TERMS OF REFERENCE
Consultancy to Conduct the Baseline Capacity Development Needs Assessment Study of Small and
Medium-Sized Non-Profit Organisations (NPOs) in South India
Project title More Robust Partner Organisations through Institutional Quality Standards and the
Promotion of Financial Sustainability and Technical-Professional Capacities
Implementing organisation Karl Kübel Foundation for Child and Family (KKF)
Supporting organisation Karl Kübel Stiftung (KKS), Germany
Funded by German Federal Ministry for Economic Cooperation and Development (BMZ)
Consultancy period 19 August – 30 September 2026
Consultancy budget Up to INR 6,00,000, inclusive of all applicable taxes and expenses (see Section 8)
1. Background
Karl Kübel Foundation for Child and Family (KKF) is implementing a multi-year capacity development initiative
titled “More Robust Partner Organisations through Institutional Quality Standards and the Promotion of Financial
Sustainability and Technical-Professional Capacities,” supported by Karl Kübel Stiftung (KKS), Germany, with
funding from the German Federal Ministry for Economic Cooperation and Development (BMZ).
Within this initiative, KKF is responsible for two components: establishing a learning, exchange and networking
platform for small and medium-sized non-profit organisations (NPOs) in South India and delivering a structured
capacity development programme covering business models and sustainable finance, digital skills and artificial
intelligence (AI), and organisational development and internal policies. Forty NPOs from five South Indian states
— Andhra Pradesh, Karnataka, Kerala, Tamil Nadu (including Puducherry), and Telangana — will be selected to
take part in this programme over the project period.
Non-profit organisations in India operate in an increasingly demanding environment: evolving regulatory
requirements, rising donor expectations around accountability and compliance, growing competition for funding,
and fast-changing digital needs. Many organisations are strongly committed to their mission but have limited
opportunity to systematically assess their own institutional capacities or access structured development support.
This project is designed to help address that gap.
As the first major activity under the project, KKF is commissioning a Baseline Capacity Development Needs
Assessment Study. The study will establish baseline evidence on participating organisations against the project's
results framework, identify their capacity development needs, generate the evidence required to select the final 40
NPOs, and inform the design of the capacity development interventions that follow. Its findings will also help KKF
understand broader capacity development needs across the non-profit sector, informing its work beyond the life of
this project.
2. Purpose of the Consultancy
KKF is seeking a qualified consultant to conduct the Baseline Capacity Development Needs Assessment Study of
small and medium-sized NPOs in South India. The study will generate the evidence needed to establish project
baselines, support selection of the participating NPOs, identify their capacity development priorities, and inform
the design of the project's capacity development interventions.
3. Objectives of the Assignment
The consultant will:
1. Assess the organisational capacities, strengths and development needs of eligible NPOs, and establish baseline
values for the project's indicators, generating the evidence needed to select the 40 partner NPOs and design
the project's capacity development interventions.
2. Identify common and emerging capacity development needs and priorities across the non-profit sector in
South India, informing both this project and KKF's future capacity development work through the Karl Kübel
Institute for Development Education (KKID).
3. Generate practical recommendations for designing the project's capacity development, coaching, mentoring
and networking interventions.
4. Scope of Work
The consultant shall undertake the following tasks in close consultation with the KKF project team.
4.1 Inception
The consultant shall review the project design, results framework and other relevant documents, and prepare a
short inception note covering the proposed methodology, work plan, sampling approach, data collection tools,
quality assurance measures and ethical safeguards for the study. The consultant shall take part in KKF's project
orientation webinar and hold an inception discussion with the project team to confirm a shared understanding of
the assignment, expected outputs and schedule.
4.2 Assessment Framework and Tools
In consultation with the KKF project team, the consultant shall develop:
• an organisational capacity assessment framework covering the institutional dimensions relevant to the project;
• data collection instruments, including assessment questionnaires and a document review checklist;
• an objective scoring framework based on the assessment and selection criteria agreed with KKF; and
• data collection protocols, quality assurance procedures and ethical guidelines.
The consultant shall pre-test the tools with a small number of NPOs, with members of the KKF project team
accompanying the consultant to observe and provide feedback, and shall refine the tools based on this pre-test
before the full study begins. The final framework and tools require KKF's approval before data collection starts.
4.3 Baseline Data Collection
The consultant shall conduct the assessment using a combination of online and offline methods; the mix of each,
including how many NPOs are covered by each approach, will be agreed with KKF based on logistics, geographic
spread and study needs. The consultant shall:
• prepare a detailed data collection plan;
• coordinate directly with participating NPOs on scheduling and documentation requirements;
• collect information through structured interviews with NPO representatives and review of relevant
organisational documents;
• apply quality assurance measures to ensure the data collected is complete, accurate and consistent; and
• maintain professional ethics, confidentiality and informed consent throughout.
4.4 Geographical Area
The study will cover eligible NPOs across five South Indian states: Andhra Pradesh, Karnataka, Kerala, Tamil
Nadu (including Puducherry), and Telangana. The consultant should expect NPOs to be spread across multiple
districts within each state, and should plan data collection logistics — including the mix of online and offline
coverage — accordingly. The exact districts and locations to be covered will be confirmed once the list of NPOs
expressing interest is finalised, and will be shared with the consultant at inception.
4.5 Additional Capacity Development Needs
In addition to assessing NPOs against the three capacity development components already outlined in this
ToR (business models and sustainable finance, digital skills and AI, and organisational development and
internal policies), the consultant is expected to identify any other capacity development needs of NPOs that
fall outside these three areas. This may include, but is not limited to, thematic or programmatic capacity,
human resource capacity, partnership and collaboration capacity, or other needs identified during the
assessment. These additional needs should be documented and reported alongside the findings related to the
three components.
4.6 Ecosystem Scan of the Non-Profit Sector in South India
The consultant is expected to conduct a comprehensive ecosystem scan of the non-profit funding landscape
in South India, based on desk research. This scan should map the region's key donors, funding trends and
priorities — including bilateral and multilateral agencies, domestic and international foundations, CSR
funders, and government schemes relevant to NPOs — along with existing networks, platforms and similar
capacity development initiatives operating in the five states. The scan should also note any emerging shifts
in donor priorities or funding patterns that could affect the sustainability of small and medium-sized NPOs.
This will give KKF a wider understanding of the funding environment within which the project's learning,
exchange and networking platform and capacity development programme will operate, and inform the
business models and sustainable finance component in particular. The ecosystem scan is a desk-based
exercise and does not require primary data collection from NPOs outside the assessment sample.
4.7 Data Analysis, Scoring and Selection Recommendations
The consultant shall analyse the data collected and prepare an evidence-based capacity profile for each
participating NPO. Using the approved scoring framework, the consultant shall:
• score each NPO against the agreed assessment and selection criteria;
• prepare capacity profiles highlighting each NPO's strengths, areas for improvement and priority development
needs;
• analyse common and emerging capacity development needs across the participating NPOs;
• identify and recommend NPOs against the agreed criteria from each of the five South Indian states for
participation in the project. The number of NPOs to be recommended shall be more than the required 8 NPOs
per state so as to allow replacement if a selected NPO withdraws; and
• provide clear, evidence-based justification for all recommendations.
The consultant shall also summarise the broader capacity development priorities emerging from the study, to
inform the design of training, coaching, mentoring and networking activities under the project.
5. Deliverables and Timeline
Deliverable Description Due date
1.Webinar consultant to participate in the webinar that will
introduce the project to the NPOs. 19 August 2026
2. Inception
Note
Consultant's understanding of the assignment, proposed
methodology, work plan and schedule. 20 August 2026
3. Assessment
Framework,
Tools and
Protocols
Final, pre-tested assessment framework, data collection
tools, scoring framework and protocols, incorporating
feedback from the pre-test.
25 August 2026
4. Completion
of Baseline
Assessment
Data collection completed for all participating NPOs,
combining online and offline interviews with document
review.
20 September 2026
5. Draft
Baseline Study
Report
Draft report covering methodology, findings, NPO
capacity profiles, scores, selection recommendations,
and capacity development priorities.
25 September 2026
6. Final
Baseline Study
Report
Final report incorporating KKF's feedback, together with
final scoring sheets and the complete assessment
database.
30 September 2026
The consultant shall present key findings and recommendations to the KKF project team before submitting the
final report, which shall incorporate KKF's feedback.
6. Roles and Responsibilities
6.1 The Consultant
• Deliver the assignment on time and in line with the approved methodology and work plan.
• Coordinate directly with participating NPOs for scheduling and data collection.
• Ensure the quality, accuracy and confidentiality of all data collected.
• Incorporate KKF's feedback into all deliverables.
• Present key findings and recommendations to the KKF project team.
• Hand over all datasets, tools, scoring sheets and reports to KKF on completion of the assignment.
6.2 KKF
• Share relevant project documents and the list of eligible NPOs.
• Introduce the consultant to participating NPOs and communicate the study's purpose.
• Review and provide timely feedback on all deliverables.
• Accompany the consultant during the pre-test and contribute to refining the tools.
• Take part in review meetings and provide technical guidance throughout the assignment.
• Make the final decision on selection of participating NPOs, based on the consultant's recommendations.
• Approve final deliverables on satisfactory completion of the assignment.
7. Required Qualifications and Experience
This assignment is open to individual consultants or consulting firms with demonstrated experience in
organisational capacity assessment and capacity development of non-profit organisations. Prior experience
developing organisational assessment frameworks or tools for non-profit organisations is an added advantage.
Educational Qualifications
• A postgraduate degree in development studies, social work, public administration, management,
organisational development, sociology, economics, public policy, or a related discipline. A doctoral degree is
an added advantage.
Professional Experience
• At least 10 years of professional experience in organisational development, capacity development, or
organisational assessment of non-profit or community-based organisations.
• Demonstrated experience designing and conducting organisational capacity assessments, institutional
assessments, baseline studies, or similar assignments.
• Experience facilitating organisational development and capacity development initiatives for small and
medium-sized NPOs is highly desirable.
• Experience working with donor-funded development programmes, with familiarity with donor accountability
and compliance requirements.
• Experience working with organisations across multiple states or diverse socio-cultural contexts in India is an
advantage.
Technical Competencies
• Organisational capacity assessment and institutional analysis.
• Capacity development planning.
• Research design and mixed-methods data collection.
• Qualitative and quantitative data analysis.
• Report writing and presentation of findings.
• Stakeholder engagement and facilitation.
Personal Competencies
• Excellent analytical and problem-solving skills.
• Strong interpersonal and communication skills.
• Ability to work independently while maintaining close collaboration with the KKF project team.
• Ability to manage assignments within agreed timelines.
• High standards of professional ethics, integrity and confidentiality.
8. Consultancy Budget
The maximum consultancy budget is INR 6,00,000 (Rupees six lakh), inclusive of all applicable taxes and the
consultant's fees, travel and other expenses. This amount also covers the travel, accommodation and related
expenses of the KKF project team members who accompany the consultant during the pre-test of the assessment
tools (Section 4.2). Interested consultants should confirm their willingness to undertake the assignment within this
budget and timeline as part of their Expression of Interest (Section 9).
9. Expression of Interest (EOI) — Submission Requirements
Interested consultants are invited to submit an Expression of Interest (EOI) of not more than three pages, along
with a CV, covering:
▪ Relevant Experience — a brief summary of experience conducting organisational capacity assessments,
baseline studies, or capacity development needs assessments, particularly with non-profit or community-based
organisations.
▪ Suitability for the Assignment — why the consultant is well suited, highlighting relevant expertise and sector
knowledge.
▪ Proposed Approach, Methodology and Budget — a brief description of the proposed approach to the
assignment and a budget.
▪ Experience with Non-Profit Organisations — a summary of experience in organisational development and
capacity development work with NPOs.
▪ Confirmation of Availability — confirmation of availability for the full consultancy period (19 August – 30
September 2026).
▪ Budget Confirmation — confirmation of willingness to undertake the assignment within the maximum budget
set out in Section 8.
Preference will be given to consultants based in South India who have a working knowledge and/or proficiency in
one or more South Indian languages.
The EOI should be accompanied by:
• A detailed CV of the consultant (or CVs of proposed team members, for a consulting firm); and
• Contact details of two professional referees familiar with similar assignments undertaken by the consultant.
Submission: EOIs should be submitted by 10 August 2026 to cbproject@karlkubelfoundation.org with the
subject line “EOI – Baseline Capacity Development Needs Assessment.” For queries regarding this
consultancy, please send a mail to the same e-mail id.
10. Ethical Considerations, Confidentiality and Data Ownership
The consultant shall conduct the assignment in accordance with accepted ethical and professional standards,
respecting the rights, dignity and confidentiality of all participating organisations and respondents. The consultant
shall:
• obtain informed consent from participating organisations and respondents before collecting any information;
• ensure that participation in the study is voluntary and that information collected is used solely for the purposes
of this assignment;
• maintain the confidentiality of all organisational information and data obtained during the study, and not
disclose it to any third party without KKF's prior written approval;
• ensure that all electronic and hard-copy data are securely stored during the consultancy and transferred
securely to KKF on completion of the assignment;
• declare any actual or potential conflict of interest that may influence, or be perceived to influence, the
impartiality of the study; and
• conduct the assessment in an objective, transparent and unbiased manner.
All reports, datasets, assessment tools, scoring sheets, presentations and other materials developed under this
consultancy shall become the property of Karl Kübel Foundation for Child and Family (KKF). The consultant shall
not publish, reproduce or otherwise use any part of the study's findings or materials for any purpose without KKF's
prior written consent.
TERMS OF REFERENCE
Consultancy to Conduct the Baseline Capacity Development Needs Assessment Study of Small andMedium-Sized Non-Profit Organisations (NPOs) in South India
Project title: More Robust Partner Organisations through Institutional Quality Standards and the promotion of Financial Sustainability and Technical-Professional Capacities
Implementing organisation: Karl Kübel Foundation for Child and Family (KKF) (https://www.karlkubelfoundation.org/)
Supporting organisation: Karl Kübel Stiftung (KKS), Germany
Funded by: German Federal Ministry for Economic Cooperation and Development (BMZ)
Consultancy period: 19 August – 30 September 2026
Consultancy budget: Up to INR 6,00,000, inclusive of all applicable taxes and expenses (see Section 8)1.
Background: Karl Kübel Foundation for Child and Family (KKF) is implementing a multi-year capacity development initiative titled “More Robust Partner Organisations through Institutional Quality Standards and the Promotion of Financial Sustainability and Technical-Professional Capacities,” supported by Karl Kübel Stiftung (KKS), Germany, with funding from the German Federal Ministry for Economic Cooperation and Development (BMZ).
Within this initiative, KKF is responsible for two components: establishing a learning, exchange and networking platform for small and medium-sized non-profit organisations (NPOs) in South India and delivering a structured capacity development programme covering business models and sustainable finance, digital skills and artificial intelligence (AI), and organisational development and internal policies. Forty NPOs from five South Indian states, viz Andhra Pradesh, Karnataka, Kerala, Tamil Nadu (including Puducherry), and Telangana will be selected to take part in this programme over the project period.
As the first major activity under the project, KKF is commissioning a Baseline Capacity Development Needs Assessment Study. The study will establish baseline evidence on participating organisations against the project's results framework, identify their capacity development needs, generate the evidence required to select the final 40 NPOs, and inform the design of the capacity development interventions that follow. Its findings will also help KKF understand broader capacity development needs across the non-profit sector, informing its work beyond the life of this project.
Purpose of the Consultancy
KKF is seeking a qualified consultant to conduct the Baseline Capacity Development Needs Assessment Study of small and medium-sized NPOs in South India. The study will generate the evidence needed to establish project baselines, support selection of the participating NPOs, identify their capacity development priorities, and inform the design of the project's capacity development interventions.
Objectives of the Assignment
The consultant will:
1. Assess the organisational capacities, strengths and development needs of eligible NPOs, and establish baseline values for the project's indicators, generating the evidence needed to select the 40 partner NPOs and designthe project's capacity development interventions.
2. Identify common and emerging capacity development needs and priorities across the non-profit sector in South India, informing both this project and KKF's future capacity development work through the Karl Kübel Institute for Development Education (KKID).
3. Generate practical recommendations for designing the project's capacity development, coaching, mentoringand networking interventions.
Scope of Work
The consultant shall undertake the following tasks in close consultation with the KKF project team.
1 Inception: The consultant shall review the project design, results framework and other relevant documents, and prepare a short inception note covering the proposed methodology, work plan, sampling approach, data collection tools,quality assurance measures and ethical safeguards for the study. The consultant shall take part in KKF's projectorientation webinar and hold an inception discussion with the project team to confirm a shared understanding ofthe assignment, expected outputs and schedule.
2 Assessment Framework and Tools: In consultation with the KKF project team, the consultant shall develop:
• an organisational capacity assessment framework covering the institutional dimensions relevant to the project
• data collection instruments, including assessment questionnaires and a document review checklist;
• an objective scoring framework based on the assessment and selection criteria agreed with KKF; and
• data collection protocols, quality assurance procedures and ethical guidelines.
The consultant shall pre-test the tools with a small number of NPOs, with members of the KKF project team accompanying the consultant to observe and provide feedback, and shall refine the tools based on this pre-test before the full study begins. The final framework and tools require KKF's approval before data collection starts.
3 Baseline Data CollectionThe consultant shall conduct the assessment using a combination of online and offline methods; the mix of each, including how many NPOs are covered by each approach, will be agreed with KKF based on logistics, geographic spread and study needs. The consultant shall:
• prepare a detailed data collection plan;
• coordinate directly with participating NPOs on scheduling and documentation requirements;
• collect information through structured interviews with NPO representatives and review of relevant organisational documents;
• apply quality assurance measures to ensure the data collected is complete, accurate and consistent; and
• maintain professional ethics, confidentiality and informed consent throughout.
4 Geographical Area: The study will cover eligible NPOs across five South Indian states: Andhra Pradesh, Karnataka, Kerala, TamilNadu (including Puducherry), and Telangana. The consultant should expect NPOs to be spread across multipledistricts within each state, and should plan data collection logistics, including the mix of online and offline coverage accordingly. The exact districts and locations to be covered will be confirmed once the list of NPOs expressing interest is finalised, and will be shared with the consultant at inception.
5 Additional Capacity Development Needs: In addition to assessing NPOs against the three capacity development components already outlined in this ToR (business models and sustainable finance, digital skills and AI, and organisational development andinternal policies), the consultant is expected to identify any other capacity development needs of NPOs that fall outside these three areas. This may include, but is not limited to, thematic or programmatic capacity, human resource capacity, partnership and collaboration capacity, or other needs identified during theassessment. These additional needs should be documented and reported alongside the findings related to thethree components.
6 Ecosystem Scan of the Non-Profit Sector in South India: The consultant is expected to conduct a comprehensive ecosystem scan of the non-profit funding landscape in South India, based on desk research. This scan should map the region's key donors, funding trends and priorities including bilateral and multilateral agencies, domestic and international foundations, CSR funders, and government schemes relevant to NPOs, along with existing networks, platforms and similar capacity development initiatives operating in the five states. The scan should also note any emerging shifts in donor priorities or funding patterns that could affect the sustainability of small and medium-sized NPOs. This will give KKF a wider understanding of the funding environment within which the project's learning, exchange and networking platform and capacity development programme will operate, and inform the business models and sustainable finance component in particular. The ecosystem scan is a desk-based exercise and does not require primary data collection from NPOs outside the assessment sample.
7 Data Analysis, Scoring and Selection Recommendations: The consultant shall analyse the data collected and prepare an evidence-based capacity profile for eachparticipating NPO. Using the approved scoring framework, the consultant shall:
• score each NPO against the agreed assessment and selection criteria;
• prepare capacity profiles highlighting each NPO's strengths, areas for improvement and priority developmentneeds;
• analyse common and emerging capacity development needs across the participating NPOs;
• identify and recommend NPOs against the agreed criteria from each of the five South Indian states for participation in the project. The number of NPOs to be recommended shall be more than the required 8 NPOs per state so as to allow replacement if a selected NPO withdraws; and
• provide clear, evidence-based justification for all recommendations.The consultant shall also summarise the broader capacity development priorities emerging from the study, toinform the design of training, coaching, mentoring and networking activities under the project.
Deliverables and Timeline:
1.Webinar- Consultant to participate in the webinar that will introduce the project to the NPOs. 19 August 2026
2. Inception Note- Consultant's understanding of the assignment, proposed methodology, work plan and schedule. 20 August 2026
3. Assessment Framework,Tools and Protocols- Final, pre-tested assessment framework, data collection tools, scoring framework and protocols, incorporating feedback from the pre-test.25 August 2026
4. Completion of Baseline Assessment Data collection completed for all participating NPOs,combining online and offline interviews with document review.20 September 2026
5. Draft Baseline Study Report- Draft report covering methodology, findings, NPO capacity profiles, scores, selection recommendations, and capacity development priorities.25 September 2026
6. Final Baseline Study Report- Final report incorporating KKF's feedback, together with final scoring sheets and the complete assessment database.30 September 2026
The consultant shall present key findings and recommendations to the KKF project team before submitting the final report, which shall incorporate KKF's feedback.
Roles and Responsibilities
The Consultant:
• Deliver the assignment on time and in line with the approved methodology and work plan.
• Coordinate directly with participating NPOs for scheduling and data collection.
• Ensure the quality, accuracy and confidentiality of all data collected.
• Incorporate KKF's feedback into all deliverables.
• Present key findings and recommendations to the KKF project team.
• Hand over all datasets, tools, scoring sheets and reports to KKF on completion of the assignment.
KKF
• Share relevant project documents and the list of eligible NPOs.
• Introduce the consultant to participating NPOs and communicate the study's purpose.
• Review and provide timely feedback on all deliverables.
• Accompany the consultant during the pre-test and contribute to refining the tools.
• Take part in review meetings and provide technical guidance throughout the assignment.
• Make the final decision on selection of participating NPOs, based on the consultant's recommendations.
• Approve final deliverables on satisfactory completion of the assignment.
Required Qualifications and Experience
This assignment is open to individual consultants or consulting firms with demonstrated experience in organisational capacity assessment and capacity development of non-profit organisations. Prior experience developing organisational assessment frameworks or tools for non-profit organisations is an added advantage.
Educational Qualifications
• A postgraduate degree in development studies, social work, public administration, management,organisational development, sociology, economics, public policy, or a related discipline. A doctoral degree isan added advantage.
Professional Experience
• At least 10 years of professional experience in organisational development, capacity development, ororganisational assessment of non-profit or community-based organisations.
• Demonstrated experience designing and conducting organisational capacity assessments, institutionalassessments, baseline studies, or similar assignments.
• Experience facilitating organisational development and capacity development initiatives for small andmedium-sized NPOs is highly desirable.
• Experience working with donor-funded development programmes, with familiarity with donor accountabilityand compliance requirements.
• Experience working with organisations across multiple states or diverse socio-cultural contexts in India is anadvantage.
Technical Competencies
• Organisational capacity assessment and institutional analysis.
• Capacity development planning.
• Research design and mixed-methods data collection.
• Qualitative and quantitative data analysis.
• Report writing and presentation of findings.
• Stakeholder engagement and facilitation.
Personal Competencies
• Excellent analytical and problem-solving skills.
• Strong interpersonal and communication skills.
• Ability to work independently while maintaining close collaboration with the KKF project team.
• Ability to manage assignments within agreed timelines.
• High standards of professional ethics, integrity and confidentiality.
Consultancy Budget
The maximum consultancy budget is INR 6,00,000 (Rupees six lakh), inclusive of all applicable taxes and the consultant's fees, travel and other expenses. This amount also covers the travel, accommodation and related expenses of the KKF project team members who accompany the consultant during the pre-test of the assessment tools.
Interested consultants should confirm their willingness to undertake the assignment within this budget and timeline as part of their Expression of Interest. Please go through the EOI in this link before applying https://www.karlkubelfoundation.org/wp-content/uploads/2026/07/Call-for-consultants.pdf
All applications should be in the format prescribed in the EOI
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