurement practices within the organization. The procurement policy and asset disposal guidelines will guide LIMCOM’s procurement and asset disposal procedures.

3. Objective of Assignment

The objective of this assignment is to develop the following documents:

  • LIMCOM Financial management policies and guidelines.
  • The organization’s Human Resources Policies and Procedures Manual
  • Procurement and asset disposal guidelines

4. Eligibility Criteria

The selection of the successful consultant/consultancy will be guided by the following criteria.

Financial Management Policies and Guidelines:

  • 5-10 years’ experience in financial management and development finance.
  • Understand financial management principles, audit processes and principles, budgeting, as well as important financial processes including accounts, pay roll, invoicing, receipting, and purchasing among other complementary financial processes.
  • Sound knowledge of International Financial Reporting Standards and International Auditing Standards
  • An understanding of the applicable tax legislation and Public Finance Management Acts across Southern Africa region
  • Have knowledge of funding streams for River Basin Organizations (RBOs) as well as options for ensuring financial sustainability
  • A solid background in fund raising, financing strategies and dealing with donor agencies.
  • Have demonstrated capacity (at least 3 projects) based on similar assignments conducted in the past (preferably within the SADC region).
  • An understanding of the water sector financing, funding principles and guidelines
  • Experience in dealing with donor agencies will be highly advantageous.

Human Resources Policies and Procedures Manual:

  • 5 to 10 years on HR management, particularly on development of HR Policies and Procedures Manual, preferably for organizations involved in the transboundary water resources management sector;
  • Understand the relevance of HR management principles and procedures in alignment with the delivery of the organization’s mandate, goals and vision;
  • Have knowledge of labor legislation within SADC region and specifically for LIMCOM’s member states.
  • Have demonstrated capacity to deliver based on the execution of at least 3 similar assignments conducted for medium to large (international) organizations, preferably within the SADC region.

Procurement and Asset Disposal guidelines:

  • 5-10 years’ experience in relevant fields including procurement and asset disposal;
  • Understand procurement principles, and the links to budgeting and financial procedures, and relevant knowledge on tendering processes within a RBO.
  • An understanding of Southern African region’s procurement acts/systems will be desirable
  • Have demonstrated capacity (at least 3 projects) based on similar assignments conducted in the past (preferably within the SADC region).

5. Duty Station

This assignment will be undertaken at the LIMCOM Secretariat in Maputo, Mozambique.
 
6. Evaluation Method:

  • Only those applications which are responsive and compliant to the above mentioned requirements will be evaluated. Incomplete applications will not be considered;
  • Offers will be evaluated according to the Combined Scoring method where the technical proposal will be weighted at 70% and the financial proposal will be weighted at 30%;
  • Financial score (max 100 points) shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal of those technically qualified;
  • The financial proposal shall specify an all-inclusive lump sum fee. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal must additionally include a breakdown of the daily fee (including all foreseeable expenses to carry out the assignment);
  • Due to COVID 19 Pandemic, the financial proposal should not include any travel costs associated with this assignment 

7. Expected Duration

The finalized FMPG, HRPPM and PADG are expected to be completed by the consultancy within 16 weeks from the date of signing the contract. The level of effort is expected to be 60 days.

8. Deliverables

The successful consultant/consultancy is expected to deliver the following, for each of the documents:
 
Financial Management Policy Guidelines

  • Inception Report within three weeks of project inception
  • Draft Financial Management Policy Guidelines within 7 weeks of project inception
  • Finalized Financial Management Policy Guidelines within 10 weeks of project inception

Human Resources Management Policy and procedures Manual:

  • Inception Report – within 3 weeks of project inception
  • Needs assessment report of LIMCOM key functions and staff compliment - within 3 weeks of signing the contract
  • Draft HRPPM covering key international standards of human resources management best practice – within 7 weeks of project inception
  • Draft communication and training plan including training of HR staff and employees on the content of the HRPPM and the implementation strategy
  • Finalized HRPPM document – within 10 weeks of project inception, signed off and accepted by LIMCOM
  • Communication, training and sign-off and acceptance of HRPPM with all employees.

Procurement and Asset Disposal Guidelines

  • Inception Report – within 3 weeks of contract signing
  • Draft Procurement and Asset Disposal Guidelines – within 7 weeks of project inception
  • Final Procurement and Asset Disposal Guidelines – within 10 weeks of project inception

Up to two workshops with LIMSEC and Member State representatives are to be held during the course of the assignment for each of the LIMCOM Guiding Documents.

9. Proposal Submissions

The proposal should be submitted electronically at https://app.smartsheet.com/b/form/04680db2611b4be5ae6859ab87816801, no later than close of business on the 15th of December 2020.
The proposal submission should include the following:

10. A Technical proposal with

  • Proposed approach and methodology
  • CVs and summary of qualifications of lead consultant and supporting consultants
  • demonstrated similar experience summary for each subject area
  • Timelines (workplan)

11. Financial Proposal with Costs (including travel requirements) and clearly indicating daily rates for personnel costs.

Please note that the Financial Proposal should be separated from the Technical Proposal.

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