Kinshasa ()

Trócaire

SU 5657, avenue de la Libération
Q. Lumumba, Ville de Bunia
Province de l’Ituri, RDC
T : +243 (0)819 572 864 /+243 (0) 818 818 819
E : infoDRC@trocaire.org

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TERMS OF REFERENCE

Capacity building support to Trócaire Partners for DRC on Safeguarding and associated policies and processes (including Code
of Conduct, Safe Recruitment and Complaints Mechanisms

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1. Information and Context

Trócaire’s Vision, Mission and Values state that we believe in the intrinsic dignity of every person, celebrate difference and aim to create relationships of mutual respect wherein the rights and dignity of every person are respected.

Trócaire’s work is inspired and informed by Catholic Social Teaching, one of the fundamental principles of which is the dignity of everyone. The right to freedom from all forms of exploitation and abuse is implicit in this principle. Underpinned by Trócaire’s organisational value of accountability, it is our policy to safeguard all individuals involved in Trócaire’s work against risks of exploitation and abuse.

Trócaire is committed to ensuring our policies and procedures are fit for purpose and that the actions of members of our governance structure, staff, contracted parties and other third parties including visitors and volunteers are always appropriate.  We also require that our partner organisations demonstrate a similar commitment.

1.1 Country context/programme

Trócaire opened its office in the DRC in 2008 in Kinshasa and since 2016 it has made a strategic decision to focus its interventions in Ituri province, with a national office moved in Bunia and a liaison office in Kinshasa. Being a partnership organization, Trócaire implements its programs through 11 local and national organizations to bring about positive change in the sectors of protection/SGBV and women's empowerment, sustainable livelihoods and resilience, humanitarian assistance and peacebuilding.

In relation to the above, Trócaire has identified as part of the institutional strengthening process to support its partners in the assessment and review of mechanisms that promote a culture where abuse and exploitation is not tolerated, with strong preventative measures in place and complaints mechanisms that are accessible and safe for sensitive complaints.

This consultancy is aimed at facilitating the process of revision or preparation of the partner organisations Safeguarding Policy, Code of Conduct, Safe Recruitment Processes and Complaints mechanisms for receiving and responding to Safeguarding concerns for local partners in DRC.  This will involve not just policy review but also activities for raising awareness and assessment of functionality of existing processes and systems for feedback and complaints handling, and to develop improvement plan.  The process will be different for each partner depending on where they are on their safeguarding journey. These partners will be identified in participatory way with Trócaire team, based on gaps observed during monitoring and other support visits. 

2. Objective of the Consultancy

• Partners will have robust safeguarding (and associated) policies and procedures; and there is evidence of their application
• Governance and senior managers are aware of their responsibilities in relation to safeguarding and are committed to creating organisational culture that ensures strong safeguarding practices
• Awareness raising has commenced (staff and communities), with clear plans for moving forward
• Processes have been updated or timeline developed for implementation

3. Expected Results of the Consultancy 

• Board and senior management of partner organisations understand their responsibility and are committed to safeguarding improvements and leadership
• Partners will have a suite of safeguarding and supporting policies in place in line with sector best practice and as outlined in Expected Products of the Consultancy (see paragraph 4)
• A programme for raising awareness with staff (and others who represent the organisation), programme participants and members of the community has been developed and supported through an action plan.
• An assessment of effectiveness of partner level feedback and complaint handling mechanisms including treatment of sensitive complaints is conducted, and improvement plan is developed.

4. Expected products of the Consultancy

• Assessment report for the suitability of partner policies in place to include safeguarding policy, code of conduct and complaints policy     
• Development of training outline, materials and plan for delivery of training to all staff     
• Review and update of recruitment processes to ensure that safeguarding principles are included throughout recruitment and onboarding.     
• Complaints policy developed/updated, and mechanisms have been enhanced to cater for sensitive complaints including how and whom to refer sensitive complaints to and the responsibility for case management    
• IEC (Information, Education and Communication) materials developed to share child protection, prevention of sexual exploitation and abuse and other messaging with communities     
• An Action Plan on next steps
• An Action Plan for the dissemination of the complaints mechanism and policy with the participants of the programs.   This should include sharing information with communities such as staff code of conducts so they will know what inappropriate behaviour by staff is, engaging with program participants to understand the best methods for them to raise complaints, who will receive complaints and what when and how they will be contacted by the partner      
• Final report of the consultancy  

Note: Trócaire will provide a range of documents and tools to support this process

5. Workplace for consulting

The supports will be delivered in Ituri province of the Democratic Republic of Congo-DRC in the period 18 working days between 20 June-20 July 2025, with guidance provided by Trócaire's Head of Safeguarding (based in Ireland) and managed by the Country Director in DRC. Ideally, the consultant will be based in DRC. However, consideration will be given to consultants with the appropriate skills, language (French) and knowledge of the context.

6. Work calendar

As per the section above, Trócaire proposes 18 days for accomplishing this activity comprised of 18 days that could be divided into:

• 5 days for desk review and engagement meetings with relevant stakeholders
• 8 working days in Bunia with partners
• 5 working days for reporting

7. Profile of the Consultant

• Practical experience in safeguarding (Child Protection, Prevention of sexual exploitation and abuse, GBV specialists, etc).
• Capacity to prepare technical and institutional political documents
• Experience of transferring policy to practice
• Experience of working with senior management – making recommendations and providing guidance for change
• Experience in the organization and development of inter-institutional participatory workshops     
• Experience of working with a range of stakeholders (management, staff team, communities)
• Understanding of culture, contexts and local communities.    
• Availability within the required period and for the required time.    
• Fluency in French- Use of English (desirable)       

8. Payment method

A 30 % payment will be made with the signing of the contract and presentation of the initial plan (after initial planning meeting with Trócaire and commencement of activities).  40% will be paid at the submission and acceptance of provisional report and all annexes, 30% will be paid after the submission and acceptance of final report and all annexes. 

Trócaire DRC will withhold the tax from consultancy fees in line with country tax local legislation.

9. Proposals.

• The proposal must include all costs, including hours of meetings with Trócaire and identified partners, production of materials and capacity building and training sessions, flights and accommodation while in Bunia (Trócaire can facilitate for this arrangement).
• The consultant must send his technical and economic offer to the emailof jean.mopembe@trocaire.org  copy to ancilla.bengana@trocaire.org
• In the same way, you can make prior inquiries to this same email.
• The latest date and time to receive proposals is 23rd of May 2025
• An evaluation of proposals will be carried out.  Shortlisted consultants will be invited to interview. The interviews are may to be conducted via Teams.

10. Training and guidance

The successful candidate will be supported through remote training and guidance sessions with Trócaire's Head of Safeguarding (based in Ireland); and with Trócaire country Director and his team while in DRC. It is important that the successful candidate is flexible and open to shared learning and adhering to Trócaire safeguarding approach.

11. Potential for additional consultancy following this contract

In conducting this initial contract, by providing training and following review of outcome Trócaire may engage the consultant for similar work in the future. During the hiring process Trócaire will also be agreeing a menu of potential services and rates. Potential services would include:

• Asssessment of partner current safeguarding standards
• Analysis of existing policies and recommendations for improvements
• Development of policies
• Training to senior management
• Training to staff
• Support partners who are conducting safeguarding investigations
• Conduct safeguarding investigations

Note: Remote support from Trócaire Head of Safeguarding will continue into any future engagement

12. Additional Conditions of Contract

The consultant will be required to sign and adhere to Trócaire safeguarding policy, code of conduct and confidentiality agreement. Breaches of these policies will result in termination of contract without payment. In addition, the consultant will be required demonstrate how data protection and confidentiality will be managed during this project. All documents shared by Trócaire remain the property of Trócaire. Should the consultant use or adapt these materials for working with others then Trócaire should be accredited.