Terms of Reference (TOR) for the Design of Operations Manual

• Background: 

Public and Private Development Centre (PPDC) is a non-governmental organization and social enterprise driven by the desire to have a more transparent and accountable government as well as citizens empowered to actively participate in governance processes. 

Our programs are designed to promote values and initiatives which drive institutional, behavioural and systemic change on a large scale and in a way that will benefit society and its development.

In line with our commitment to excellence, transparency, and efficiency, there is a need to develop a comprehensive Operations Manual to guide the organization’s functions and processes.

• Objective: 

The primary objective is to develop an Operations Manual that offers comprehensive guidelines for the effective management of various aspects including the organizational structure, project initiation, office space and leasing, information technology, procurement processes, communication strategies, equipment shipment, logistics management, inventory control, insurance protocols, personnel management, financial principles and operations, travel coordination, property oversight, vehicle management and usage policies, office procedures, safety and security protocols, and project closure procedures.

Specifically, within the Financial Principles and Operations section, the consultant will detail on the existing PPDC Finance Manual. This expansion will delve into elaborate details such as expenditure classifications, authorization processes, documentation requirements and limits, bank and payment procedures, reconciliation processes, payroll accounting specifics, entitlements, retirements, claims and reimbursements procedures, chart of accounts, and the internal and external audit procedures, among other essential components.

• Scope of Work: 

The consultant/firm is expected to:

1. Conduct a thorough needs assessment and review of existing organizational documents.
2. Collaborate with relevant departments to gather input and insights.
3. Develop a detailed Operations Manual that aligns with the organization’s goals, principles, and the regulations of the US funding source.
4. Create annexes that include request forms, checklists, matrices, report templates, trackers, and other relevant tools.

• Key Deliverables:

1. Draft Operations Manual encompassing all specified areas.
2. Annexes containing request forms, checklists, matrices, report templates, trackers, etc.
3. Conduct a presentation to relevant stakeholders on the finalized Operations Manual.

• Timeline: The timeline for the delivery of this assignment shall be between December 08, 2023, and Jan 08, 2023, ensuring periodic check-ins and updates.

• Collaboration and Communication
  1. Coordinate with PPDC management team and relevant staff to ensure their active involvement in the development process.
  2. Establish clear communication channels and provide timely updates on progress and any changes to the timeline.

• Confidentiality and Intellectual Property
  1. Treat all information provided by PPDC as confidential and use it exclusively for the purpose of developing the operations manual.
  2. Respect PPDC’s intellectual property rights and seek permission for any external references or materials used.

• Budget and Resources
  1. Provide a detailed breakdown of the estimated costs for developing the operations manual, including any required resources or external expertise.
  2. Discuss any potential additional expenses that may arise during the process and seek approval if necessary.

• Evaluation and Approval
  1. Present the drafted operations manual to PPDC’s management team for review, feedback, and potential revisions.
  2. obtain final approval from the management team before finalizing the operations manual.

• Final Product
  1. Submit the finalized operations manual in electronic and hard copy formats.
  2. Provide necessary support and training sessions for staff and volunteers on the implementation and use of the manual.

• Proposal Submission: 

Interested consultants/firms should submit their proposals, including a detailed methodology, timeline, relevant experience, and a financial proposal by 07.12.2023.

• Selection Criteria: 

The selection will be based on:

1. Demonstrated experience in designing Operations Manuals for NGOs, preferably within the Nigerian context.
2. Proposed methodology and timeline.
3. Financial proposal.
4. Understanding of US-funded NGO compliance and reporting requirements.
5. Familiarity with the operations of Public and Private Development Center (PPDC).

• Contact Information: For inquiries or submission of proposals, please contact Mr. Olubunmi Adeyemi, (Head, People, Operations and Culture). adeyemi@ppdc.org