ECHO Lead Proposal Writer - RFP-RO01-004103

Terms of Reference (TOR) for DG ECHO Lead Proposal Writer (East Africa and Great Lakes Regional Office)

1. Who is the Danish Refugee Council?

Founded in 1956, the Danish Refugee Council (DRC) is a leading international NGO and one of the few with a specific expertise in forced displacement. Active in 40 countries with 9,000 employees and supported by 7,500 volunteers, DRC protects, advocates, and builds sustainable futures for refugees and other displacement affected people and communities. DRC works during displacement at all stages: In the acute crisis, in displacement, when settling and integrating in a new place, or upon return. DRC provides protection and life-saving humanitarian assistance; supports displaced persons in becoming self-reliant and included into hosting societies; and works with civil society and responsible authorities to promote protection of rights and peaceful coexistence.

DRC East Africa & Great Lakes (EAGL) operates in Burundi, the Democratic Republic of Congo, Djibouti, Ethiopia, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda in order to prevent displacement, support communities on the move and help people achieve durable solutions. The Regional Office supports initiatives focusing on mixed migration, durable solutions and borderlands, as well as advocacy and policy initiatives related to the displacement agenda at national, regional and global level.

2. Purpose of the consultancy

DRC seeks an experienced Proposal Writer to lead an anticipated submission to DG ECHO-funded in response to the 2026 Humanitarian Implementation Plan (HIP) for DRC’s countries in EAGL.

The Consultant will collaborate with Headquarters, the HQ Hub, and across in-country technical coordinators and Head of Programmes at Country Office level. The Consultant will liaise closely with DRC’s in-country Head of Programmes to write, review, and finalise proposal packages, including technical content, budget/financial components, and annexes.

The Consultants should have past experience serving as a lead for DG ECHO solicitation and demonstrate strong familiarity with donor processes, templates, and strategic priorities, particularly the Technical Policies Annexes for 2026. In-country experience in DRC’s EAGL countries, and prior experience working with DRC country teams is highly preferred.

3. Background

DRC has been prepositioning for the HIP 2026 expected to be issued in late November 2025. The countries’ composition - the design and budget allocation - will only be confirmed once the HIP is released, hence this ToR may require some changes at this time.

4. Objective of the consultancy

The objective of the estimated 2 months consultancy assignment per consultant is to lead the proposal writing of ECHO HIP application covering DRC’s EAGL countries.

The selected consultant can perform this consultancy from distance if the consultant can ensure an effective communication channel, but may be invited to travel to the countries involved in the proposal.

The scope of work of the consultant, as well as the timeline and the exact number of working days, will vary according to the requirements of this specific call for proposals and the available capacities within DRC’s teams at the time of application.

5. Scope of work and Methodology

The consultant is required to:

• Serve as lead Proposal Writer for a DG ECHO-funded opportunity, inclusive of all required (core) documents and optional annexes (i.e., e-Single Form; Budget; Needs Assessment Report).
• Complete a comprehensive review of core documents and annex material aligned to ECHO requirements, ensuring proposal package alignment with donor priorities and compliance with rules and regulations.
• Lead editing, revisions, and collation of proposal packages in coordination with the in-country teams in close coordination with the Head of Programme, including but not limited to e-Single Form, budget documents, and annexes.
• Coordinate with Country Office teams to contribute to and remote support project design processes (as relevant), ensuring needs assessment findings are incorporated into and inform proposed activities (as reflected in the logframe and Single Form).
• Coordinate with Country Office teams to lead and/or support budget development, inclusive of BoQs and budget notes, in alignment with proposal content and stated donor priorities.
• Lead development and writing/finalisation of proposal annexes (i.e., Needs Assessment Report, Work Action Plan); as required.
• Adhere to all stated timelines for submission of key deliverables, proactively raising concerns and/or challenges to the Regional Head of Programmes and Regional Business Development Coordinator to allow for timely identification and resolution.

6. Deliverables

The consultants will deliver:

Key Delivery Milestones

• Complete a comprehensive review of core ECHO documents and annex materials
• Draft project logframe, technical narrative, and budget
• Review ECHO proposals of EAGL countries to be determined by the Regional Business Development Coordinator

7. Duration, timeline, and payment

The total expected duration to complete the assignment will be up to 40 days. However, the work order will define the timeframe for this assignment once the donor completes the shortlist. The tentative timeframe will probably be 20 November – 31 December 2025.

Payment will be:

• 20% transferred after successful completion of second deliverable.
• 80% transferred after successful completion of all the deliverables.

8. Eligibility, qualification, and experience required

• Essential:

  • 7+ years’ experience in project design and proposal management; demonstrated experience and proven success working on DG ECHO-funded solicitations and with DG ECHO e-Single Form.
  • Proven success in working on and winning DG ECHO-funded proposals; strong familiarity with donor guidelines, minimum standards, and proposal requirements.
  • Strong familiarity with donor guidelines, minimum standards, and proposal requirements; familiarity with key donor interests/priorities (i.e., protracted refugees’ protection; humanitarian assistance; durable solutions).
  • Attention to detail and thorough knowledge of AP style, grammar, and usage rules.
  • Demonstrated organisational and critical thinking skills
  • Available for occasional international travel

• Qualification:

  • Educational level: degree in a relevant field such as International Development, Business Administration, Fundraising Management, Peace and Conflict Studies, or a related discipline.

• Skills and knowledge:

  • Facilitation and coordination skills – Proficient in leading proposal development brainstorms and discussions with relevant country teams. Skilled at synthesizing these inputs into a coherent proposal that meets all ECHO requirements.
  • Proficiency in drafting high-quality proposals, grant applications, and programme descriptions.

• Language requirements:

  • English fluency (written) required; demonstrated ability to turn complex, technical subject matter into clear and persuasive content.

9. Technical supervision

The selected consultant will work under the supervision of:

Direct management:

• Regional Head of Programme, Harriet Holder

10. Location and support

The Consultant will work on her/his own computer. The assignment can be carried out in DRC’s offices across the region or remotely.

11. Travel

The consultant may be expected to travel to the countries during the duration of the consultancy. DRC EAGL Regional Office will be responsible for travel arrangements and related expenses.

12. Submission process

Please refer to the RFP Invitation Letter.

13. Evaluation of bids

Please refer to the RFP Invitation Letter

14. Confidentiality

All information presented, obtained, and produced is to be treated as DRC’s property and is considered confidential for all other purposes than what is outlined in the ToR. Upon signing the contract, the selected consultant will be required to sign a confidentiality agreement. The material prepared by the consultant cannot be sold, used, or reproduced in any manner (partially or in full) by the consultant without prior permission from DRC.

15. Additional Information

For additional information regarding these terms of reference, please send your questions to Regional Supply Chain Manager EAGL RO: procurement.ro01@drc.ngo.

Please note that this consultancy is open to registered individual consultants or firms. Proof of registration will be required prior to contracting.

Please find complete bidding documents in the following link: RFP-RO01-004103 ECHO Lead Proposal Writer

How to apply

Bids can be submitted by email to the following dedicated, controlled, & secure email address: tender.ro01@drc.ngo

When Bids are emailed, the following conditions shall be complied with:

• The RFP number shall be inserted in the Subject Heading of the email e.g. "ECHO Lead Proposal Writer - RFP-RO01-004103"
• Separate emails shall be used for the ‘Financial Bid’ and ‘Technical Bid’, and the Subject Heading of the email shall indicate which type the email contains
  • The financial bid shall only contain the financial bid form, Annex A.2 or vendors financial bid in own format
  • The technical bid shall contain all other documents required by the tender, but excluding all pricing information
• Bid documents required, shall be included as an attachment to the email in PDF, JPEG, TIF format, or the same type of files provided as a ZIP file. Documents in MS Word or excel formats, will result in the bid being disqualified.
• Email attachments shall not exceed 4MB; otherwise, the bidder shall send his bid in multiple emails.

Failure to comply with the above may disqualify the Bid.

DRC is not responsible for the failure of the Internet, network, server, or any other hardware, or software, used by either the Bidder or DRC in the processing of emails.

Bids will be submitted electronically. DRC is not responsible for the non-receipt of Bids submitted by email as part of the e-Tendering process