Terms of Reference for the

Consultancy Service to Develop Financial Sustainability (FS) Tools- Prevention of Fraud & Corruption and Conflict of Interest policies for Zambia Red Cross Society.


Zambia Red Cross Society is part of the global Red Cross movement coordinated by the international Federation of Red Cross and Red Crescent Societies (IFRC). Financial Sustainability in IFRC is based on the understanding that building Financial Sustainability is not only about increasing financial base/income. But also attracting and managing resources efficiently, having in place effective internal controls, ability to manage risks & opportunities with sustainable business models. These key elements can propel and position Zambia Red Cross Society to be a partner of choice while also riding on the mandate of the National Society and its structures. Weak leadership that has limited capacity to play their oversight roles as well as risk management and policy gaps can hinder not just Financial Sustainability but overall sustainability of the National Society’s.

While the National Society Development (NSD) Framework sets the overview of NSD approaches and highlights the importance of National Society being primarily responsible for its own development, the NSD Compact further builds on the NSD framework and puts specific focuses on “NSD support. Mirroring the findings from the Strategy 2020 Midterm review, and aligning with the findings of OCAC self-assessments undertaken by two thirds of our National Societies over the last 10 years, the Governing Board Working Group on “Strong National Societies and Volunteering” identified 3 priorities areas for NSD support. Which are:

1. Integrity, Transparency and Accountability
2. Financial sustainability (FS)
3. Volunteering

These 3 priority areas do not limit the scope of NSD support, but it is to highlight the collective concern and areas that need specific attention when taking part in NSD support. Hence, this Terms of Reference (ToR) attempts to work with the three National Societies to build the foundations around Financial Sustainability.

The IFRC Southern Africa Cluster has analysed some key Financial Sustainability challenges. They range from lack of Resource Mobilisation strategies, to the absence of policies such as prevention of fraud and corruption, conflict of interest, Whistle Blower and Feedback systems/mechanisms. We also have NSs that are in debt and in dire need of debt recovery strategies /mechanisms. The absence of risk management framework, uncovered core cost and weak leadership are other areas of concern. These gaps have made the Financial Sustainability challenge even greater.

The cluster has already undertaken the initial steps of introducing the Financial Sustainability virtually to it NSs with the guidance and facilitation from teams in the regional office (Nairobi) and colleagues in Geneva. As a follow up, some NSs have indicated that they lack some of these strategies and policies and requested for IFRC`s support.

To support Zambia Red Cross Society to improve Financial Sustainability through policies and strategies.

Outcome: – Zambia Red Cross Society improve their financial sustainability by having in place Prevention of Fraud and Corruption and Conflict of interest policies.

To help us achieve this, we have resulted to hire the services of a consultant whom we will choose from a pool of available consultant within the SA Region and preferably from Zambia. By working together during the consultancy with Movement Partners, involving the leadership, ensuring their commitment, ownership, as well as through learning and reflecting how to instill the new policies in the NS working culture, the new instruments would contribute to the vision of becoming more sustainable in financial terms. During the consultancy, the consultant will discuss the changing attitudes so that the new strategies and policies would be institutionalized within and across the NS.

The consultancy has the following assignment:

1. To provide Technical Assistance in the process of Financial Sustainability tool through two policies development for Zambia Red Cross Society,
2. To develop each policy independently with the NS whilst ensuring a standardised and harmonised approach by allowing Zambia Red Cross Society to express and increase their domesticated understanding of achieving FS and guided by IFRC Tools.
3. Ensure that Zambia Red Cross Society is the owner, accountable and learning through the process.
4. To ensure that the policies have been contextualized and the interventions represents the vision of Zambia Red Cross Society.
5. Help in graphic designing of the final approved document in readiness for printing (cost of printing outside of the agreement)
6. The work is expected to inform the Zambia Red Cross Society and IFRC secretariat to create new ways of working methods in the field of resource mobilisation and anti-fraud policies”.

The consultant will be required to travel and be present at the Zambia Red Cross. If needed, letters of support will be issued by the IFRC and the NS to the consultant to facilitate border crossings.


The consultant will work with the targeted Zambia Red Cross Society teams and in consultation and support from the IFRC Cluster office’s NSD focal points to support the development of the respective strategies or policies.
Targeted National Societies and the Policy or Strategy
National Society Policy
Zambia 1. Prevention of Fraud & Corruption
2. Conflict of interest
Consolidated report to the IFRC A report from the consultant to describe the process, methods, challenges, recommendations for the IFRC on the consultations
A joint de-brief between the IFRC, Netherland RC and the NS’ on the process


Inception/ kick off meetings

There will be an inception meeting between the consultant and ZRCS to align expectations. IFRC will be included in the Inception workshops if possible, to ensure that they are onboard and that the timelines proposed are understood and realistic. The purpose of the kick-off meetings with the NS is also to document the expectations of the broader stakeholders and critically those of the National Societies. During this period, a stakeholder mapping exercise will also be conducted to ensure there is consensus on which stakeholders to engage with.

Desktop and Literature Review
The consultant will work with the IFRC and National Societies to gather all relevant internal strategies, policies, and procedure documents to understand what is currently in place and what is not in place. Based on the supplied documents, the consultant will conduct desktop review of all literature for the purpose of having a background view of the situation at the NS and this will give us the accurate status quo (“as is”) for each country and this will form the basis of the designing of the solutions. An outcome from this will result in the framing of the consultations and engagements needed to define the scope and approach to the subsequent consultations and engagements. A schedule of who will be engaged, when and how will be developed by the consultant and shared with the IFRC accordingly.

Consultations, engagements, and interviews approach

To minimise disruptions to workflows in the various National Societies and for other stakeholders and to also mitigate gatherings as far as is practical, the consultant will engage the National Society and agree on the best engagement strategies (keeping in mind the various national travel and gathering restrictions). The approach should consider the following,

a) Virtual meetings, engagements, and interviews
b) Face to face engagements and interviews (where this is the only option available)
c) Development and use of easy and quick to use questionnaires
d) Feedback and feedforward sessions with the National Societies (to ensure their continued participation and leadership in the process so that they own the final products when they are eventually tabled
e) Document any other lessons learned, concerns, observations and comments that might assist with ensuring the context within with these strategies and policies are developed.


The consultant will ensure the following outputs and deliverables are produced and submitted according to the timetable indicated below:
Process Estimated Level of effort (working days)
Prepare a roadmap on how to deliver the work for the NS within the agreed timeframe
Provide drafts for the Resource Mobilisation and Prevention of fraud and corruption strategies and policies for feedback from the NS & Cluster
Provide final well graphically designed work ready for printing
A report from the consultant to describe the process, methods, challenges, recommendations for the IFRC on the consultations

A joint de-brief between the IFRC, Finnish RC and the NS’ on the process

Total 60 days


The scope of work will be spread over a period of two months, such that the estimated time is from 1st November to 30th December 2020.
The above costs include travel and accommodation and per-diems.


The consultant will work closely with the Secretary General and in country IFRC delegate and shall report to the NSD Delegate at the IFRC Pretoria office. The consultant will work with the NSs directly. The final submission will be as per the above outputs and deliverables.


The consultant is required to have the following qualifications and experience:

Master’s Degree (in International Development or Finance or equivalent)
More than 15 years of experience in development work with a bias to Finance Management
Expertise in the process of developing policies and or strategies in a people drive approach
Experience in Advocacy strategies for the humanitarian sector
Experience with Donor/Partnership and Resource Development Ability to work with teams within NS setting
Ability to be flexible, innovative and think out the box given the current situation of Covid-19 and travel restrictions
Willingness to mentor and train added advantage
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