Terms of Reference for USAID/OFDA Rules and Regulations Workshop
Established in 1990, Relief International (RI) is a leading global humanitarian, nonprofit organization committed to transforming adversity into renewal for the world’s most vulnerable populations. By partnering with communities on the front lines, RI innovatively bridges the gap between immediate relief and long-term community development, providing them the tools and support they need to gain self-reliance.
Relief International is a registered NGO in Turkey and is based in Gaziantep to build capacities of Syrian communities to respond to their needs in health and water, sanitation, and hygiene (WASH).
Background to the Assignment
RI is providing life-saving health and WASH services in Syria with funding from the Office of U.S. Foreign Disaster Assistance (OFDA). To ensure programmatic and operational compliance with OFDA requirements, RI seeks a highly qualified trainer or training firm to conduct a three-day USAID rules and regulations workshop tailored to OFDA assistance awards. The objective is to enhance the ability of our staff to effectively manage OFDA grants and ensure donor compliance.
Scope of Work
RI is seeking an experienced trainer or training firm to conduct a three-day USAID/OFDA rules and regulations workshop in Gaziantep in English language to a group of approximately 30 staff members. RI aims to hold the training by the end of July 2017, while actual dates will be determined in consultation with the selected trainer.
The participants will be from diverse departments, including Programs, Health and WASH Technical Teams, Monitoring & Evaluation, Finance, Operations, and Grants. Therefore, the workshop shall cover all main USAID/OFDA rules related to programmatic management, financial management, operations, and other areas to ensure full compliance with donor requirements.
Methodology: The workshop will be highly interactive, accommodating questions and discussions as well as practical exercises. The trainer will develop and administer a pre- and post-test to measure change in participants’ knowledge and understanding of USAID/OFDA rules. The trainer will share all training presentations, handouts, pre- and post-test results, and other materials with RI’s focal point following the workshop.
By the end of the workshop, the participants are expected to be able to:
- Navigate and apply main USAID/OFDA regulations;
- Identify when approvals, notifications, waivers, and extensions are required, as well as how to obtain them;
- Understand and define key compliance-related terminology;
- Manage the lifecycle of a typical award, including pre-award and closeout.
The workshop will cover, but will not be limited to, the following topics:
- Navigating the grant agreement;
- Types of modifications and when we need them (e.g. cost modification, administrative award modification);
- Roles, responsibilities, and authorities of the Agreement Officer, Agreement Officer’s Representative, and the Disaster Assistance Response Team (DART);
- Applicable USAID/OFDA compliance documents (e.g. 2 CFR 200, 22 CFR 228);
- Budget revisions and flexibility;
- Cost principles (costs that are allowable, unallowable, and require prior approval);
- Restricted goods, with a focus on pharmaceuticals;
- Procurement standards;
- Source and nationality rules;
- Asset management and disposition;
- Reporting, monitoring, and evaluation requirements;
- Record retention;
- Managing sub-awards;
- Rules related to travel (e.g. international air travel, compliance with Fly America Act);
- Rules related to construction activities;
- Rules related to training activities (e.g. participant support costs, TraiNet);
- Rules related to salaries and benefits;
- Vetting and due diligence requirements (for personnel, vendors, sub-awardees, etc.);
- Protection requirements (e.g. code of conduct, child safeguarding, trafficking in persons);
- Branding and marking (donor acknowledgement and visibility);
- Indirect cost rates.
The trainer(s) who will conduct the workshop must:
- Have extensive experience training NGOs on USAID/OFDA rules and regulations, preferably in humanitarian emergencies;
- Have direct experience managing USAID/OFDA awards;
- Be able to provide three references from previous organizations for which they have provided similar trainings.
Interested trainers and training firms should provide a proposed training curriculum, CVs of trainers, budget, details of availability, and contact details for three referees by June 30, 2017. The budget should include any travel, accommodation, and visa related expenses for the trainer(s) and all relevant taxes. Venue will be provided. Please note that travel to Gaziantep should comply with the Fly America Act.
We uphold the Humanitarian Principles of humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities. We value:
- Transparency and Accountability
- Agility and Innovation
HOW TO APPLY:
send your complete application to : firstname.lastname@example.org