Islamic Relief Worldwide
Islamic Relief is an international aid and development charity, which aims to alleviate the suffering of the world's poorest people. It is an independent Non-Governmental Organisation (NGO) founded in the UK in 1984.
With an active presence in over 40 countries across the globe, we strive to make the world a better and fairer place for the three billion people still living in poverty. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender.
Our vision:
Inspired by our Islamic faith and guided by our values, we envisage a caring world where communities are empowered, social obligations are fulfilled, and people respond as one to the suffering of others.
Our mission:
Exemplifying our Islamic values, we will mobilise resources, build partnerships, and develop local capacity, as we work to:
· Enable communities to mitigate the effect of disasters, prepare for their occurrence and respond by providing relief, protection and recovery.
· Promote integrated development and environmental custodianship with a focus on sustainable livelihoods.
· Support the marginalised and vulnerable to voice their needs and address root causes of poverty.
At the international level, Islamic Relief Worldwide (IRW) has consultative status with the UN Economic and Social Council and is a signatory to the International Red Cross and Red Crescent Code of Conduct. IRW is committed to the Sustainable Development Goals (SGDs) through raising awareness of the issues that affect poor communities and through its work on the ground. Islamic Relief are one of only 13 charities that have fulfilled the criteria and have become members of the Disasters Emergency Committee (www.dec.org.uk), and is certified by CHS
IRW endeavours to work closely with local communities, focussing on capacity-building and empowerment to help them achieve development without dependency.
Please see our website for more information http://www.islamic-relief.org/
Background
IHSAN is Islamic Relief’s Quality Management System for assessing compliance to internal and external minimum standards (e.g. the Core Humanitarian Standard) and policy commitments by Islamic Relief country offices. It is based on 8 standards (Governance & Leadership; Finance; HR, Security; Programmes; Disaster Preparedness; Partnership & Networking; Communications) with a total of 114 indicators across the 8 standards. Each indicator is verified based on a number of recommended or required evidence with a total of approximately 300 separate possible pieces of evidence across all standards and indicators for each country.
IR Country Offices undertakes an annual IHSAN self-assessment and provide evidence against each indicator which results in a score being assigned per indicator. Aggregate scores provide indication of compliance level per standard.
To support self-assessment and ensure evidence supplied is relevant and consistent across IR country offices and reduce subjectivity, an IHSAN verification framework has been developed which lists suggestions of specific evidence to be provided for the indicator. Countries may submit ‘alternative equivalent evidence’ to that suggested in the verification framework where the exact suggested evidence isn’t available or where country believes alternative evidence provides a better reflection of compliance to the indicator.
An initial review is undertaken by regional level programme teams to verify scores reflect the number of relevant and accepted evidence submitted. However, there can be differences in validating the relevance and quality or otherwise of submitted evidence.
IHSAN Self-Assessments are the primary means through which Islamic Relief determines compliance of IR country offices to all our CHS commitments
Objective
To streamline and identify key learnings to strengthen the self-assessment verification process and the compliance assurance capacity of IR’s IHSAN Quality Management System through an independent desk-based verification review.
· Based on a desk-based document review, review and verify evidence supplied against each IHSAN indicator against the verification framework and the scoring to confirm the following:
· If evidence provided for each indicator is good, relevant or irrelevant or missing (or RAG scale)
· Provide a revised IHSAN scoring per indicator for each reviewed country based on review
· Highlight IHSAN indicators that are strongest and weakest per standard based on evidence supplied per country and at the aggregate level
· Highlight indicators where evidence is most diversified or particularly subjective and recommend any changes
· Highlight indicators where duplicate evidence has already been supplied for another indicator is present and advise if that evidence requirement can be omitted to avoid the need to provide duplicate evidence for the additional indicator
· Identify good practice related to each indicator (best example evidence per indicator)
· Make recommendations on changes needed to IHSAN self-assessment, review process and to the verification framework (i.e. list of evidence per indicator) to streamline self-assessment and enhance verification and assurance capacity of IR’s IHSAN QMS Recommend a system for determining a reasonable confidence level for each country’s self-assessment
· Recommend any adjustments needed to ensure IHSAN self-assessments adequately aligns to and provides a ‘good enough’ proxy for CHS scores
Scope
The consultancy is expected to review the most recent IHSAN Self-Assessment conducted during November 2020 using most recent IHSAN Verification Framework. Based on sample percentage of the participating countries a mixed approach would be adopted to select country offices for the verification process. It is expected the sample size will be four or five countries with specific sampling methodology for choosing specific countries for review agreed with IRW ahead of finalising the inception report.
The report will be for internal use for learning and improvement purposes, to provide assurance to senior management on compliance levels and to help streamline assurance and verification processes but parts of the report or all of it may be made available to specific external stakeholders on request at the discretion of IR.
Methodology
Consultants are invited to propose the specific methodology for conducting this verification and assurance review of IHSAN Self-Assessments in general, it is envisaged this verification will involve document reviews and virtual interviews.
The consultant will have core documentations to support the review and verification but may also undertake some remote interviews/ focus group discussions and/or surveys from range of stakeholders using appropriate communications tools.
Requirements
The successful consultant is expected to have:
· Experience of conducting quality assurance or standard verification audits in the international humanitarian/development sector especially amongst INGOs
· Core Humanitarian Standard verification or audit experience
· MEAL, Accountability, Quality Management Experience
· Experience in utilising business intelligence tools and tech used for compliance and quality management and presenting visually impactful reports and dashboards
Outputs
The outputs for this particular project would be;
· An inception report within 5 days of contract being signed.
· An Assurance Report (max 30 pages including max 3-page self-contained executive summary). Structured around global and country by country level finding, standard level findings, commonality cross section, CHS correlations, and overall recommendations. Consultant is invited to propose a more detailed structure.
· Recommendations on any changes required to IHSAN Verification Framework with suggested changes to list of evidence per indicator
· A folder of good practice evidence identified during the review - organised per indicator
· A summary of the key findings and recommendations in a power point presentation.
· A small, virtual, half-day workshop to discuss key findings with key IRW staff – with final draft incorporating key feedback.
· Annexes and data tables evidencing the verification/assurance process followed and factual basis of report
Timescales
The timescales for this project would be;
Action
By when
Who
Tender live date 12/02/2021 IRW
Final date for submission of bid proposal 25/02/2021 Consultant
Proposals considered, short-listing and follow up enquiries completed 04/03/2021 IRW
Consultant interview and final selection 08/03/2021 IRW
Meeting with the consultant and agreement on methodology, plan of action, working schedule (up to half a day) 15/03/2021 IRW / Consultant
Writing and submission of Inception Report with assessment framework (1 day) 18/03/2021 Consultant
Desk Review and research (max 19 days) 18/03/2021 - 18/04/2021 Consultant
Submission of the first draft to IRW for comments 18/04/2021 Consultant
IRW response to draft report 22/04/2021 IRW
Final report written and submitted to IRW (2 working days) 26/04/2021 Consultant
Preparation of power point slides and presentation of the report to IRW and key stakeholder discussion workshop (half day)
TBC – Estimated 28/04/2021
Consultant
· Consultant to propose methodology, timelines (deadline for final report ideally no later than 26th April 2021, extensions subject to approval from project lead)
· Duration of consultancy – Maximum 20 working days
Direct report: Programme Quality Department
Location: UK, Birmingham
Job Title: Consultant: Independent Verification and Assurance of IHSAN Self-Assessment Process and Results
Under the guidance of and in collaboration with IRW’s Programme Impact & Learning Manager, the consultant shall work with IRW’s International Programmes Division, Programme Quality Unit and Global Operations at IRW, IR family partners and country office levels as needed.
Proposal to tender and costing:
Consultants (single or teams) interested in carrying out this work must:
a) Submit a proposal/bid, including the following;
i. Detailed cover letter/proposal outlining a methodology and approach briefing note
ii. CV or outline of relevant skills and experience possessed by the consultant who will be carrying out the tasks and any other personnel who will work on the project including faith leaders/scholars/activist
iii. Example(s) of relevant work
iv. The consultancy daily rate (add to appendix 1 below)
v. Expenses policy of the tendering consultant. Incurred expenses will not be included but will be agreed in advance of any contract signed (add to appendix 1 below)
vi. Be able to complete the project within the timeframe stated above
vii. Be able to demonstrate experience of similar work
Terms and conditions
Payment will be made in accordance with the deliverables and deadlines as follows:
· 40% of the total amount – First upfront payment
· 30% of the total amount – submission of the first draft and delivering mock-up facilitation session**
· 30% of the total amount – submission of the final report including all outputs and attachments mentioned above**
We can be flexible with payment terms, invoices are normally paid on net payment terms of 28 days from the invoice date.
Additional information and conditions of contract
During the consultancy period,
IRW will only cover:
· Consultancy fees
· Any travel costs to visit IRW
IRW will not cover:
· Sub-contracting other consultants ex for theological review
· Tax obligations as required by the country in which he/she will file income tax
· Any pre/post assignment medical costs. These should be covered by the consultant
· Medical and travel insurance arrangements and costs. These should be covered by the consultant
**
To access or download the full tender documents please click on the link beneath;
https://www.islamic-relief.org/tenders/category/open-tenders/
How to apply:
Consultancy contract
This will be for an initial period that is to be specified by the consultant commencing from March 2021 (exact date to be mutually agreed). The selected candidate is expected to work from their home/office and be reporting into the Programme Quality Department.
The terms upon which the consultant will be engaged are as per the consultancy agreement. The invoice is to be submitted in accordance with the payment terms and will be paid on net payment terms of 28 days though we can be flexible.
All potential applicants must fill in the table beneath in Appendix 1 to help collate key data pertaining to this tender. The applicant must be clear about other expenses being claimed in relation to this consultancy and these must be specified clearly.
For this consultancy all applicants are required to submit a covering letter and CV’s of all potential consultants including the project lead.
A proposal including, planned activities, methodology, deliverables, timeline, and cost proposal (including expenses) are expected.
Other relevant supporting documents should be included as requested in the sections above.
All applicants must have a valid visa or a permit to work in the UK (if travel is required to the UK). It is expected this assignment will be conducted remotely so travel to the UK will not be required.
During the Covid-19 crisis we are not expecting international travel to be possible so work will be remotely conducted.
TENDER DATES AND CONTACT DETAILS
All proposals are required to be submitted by Thursday 25th February at 1.00pm UK time pursuant to the attached guidelines for submitting a quotation and these be returned to tendering@irworldwide.org
For any issues relating to the tender or its contents please email directly to tendering@irworldwide.org
Following submission, IRW may engage in further discussion with applicants concerning tenders in order to ensure mutual understanding and an optimal agreement.
Quotations must include the following information for assessment purposes.
Timescales
Full break down of costs including taxes, expenses and any VAT
References (two are preferred)
Technical competency for this role
Demonstrable experience of developing a similar piece of work including a methodology
Note: The criteria are subject to change.
Appendix 1
Please fill in the table below. It is essential all sections be completed and where relevant additional expenses be specified in detail. In case of questions about how to complete the table below, please contact tendering@irworldwide.org
Cost evaluation of a consultancy
on Independent Verification and Assurance of Islamic Relief’s IHSAN Quality Management System Self-Assessment Process and Results, February 2021
Full name of all consultants working on this project
Full company trading name
No of proposed hours per week
No. of proposed days
Preferred days
Non preferred days**
Earliest available start date
Expected project finish date
Day rate (required for invoicing purposes) £
Total cost for consultancy in GBP (less taxes and expenses) £
Expenses (flights) £
Expenses (accommodation) £
Expenses (transfers) £
Expenses (in country travel) £
Expenses (visa) £
Expenses (security) £
Expenses (food) £
Expenses (print/stationary) £**
Expenses other (please specify) £
Total expenses £
Total VAT or taxes £
Total cost for consultancy in GBP (inclusive of taxes and expenses) £
Note
The applicant is expected to take responsibility for paying full taxes and social charges in his/her country of residence.
To access or download the full tender documents please click on the link beneath;
https://www.islamic-relief.org/tenders/category/open-tenders/