Terms of Reference (ToR)—-Consultancy

Job Description

Terms of Reference (ToR)

Consultancy to Conduct a Capacity Assessment, Develop a Capacity-Building Plan, and Establish Key Governance Policies for the Transition of the Young Women in Governance Network (YWIGN) into a Registered NGO in Sierra Leone

1. Background

The Young Women in Governance Network (YWIGN) is a national movement of emerging female leaders dedicated to strengthening young women’s participation, leadership, and influence in governance and public decision-making across Sierra Leone. Since its establishment, YWIGN has expanded through civic engagement initiatives, leadership development programs, advocacy campaigns, and partnerships aimed at amplifying the voices of young women.

As the network grows, YWIGN seeks to transition from an informal platform into a formally registered Non-Governmental Organization (NGO). This transition requires strong governance structures, clear institutional systems, essential operational policies, and full alignment with Sierra Leone’s NGO regulatory framework.

To support this transformation, YWIGN seeks to engage a qualified consultant to conduct a comprehensive capacity assessment, develop a capacity-building plan, and produce the core governance and operational documents needed for NGO registration and long-term institutional sustainability.

2. Objectives of the Assignment

The consultancy aims to build YWIGN’s institutional strength and organizational readiness for full legal registration. The specific objectives are:

1. Conduct a comprehensive capacity assessment of YWIGN’s governance, leadership, management systems, financial structures, program delivery, and operational functionality.
2. Identify capacity gaps and provide clear recommendations for improvement.
3. Develop a comprehensive Capacity-Building Plan outlining steps, timelines, and required strengthening actions.
4. Draft the governance and operational documents necessary for NGO registration, including:
   • Constitution and Articles of Association
   • Governance and Leadership Policy
   • Human Resources (HR) Policy
   • Financial Management Policy
   • Procurement and Asset Management Policy
   • Anti-Fraud and Corruption Policy
   • Gender and Social Inclusion Policy
   • Monitoring, Evaluation, and Learning (MEL) Framework
5. Provide technical guidance on NGO registration and compliance requirements.
6. Lay the foundation for long-term sustainability, resource mobilization, and organizational growth.

3. Scope of Work

The consultant will carry out the assignment in four phases:

Phase 1: Capacity Assessment

• Review all existing documents, structures, systems, and administrative procedures.
• Conduct interviews and consultations with YWIGN leadership, membership, district representatives, and partners.
• Analyze governance systems, coordination mechanisms, leadership roles, and accountability processes.
• Assess financial management, reporting systems, and donor compliance capacity.
• Review program design, advocacy capacity, monitoring systems, and results tracking.
• Identify gaps and institutional needs for NGO registration.

Phase 2: Development of Governance Documents and Operational Policies

• Draft all legal, governance, and operational documents required for NGO registration.
• Align all documents with Sierra Leone’s NGO regulatory framework and international best practices.
• Produce draft versions, incorporate feedback, and finalize documents.

Phase 3: Capacity-Building Plan

• Develop a practical, phased plan detailing interventions for institutional strengthening, leadership development, systems improvement, financial sustainability, and compliance.
• Provide a complete roadmap for YWIGN’s registration and operationalization as a formal NGO.

Phase 4: Validation and Finalization

• Present findings and draft documents in a validation workshop.
• Facilitate stakeholder review and integrate all feedback.
• Produce final versions of all deliverables.

4. Deliverables

The consultant will submit:

1. Inception Report outlining methodology, tools, and work plan.
2. Comprehensive Capacity Assessment Report detailing findings, gaps, and recommendations.
3. Complete Governance and Operational Policy Package, including:
   • Constitution & Articles of Association
   • Governance & Leadership Policy
   • Human Resources Policy
   • Financial Management Policy
   • Procurement & Asset Management Policy
   • Anti-Fraud & Corruption Policy
   • Gender & Social Inclusion Policy
   • Monitoring, Evaluation & Learning Framework
4. Capacity-Building Plan with clear actions, timelines, and responsibilities.
5. Validation Workshop Presentation.
6. Final Consolidated Report integrating all comments and final documents.

5. Duration and Level of Effort

The consultancy will be completed within 15 working days.

Activities and timing will follow a detailed schedule agreed upon during the inception phase. These 15 days cover all tasks including assessment, document drafting, stakeholder engagement, validation, and finalization.

6. Qualifications and Experience

The consultant must have:

• A Master’s degree in Organizational Development, Governance, Public Administration, Development Studies, or related field.
• At least 5 years of demonstrated experience in institutional capacity assessments, organizational development, governance systems, and policy development.
• Proven experience working with NGOs, women’s rights organizations, youth networks, or governance structures.
• Deep knowledge of Sierra Leone’s NGO policy environment and legal framework.
• Strong facilitation, analytical, and report-writing skills.
• Experience developing organizational policies and governance documents.

7. Budget

The consultancy includes two core components funded under Activity 1.2.2:

1.2.2.1 Conducting a Needs Analysis for Networks of Young Women

1.2.2.2 Support for the Development of Organizational Strategies

8. Application Requirements

Interested consultants must submit:

1. Technical Proposal, including:
   • Understanding of the assignment
   • Proposed methodology
   • Detailed work plan for the 15 days
2. Financial Proposal
3. Updated Curriculum Vitae
4. Samples of similar work conducted
5. Two professional references

9. Submission Details

Email: nationalcoordinator@ywignsl.com

Deadline: 8th December 2025

For inquiries, contact: nationalcoordinator@ywignsl.com

10. Conclusion

This consultancy is a critical step in strengthening the Young Women in Governance Network, helping it evolve into a structured, compliant, and sustainable national NGO. The successful consultant will play a pivotal role in shaping the governance architecture, systems, and institutional foundation that will empower young women across Sierra Leone to lead with confidence and transform their communities.