CONSULTANCY CALL FOR EXPRESSION OF INTEREST: Training and coaching for the administrative manager – Syria

1.Context

MdM France is working in Syria since the beginning of the war to provide access to healthcare for the most vulnerable people across the country. Since 2020, the projects are supervised from Amman and implemented by local actors.

There is currently one project funded by an institutional donor and implemented by a local medical organization, with 3 PHCCs and 3 mobile clinics. The objective is to open more clinics in 2021 and to secure at least one additional funding. The coordination office in Amman is led by a general coordinator. The team is composed of a medical coordinator, a grants and MEAL manager, an administrative manager, a logistics officer and a cleaner.

The administrative manager was previously working as a finance officer and has been recently promoted following the revision of her job description. She has been working for several years with MdM. She has good finance and accounting capacities, but needs training regarding budget management and donor reporting.

2.Objectives
The main objective of the consultancy is to train the administrative manager on the following topics, based on MdM internal tools:

• Excel and in particular complex formulas
• Budget follow-up and forecast
• Building a donor budget
• Donor reporting, especially institutional donors such as GFFO, CDC, ECHO
• Budget allocation and optimization
• Annual reporting

The scope of donors, activities and partners is expected to increase in 2021. Thus, it is crucial that the administrative manager is in capacity to ensure all tasks previously listed autonomously. It is also the precondition to a potential evolution as administrative coordinator.

3.Methodological approach

The consultancy should be organized in two different parts:

• First, a training on the different topics, on site or with online tools and skype calls
• Secondly, support and coaching in the realization of the various tasks (mainly the monthly BFF and the donor reporting), by correcting the draft documents

The consultant can propose an adapted methodology.

The consultant will be under the direct management of the desk manager, but in close contact with the finance manager based at HQ and with the general coordinator for Syria.

4.Expected output

Results
At the end of the training, the administrative manager for Syria must be able to:

• Realize a correct BFF
• Build a new donor budget with MdM template
• Realize a final financial report
• Realize an annual budget
• Optimize the consumption of a budget

The tools and procedures used in the Syria mission, both in Amman and in Syria, will also be reviewed and improved if needed.

Report
A short report must be written at the end of the consultancy, summarizing the training steps, the main points regarding the evolution of the administrative manager, and recommendations for the future.

5.Organisation of the mission

Planning / possible timetable
The training should start in January 2021 and be finalized before the end of March 2021. A total of 100 hours have been calculated for the mission and are broken down as follows:

• Preparation phase: 20h including detailed analysis of the needs through interviews with the administrative manager, the finance manager at HQ and the general coordinator
• First phase of the training: 40h (for instance 20 sessions of 2h on skype with the administrative manager)
• Second phase: 40h (for instance 20 sessions of 2h by the consultant alone, to review and correct the documents + 20 sessions of 2h on skype with the administrative manager)
• Feedback and finalization phase : 20h

This timetable is indicative, and modifications can be proposed by the consultant.

Logistics and management

• Equipment: No equipment will be provided.
• Means of communication: Communication will be mainly done through Skype calls.
• Trips/ accommodation: To be adapted according to Covid-19 situation. If a trip to Amman is possible, all costs will be covered by MdM.
• Administrative formalities: Visa for Jordan will be provided by MdM
• Other points: Training will be done in English or Arabic. Report must be written in English.

6.Budget
The budget for this mission is 6000€ all included.

7.Skills required for conducting the mission

• Technical knowledge and professional experience of finance management in NGOs at coordination level
• Good knowledge of MdM finance processes
• Language skills : English mandatory, Arabic an asset

8.Application file
The consultants invited to bid shall provide the following details to the following email address: [email protected] specifying the subject reference “SYRIA – Finance training”.

A technical proposal including:

• the technical approach developed and the detailed methodology
• CV of the trainer
• the provisional working plan
• References to 2 similar previous works

Final date of receipt of the application files: 11/01/2021, 8.00 a.m. Paris time.