Terms of Reference (TOR) for the Consultant to Develop Governance Structure, Strategic Plan and Fundraising Plan For the Association of Cross-Border Traders of Rwanda

Background

International Alert (Alert) is an international peacebuilding organization headquartered in the United Kingdom. It works to build peace by engaging with local civil society organizations through research, advocacy, capacity building, inclusive dialogue, and political and civic participation. Under the funding of Swedish International Development Agency (SIDA) and Swiss Development Cooperation (SDC), International Alert is implementing the second phase of Mupaka Shamba Letu project which aims at contributing to a more inclusive society, improved cooperation, and lasting peace in the Great Lakes region of Africa.

One of Alert's key implementing partners, the Association of Cross-Border Traders of Rwanda (ACTR), has been delivering impactful work in the MSL project districts of Rubavu, Rusizi, and Nyaruguru. The association plays a crucial role in supporting cross-border traders, fostering economic empowerment, and contributing to regional stability through advocacy, capacity building and awareness activities.

However, ACTR is in its early organizational development stages and currently facing several challenges which limit its ability to formalize operations, access funding, and ensure effective program management. In addition, ACTR has no formalized policies and procedures, resulting in governance and operational inefficiencies, risks related to financial management, and difficulties in achieving long-term sustainability. To address these gaps, International Alert is seeking to hire a consultant to assist in the development of the ACTR organization's governance structure, strategic plan and Fundraising plan.

Objectives of the Consultancy

The primary objectives of this consultancy are to:

• Develop a Governance Structure:
  Design and propose a governance model for ACTR that ensures effective decision-making, accountability, and alignment with best practices for non-governmental organizations (NGOs) in Rwanda. This will include defining roles and responsibilities for board members, staff, and other key stakeholders.
• Develop a Strategic Plan:
  Facilitate a participatory process to develop a strategic plan that outlines the mission, vision, values, goals, and objectives of ACTR. This plan will guide the organization's growth and programmatic focus for the next 5 years.
• Develop a Resource Mobilization Strategy: The consultant will also develop a resource mobilization strategy that will outline the approach for securing funding to support ACTR's strategic goals. This will include identifying funding sources, developing donor relations strategies, and setting fundraising goals for the next 3-5 years.
• Capacity Building and Training:
  Provide training to key stakeholders (board members, staff, and other relevant parties) on governance best practices and strategic planning processes to enhance their capacity for effective implementation.

Scope of Work

The consultant will be responsible for the following tasks:

Assessment and Analysis:

• Conduct a comprehensive assessment of ACTR's current operations, organizational structure, and challenges. This will include conducting a SWOT Analysis(Strengths, Weaknesses, Opportunities, and Threats) to understand the internal and external factors impacting the organization.
• Perform a PESTEL Analysis (Political, Economic, Social, Technological, Environmental, and Legal) to evaluate the broader external environment in which the organization operates, identifying key factors that may influence its growth and operations.
• Review relevant documents, including existing strategic plans, reports, and operational structures (if any).
• Interview key stakeholders (founders, board members, staff, and beneficiaries) to understand the needs and priorities of the organization.
• Review relevant documents, including existing strategic plans, reports, and operational structures (if any).

Governance Structure Development:

• Design an appropriate governance framework based on best practices and the specific context of the association.
• Draft bylaws or other guiding documents that define roles and responsibilities, decision-making processes, and accountability mechanisms.
• Propose a leadership structure, including the creation of positions for executive leadership, board members, and any advisory bodies.

Strategic Planning:

• Facilitate workshops with key stakeholders to define the mission, vision, values, and strategic priorities of the association.
• Develop measurable goals and a clear action plan for the next 5 years.
• Identify key performance indicators (KPIs) for monitoring progress and impact.
• Ensure alignment of the strategic plan with the organization’s resources, capacity, and local context.

Resource Mobilization Strategy Development:

• Design and propose a resource mobilization strategy to ensure ACTR can secure the necessary resources for the implementation of its strategic plan.
• Identify key potential donors and funding sources (local, regional, and international).
• Develop an action plan with clear steps, timelines, and responsibilities for fundraising.
• Advise on donor engagement strategies, including communication, relationship-building, and sustainability.
• Create fundraising goals for the next 3-5 years, outlining the financial targets needed to implement the strategic plan.

Capacity Building and Training:

• Conduct a series of workshops or training sessions on governance best practices, roles and responsibilities, and strategic planning for ACTR's board members and staff.
• Provide mentorship or ongoing support as needed to ensure the successful implementation of the new governance and strategic frameworks.

Deliverables

The consultant is expected to deliver the following:

Governance Framework Document:

• A detailed governance structure document, including proposed bylaws, leadership roles, and decision-making processes.

Strategic Plan:

• A comprehensive strategic plan with clear goals, objectives, and an action plan for ACTR, covering the next 5 years. This plan should integrate the findings of the SWOTand PESTEL analyses to ensure it is aligned with the internal and external environment.

Resource Mobilization Strategy:

A comprehensive resource mobilization strategy, including identification of funding sources, fundraising goals, donor engagement strategies, and a clear action plan for the next 3-5 years.

Training and Capacity Building Materials:

• Training materials, presentations, and session summaries from the governance and strategic planning workshops.

Final Consultancy Report:

• A final report summarizing the consultancy process, findings, and recommendations for ACTR to continue its development post-consultancy. The report should highlight the key insights from the SWOTand PESTEL analyses and how these informed the strategic planning process.

Qualifications and Experience

The ideal consultant or consulting firm should possess the following qualifications and experience:

• Educational Background: A Master's degree in Social Policy, Business Administration, Economics, Trade, Strategic Management, or a related field.
• Experience: A minimum of 5-7 years of experience in strategic planning, with a focus on trade, economic development, or the nonprofit sectors. Proven experience working with trade associations or similar organizations, particularly with an understanding of cross-border trade in the great lakes region.
• Strategic Expertise: Demonstrated expertise in conducting SWOT and PESTEL analyses, and effectively integrating them into strategic planning and decision-making processes.
• Resource Mobilization Expertise: Proven experience in developing resource mobilization strategies, including identifying funding sources and creating fundraising action plans.
• Organizational Development: Proven experience in organizational development, governance, and strategic planning for non-governmental organizations (NGOs), with a strong understanding of governance frameworks, organizational structures, and legal registration processes for NGOs in the Country.
• Stakeholder Engagement: Demonstrated ability to work collaboratively in a participatory manner, engaging diverse stakeholders in planning and decision-making processes. Experience in facilitating workshops and providing capacity-building training for a variety of stakeholder groups.
• Analytical and Communication Skills: Strong analytical, communication, and facilitation skills, with the ability to translate complex ideas into actionable strategies.
• Language Proficiency: Fluency in English is required; proficiency in French is an asset.

Application Procedure

Interested consultants or firms should submit the following documents:

• Technical Proposal: A detailed proposal outlining the approach, methodology, and work plan for delivering the strategic plan, including timelines.
• Financial Proposal: A financial breakdown, including consultancy fees (either daily or lump-sum) and any additional costs.
• CV or Profiles: A CV or résumé highlighting relevant experience, with specific examples of similar work in governance and strategic planning.
• References: At least two references from organizations or individuals familiar with the consultant's previous work.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Technical Approach:Demonstrated understanding of the consultancy objectives and a clear, feasible approach to achieving them, including the application of SWOT and PESTEL
• Expertise:Relevant experience and qualifications in governance, strategic planning, and legal registration.
• Cost-Effectiveness:Reasonable and competitive financial proposal.
• References:Positive feedback from previous clients or employers regarding similar assignments.

The expressions of interest which includes the motivation letter, technical and financial proposals as well as CVs of proposed staff should be sent to International Alert through email at Rwanda@international-alert.org .

Deadline The deadline for submission is Sunday 1st December 2024 at 5:00 p.m. Late applications will be automatically rejected.