Reporting Management System (RMS) Development & Training

BACKGROUND

Asmae-Association Soeur Emmanuelle (Asmae) is a French international NGO and registered charity, specializing in child development. Independent, secular, and apolitical, it is open to all. Founded in 1980 by Sister Emmanuelle, based on her experience with rag pickers in the slums of Cairo, Asmae continues its actions in line with the values and methods inherited from its founder: listening and proximity, pragmatism, taking account of differences, professionalism, and reciprocity. Asmae's actions aim to support vulnerable children, youth and their families through personalized and continuing support for local actors working in the fields of livelihoods, Socio-economic development, education and child protection and others,

Asmae has been operating in Lebanon through local partners since 1986. The organization is currently collaborating with five Lebanese NGOs, working in and around Beirut, Mout Lebanon, West Beqaa, South Lebanon (Tyre), Naher El Bared, and Ain El Helwe camps, with some activities also taking place in other parts of Lebanon.

Rationale

The capacity development of local partners is an essential component of Asmae’s work to foster localization, ensure sustainability, and empower the local community. In response to identified partner needs, Asmae aims to develop a comprehensive Reporting Management System (RMS) to enhance the quality, consistency, and timeliness of reporting in addition to a training delivery, putting practical tools in place. This support will be provided to two local partners of Asmae (NAHNOO and Naba’a). In addition to improving reporting skills, Asmae seeks to institutionalize a standardized RMS across partner organizations. This includes unified reporting workflows, templates, tools, quality assurance mechanisms, and clear governance structures that strengthen accountability and alignment with donors and internal standards.

OVERVIEW of the Main Objectives

This consultancy is expected to equip participants with a solid understanding of report management and professional writing, while also addressing the challenges they face in producing high-quality reports. Participants will acquire the competencies needed to produce timely, informative, and impactful reports in the humanitarian context.

Beyond training, the consultancy aims to provide partners with the tools and structures required to establish an effective Reporting Management System (RMS) within their organizations. This system will standardize reporting processes, reduce inefficiencies, and ensure alignment with donor and internal requirements. Follow up sessions after 3 months might be required.

Scope of Work – RMS Development

The Consultant will design, pilot, and institutionalize a comprehensive Reporting Management System (RMS) for Asmae and its partners to standardize reporting processes, improve data quality, and strengthen accountability.

1.Partner Reporting Capacity Assessment

• Assess partners’ existing reporting systems, tools, and human capacities
• Evaluate data quality, timeliness, compliance, and alignment with donor requirements
• Produce a gap analysis and practical, prioritized capacity-strengthening recommendation   

2.​​​​​​​​​​​​​​Reporting System Design

• Review and map existing reporting processes based on assessment findings
• Define streamlined workflows, approval steps, and quality control mechanisms
• Clarify roles and responsibilities for all reporting actors

3.Standardized Reporting Tools

• Develop harmonized narrative and quantitative reporting templates
• Establish unified reporting formats and a centralized reporting calendar
• Create data consolidation and aggregation tools aligned with M&E systems

 4.Digital Tracking & Automation

• Set up a reporting tracker and archiving system
• Introduce basic automation for deadlines, version control, and monitoring

5.SOPs & Quality Assurance

• Develop reporting Standard Operating Procedures (SOPs)
• Establish data validation and quality assurance mechanisms linked to M&E

6.RMS Manual & Knowledge Transfer

• Produce a user-friendly RMS Manual covering tools, procedures, and reporting cycles
• Ensure institutionalization through documentation and knowledge transfer

7.Training & Roll-Out

• Deliver practical trainings for Asmae staff and partners
• Provide coaching and support during system roll-out and initial implementation
• Conduct follow up session within 3-6 months after the training.

Methodology and Topics

The training will adopt a participatory and practice-oriented approach, combining short theoretical inputs with hands-on exercises, case studies, simulations, and peer review. The methodology will integrate gender equality, inclusion, safeguarding, and accountability principles across all modules. The Consultant may adjust the sequence and depth of sessions based on the partner capacity assessment.

1.Methodology & Approach for RMS Development

The Reporting Management System will be developed through a participatory, phased, and user-centered approach. The Consultant will work closely with Asmae and its partners through consultations, technical working sessions, and validation workshops to ensure ownership and practicality with each partner. The methodology will include a diagnostic capacity assessment, co-design of tools and workflows, piloting of the system, and progressive refinement based on feedback. The approach will prioritize simplicity, sustainability, data quality, accountability, and alignment with donor and M&E requirements, ensuring that the RMS is fully institutionalized and operational by the end of the assignment.

2.Core Reporting, Writing & RMS System Application:

Participants will strengthen their capacity in

-Purpose and accountability of reporting

-Types of reports (internal/external, operational, donor-specific)

-Key elements of quality reports: results, challenges, risks, and lessons learned

-Professional reporting writing: clarity, coherence, and evidence-based language

-Data interpretation and results-based narrative building

-Use of previous reports for consistency and institutional memory

-Ethical reporting, confidentiality, and safeguarding

-Reporting process mapping, workflows, and approval chains

-Roles, responsibilities, and accountability within the RMS

-Use of standardized templates, trackers, dashboards, and reporting calendars

-Version control, document management, and archiving

-Data validation, quality assurance, and integration with M&E systems

-Information flows between partners and Asmae

3.Gender, Inclusion & Accountability Integration

Across all sessions, participants will apply:

• Gender-responsive and inclusive reporting (disaggregated data and analysis)
• Reporting on vulnerable groups and accountability to affected populations
• Do-no-harm, PSEA, AAP and ethical data use principles

4.Donor Compliance

• Practical overview of core donor reporting requirements (EU, UN, USAID, etc.)
• Common compliance risks and how to avoid reporting-related audit findings
• Data flows between partners and Asmae

Tasks and Expected Deliverables

Deliverables and Deadlines:

The assignment will be implemented over a maximum period of 2 months, combining rapid assessment, system design, piloting, and capacity building. The Consultant will deliver the following key outputs in close coordination with Asmae and its partners:

Weeks 1–2:  Inception & Partner Capacity Assessment

• Inception meeting and finalization of methodology and detailed workplan
• Desk review of existing reporting tools and practices
• Rapid partner reporting capacity assessment (systems, tools, skills, compliance)
• Analysis of data quality, timeliness, and donor alignment

Deliverable: Inception Report & Partner Capacity Assessment and Gap Analysis Report

Weeks 3–4:  RMS Design & Standardization

• Mapping and redesign of reporting workflows and approval processes
• Definition of roles, responsibilities, and accountability matrix
• Development of standardized narrative and quantitative reporting templates
• Design of reporting calendar and data consolidation tools

Deliverable: Draft RMS Workflow, Templates, and Reporting Calendar

Weeks 5–6 | Digital Tools, SOPs & RMS Manual

• Development of reporting tracker, archiving, and version control system
• Preparation of Reporting SOPs and Quality Assurance tools
• Integration with M&E systems and indicators
• Development of the comprehensive RMS Manual

Deliverable: RMS Digital Tools, SOPs, and Draft RMS Manual

Weeks 7–8 | Training, Pilot & Finalization

• Delivery of 3–4 days of practical training for Asmae and partner staff
• Pilot implementation of the RMS with selected partners
• Collection of feedback and refinement of tools and procedures

Deliverable: Final RMS Package, Training Materials, Pilot & Final Assignment Report

Other Information
- 10 participants from each partners organization.
- Training conducted in English; discussions may be in Arabic.
- Training materials, tools and other SOPs must be approved by Asmae before sharing.
- Estimated starting date is January 19th, 2026 and will last for 2 months

Follow-up support may be required after 3-6 months

Qualifications

• Applicants (individuals or firms) must meet the following minimum requirements:
  Advanced university degree in Business Administration, Information Management, Monitoring & Evaluation, Social Sciences, or a related field.
• Minimum 5 years of proven experience in community development, organizational systems, reporting, or institutional capacity strengthening.
• At least 5 years of demonstrated experience in designing and delivering trainings, preferably for NGOs and partner organizations.
• Proven experience in developing or institutionalizing reporting and/or management systems, including reporting tools, SOPs, and digital trackers.
• Strong expertise in results-based reporting, data quality, and donor compliance requirements (EU, UN agencies, USAID, etc.).
• Excellent facilitation, communication, and analytical skills, with a strong ability to translate technical concepts into practical tools.
• Demonstrated understanding of gender equality, inclusion, safeguarding, and accountability to affected populations (AAP).
• Fluency in both Arabic and English (written and spoken) is mandatory.

Proven ability to work under tight deadlines, manage multiple tasks, and deliver high-quality outputs on time