Terms of Reference (ToR) for Consultancy to develop organizational policies, frameworks, and Standard Operating Procedures (SOPs) Tender at Vumbuzi Impact Africa

Vumbuzi Impact Africa Foundation – Kigali, Rwanda

1. Background

Vumbuzi Impact Africa (VIA) Foundation is a recently registered and founded a common benefit foundation which acts as a financial intermediary organization dedicated to supporting the acceleration and scale-up of ecosystem restoration efforts across member countries of the African Forest Landscape Restoration Initiative (AFR100). The mission of VIA Foundation is to provide innovative financial solutions and strategic support to restoration champions, the local organizations that mobilize communities to revitalize degraded land. 

2. Scope of work

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. 

The consultant will be expected to: 

• 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. 

3. Expected deliverables

The consultant is expected to deliver: 

• A comprehensive Financial Management Policy
• Procurement Policy and SOPs 
• Travel and Logistics Policy 
• Human Resources Policies and SOPs 
• Internal Control Framework and related SOPs 
• Any additional relevant operational policies identified during the consultancy 
• A final consultancy report summarizing the process, findings, and recommendations 

All deliverables should be provided in editable electronic format.

4. Requirements

The consultant or firm should have: 

• Proven experience in developing organizational policies, frameworks, and SOPs for foundations or development organization institutions. 
• Strong expertise in financial management, procurement systems, and internal controls 
• Knowledge of donor compliance requirements and best practices in nonprofit governance 
• Excellent analytical, writing, and facilitation skills 
• Previous similar assignments will be a strong advantage 

5. Application Requirements

Interested consultants or firms should submit: 

1. A technical proposal outlining Understanding of the assignment, Proposed methodology and work plan, Timeline 
2. A financial proposal with a detailed budget 
3. Company/consultant profile and relevant experience and CVs of lead team members.
4. At least three references from similar assignments 

6. Evaluation Criteria

Applications will be evaluated based on: 

• Relevant experience and technical expertise 
• Quality and clarity of the proposed methodology 
• Cost-effectiveness of the financial proposal 
• Recommendations from three references
• Demonstrated understanding of nonprofit operational systems and internal controls 

7. Application 

Interested firm consultants should submit the following documents to info@via-foundation.org and include subject “Application to develop organizational policies” before 05 April 2026. 
Evaluation and contract award will be conducted strictly based on capacity, compliance with requirements, and value for money. 

VIA Foundation is an equal opportunity organization and ensures fair competition in all procurement processes. All eligible and qualified firms are invited to apply.