Regionalization process Role of the Regions in Confederation: Consultancy

For several years the Caritas Confederation has reflected on the regionalization process, namely a (re-) definition of roles and responsibilities of the Regional Secretariats, based on the principle of subsidiarity, on the new Caritas Internationalis (CI) Statutes (2023), and on the Regional Statutes. In the current Confederation’s way of working, Regional Secretariats -with different modalities and organisational structures, coordinate initiatives of institutional development and capacity strengthening, coordinate –or play a key role in the coordination of- major regional crises, serve as a link between the General Secretariat and the MOs, coordinate data collection, play a mentorship, advisory and facilitating role, and promote their own -and/or actively participate in- advocacy global initiatives. Beyond the different contexts where the Regional Secretariats act, they would need to be further equipped to address the needs of their members and to assume the coordination role expected at the global, regional, national and local levels.

The 2023 CI General Assembly highlighted that Regions, participating fully in the mission of the Church, acquire their deepest meaning as a space of communion for the service of charity and as an expression of the synodality that the Confederation is called to live (1). The discussion pointed out important elements for further reflection. On the expectations of the Regions: respect the diversity of the contexts; improve communication and accountability to the Members and the global structures, including the General Secretariat; facilitate dialogue among their Members; coordinate humanitarian response of Regional crises; support capacity strengthening for fragile and emerging Member Organisations. On key challenges identified, to be addressed through future work: strengthen the working relationship and coordination between the Regional Secretariats and the General Secretariat; enhance interregional collaboration; own and practice the CI Partnership Principles and Modus Operandi; have a common orientation/induction programme for new staff and new leaders; enhance pastoral collaboration with Regional Bishops’ Conferences.

Furthermore, in the process of allocation of CI extraordinary reserves to the empowerment of Regions which happens since 2024, most of the Regional Secretariats have developed project proposals requesting funds for structural/core positions that might become running costs in the next few years. By acknowledging the importance of this kind of actions to make a Regional Secretariat more effective, the common reflection goes also on the long-term sustainability of these structures.

It is to be noted that responsibilities and tasks of the Regions in humanitarian response, advocacy, organisational development and communication often are not associated with a funding strategy to provide the resources and capacity needed.

The current international context, characterized by significant aid cuts, global instability, shrinking space for CSOs in many contexts, polarization –among other challenges-, makes this reflection even more urgent, with the aim to look realistically at what can be feasible and how, by respecting the identity, mission, values and principles of Caritas.

It is a common responsibility to look at the current situation and a possible way forward, by taking into consideration the common interest of the Confederation and in the same time the specificities of each Region.

Objective

Analyse the purpose, role and responsibilities of the seven Regions of the Caritas Internationalis’ Confederation (2), what resources and capacity are present and required at the level of the Regional Secretariats, what is their organisational long-term sustainability, and propose realistic scenarios to make those structures more effective and sustainable in the next future, and able to address the needs of their Members.

Scope of work

The consultant is asked to:

• Analyse –through document review (3) and interviews (4) - the profile of the seven Regions of the Confederation, and of the respective Regional Secretariats, in terms of legal framework; role and responsibilities assigned; organisational structure; capacity and strategies; operational plans and actions implemented; sources of fund, resource mobilisation, financial framework and sustainability;
• Present the historical evolution of regionalisation in the Confederation, as well as the historical developments of each Region and each Regional Secretariat;
• Analyse roles and responsibilities of Regional Secretariats, MOs, General Secretariat and relationships among the different levels;
• Identify the main Regional needs and realistic expectations, from the Regions themselves, Member organisations, General Secretariat;
• Identify common elements and specificities, and suggest ways to improve peer learning and interregional collaboration;
• Undertake (whenever relevant) a desktop analysis on legal implications (e.g. law to be applied to govern contracts);
• Based on the analysis done, and on interaction with Regions and relevant stakeholders, propose agreed and realistic scenarios on the responsibilities, tasks, capacity and resources needed at Regional level, related potential costs and sustainability plan, first to the attention of the Regionalization Task Force and then to the Caritas Internationalis’ governing body;
• Undertake this analysis within the framework of other major ongoing Confederation’s processes (e.g. first review of the CI Strategic Framework, CI Partnership Principles and Modus Operandi, geopolitical analysis, …).

The candidate consultant is required to prepare a proposal which shows the methodology and work plan, indicate the actions’ timeline and a budget based on the information provided in these ToR. The candidate consultant is also required to submit a presentation of the consultancy firm describing previous experience in global consultancy, CV of the consultant(s) in charge and motivation to take part in this assignment.

At the Confederation level, the following stakeholders are to be involved in this work:

• Presidents of the Regions

• Regional coordinators

• Staff of the Regional Secretariats, identified by the Secretariats themselves

• Members of the Caritas Internationalis governance (Representative Council and Executive Board)

• Members of Regional Commissions (Board at Regional level)

• Leadership of Member Organisations (Presidents and directors)

• Secretary General and Senior Leadership Team of Caritas Internationalis

• Members of the Regionalisation Task Force

• Members of the CI Legal Affairs and Financial Commissions

• Members of CI Strategic Committees and Regional Strategic Committees.

• As relevant/needed, other external stakeholders can be also consulted:

• Representative of partner organisations of the Regional Secretariats (e.g. partner MOs, other NGOs and external partners, …)

• Holy See Dicastery for Promoting Integral Human Development

  The CI Regionalization Task Force will oversee and support this work, and will approve the consultant’s report before submission to the Representative Council. At the level of the CI General Secretariat, the coordination of this work is under the responsibility of the Secretary General and the Confederation Development Director.

Deliverables and timeline

The consultancy is scheduled to take place from February until June 2026.

First/main findings are due by 18 April 2026. The final report with all findings and recommendations/scenarios shall be submitted to the CI General Secretariat by 15 June 2026.

After the contract has been awarded, the following deliverables are expected:

• Develop a final work plan after consultation with the Regionalization Task Force - Mid February 2026
• Induction report (based on documents’ review and initial interviews) - End of February 2026
• Stakeholder engagement (according to the methodology and tools chosen) - End of March 2026
• First/main findings - Third week of April 2026
• Draft report (with validation meeting) - End of May 2026
• Final report - First half of June 2026

The estimated time foreseen for this evaluation is aprox 40 days.

The final report should provide Caritas Internationalis (CI) and its stakeholders, particularly the Representative Council, with possible scenarios and clear related recommendations on the role and responsibilities of Regional Secretariats within the Confederation in the next future and the current international environment. It should serve as both an analytical report and a decision-making tool for the governance.

Key elements of the report should include:

1. Executive Summary
   - Concise overview of key findings, challenges, and recommendations;
   - Tailored for senior leadership and governance bodies.

2. Analysis of the Current Situation

   - Profiles of all seven Regions and their Regional Secretariats: legal frameworks, structures, roles, responsibilities, capacities, operational plans, and funding sources;
   - Identification of gaps, redundancies, or challenges in current roles/tasks;
   - Assessment of human and financial resources vs. responsibilities.

3. Needs and Expectations

   - Summary of expectations from Regional Secretariats, Member Organisations, and the General Secretariat;
   - Identification of common elements and regional specificities.

4. Legal and Financial Considerations

   - Overview of legal frameworks governing contracts and employment in different regions, as relevant and needed.
   - Analysis of financial sustainability, funding gaps, and potential long-term costs and sustainability.

5. Scenario Planning and Recommendations

   - Realistic scenarios for the evolution of Regional Secretariats;
   - Based on the different scenarios, recommendations on roles, responsibilities, resource needs, and sustainability strategies;
   - Possible pathways for enhancing coordination, interregional collaboration, and alignment with CI principles.

6. Implementation Roadmap

   - Suggested sequence of actions, timeline, and responsible parties;
   - Indicators for monitoring progress and evaluating effectiveness.

7. Annexes

   - Detailed data, methodology, stakeholder consultations, legal references, and financial model

The final full report should be submitted along with an Executive summary of the report (from 2 to max 5 pages).

All deliverables are to be drafted in English and submitted in electronic format to the CI reference person, Moira Monacelli, Director of Confederation Development (monacelli@caritas.va).

Consultant’s Qualifications and experience

• Proven expertise in institutional assessment and organisational development;
• Proven record of strong analytical and research skills, technical facilitation and conducting interviews
• Previous experience in global review processes;
• Knowledge and previous experience in the Caritas Confederation is a strong asset;
• Be fluent in English (both written - excellent reporting skills - and spoken) and knowledge of at least one of the other official languages of the Confederation (particularly Spanish) is an asset;
• Be knowledgeable of the NGO environment and/or civil society networks;
• Good understanding of capacity assessments and development of sustainability plan.

Cost projection

The basis for payment and payment scheduling will be determined during contract negotiations, based upon a fixed fee finalized upon signature of the contract.

Costs for travels requested by Caritas Internationalis will be covered by the demanding organisation.

The consultant shall be solely responsible for the full amount of any tax associated with any payments the consultant will earn or receive under this assignment.

Ethics and Safeguarding

The consultant is required to sign and abide by the Caritas Internationalis Safeguarding Policy.

Confidentiality and Intellectual Property

All documents and materials developed during this consultancy will remain the property of Caritas Internationalis. The consultant will not disclose any confidential information obtained during the assignment to third parties without prior written consent.

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1. Cfr. Concept note on Regionalization, CI General Assembly, May 2023.
2. Based on art. 8, CI Statutes, 2023; Chapter III, art. 7,8,9, CI Internal Rules, 2023.
3. E.g. Regional Statutes and policies, CIMS assessment report and related supporting documentation, …
4. The candidate consultant can propose the methodology s/he finds the most appropriate, and even more than only one approach (interview, focus groups, survey, webinars, etc.).

How to apply

All tender documents must be written in English including technical and financial offers and should be sent in electronic form to monacelli@caritas.va copied to hr@caritas.va by 25 January 2026.

For any further information related to the consultancy, please contact Moira Monacelli, Director of Confederation Development, Caritas Internationalis, at monacelli@caritas.va