Terms of Reference (TOR) of partnership

Terms of Reference (TOR) of partnership

1. Introduction:

Handicap International Federation (HI) i.e. Humanity and Inclusion (HI) is an independent and impartial aid organization, created in 1982 in France and currently working across 63 countries. HI works alongside the vulnerable populations, whatever the context, taking action to respond to their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

In Nepal, the HI is working since year 2000 after the General Agreement (GA) with government of Nepal/SWC. The latest renewal of the GA signed with Social Welfare Council (SWC), which is valid until 6 January 2030. The HI Nepal works through a network of implementing local partner organizations i.e. NGOs and organizations of people with disabilities (OPDs) in the following programmatic areas to improve the living conditions and involvement of the most vulnerable populations in Nepal.

HI focuses on the following key prioritized thematic intervention area:

1. Physical and functional Rehabilitation
2. Inclusive education
3. Economic inclusion
4. Disaster risk reduction/Climate change (DRR/CCA)

Partnership is at the heart of the HI’s mandate. HI Nepal works closely with national, provincial local partners, Organizations of People with Disabilities (OPDs) who are generally in the best position to know and assess the local context. The partnership strategy of HI ensures that its emergency and development work effectively target the persons with disabilities and vulnerable groups including of poor, marginalized groups, women, children, indigenous groups, Dalits etc..

2. Brief description about the proposed program/project

HI Nepal is currently planning to implement the project in the area of Inclusive Disaster Risk Reduction and Climate Resilience. The project locations will be selected from municipalities of Karnali, Lumbini and Sudur Paschim Provinces.

Main Objectives of the project are:

To strengthen locally led, inclusive and sustainable DRR and climate resilience of municipalities and climate-vulnerable communities in Karnali, Lumbini and Sudurpaschim Province through improved risk information, climate-responsive governance and financing, inclusive decision-making and targeted investments.

Main Expected Outcomes/result are as follows:

Outcome 1.

Municipal and provincial governments have strengthened risk-informed planning, communication, emergency operations, and cluster-led preparedness for timely, coordinated, equitable, GEDSI responsive, and effective disaster preparedness and response

Outcome 2. Communities in the proposed province have improved capacity to cope with climate-induced hazards and natural disasters by identifying, prioritizing, and implementing locally appropriate adaptation measures that strengthen resilience to climate risks.

Outcome 3. Local partners, government institutions, and humanitarian actors are better equipped and more responsive to the specific needs of climate-vulnerable groups, enabling more effective protection and support before, during, and after climate-related disasters.

Outcome 4. Climate-vulnerable communities, particularly women, persons with disabilities and marginalized groups, have increased influence over local adaptation decisions and investments.

Outcome 5. Persons with disabilities are empowered to access, manage, and sustain inclusive livelihood opportunities, strengthening their economic independence and resilience.

Target populations

Community people of all ages

Geographic location: Selected municipalities for Karnlai, Lumbini and Sudurpaschim Province

3. EOI evaluation and selection process

An independent selection panel established by HI Nepal, comprising representatives from relevant functions (including Program, MEAL, Finance, Compliance, and Operations, as applicable), will review all submitted EOIs. At least 3-4 shortlisted organizations based on evaluation of EOI and organizational profile will be invited for a presentation on organizational capacity statement. Physical verification of documents will be undertaken by the selection panel visiting (short listed agency) offices and meeting with board/staff to verify the facts provided in EOI.

If needed, the selection panel members may consider undertake necessary field visits of the project site of short listed agencies, interview with community people and key stakeholders for further organizational assessment and verification of information submitted through EOI by the agency.

On the basis of the scores obtained during selection process, the selection panel recommends for the approval of the potential agency for entering into partnership with Hl Nepal. The process is guided by internal standard procedures, selection criteria and scoring matrix.

Being an independent international organization, HI Nepal adopts fair and transparent partner selection process. At the same time, HI Nepal ensures that the selection process is fully impartial and in complaint ensuring to its policies and guidelines so that the appropriate and most suitable partner get selected asper nature and requirement of the proposed project.

4. EOI evaluation and assessment criteria

The following be key and major areas of assessment and selection criteria.

• Evaluation of organizational profile provided in the prescribed format.
• Have at least 3 years of working experience in Disaster Risk Reduction (DRR)
• 3 years of experience working with local government 
• Organization legally registered, operational and having working experience in Karnali, Lumbini and Sudur Paschim 
• Social Inclusion reflected in the organization structure (board, staff) 
• Level of compatibility of strategic vision, mission and objective with HI Nepal.
• Review of organizational capacity statement and experience, expertise in the field of DRR and CCA
• Assessment from the Interview with staff/board members, physical verification of documents and field visits.

The selection process will include 2 steps i.e. Step 1-Assessment against eligibility criteria based on EOI document including evaluation of organizational profile; and Step 2- Presentation from agencies in terms of experience in DRR and CCA. Physical verification of documents of applicant agency, and assessment of interviews with staff and board members if needed.

5. Evidence of Conflict of interest will lead to disqualify of EOI such as. 

a) Any of member of an executive board serving as a full time or part time staff member or consultant on a partner’s payroll will be considered as conflict of interest. 

b) NGOs which are governed by close family members of, whether related by blood or marriage also disqualify for selection. 

c) Not declaration of close family relation with staff member of HI Nepal will also be considered conflict of interest: 

d) The executive members or office bearers/staff  having kinship or close family relationship with HI Nepal employee may disqualify from competition and shortlisting.

Close family relation is defined as a person’s spouse, father, mother, brother, sister, offspring, and in-laws are considers as close family relationship or having kinships.

6. Requirements for Submission of Expression of Interest (EOI)

The EOI shall contain following documents:

1) A cover letter for submission of expression of interest (EOI) for partnership singed by head of organization.

2) Completely filled up organization profile: (Refer – provided link in google drive and download it) – do not distort or revise or modify the prescribed organizational profile format that may lead to disqualify- Each page of the organizational profile must have official seal (stamp) of the organization and signature of head of organization or authorized official.

3) Copy of supporting documents as mentioned below

a) Copy of legal registration certificate as NGO from the government authority with Latest renewal) , for .e.g. District Administration Office

b) Copy of  by laws of the organization (Bidhan)  बिधान

c) Copy of PAN/VAT certificate

d) Copy of last 2 fiscal year tax clearance certificate 

e) Copy of affiliation certificate to SWC (Social Welfare Council) with latest renewal 

f) Copy of organization’s HR/administration policies/procedure

g) Copy of financial management guideline/policy including procurement procedure

h) Copy of last 2 fiscal year audit report of the organization with balance sheet and list of inventories 

i) Copy of safeguarding policy 

j) Copy of last 2 fiscal year annual report of the organization, if any (Sanstha ko Barsik Pratibedan), संस्था को बार्षिक प्रतिबेदन

k) Agencies are encouraged to submit copies of other relevant policies e.g. GEDSI, child protection, anti-fraud, accountability and feedback management etc (pls specify)

7. Submission

Eligible organizations are requested to submit the EOI with a covering letter typed in the organization’s letter head with official seal. 

Deadline for the submission of EOI

The EOI along with supporting documents as mentioned above should reach to the following address on or before 28th August 2026.

Address of submission

EOI documents  should be submitted in the below email as follow

Email eoi@nepal.hi.org

8. Additional Notes to applicants:

1. Any communication or influencing regarding selection process will not be entertained. 
2. HI Nepal reserves rights to accept or reject the EOI without stating any reason. 
3. The applicant is fully responsible to bear all costs associated with the preparation and submission of EOI.

Link:

1.2. HI_Nepal_Prescribed Format for Organizational Profile.docx