Procurement Plan For Consultancy To Develop A Procedure Manual For Kigali Public Library

Tenders are invited for Consultancy to Develop a Procedure Manual for Kigali Public Library. Location: Kigali Deadline: Wednesday, 30/09/2026 17:00 1. Background Kigali Public Library (KPL) is a public library serving communities in Rwanda through access to books, information, learning opportunities, literacy programs, educational activities, partnerships, and community-based library services. KPL also implements a range of programs and projects in collaboration with government institutions, development partners, foundations, schools, private-sector organizations, and other stakeholders. As KPL continues to grow and expand its services, programs, partnerships, and institutional responsibilities, there is a need to strengthen its internal systems and establish clear, consistent, documented, and efficient procedures for the management and delivery of its operations. A number of KPL processes are currently guided by institutional policies, donor requirements, established practices, staff experience, and informal workflows. While these practices have enabled KPL to operate effectively, reliance on individual knowledge and informal processes can create risks related to institutional continuity, accountability, role clarity, efficiency, quality assurance, and staff transitions. KPL therefore intends to develop a comprehensive Procedure Manual that will serve as a practical operational reference for management and staff. The consultancy is not intended merely to document existing practices. It will also assess whether existing processes are appropriate, efficient, adequately controlled, clearly assigned, and aligned with KPLs current and future institutional needs. The consultant will therefore be expected to identify gaps, duplication, unnecessary approval layers, unclear responsibilities, operational bottlenecks, and opportunities for process improvement before developing the final procedures. The resulting Procedure Manual should support KPLs institutional growth, professionalization, accountability, operational efficiency, knowledge retention, staff development, and continuity. 2. Purpose of the Consultancy The purpose of this consultancy is to undertake an institutional process review and develop a comprehensive, practical, user-friendly, and sustainable Procedure Manual for Kigali Public Library. The Manual will establish standardized procedures for KPLs core operations and clearly define: What needs to be done; Who is responsible; Who reviews and approves; When an action should take place; What documentation is required; What controls should apply; What happens when an issue or exception occurs; How information is reported and retained. The consultancy will also establish a practical framework for delegation of authority, process ownership, standard operating procedures, documentation, workflow management, and periodic review of institutional procedures. 3. Specific Objectives The consultancy will: Review KPLs existing policies, procedures, organizational structure, workflows, forms, systems, and operational practices. Map key institutional processes from initiation to completion. Identify gaps, duplication, inefficiencies, bottlenecks, unclear responsibilities, and operational risks. Assess whether existing approval and authorization processes are proportionate and efficient. Establish clear process ownership and accountability. Develop standardized Standard Operating Procedures (SOPs) for key institutional processes. Develop a clear Delegation of Authority and Approval Matrix. Develop practical workflow diagrams and process maps for major cross-functional processes. Develop or standardize forms, templates, checklists, registers, and other tools required to implement the procedures. Strengthen segregation of duties and internal controls while avoiding unnecessary bureaucracy. Ensure procedures are consistent with KPLs policies, governance arrangements, strategic objectives, applicable Rwandan laws and regulations, and relevant good practice. Strengthen institutional knowledge management and continuity by reducing reliance on individual staff knowledge. Establish a mechanism for periodic review, amendment, approval, and version control of the Procedure Manual. Provide staff orientation and practical guidance on implementation of the Manual. 4. Guiding Principles The consultancy and resulting Procedure Manual should be guided by the following principles: 4.1 Practicality Procedures should reflect KPLs actual operational environment and capacity and should be practical for staff to implement. 4.2 Clarity Every major process should clearly indicate the responsible person, reviewer, approver, required documentation, timelines, and expected output. 4.3 Efficiency Procedures should eliminate unnecessary duplication, delays, and approval layers while maintaining appropriate controls. 4.4 Accountability Each process should have a clearly identified owner and defined accountability mechanisms. 4.5 Risk-Based Controls Controls should be proportionate to the level of financial, operational, reputational, safeguarding, or compliance risk. 4.6 Institutional Continuity Procedures should enable KPL to maintain continuity when staff are absent, transferred, promoted, or leave the institution. 4.7 User-Friendliness The Manual should be easy for both experienced and newly recruited staff to understand and use. 4.8 Continuous Improvement The Manual should be treated as a living institutional document that can be reviewed and updated as KPLs structure, systems, programs, technology, and operating environment evolve. 5. Scope of the Consultancy The consultancy will cover all major institutional functions and, importantly, the intersections between departments and functions. 5.1 Governance and Institutional Management The consultant will review and document: Governance and decision-making processes; Roles and responsibilities of the Board, management, and staff; Delegation of authority; Approval and authorization processes; Management meetings and decision documentation; Acting arrangements; Handover procedures; Conflict of interest; Institutional records and document management; Internal communication and reporting; Escalation and exception management. 5.2 Human Resources and Staff Administration Procedures should cover: Recruitment; Selection and approval; Onboarding; Staff induction; Personnel records; Leave and attendance; Performance management; Training and staff development; Staff reassignment and acting responsibilities; Staff conduct; Disciplinary processes; Grievances and complaints; Staff separation; Exit interviews; Handover; Management of interns, volunteers, consultants, and temporary staff. 5.3 Library and Information Services Procedures should cover: Membership registration; User orientation; Borrowing and circulation; Returns and overdue materials; Lost and damaged materials; Collection development; Acquisition and receiving; Cataloguing and classification; Shelving; Inventory and stocktaking; Digital resources; Koha Library Management System; User complaints; Accessibility and inclusive services; Management of community libraries; Library outreach services. 5.4 Programs and Events Procedures should cover the full program lifecycle: Idea Proposal Approval Budgeting Planning Implementation Monitoring Reporting Evaluation Documentation Closure This should include: Program identification; Concept development; Internal approval; Budget preparation; Partner coordination; Facilitator engagement; Participant registration; Logistics; Procurement; Communications; Child safeguarding; Photography and consent; Event implementation; Monitoring; Evaluation; Reporting; Documentation and archiving. The consultant should pay particular attention to major KPL programs, competitions, literacy initiatives, summer programs, seminars, community outreach activities, and other large-scale events. 5.5 Partnerships and Resource Mobilization Procedures should cover: Partner identification; Due diligence; Partnership assessment; Partnership approval; Proposal development; Sponsorship; Grant applications; MoUs and agreements; Partner deliverables; Partner visibility; Reporting; In-kind contributions; Partnership monitoring; Partnership evaluation and closure. 5.6 Finance Procedures should cover: Budget preparation; Budget approval; Budget monitoring; Payment requests; Advances; Accountability; Petty cash; Bank transactions; Financial reporting; Funds utilization report Budget reallocations; Supporting documentation; Project/donor financial reporting; Financial approvals; Segregation of duties; Financial record keeping. The consultant should ensure that finance procedures are properly linked to procurement, programs, partnerships, and management approval processes. 5.7 Procurement and Logistics Procedures should cover: Procurement planning; Requisitions; Quotations; Supplier selection; Purchase orders; Contracting; Goods/services receipt; Verification; Payment; Supplier management; Asset management; Inventory; Transport; Vehicle use; Travel and missions; Event logistics. 5.8 Communications and Public Relations Procedures should cover: Internal communication; External communication; Media engagement; Social media; Content approval; Photography and video; Branding; Partner visibility; Public statements; Crisis communication; Website and digital communication; Confidential information. 5.9 Monitoring, Evaluation, Reporting and Learning Procedures should cover: Data collection; Data verification; Program monitoring; Indicators; Reporting; Donor reporting; Management reporting; Program evaluation; Less Tender Link : https://www.jobinrwanda.com/job/terms-reference-consultancy-develop-procedure-manual-kigali-public-library