Consultant hiring or selection process in INGOs.

Q: Consultant hiring or selection process in INGOs.

Consultant hiring process ensures a rigorous and transparent selection and on-boarding of consultants to fulfill project needs.  There are 12 steps to be followed:

1. Received Approved PR with Scope of Work (SOW): This is the initial step where a Purchase Request (PR) along with a detailed Scope of Work (SOW) is received. The SOW outlines the specific tasks and responsibilities the consultant will fulfill.

2. Prepare RFP based on SOW: A Request for Proposal (RFP) creates based on the Scope of Work. The RFP provides potential consultants detailed information about the project, requirements, and expectations.

3. Collect the Proposal's Technical and Financial Both: Consultants submit their proposals in response to the RFP. These proposals include technical details about how they intend to fulfill the project requirements and financial information about their proposed cost.

4. Proposal Evaluation:
1. Technical Scoring: The technical aspects of each proposal are evaluated, using a scoring system. This evaluation ensures that the consultants' proposed methods align with the project's needs.
   

2. Financial: The proposals' financial aspects are also reviewed to ensure they are within budget and reasonable for the scope of work.

5. Compile Technical Scoring: The technical scores from the evaluation process are compiled, usually to compare different proposals' strengths and weaknesses objectively.

6. Meeting with the Consultant (as Required): Depending on the Task of the required consultant's complexity or specific requirements, a meeting with the consultant may be scheduled to clarify any aspects of their proposal or discuss their approach in more detail.

 

7. Vendor Selection Memo: A memo is created summarizing the evaluation results and recommending a selected consultant based on their technical and financial scores. This memo serves as documentation for the decision-making process and that document finally sign the respective selection committee members.

8. Approved BID & Technical Compile, Selection Memo, and Agreement: Once the consultant is selected, the approved proposal, technical evaluation results, selection memo, and other necessary documents are compiled.

9. SAM/OFAC Check: A check conducts to ensure that the selected consultant is not on any sanctions lists maintained by the U.S. government, such as the System for Award Management (SAM) or the Office of Foreign Assets Control (OFAC) list.

10. Agreement: An agreement is prepared to outline the project's terms, conditions, and expectations. Both parties sign the final agreement, outlining the project details, scope of work, payment terms, and any other relevant terms and conditions.

11. Received Invoice with Deliverables: As the consultant completes the agreed-upon deliverables, they submit an invoice detailing the work completed and the associated costs.

12. Invoice Sent to Finance for Payment Process: The received invoice is forwarded to the finance department for processing and payment, ensuring the consultant is compensated for their work according to the agreed terms.

The received invoice is forwarded to the finance department for processing and payment, ensuring the consultant is compensated according to the agreed terms.