Terms of Reference (ToR) For Comprehensive Organizational Policy Analysis and Capacity Enhancement Support

Terms of Reference (ToR)

For Comprehensive Organizational Policy Analysis and Capacity Enhancement Support

1. Background

Blind Youth Association Nepal (BYAN) is a national organization led by and for youth with visual impairments, advocating for the rights, dignity, and empowerment of persons with disabilities across Nepal. With increasing programmatic reach and institutional growth, BYAN acknowledges the urgent need to ensure that its internal governance and operational frameworks—including policies, procedures, and financial systems—are coherent, inclusive, up-to-date, and aligned with both national and international standards.

To strengthen institutional governance and operational effectiveness, BYAN intends to engage a qualified consultant/team to conduct a comprehensive policy review, support the revision and formulation of necessary policies, develop Standard Operating Procedures (SOPs) and a Financial Operational Manual, and deliver capacity enhancement training to its board and staff.

2. Objectives

The primary objectives of this assignment are to:

• Conduct a comprehensive review of BYAN's existing policies for relevance, alignment, and coherence.
• Support the revision and development of policies to address identified gaps.
• Develop clear and practical Standard Operating Procedures (SOPs) aligned with revised policies.
• Develop a user-friendly and robust Financial Operational Manual based on the existing financial and procurement frameworks.
• Strengthen the understanding and application of policies through capacity enhancement training for BYAN’s board members and staff.

3. Scope of Work

The consultant/team will be responsible for the following:

A. Policy Review and Alignment

• Collect and review BYAN’s existing policies
• Analyze policies for internal consistency, compliance, and inclusivity.
• Identify areas for revision and any policy gaps requiring new policy development.

B. Policy Revision and Development

• Revise existing policies and draft new ones based on findings.
• Ensure policies are inclusive, aligned, and reflective of BYAN’s values.

C. SOP Development

• Identify key operational areas and develop step-by-step SOPs.
• Ensure SOPs are practical and accessible.

D. Financial Operational Manual

• Develop a comprehensive manual covering budgeting, accounting, internal controls, audits, and reporting.

E. Capacity Enhancement Training

• Conduct training sessions for board and staff.
• Provide accessible training materials and documentation.

4. Deliverables

The following deliverables are expected:

5. Duration

The assignment will be completed over a period of 8 weeks from the date of contract signing.

6. Consultant/Team Qualifications

The consultant/team should have:

• Experience in NGO policy and operational manual development.
• Expertise in financial systems and SOPs.
• Sound understanding of disability, non-profit development, and safeguarding.
• Familiarity with Nepal’s regulatory frameworks.
• Strong facilitation and documentation skills.

7. Reporting and Coordination

The consultant will report to the Executive Director of BYAN.

8. Budget and Payment Schedule

Budget and payment installment will be determined based on the negotiation with the contracting party. 

9. Confidentiality and Ownership

All materials produced or accessed during this consultancy are the intellectual property of BYAN and must be treated with strict confidentiality.

10. Application Process

Interested consultants or firms are invited to submit the following documents]:

• Technical Proposal including understanding of the assignment, methodology, and timeline
• Financial Proposal with a detailed budget
• Examples or portfolio of previous relevant work
• CVs of key personnel involved in the assignment
• Legal documents of the company/firms

Interested and qualified individual consultants or firms are invited to submit their proposals by 25th May 2025 to procurement@byanepal.org with the subject line: “Proposal Submission – Comprehensive Organizational Policy Analysis and Capacity Enhancement Support”.

BYAN reserves the right to accept or reject any proposal and to annul the selection process at any time prior to contract award, without thereby incurring any liability to the affected consultants.

This TOR is subject to revision based on discussions and agreement between the contracting parties.