Institutional Capacity Training on Budget Planning and Financial Management for Women-Led Organizations (WLOs) in Ukraine At

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Issue Date: 15th October 2024

Due Date for Quotes: 30th October

Budget Cap: Up to $8,500

1. Background

In light of the ongoing crisis in Ukraine, Women-Led Organizations (WLOs) have been pivotal in providing essential services and advocating for vulnerable communities. However, many WLOs face challenges in accessing international funding due to limited institutional capacity in financial management and donor compliance.

This training program aims to strengthen the financial and administrative capabilities of WLOs, equipping them to better manage institutional funding, meet donor compliance standards, and build long-term sustainability as international humanitarian organizations (INHOs) gradually reduce their presence.

2. Objectives

The objective of this training is to enhance the financial and administrative skills of 30 WLO participants in Ukraine. Specifically, the training will focus on:

Budget Planning and Management
Budget vs Actual (BVA) Monitoring
Donor Compliance (GFFO, UHF, BHA, etc.)
Budget Categories and Codes
Financial Reporting

The goal is to prepare WLOs to independently apply for and manage international institutional funding while ensuring compliance with donor requirements.

3. Scope of Work

We are seeking a qualified service provider to deliver an online training program covering the following key topics:

Budget Planning & Forecasting: Developing and managing realistic budgets for emergency and recovery projects.
Financial Reporting: Preparing accurate, donor-compliant financial reports.
BVA Monitoring: Using tools to track expenditures and address variances.
Donor Compliance: Ensuring adherence to donor-specific rules, especially for GFFO, UHF, and BHA.
Budget Codes & Categories: Proper classification of budget expenses.
Application for International Funding: Strategies for preparing proposals and long-term financial sustainability.

The training should include homework assignments and post-training supervision to ensure participants can apply their knowledge in real-world scenarios.

4. Expected Deliverables

Training Plan & Curriculum: Detailed outline of the sessions, materials, and timeline.
Training Sessions: online program with practical applications and real-time engagement.
Templates and Tools: Provide budgeting and financial reporting templates, BVA tracking tools, and donor-specific compliance manuals.
Learning Materials: Training materials will be translated into Ukrainian by HIAS to ensure accessibility for participants.
Simultaneous Translation: HIAS will also provide simultaneous translation from English to Ukrainian during live training sessions to facilitate understanding.
Post-Training Support: Supervision for 2 months to assist with real-world application of skills.

5. Target Audience

The target audience consists of 30 participants from WLOs in Ukraine, directly involved in financial management, donor reporting, or project coordination.

6. Qualifications of Service Provider

Proven experience in delivering financial management training in humanitarian or crisis contexts.
Expertise in institutional donor compliance (e.g., GFFO, UHF, BHA).
Experience working with international NGOs in different countries during emergency and recovery phases.
Strong track record in capacity building for local NGOs.
Ability to provide online training with interactive elements.
HIAS will take care of simultaneous translation and translation of all training materials into Ukrainian.

7. Submission Requirements

Please submit the following by 4th November 2024:

Detailed training proposal and timeline.
Cost breakdown including training fees, materials, and any other expenses (total budget not exceeding $8,500).
Relevant experience and past performance in similar training programs.
Profiles of key trainers and their qualifications.

8. Selection Criteria

Proposals will be evaluated based on the following criteria:

Technical expertise and alignment with the scope of work.
Cost competitiveness (within the budget cap of $9,000).
Experience in capacity building for WLOs and local NGOs in crisis-affected areas.
Ability to provide ongoing post-training support.
Experience working with international NGOs across different countries in emergencies.

8. Selection Criteria

Proposals will be evaluated based on the following criteria:

Technical expertise and alignment with the scope of work.
Cost competitiveness (within the budget cap of $8,500).
Experience in capacity building for WLOs and local NGOs in crisis-affected areas.
Ability to provide ongoing post-training support.
Experience working with international NGOs across different countries in emergencies.
Capability to deliver learning materials translated into Ukrainian.