Uganda: Assesment of Organised and Useful Rehabilitation Services - OURS

1 Background of CBM and OURS

1.1. About CBM

CBM is an international Christian development organization whose primary purpose is to improve the quality of life of the world’s poorest persons with disabilities and those at risk of disability.

CBM works with partner organizations in low income countries to both develop and ensure that persons with disabilities and their families have ready access to affordable and comprehensive health care and rehabilitation programmes, quality education programs and livelihood opportunities.

Working with persons with disabilities, CBM advocates for their inclusion in all aspects of society, and for the inclusion of disability in international cooperation.

Refer to www.cbm.org for more details

1.2. About OURS

OURS is a “Community Rehabilitation Program” (CBR) under Ruharo Mission Hospital/ Ankole Diocese in Mbarara, west of Uganda, established in 1995.

OURS mission: To promote inclusion into society, equal rights and empowerment of CWDs and their families through increased provision of quality, affordable and comprehensive rehabilitation services.

OURS Provides services for children with all kinds of disabilities up to the age of 18 years.

OURS is a unique and the only active rehabilitation programme in the west of Uganda and therefore children come from all over the west of Uganda for these services.

Services available at the centre and in communities:

1. Medical Rehabilitation o Care before and after surgery o Referral for orthopaedic, reconstructive and neurosurgery
2. Therapeutic Rehabilitation o Occupational/physiotherapy and o Provision of appliances
3. Social Rehabilitation/Empowerment o Schooling for CWDs is promoted and funded for a selected number of children. o Skills training for CWDs and caretakers o Parents/Caretakers are receiving counselling and training to improve on knowledge and management of disabilities o Parent Support Groups/children groups are initiated and facilitated. o Training for Parents/Caretakers of CWDs and partners to increase knowledge on disability for sensitizing communities in identification, referral and promoting inclusion of CWDs.
4. Referral for Children with hearing, visual and other impairments

2. Introduction

The following are the Terms of Reference (‘ToR’) on which CBM Africa East agrees to engage the Consultant to perform a comprehensive assessment and to report in connection with the above partnership. This ToR has been prepared solely for the use of the Consultant and CBM Africa East and must not be disclosed to unauthorized persons or organization without the approval by CBM Africa East Regional Office.

3. Aims of the Assessment The overall aim of the assessment is to establish effectiveness of the partnership and partner performance in relation to the program implementation, financial management, project internal controls and monitoring procedures and compliance with mutual corporation agreements. The Organizational Capacity Assessment will focus on the following areas detailed in CBM’s Partner Assessment tool:

• Preliminary check:Registration certificate, List of Board Members, Organizational Chart, last Annual Financial Audit Report, latest annual activity report, Strategic Plan, documented processes and authority, last minutes of Board meeting.

• Organisational check: Constitution, Criteria to join the Board and responsibilities, reporting and governance, statutory compliance, systems and policies/guidelines/code of conduct, human resource development (HR Manual, JDs, KPOs setting, training), complaint system and conflict resolution mechanism).

• Financial check:Financial management and administration, budget process, basic accounting system, financial documentation and reporting, internal controls, grant management, staffing competencies, anti-corruption policy, finance manual, whistle blowing policy, financial risk assessment by any party)

• Programmatic check: Objective setting and capacity to create change; Planning standards/methodology/development thinking, M& E systems and tools, sustainability strategy; Child Safeguarding Policy and practice; Gender Policy and practice; Accessibility; Reporting tools and schedule; Work plan; Evidence based programming – baselines, mid-term reviews, end term evaluations; Participation of target population; Partnership Development)

• Technical check:Technical capacity in line with best practices / development standards in area of work (Staff selections, Advisory work, Quality assurance.

Specifically, the assessment will include but is not limited to the following:

(a). Program Operations:Strategic relevance of the partner for CBM

• Contributes / has potential to contribute to the programme objectives of CBM GPS II
• Works within national policy context
• Has clear understanding of role in the wider Disability and Inclusive Development (and other cross-cutting themes) context
• Level of collaboration with other CBM key partners within Uganda and neighbouring countries.

Operational capacity/adherence to CBM standards

• Adheres to deadlines as per contractual obligation
• Delivers quality reports + adheres to CBM F&O standards and own financial policies and procedures manuals.
• Good budget utilisation rate for CBM funds (>90% including accountability)
• Inclusive Project Cycle Management for both designated and undesignated CBM funds
• Clear procurement standards as well as adherence to the organisation procurement manual in day to day procurement

Organisational capacity and governance

• Has a written constitution and well defined governance and executive functions including organizational structure.
• Financial and operational Internal control systems in place and up to date
• Adheres to in-country legal requirements; registration status
• Human Resource, Finance, etc. standards/policies in place
• Adheres to Child Protection standards and policies

Programme Quality

• Delivers outputs and outcomes in (cost) effective manner- Value for Money (VFM).
• Existence of Strategic Plan; M&E Frameworks; Tools and Guidelines/Manuals Service Provision.
• Availability and type of services provided.
• Utilization of services (eligibility for enrolment, waiting list, dropouts and reasons).
• Linkages and referral system.
• Management structure of departments and internal collaboration.
• Community participation, structures established.
• Gaps and challenges.
• Standard working procedures and are defined and followed.
• Safety rules are adhered and properly followed.
• Follow-up services for clients are provided.
• Services for maintenance and repairs of orthopaedic appliances are available.

Inclusion

• Contribution to creating inclusion awareness.
• Target group participates/is represented in planning/programme design/decision making.
• Programme work is fully inclusive and used to advocate for inclusive approaches.
• Change brought about as a result of interventions through the program.

Accessibility

• There is public awareness about the existence of the centre and its services which are known to potential service users.
• Non-discrimination principles apply: services are open to any person in need.
• Services and buildings are physically accessible.
• Services are communicated adequately to entire scope of potential service users
• Services are financially affordable to the main target group.

Integration and Collaboration

• The work of the centre is an integrated part of the national health care structure.
• The centre collaborates closely with other centres and organisations in the fields of orthopaedic and medical rehabilitation, prosthetics and orthotics.
• Collaboration is established with other CBR programs in the country.

Priority settings.

• The services are planned according to the needs of the most vulnerable population group.
• Children are given priority.
• Various services and procedures provided have the same level of importance.

Service Facilities.

• Existing facilities are of the appropriate size compared to existing and planned workload.
• Service facilities are adequately distributed and their tasks are well defined and differentiated.
• Equipment and equipment maintenance are adequate.

(b).Financial CBM funds

The Project funds provided by CBM have, in all material respects, been used in conformity with the applicable Contractual Conditions as per the CBM Standard Contract and Partnership Framework Memorandum

• Cash and bank management (treasury).
• Accounting and financial reporting (including underlying transaction processing systems and financial ledgers)
• Computerised information systems (IT)
• Budgetary and expenditure control (including procurement process and procedures)
• Human resources and payroll processes.

Internal control systems

• The Internal Control System set up and operated by the Partner for the purpose of managing risks to the achievement of the objectives of the Project.
• Risk analysis (both internal and external)

Assets safeguard

Verify the existence, ownership and registration of assets purchased by CBM funds. Examine the fixed assets register if it identifies the individual assets, number, description and value. Verify procurement process and procedures, that is, management and control of Project fixed assets such as vehicles, equipment, land purchase, building construction etc.).

Fraud and corruption

• Evaluate possibilities of fraud and corruption, embezzlement, false misrepresentations and/or expenses incurred for purposes other than the purposes of the project. This will include the procurement procedures for goods and services in place.
• Risks of material errors or misstatements whether caused by error or fraud.
• Quantify potential financial loss if any.

Other matters

• Implementation of the CBM recommendations related to finance and operations following monitoring visits or project coordination discussions.
• Contingent liabilities that may arise due to Partner’s non-compliance to local regulations such as tax and compliance to registration requirements.
• Other sources of funding and initiatives to increase revenue

4. Consultancy Standards and Guidance

The successful consultant will conduct the financial assessment process in line with:

• The IFAC International Standards on Auditing ('ISAs') for Audits of Historical Financial Information insofar as these can be applied in the specific context of an assessment
• The CBM Partner assessment tool herein enclosed

5 Requirements for the Consultant

5.1 General Principles

By agreeing to these Terms of Reference the consultant confirms that he/she meets the following conditions:

• The consultant and/or the firm are a member of a national professional body or institution duly registered as per the laws of the land.
• The consultant is and/or the firm is in good standing within its regulatory institution or national body.

5.2 Qualifications, Experience and Team Composition

Qualifications and Experience

The Consultant will engage staff with appropriate professional qualifications and suitable experience with Program Assessment and Financial Audit, in particular with experience of huge programs comparable in size and complexity to the Partner. In addition the team as a whole should have:

• Experience with assessments and audits of development aid programs and projects funded by national and/or international donors and institutions.
• Sufficient knowledge of relevant laws, regulations and rules in Uganda. This includes but is not limited to taxation, social security and labor regulations, accounting and reporting.
• Experience with evaluation of similar and/or related fields
• Fluency in English. Because of the extent of the evaluation covering the program operations aspect as well as the Operational Capacity / Finance and Administration component, it is anticipated that 2 persons will conduct the assessment.

Curricula Vitae (CVs')

The consultant will provide CBM Africa East with CV's of the partner or other person involved or responsible for the assessment and for signing the report. The CVs should provide full details indicating capability and capacity to undertake the audit as well as details on relevant specific experience.

6. Assessment Methodology

The evaluation will be conducted in a participatory manner using a combination of information gathering methods, including a review of the key project documents, key Informants Interviews (KIIs) targeting key personnel amongst different stakeholders and departments, beneficiary consultation through focus group discussions, and site visits to the field.

Throughout the evaluation process, there will be continuous consultations between the Consultant, OURS CEO, OURS Senior Management Team, the CBM Regional Office Team, the CBM Regional Director and the CBM Senior Advisor on Physical Impairment and Rehabilitation.

The methodology will include but not limited to: • Desk review of all relevant documents including:

• Existing Strategic Plans, Multiyear Plans
• Disability laws and government policies
• National Health Policy and Strategy Documents
• Annual Partnership Contracts
• Bi-annual Progress Reports
• Existing Constitution and Policies of OURS
• Reports of technical evaluation and surveys conducted in the past.
• * Donor Communication and Audit Reports
• Interviews and discussions with relevant personnel in various departments;
• Interviews and discussions with local partners incl. DPOs and stakeholders;
• Interviews with main current development partners;
• Interviews and discussions with clients and service users;
• Review of statistical, programme narrative and financial reports;
• Joint debriefing to OURS, CBM, at the end of the review;
• Submission of a final evaluation report (using CBM Templates).

7. Scope

This assessment shall cover all aspects of the partnership and performed on the basis of but not limited to Section 3 above.

The assessment will be performed at Partner Head Office in Uganda. The Consultant should confirm with the partner any other physical location(s) for the assessment that would be necessary for the assignment, prior to start of the assessment fieldwork and ensure that relevant supporting documents as well as key staff will be available during the assessment.

The Consultant should obtain a preliminary understanding of the engagement context prior to start by reading the following documents:

• The Partner Agreement signed by CBM Africa East and OURS
• Standard MOU Agreement
• CBM GPS II document
• OURS Annual Reports for the period 2014 – 2016
• Reports of recently conducted evaluations pertinent to this exercise.
• Evaluation on medical rehabilitation report(s)
• OURS Audit reports and audit management letters for the period 2014 - 2016

The Consultant will inform CBM Africa East as soon as possible about any limitations in the scope of work he/she may find prior to or during the assessment. This may include any attempt by the Partner to restrict the scope of the assessment, or any lack of co-operation on the part of the Partner. The Consultant will consult CBM Africa East on what action may be required, whether or how the assessment can be continued and whether changes in the assessment scope or the timetable are necessary.

The following tasks will encompass the scope of work for the Consultant:

a) Desk review and analysis of project documents supplied by CBM;

b) Development of an Inception Report with summary of desk review, final evaluation timeline, technical areas of work and highlighting main participatory methodology and discussion partners;

c) Develop comprehensive tools for data collection and analysis;

d) Undertake data collection based on participatory methodology using the tools and process the information therein gathered;

e) Compile and present a draft report of findings and recommendations to CBM;

f) Prepare and submit a final report of evaluation findings based on feedback received and using the CBM Templates and requirements.

NOTE: All payment for the Consultancy shall be made in compliance to CBM Financial Policies and Local Income Tax Act statutory regulations.

8 Assessment Procedures and Reporting

The Consultant should perform the assessment in accordance with the Terms of Reference and accepted best practices. The Consultant should exercise due professional care and judgment and determine the nature, timing and extent of the assessment procedures to fit the objectives, scope and context of the assessment.

8.1 Assessment Documentation and Evidence

The Consultant should prepare assessment documentation and obtain sufficient appropriate information to support the assessment exercise and compiling of full report including the financial assessment; and Program Operations assessment Report (the reporting template is enclosed).

8.2 Planning and Conduct

Start of the Assessment The date of signature of CBM Africa East on the contract is the official starting date of the assessment. The Consultant should contact the Partner as soon as possible to prepare the assessment work plan and to agree on a date to commence the fieldwork but not before the assessment has been formally announced by CBM Africa East and the successful consultant notified of the same.

Procedures for the planning and conduct of the assessment

The Consultant should consider both financial internal controls and programmatic, and operational controls. Refer to specific focal areas under Section3 as stated on pages 3-6.

Complementary letter

The Consultant may at any given time during the assessment process draw up a complementary letter if he/she considers that CBM Africa East should be informed about facts and issues that are or may be urgent or of particular interest and importance to CBM Africa East. This letter shall solely be addressed to CBM Africa East.

8.3 Reporting

• Inception report

An inception report to be submitted during the first week of the consultancy. The inception report (which outlines methodology, timeline etc.) is shared with CBM and OURS for validation

• Assessment Findings and Recommendations

The outcome of the assessment report (financial statements and report of findings) shall be addressed to CBM Africa East Regional Office.

• Language

The report shall be presented in English with an executive summary in the same language, Verdana 11 single spacing.

• Timetable for the submission of draft and final assessment reports

The execution of assignment, debriefing, submission of draft and final assessment reports shall be completed within 30 calendar days after the date of CBM Africa East signing the contract. The final approved report shall be presented in Word and PDF, both bound hard copy (5 copies) and soft copy.

Summary of Deliverables:

• Inception report detailing consultant understanding and interpretation of the TORs (approximately 3-5 pages).
• Draft evaluation report for comments by CBM.
• Final report (approximately 25 to 30 pages excluding annexes) to be presented in soft copy (CD format) and 2 hard bound copies as per annex 1.

How to apply:

Interested consultants should submit the technical and financial proposals to procurement.Nairobi@cbm.org before 17th September 2017. The email applications should clearly mark on the subject- Expression of Interest: Organization Capacity Assessment Organised and useful rehabilitation Services - OURS

• The financial proposal must include all costs including professional fees and taxes to conduct the assignment;

• The technical proposal must include the profile of the company; the proposed methodology, work plan; Curriculum vitae for the person (s) proposed for the assignment and a list of similar assignments done with details of the contact person;