Terms of Reference (ToR)

Position: Policy and Guideline Development for Lao CSO Consultant
Location: Vientiane, Lao PDR

ຄວາມເປັນມາ
The Lao Civil Society Organization (CSO) is a national platform representing non-profit associations and foundations registered within the social development sector. Currently, Lao CSO has over 100 active members out of more than 300 registered organizations. The platform primarily aims to serve as an information hub for Lao CSOs, promote effective and efficient management mechanisms, and facilitate coordination and communication to highlight their contributions to socio-economic development.

Since 2020, Lao CSO has operated under the Lao CSO Coordination Committee and Secretariat, with a four-year term scheduled to conclude in 2025. This year marks the final term before the upcoming election of a new steering committee. To ensure continued effectiveness and relevance, the Lao CSO platform needs to review its achievements, weaknesses, and challenges across all aspects of its performance, including internal policies, governance, coordination, and overall management. This review will help identify areas for improvement and define a strategic way forward for the new governing period.

To facilitate this process, the platform’s secretariat aims to engage a consultant to assess existing governance frameworks, develop comprehensive policies, clarify roles and responsibilities within the platform, and strengthen member engagement strategies. The goal is to ensure the platform’s sustainability, transparency, and increased effectiveness in contributing to national development objectives through more meaningful engagement among CSOs, donors, and other stakeholders.

Objectives

1. Conduct a comprehensive review of existing governance structures, operational documents, and platforms to evaluate their effectiveness and alignment with current needs.
2. Develop and formalize policies, guidelines, and standard operating procedures to enhance Lao CSO platform management’s transparency, accountability, and efficiency.
3. Clearly define the roles, responsibilities, and decision-making authority of the key entities within the Lao CSO platform, including the Lao CSO Coordination Committee, Secretariat, advisor, and members’ bodies.
4. Establish policies and mechanisms for member engagement, motivation, member fees, and retention, to foster active participation and long-term commitment.
5. Design a transparent and equitable framework for the election process, terms, and tenure of Steering Committee members, ensuring compliance with best practices and organizational sustainability.

Scope of Work:

1. Conduct a Comprehensive Review

• Collect governance documents like statutes, bylaws, and strategic plans. Include meeting minutes, operational manuals, and current policies.
• Interview members of the Lao CSO Coordination Committees. Include Secretariat staff and select members. Listen to their views on governance practices and challenges.
• Evaluate the transparency and inclusiveness of current mechanisms. Check if they support decision-making, accountability, and member needs.
• Examine how well structures adapt to the evolving CSO sector. Consider changing expectations from stakeholders.
• Spot gaps, overlaps, and outdated procedures. Document strengths and best practices for improvement.

2. Develop and Formalize Policies

• Cover governance, operational management, conflict resolution, communication, and reporting.
• Help staff and members implement policies. Include procedures for meetings, decision-making, resource allocation, and conflict management.
• Define roles, responsibilities, workflows, and approval processes for daily operations. Streamline governance functions.
• Ensure policies are practical, clear, and aligned with best practices.

3. Define Roles, Responsibilities, and Decision-Making

To make operations clearer within the Lao CSO platform, a comprehensive framework will be created. It will clarify roles, responsibilities, and decision-making authority for all entities, including LCCC, board advisors, the Chair, Steering Committee, alternates, Secretariat, members, and others.

• Develop detailed terms of reference for each entity. These will specify scope, responsibilities, functions, and contributions.
• Define how decisions are made. Include approval hierarchies, voting rules, and escalation steps. This will improve transparency and issue resolution.
• Establish effective ways to share information and work together. This will prevent overlaps, improve collaboration, and align efforts with strategic goals.

4. Member Engagement and Election Framework

• Draft policies to encourage members’ active involvement in meetings, working groups, and decision-making.
• Create recognition and incentive schemes to motivate members and maintain their commitment.
• Set transparent criteria for membership eligibility, nominations, and renewals.
• Use surveys, forums, and consultations to gather feedback. Incorporate their input to improve the platform.
• Develop a fair and open election process for the Steering Committee.
• Outline procedures for nominating candidates, voting, and announcing results.
• Define term lengths, re-election rules, and rotation to ensure renewal.
• Set qualification criteria and nomination processes to ensure diversity and qualifications.
• Include rules to prevent conflicts of interest and promote ethical elections.

Top of Form

Bottom of Form

Results of Delivery:

• A comprehensive report summarizing current governance structures, strengths, gaps, and recommendations.
• Approved policies, guidelines, and SOPs that enhance transparency and operational coherence.
• Clear TORs, roles, responsibilities, and decision-making frameworks for all key entities.
• Member engagement guidelines and policies to promote active participation and retention.
• A fair and transparent election framework ensuring legitimacy and sustainability.
• Final deliverables, including the inception report, review report, draft and final policies, and a summary presentation for stakeholders.

Qualifications & Experience:

• Proven experience in civil society governance, policy formulation, and platform coordination.
• Familiarity with the Lao civil society context, stakeholder engagement, and governance challenges is preferred.
• Strong analytical skills, with the ability to synthesize complex information into clear reports.
• Excellent communication, facilitation, and stakeholder engagement skills.

Application Process:

Interested candidates should submit the following:

• An updated CV emphasizing relevant experience.
• A brief statement of interest outlining their motivation and approach to the assignment.
• Samples of relevant work (e.g., policy documents, governance frameworks, reports).

Please send to E-mail: thipmangkone.lcn@gmail.com; laocso.secretariat@gmail.com

Closed Date: May 31, 2025