Tenders Are Invited For Recruitment Of A Service Provider For Institutional Support And Organizational Consulting

Tenders are invited for Recruitment of a Service Provider for Institutional Support and Organizational Consulting. Closing Date: 31 Aug 2026 Type: Consultancy Context and justification Impunity Watch is an international non-governmental organization (IGNO) that has been working for over 15 years in countries emerging from violent conflict to eradicate impunity for serious human rights violations and promote transitional justice. It works alongside victims to help weaken deeply entrenched structures of impunity and promote lasting peace. In the process of consolidating and aligning its operational governance for its DRC program, the organization needs to structure all of its internal processes through unique, clear and enforceable reference frameworks. To this end, Impunity Watch wishes to recruit a specialized consulting firm to develop its Institutional Procedures Manual. This work must strictly adhere to the hierarchical approach defined by the organization: starting with Impunity Watchs overall institutional policies (existing or to be refined to preserve their spirit and standards), and then adapting and formalizing operational procedures specific to the DRC context. Mission objectives General objective The main objective of this mission is to equip Impunity Watchs DRC program with a standardized, transparent, and secure institutional management framework through the development of a comprehensive and integrated Procedures Manual. This single framework must harmonize headquarters internal control requirements with operational realities and the DRCs legal obligations, in order to ensure the sustainability of operations and minimize administrative, financial, and legal risks. Specific objectives Working closely with the Impunity Watch teams, the firms specific objectives will be to: Conduct a diagnostic assessment of the current situation. Analyze current global policies of Impunity Watch, the tools already used in the field and identify gaps or legal and operational gaps in relation to the context of the DRC and compliance. 2. Model the circuits and validation thresholds (Delegation Matrix). Clearly define the institutional roles, financial authorization thresholds, and validation procedures of the various managers for each operational process. This should be reflected in a suitable RACI matrix (Reference Accounting Structure) for delegation of authority, ensuring, in particular, the security of the approval chain and the management of cash flow between offices. 3. Write and structure the deliverables according to a sequential two-phase approach: Phase 1 (Institutional Level): Develop or refine the statement of global policies and submit them for formal validation at the Global level of Impunity Watch. Phase 2 (Operational Level): Formalize the validated policies in the form of standardized operational processes and procedures (SOPs) contextualized to the realities of the DRC and compliant with national laws. 4. Structure the manual around the organizations target areas and policies . Organize all drafting work to strictly cover the institutional correspondence defined by Impunity Watch: Administrative & Financial Procedures including a complete module on Operational Management and Partner Monitoring. Human Resources and Organizational Culture Management Logistics and Purchasing Procedures. Security Procedures Related to Information, Communication & Technologies 5. Evaluate, improve and design operational tools and annexes. Conduct a critical review of existing management tools within Impunity Watchs RDC program to optimize or adapt them. For processes not covered, the firm will design all the missing templates, request forms, inventory registers, and tracking templates required by the performance matrix, thus ensuring a comprehensive toolkit that can be directly implemented daily by the teams. 6. Facilitate a participatory development, co-reading and popularization process. Actively involve operational teams and management from the initial assessment to final validation. The firm will support managers in the critical review of the manual and facilitate training sessions to ensure immediate adoption by all members of the DRC program team. Expected deliverables The firm will have to submit the following successive deliverables to Impunity Watch, written in French: Phase 1: Framework and Institutional Policies (Regional/Headquarters Validation) Deliverable 1: The Initial Diagnostic Report and Roadmap This document includes the revised implementation schedule as well as the final mapping of gaps identified on the current DRC program tools. Deliverable 2: The Complete Compendium of Institutional Policies. A single document bringing together all of the organizations global policies. Phase 2: Procedures and Management Tools Manual (Validation DRC) Deliverable 3: The Procedures Manual derived from validated policies and contextualized to the legal and fiscal framework of the DRC (Modules/SOPs: Finance/Partners, HR, Logistics, Security, ICT). Deliverable 4: The Delegation of Authority (RACI) and Budget Authorization Matrix . Document detailing the approval processes, financial thresholds, and managerial validation role. Deliverable 5: The Optimized Operational Tools and Annexes Pack. The complete set of forms, control checklists, allocation keys, BVA templates and adapted or newly created registers. Phase 3: Closure and Appropriation Deliverable 6: The Institutional Ownership Pack. Including the final validated manual, bilingual training materials and the minutes (V) of the outreach session. Methodology The mission must be conducted using a rigorous, iterative and participatory approach, structured around four main axes: Scoping phase and document review : Orientation interviews with the management team and critical analysis of the existing system to map the strengths and weaknesses of current tools. Co-construction sessions : Organization of collaborative working sessions with operational teams and managers to ensure co-construction of the manual. Sequential validation process : Intermediate submission of global policies to international headquarters for institutional alignment, followed by local legal contextualization of application manuals. Skills transfer and popularization : Facilitating a training session to ensure that members of the DRC program team immediately adopt the new internal control tools and reflexes. Mission timeline and duration Overall duration: The total time expected for the execution of the entire service and the obtaining of all deliverables is set at a maximum of 30 working days between July and September 2026. The deployment schedule for deliverables is structured as follows: Scoping Phase | Initial Interviews and Submission of Deliverable 1 | 5 days Phase 1: Policies | Co-creation and submission of Deliverable 2 | 5 days Phase 2: DRC Procedures | Local Implementation, Arbitration, and Submission of Deliverables 3, 4, and 5 | 15 days Phase 3: Closure | Training, final dissemination, and submission of Deliverable 6 | 5 days Payment methods Payments will be made by bank transfer upon presentation of invoices, after intermediate and final technical validation of deliverables according to the following schedule: 20% upon signing the contract, after validation of Deliverable 1. 80% at the end of the mission, after validation of Deliverables 2-6. Firm profile To be eligible, the firm/consultant must: Have a minimum of five (5) years of experience in institutional support, organizational auditing or writing procedure manuals for NGOs. Having demonstrated experience and a proven understanding of European Union financial procedures would be an asset. Have demonstrated experience in structuring processes and internal control according to the requirements of major international donors. Have an excellent knowledge of the legal, fiscal, customs and Labour Code context of the DRC. Present evidence of execution (certificates of completion or contracts with contacts) for at least five (5) similar missions of procedure manuals carried out with INGOs in the last 5 years, including at least two (2) missions on behalf of INGOs or donors of Dutch origin. How to apply Submission method Firms with the desired expertise that are interested should submit their complete application package by email to [email protected] with the mandatory subject line: Offer: Review of IW DRC Procedures . The deadline for submitting bids is set for August 31, 2026 at 5:00 PM (GMT+2). [Disclaimer: The above text is machine translated. For accurate information kindly refer the original document.] Tender Link : https://reliefweb.int/job/4224163/recrutement-dun-prestataire-en-accompagnement-institutionnel-et-de-conseil-en-organisation