TERMS OF REFERENCE:
CONSULTANT INSTITUTIONAL CAPACITY FOR
JKM FOUNDATION
BACKGROUND Jaringan Kesejahteraan/Kesehatan Masyarakat (JKM), or Networking for Community Welfare & Health, is a local NGO headquartered in Medan, Indonesia that deals primarily with community health projects throughout the province of North Sumatra. It was established in 2001 by a group of doctors and health practitioners in Medan. Over the years, JKM has developed into a well-known organization recognized for its leading role in community-based public health initiatives.
CONSULTANT INSTITUTIONAL CAPACITY FOR
JKM FOUNDATION
BACKGROUND Jaringan Kesejahteraan/Kesehatan Masyarakat (JKM), or Networking for Community Welfare & Health, is a local NGO headquartered in Medan, Indonesia that deals primarily with community health projects throughout the province of North Sumatra. It was established in 2001 by a group of doctors and health practitioners in Medan. Over the years, JKM has developed into a well-known organization recognized for its leading role in community-based public health initiatives.
CEPAT project is now entering its third year of implementation of activities. The project financial progress is behind schedule. The project spending rate is at 25% of the total allocated amount while the project have less than three years to achieve its development
objective, JKM management voice concerns towards its capacity to accelerate project delivery within the set period. The institutional capacity assessment exercise is expected to identify weaknesses within the organization and project management that may hamper its capacity to deliver the project. Practical recommendations and specific action plans will be developed based on the result of the assessments.
GENERAL OBJECTIVE
The overall objective of this assignment is to carry out an assessment of JKM's institutional capacity which ensure that
• Identify JKM’s organizational, management, and financial capacity and assess the degree to which JKM’s capacity are aligned to deliver its mandate
• Propose practical recommendations on how JKM can be effective and efficient.
• Develop action plans for JKM based on the recommendations from the assessment.
The specific objective(s) of the assignment are to:
• organizational and program objectives are met
• rules, regulations and internal policies and procedures are complied with
• resources are planned, managed, and used efficiently, effectively, appropriately, and in a timely manner
• management and financial reports are complete, accurate, timely and useful for decision-making purposes
• assets (funds and property) are safeguarded, accountable, and secure
SCOPE OF WORKS AND APPROACH
The assessment will be carried out by:
1. reviewing and evaluating effectiveness of management systems and procedures in place to manage these risks
2. testing and determining compliance with stated and expected conditions
3. interviewing responsible staff to identify key objectives and risks
4. making practical recommendations for improvement.
5. Develop action plans for JKM
The scope of the assessment will be based on review of the following areas:
1. Project Management including project strategic planning and alignment, project design, project work planning and implementation, budget setting and monitoring, baseline and monitoring, internal and external reporting, organizational learning, and project spending.
2. Human Resource Management including recruitment, staff attendance, personnel records, compensation and benefits, HR placement and capacity, performance appraisal and staff development.
3. Grant Management including grant proposal, grant agreement, accuracy of recording and reporting of project actual costs, integrity of budget data, management control over the project, charge out to donor, and grant balances.
4. Sub-Grant and Partnership Management including sub-grantee/partner selection, sub-grant agreement, sub-grantee/partner payments, monitoring and capacity-building of
partner,
5. Finance and Payroll including holding of bank accounts and cash fund, cash flow management, flow of fund, accounting of transactions, financial reporting, input to payroll, payroll reconciliation, and payroll authorization.
6. Procurement and Payments including purchasing procedures, ordering, tendering & quotation, delivery, authorization and payment, and staff expenses.
7. Assets Management including recording of assets, quality control, disposals, and use of assets.
8. Sub-offices/ impact area monitoring and management including management information, senior management team effectiveness, policies, procedures, and overall control environment.
The scope of works may change upon completion of preliminary assessments in order to reflect any additional concerns or changes in the assessment and to reflect possible works within the timeframe.
TIME TABLE
The consultant is expected to work starting from February 16, 2015 until March 20, 2015.
Activities
Period
Carry out preliminary assessment including review of documents and records, problem analysis, preliminary research and other planning activities
February 16, 2015 – February 20, 2015
Conduct field work including visit to JKM head office and other
locations where deemed necessary
February 23, 2015 – February 27, 2015
Prepare draft report including getting feedback from JKM senior
management team to agree on capacity development plans
March 2, 2015 – March 13, 2015
Finalize draft report based on the agreed action plans and submission
of the final report to JKM
March 16, 2015 – March 20, 2015
EXPECTED RESULT / DELIVERABLE
The expected result of this assignment is:
Assessment report of JKM institutional capacity, issues and challenges
in project implementation,
Practical recommendations and action plans to improve the
institutional capacity of JKM.
SUPERVISION:
The Consultant will work under the guidance of the Chief of Party with
the Head of Programmes providing direct supervision. S/he will work
closely with the Programme Staff members and the Head of Finance and
Administration or Grant for the final assessment.
CONSULTANT QUALIFICATIONS
Minimum master degree in management, finance, economics, or other
relevant studies
Minimum five years of experience working in international
organizations preferably NGOs, donor organizations, or other similar
fields
Experience in institutional capacity assessment and capacity building
preferably working with local NGOs
Good understanding on community driven development projects preferably
within health sector
Good understanding on institutional development, project management
cycle, and project financial management
Good skills on problem identifications, logical thinking, and root
cause analysis with high integrity
Consultant must be familiar with SOP and administrative financial document.
Consultant must know USAID regulation.
Curriculum vitae (CV) or Company Profile should be provided to the
client by the principal of the firm of consultant who would be
responsible for signing the opinion.
Please submit your proposal firm including with your cost planning to
hrd.jkm@gmail.com by 09 February at the latest.
