Consultancy: comprehensive editing service of FCA’s documents

1. Introduction & Background

Finn Church Aid (FCA) is seeking a qualified consultant or firm to provide professional proofreading and editing services. The consultant will ensure that all FCA’s written materials, including reports, publications, proposals, and communications, are clear, accurate, and professionally structured.

FCA Ukraine Country office is looking for consultants for comprehensive editing service under Consultancy Modality to Support UKRCO with Technical Expertise during March 2025-end project in Ukraine.

2. Background info on FCA

FCA is the largest Finnish development and humanitarian cooperation non-governmental organization FCA operates in 12 countries around the world and specializes in three thematic priority areas: Right to Peace, Right to Livelihood, and Right to Quality Education. Right to Quality Education is a key focus area for FCA global programs and in Ukraine. We work with people in need, regardless of their religious beliefs, ethnic background or political convictions.

For more information, please visit www.kua.fi

3. Background info on FCA CO requesting the services

Finn Church Aid (FCA) implements a humanitarian aid program in Ukraine, with a primary focus on the education and livelihood sectors in central and eastern regions of the country. FCA is committed to delivering high-quality projects and maintaining strong visibility through clear, professional, and well-structured communication.

To uphold these standards, FCA seeks consultancy services for editing and proofreading various documents. These documents may include reports, publications, proposals, and communications intended for external stakeholders, donors, and the public. The objective is to ensure that all materials are accurate, polished, and aligned with FCA’s quality and branding requirements before dissemination.

4. Objectives

Depending on the level of work required, these services can be broken down into several categories:

1. Proofreading: Checking for minor errors like grammar, punctuation, and spelling.

2. Copyediting: Improving grammar, sentence structure, style consistency, and clarity without changing the core content.

3. Substantive Editing (or Developmental Editing): More in-depth, involving restructuring, rewriting, or refining the text to improve flow, logic, and coherence.

4. Paraphrasing or Rewriting Services: Focused on rephrasing text to improve originality, tone, or language use while keeping meaning intact.

5. Academic Editing: Specialized editing for research papers, theses, or dissertations to meet scholarly standards.

   5. Scope of work

   The consultant will be responsible for:

• Proofreading and editing FCA’s written materials to ensure clarity, grammatical accuracy, and coherence.
• Enhancing the readability and overall quality of reports, proposals, newsletters, and other communications.
• Ensuring consistency in style, tone, and formatting according to FCA’s branding guidelines.
• Providing constructive feedback on language and structure where necessary.
• Meeting tight deadlines while maintaining high-quality standards.

6. Deliverables

The consultant is expected to deliver:

• Edited and proofread documents with tracked changes and comments where necessary.
• Finalized, polished versions of documents ready for publication or submission.
• A brief report summarizing major language or structural improvements (if required).

7. Service Terms

The consultancy will be engaged on a deliverables-based payment model, with specific assignments ordered as needed. Payments will be made based on the successful completion and approval of each deliverable. The initial contract will be for 9 months, with the possibility of extension based on performance and demand.

8. Duty Station

The Consultant will be supported by the FCA UKRCO Team in Ukraine. The Consultant will also work closely with the FCA Head Office, (especially the Grants Adviser) as required and with FCA partners to the proposal.

The Consultant will report to the Programme Manager in FCA UKRCO, who will be responsible for validating the deliverables.

The Consultant will be permitted to work remotely.

9. Validity

Proposals shall remain valid and open for acceptance for a period of 30 days after the closing date for the submission.

Prior to the expiry of the original proposal validity period, the Contracting Authority may ask candidates in writing to extend this period. Candidates that agree to do so will not be permitted to modify their proposals. If they refuse, their participation in the tender procedure will be terminated.

10. Required Expertise and Qualification

Сonsultant should possess:

• A degree in English, Communications, Journalism, Linguistics or Humanitarian.
• At least five (5) years of experience in professional editing, proofreading, or copywriting.
• Experience in humanitarian or development sectors (preferred).
• Excellent command of English (native or near-native proficiency required).
• Familiarity with non-profit or NGO terminology and communication styles.
• Strong attention to detail and ability to work under tight deadlines.

11. Contract Award Criteria

The offers will be evaluated according to the contract award criteria below:

1. Previous experience in experience in professional editing, proofreading, or copywriting (weight – 50%)

   Scoring Methodology (Maximum score of 50 points):

• Experience is 5 years: 20 points

• Experience is 5-7 years: 30 points

• Experience is more than 7 years: 50 points

  Required Documentation:

  – Detailed explanation of relevant experience and/or links to documents.

  2. University Degree in English, Communications, Journalism, Linguistics, Humanitarian or other relevant field (weight – 10%)

  Scoring Methodology (Maximum score of 10 points):

• 5 points for Undergraduate (Bachelor’s degree)

• 7 points for Master’s degree

• 10 points for Postgraduate (PhD)

  Required Documentation:

-Diploma

3. Financial score (weight – 40%)

Scoring Methodology (Maximum score of 40 points):

Lowest bid receives highest score of 40 points, other candidates’ scores are calculated proportionally based on the lowest bid.

Required documentation:

– Financial proposal

12. Payment Modalities

Payment will be made in two instalments, as follows:

• 30% upon submission of the documents for editing or proofreading from FCA to Consultant
• 70% upon after approval reworking documents by FCA focal point