Terms of Reference (ToR) for Consultancy to develop organizational policies, frameworks, and Standard Operating Procedures (SOPs)

The Foundation currently operates under a general operational framework that outlines key areas including Governance and Organizational Structure, Compliance and Legal Requirements, Financial Management and Accounting, Procurement, Human Resources, Technology and Information Management, Project Implementation Framework, Monitoring, Reporting and Verification, Sustainability, Communication and Public Relations and while this framework provides a solid foundation, VIA Foundation seeks to strengthen its internal control systems through the development of detailed policies, procedures, and Standard Operating Procedures (SOPs) aligned with best practices in governance, financial management, and operations. 

The overall objective of this consultancy is to design, develop, and formalize comprehensive organizational policies, frameworks, and SOPs that will enhance governance, accountability, efficiency, and internal controls within VIA Foundation. 

• Review of VIA Foundation’s existing operational framework and relevant documentation. 
• Conduct a needs assessment to identify gaps in current policies, procedures, and internal control systems. 
• Develop and strengthen key organizational policies and frameworks, including but not limited to Financial Management Policy and Procedures Manual, Procurement Policy and Procedures, Travel and Logistics Policy, Human Resources Policies and SOPs, Internal Control Framework, Risk Management Framework (if applicable), Compliance and Governance-related policies 
• Develop detailed Standard Operating Procedures (SOPs) for key operational and
  programmatic processes. 
• Ensure all documents align with Rwanda legal and regulatory requirements, Donor compliance standards and best practices in nonprofit governance and financial management 
• Facilitate validation sessions with VIA Foundation management and relevant stakeholders. 
• Incorporate feedback and finalize all documents. 

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