Terms of Reference (ToR) for Consultant for Development of Organizational Sub Grant Management Guideline

Terms of Reference (ToR)

Consultant for Development of Organizational Sub Grant Management Guideline

1. Background

Blind Youth Association Nepal (BYAN) is implementing the YATRA – Youth-led Action for Transformation through Rights-Based Advocacy and Disability Movement Project in partnership with CBM Global Disability Inclusion, with the objective of strengthening youth-led disability rights movements and promoting inclusive governance and meaningful participation of youth with disabilities.

One of the key components of the project is the provision of small grants to local Youth Organizations of Persons with Disabilities (OPDs) to strengthen their institutional capacity, advocacy initiatives, and community-level engagement.

To ensure transparent, accountable, inclusive, and efficient grant delivery, BYAN seeks to develop a comprehensive Organizational Grant Management Guideline that will standardize the processes of grant selection, disbursement, monitoring, compliance, and reporting.

2. Objective of the Assignment

The overall objective is to develop a practical, user-friendly, and inclusive Sub Granting Management Guideline to support BYAN in effectively managing small grants for OPDs and other relevant partners along with the OPD sub grant initiatives  under YATRA project. 

Specific Objectives:

• To design a standardized grant management framework and process 
• To ensure transparency, accountability, and compliance in grant-making 
• To provide clear tools, templates, and procedures for grant implementation and monitoring 
• To strengthen risk management and financial accountability mechanisms 
• To establish grant provision criteria and procedures for OPDs, INGOs, CSOs, academic institutions, private service providers, individuals and groups, and other applicable applicant categories.

3. Scope of Work

The consultant will be responsible for developing a comprehensive Grant Management Guideline that includes, but is not limited to, the following components: structure 

3.1. Grant Framework and Principles

The consultant will define the overall purpose, objectives, guiding principles, and scope of the small grants component, ensuring alignment with disability inclusion, youth participation, and rights-based approaches.

3.2. Eligibility and Selection Criteria

The guideline will clearly outline eligibility requirements for youth OPDs, including organizational capacity, governance standards, inclusion criteria, and geographic considerations. It will also define transparent selection and evaluation criteria.

3.3. Grant Application and Selection Process

The consultant will develop step-by-step procedures for call for proposals, application submission, review, scoring, selection, and approval processes, including roles and responsibilities of selection committees.

3.4. Grant Agreement and Disbursement Mechanism

The guideline will include standardized grant agreement formats, terms and conditions, disbursement modalities, payment schedules, and compliance requirements.

3.5. Financial Management and Compliance

The document will define financial management requirements for grantees, including budgeting, eligible/ineligible costs, documentation, procurement standards, and financial reporting formats.

3.6. Monitoring, Reporting, and Accountability

The consultant will develop mechanisms for monitoring grant implementation, including reporting templates, site visits, progress tracking, and accountability measures.

3.7. Safeguarding, Inclusion, and Accessibility

The guideline will integrate safeguarding policies (including prevention of abuse and exploitation), disability inclusion standards, gender equality, and accessibility requirements.

3.8. Risk Management and Mitigation

The document will include risk identification, mitigation strategies, fraud prevention measures, and grievance handling mechanisms.

3.9. Capacity Building and Support Mechanisms

The consultant will propose mechanisms for technical support, mentorship, and capacity strengthening of grantee organizations.

3.10. Tools and Templates

The guideline will include practical annexes such as:

• EOI/vacancy/publishing procedure ( with options )
• Application forms 
• Selection criteria and check-list
• Approval process
• Budget templates 
• Reporting formats 
• Monitoring checklists 
• Evaluation scoring sheets 
• Grant agreement templates 

4. Methodology

The consultant is expected to adopt a participatory and consultative approach, including:

• Desk review of existing grant management frameworks (e.g., INGOs/NGOs practices) 
• Consultation with BYAN team and key stakeholders 
• Review of donor compliance requirements (e.g., CBM Global standards)
• Incorporation of feedback into final document 

5. Key Deliverables

• Inception brief with work plan and outline 
• Draft Grant Management Guideline 
• Facilitation of validation workshop 
• Final Grant Management Guideline 
  • Grant provision criteria and procedures for OPDs/INGOs/CSOs
  • Grant provision criteria and procedures for academic institutions
  • Grant provision criteria and procedures for private service providers
  • Grant provision criteria and procedures for individuals and groups
  • Grant provision criteria and procedures for any other applicable applicant categories
  • Assessment mechanisms and selection procedures
  • Compliance requirements and accountability measures
  • Standard operating procedures and templates

6. Duration of Assignment

The assignment will be completed within 15–20 working days from the date of contract signing.

7. Required Qualifications and Experience

The consultant/firm should have:

• The assignment team should be led by a professional with a Master’s degree in Public Policy, Law, Public Administration, Organizational Management, Public Health, Development Studies, Finance, or a related field, with technical support from experts in gender, disability inclusion, and financial management.
• Proven experience in developing grant management guidelines/manuals 
• Strong understanding of NGO/INGO financial systems and compliance 
• Knowledge of disability inclusion and rights-based approaches 
• Experience working with OPDs and grassroots organizations (preferred) 
• Excellent analytical and report writing skills 

8. Reporting and Coordination

The consultant will report to the Project Coordinator, YATRA Project – BYAN, and work closely with the program and finance team.

9. Application Procedure

Interested candidates/firm are requested to submit:

• Technical proposal (approach and methodology) 
• Financial proposal 
• Updated CV/Profile 
• Legal documents 
• Sample of similar work (grant guideline/manual) 

Applications should be sent to: procurement@byanepal.org

Subject Line: “Application for Grant Management Guideline Consultant” before 12 June 2026.

Note: The TOR is subject to revision/change based on discussion and mutual agreement with the selected consultant/consulting firm. Only shortlisted applicants will be invited for further selection processes, including interview/presentation if required.