REQUEST FOR QUOTATION - DEVELOPMENT OF A REVISED VANUATU NATIONAL NGO POLICY: TOWARDS A STRATEGIC PARTNERSHIP FRAMEWORK FOR LOCALISED DEVELOPMENT (2026-2020)

REQUEST FOR QUOTATION: DEVELOPMENT OF A REVISED VANUATU NATIONAL NGO POLICY: TOWARDS A STRATEGIC PARTNERSHIP FRAMEWORK FOR LOCALISED DEVELOPMENT (2026-2020)

Introduction

Non-Governmental Organizations (NGOs), Civil Society Organizations (CSOs), and Community- Based Organizations (CBOs) play a critical role in Vanuatu’s development and humanitarian landscape. Over time, however, existing policy arrangements have become fragmented, compliance- focused, and administratively burdensome, limiting the effectiveness of partnerships between Government and civil society. There is a need to revisit and revise the existing Vanuatu NGO Policy document that was launched in 2017.

The Ministry of Internal Affairs has been progressing consultations to inform this revision of the current NGO Policy over the last few months, with a view to establish a modern Strategic Partnership Framework that:

• Strengthens ni-Vanuatu leadership and localisation
• Streamlines administrative and regulatory processes
• Promotes equitable partnerships between local and international actors
• Shifts Government engagement from enforcement-driven to dialogue-based

The revised policy is intended to provide a framework that responds to emerging national priorities, lessons from humanitarian responses, and the need to better align NGO operations with national development planning.

With sector consultations now completed, the Ministry of Internal Affairs, in collaboration with VANGO, now seeks the services of a qualified and experienced consultant to develop the policy document.

Scope
The Revised NGO Policy will include coverage of the following areas:

• NGO registration and approval processes
• Coordination mechanisms between Government, NGOs, and civil society networks
• Reporting requirements and administrative procedures
• Financial partnership standards between international and local organisations
• Compliance and enforcement approaches
• Monitoring and evaluation arrangements

The review will not create new criminal offences but will align enforcement with existing legal frameworks.

Guiding Principles

The review process will be guided by:

• Constitutional integrity and freedom of association
• Localisation first — prioritising ni-Vanuatu leadership and authorship
• Mutual accountability between Government and civil society
• Administrative efficiency and reduction of red tape
• Partnership over policing

Methodology

Documentation and Consultation Findings Review
Following engagement, the consultant will commence the assignment by undertaking a review of key documentation that is to inform the development of the policy. Specifically, this is to include:

• 2017 Vanuatu NGO Policy
• Draft NGO Bill
• Charitable Associations Act
• Proposed Guidance Note on Localised Humanitarian Action in Vanuatu
• CSO Contributions to the NSDP pilot project report
• NGO Policy Consultation materials including detailed notes from consultation sessions convened in Port Vila, Santo and Tanna.

Key Informant Interviews
Attend stakeholder meetings with identified key Government and sector personnel. These will be targeted consultations based on identified knowledge gaps and needs identified through a review of the documentation. It is anticipated that consultation will include questions to uncover the current approval, reporting and coordination processes of relevance to CSOs and identity systemic bottlenecks, duplications and proposed improvements. The consultation may include meetings with key staff from the Ministries of:

• Internal Affairs
• Strategy Policy, Planning and Aid Coordination
• Justice, Youth and Community Services
• Environment
• Climate Change
• Lands Administration
• Fisheries
• Agriculture
• Finance
• Melanesian Spearhead Group (MSG)
• Vanuatu Financial Services Commission (VFSC)

The Consultant will attend all consultations, with support from VANGO and/or MOIA. Consultation will be recorded and/or detailed notes will be gathered to support policy devlopment.

Drafting and Validation
Based on the document review and outputs from key informant consultations, the consultant will prepare a draft, succinct NGO Policy that is structured around four pillars, namely:

Pillar 1: Localisation and Leadership

• Transition and localisation expectations for international NGOs
• Increased visibility, participation and decision making of local organisations in planning and project delivery

Pillar 2: Streamlined Operations

• Introduction of a Single Window Approval System for CSO registration
• Harmonised digital reporting through a unified CSO reporting template

Pillar 3: Equitable Financial Standards

• Minimum overhead provisions for local partners
• Shift from risk transfer to risk sharing in partnerships

Pillar 4: Sector Protection and Due Process

• Dialogic enforcement model
• Mandatory consultation prior to deregistration
• Preservation of judicial recourse

In addition to the drafting of the Policy Document, annex documentation is to be developed, covering:

• An Implementation Framework and Action Plan;
• A Monitoring and Evaluation Framework (including annual localisation stocktake); and
• Streamlined operational guidelines for NGO approvals and reporting

Following drafting of the policy, a validation workshop is to be convened to enable the obtaining of feedback and one round of revisions will be provided as part of the consultancy.

Deliverables

• NGO Policy
• Implementation Framework and Action Plan
• Monitoring and Evaluation Framework.
• Operational Guidelines for NGO approval and reporting document

Budget
Prospective consultants should submit detailed prospective budget for the proposed works. The available budget is between 300,000-500,000.

How to Apply

Consultant Requirements

Interested applicants should submit an Expression of Interest (EOI) outlining their approach and costs. Key requirements include:

• Experience in policy development in a development context
• Knowledge of the Pacific, preferably Vanuatu
• Strong written communication; ability to produce clear, visual materials
• Able to work independently to tight deadlines

Applicants must also provide:

• CV
• Proposed daily rate and total cost estimate (including any travel)
• Examples of previous similar work

Schedule

Review of Documentation          2-3 Days
Key informant interviews           2-3 Days
Drafting                                          1 week
Validation and review                 1 week
Finalization                                   2 Days

The final Policy is due by end of November.

Submission Details
Interested consultants should submit an EOI and submit to info@vango.vu