Nutritionist consulting agreement template for international NGO work with per diem terms. Essential for dietitian consultants.

Nutritionist Consulting Agreement: International NGO Work and Per Diems (Service Provider Guide)

Working as a nutritionist consultant with international NGOs can be professionally rewarding—and contractually complex. You’re often balancing multiple stakeholders (country offices, headquarters, donors, local partners), rapid deployments, shifting security conditions, and travel-heavy schedules. In that environment, your nutritionist consultant contract is not “just paperwork.” It’s your primary tool for protecting your time, pay, and professional liability—especially when per diem policies, allowances, and travel expectations are involved.

This guide explains what to look for in a dietitian consulting agreement (or nutritionist services agreement) for international NGO assignments, with a practical focus on per diems, travel, deliverables, and the clauses that most often cause disputes. It’s written from the service provider perspective—so you can negotiate clearly and start the project with fewer surprises.

SEO note: You’ll see the terms nutritionist consultant contract, dietitian consulting agreement, nutrition consultant contract international, and nutritionist ngo contract used naturally throughout.

Why international NGO nutrition consulting contracts are different

A typical private-sector consulting agreement often assumes:

Remote work or stable office environments
Predictable schedules and access to data
Clear payment processes and fewer intermediaries

International NGO work rarely fits that mold. Your nutrition consultant contract international may need to address:

Field travel and security constraints
Medical clearance and visas
Local regulations, taxes, and banking restrictions
Donor-driven reporting requirements
Data privacy and beneficiary protection
Rapid changes in scope due to emergencies

If your agreement doesn’t cover these realities, you risk absorbing extra uncompensated time (re-plans, delays, extra travel days), or being held responsible for conditions you can’t control.

The core structure of a nutritionist NGO consulting agreement

Most NGOs use one of three formats:

Individual Consultant Agreement (ICA) or “Consultancy Contract”
Service Contract (sometimes used for short-term, local engagements)
Framework Agreement / LTA (Long-Term Agreement) plus individual task orders

Regardless of format, your nutritionist ngo contract should clearly define:

Scope of services (what you will do)
Deliverables & acceptance criteria (what “done” means)
Timeline (dates, milestones, travel windows)
Compensation (daily rate, fixed fee, installments)
Per diem / allowances (rates, eligibility, documentation)
Expenses (reimbursable categories + approvals)
Travel (booking responsibility, insurance, safety)
Confidentiality & data protection
IP ownership (who owns tools, templates, datasets)
Liability & indemnity
Termination (notice, payment on early termination)
Dispute resolution & governing law

Scope of work: get specific to avoid “scope creep”

In international nutrition programming, scope can expand quickly—especially in emergencies. Make sure the scope section lists not only broad themes, but also concrete activities and boundaries.

Examples of scoped tasks:

Rapid nutrition assessment design (SMART-compatible or other method)
IYCF counseling material review and adaptation
CMAM protocol update and training-of-trainers
Nutrition cluster coordination support (defined hours/days)
Proposal input for donor submission (defined sections)

Boundaries to include:

Maximum number of workshops/trainings to facilitate
Maximum number of field sites to visit
Specific reporting formats (PowerPoint, donor template, narrative report)
Whether you are responsible for enumerator recruitment, translation, printing, or logistics

Negotiation tip: Add a simple change-control mechanism: if the NGO adds tasks, it triggers a written scope update and an adjustment to fees and/or deadlines.

Deliverables and acceptance: define “approval” and “revisions”

Many disputes happen when deliverables are “submitted” but not “accepted,” delaying payment. In your dietitian consulting agreement, try to define:

Submission method (email, SharePoint, NGO platform)
Review period (e.g., 7–14 business days)
Number of revision rounds included (e.g., two rounds)
What counts as a “revision” vs. a new deliverable

Example acceptance language (conceptual):

Deliverable is accepted if no written feedback is provided within X days; or
Deliverable is accepted when it meets the agreed outline and includes required annexes; feedback must be specific and consolidated.

This is especially important when multiple stakeholders (country office + HQ + donor focal point) review your work.

Compensation models: daily rate vs fixed fee (and why it matters for per diems)

International NGOs commonly pay consultants:

Daily rate (often tied to days worked)
Fixed fee with milestone payments
Mixed approach (fixed fee + travel days at a reduced rate)

Your contract should clarify:

What counts as a billable day (field day, travel day, remote work day)
Minimum billing increments (half-day vs full-day)
Whether weekends/holidays are billable when travel is required

If the NGO expects you to be available full-time during a mission window, ensure the agreement aligns with that expectation.

Per diems in NGO contracts: what they are (and what they’re not)

A per diem is typically a daily allowance intended to cover meals and incidental expenses while traveling away from your home/base. It is not the same as:

Your consulting fee
A hardship allowance (unless explicitly stated)
A reimbursement for large expenses (flights, hotels, visas)

In a nutritionist consultant contract, per diem terms should be explicit because NGO policies vary widely and may be donor-restricted.

Key per diem questions to clarify in writing

1) What per diem rate applies—and who sets it?

Common sources include:

Internal NGO policy
Donor policy (e.g., USAID, FCDO, ECHO)
UN DSA rates (sometimes used as reference)

Ask the contract to identify:

The rate table used
The location basis (capital vs field location)
Whether rates can change mid-assignment

2) When does per diem start and end?

Per diem eligibility often depends on:

Overnight stays
Distance thresholds from duty station
Official start/end time of travel

Make sure you understand:

Whether travel days qualify for full or partial per diem
Whether airport transit days count
Whether per diem applies on the final day if you return home midday

3) Are meals or accommodation provided (and therefore deducted)?

NGOs often reduce per diem if:

Hotel includes breakfast
Meals are provided at a workshop
You stay in an NGO guesthouse

Your agreement should state:

The deduction percentages (if any)
How meal provision is documented
Whether the NGO can deduct without your written confirmation

4) Is per diem paid in advance or reimbursed later?

Some NGOs:

Pay per diem as an advance before travel
Reimburse after mission completion
Split (partial advance + reconciliation)

For consultants, timing matters. If you’ll incur costs upfront, request:

Clear payment timing (e.g., per diem advance 3–5 days before departure)
Method (cash, mobile money, bank transfer)
Currency and exchange rate rules

5) Is per diem taxable?

Tax treatment depends on your residence, the country of work, and whether per diem is treated as an allowance or reimbursement. The contract usually won’t provide tax advice, but it should state:

Whether the NGO will withhold taxes (if required)
Whether you are responsible for declaring income/allowances

Practical note: If the NGO labels per diem as “reimbursement of expenses,” they may require proof of travel but not receipts for meals. Still, policies differ.

Travel and logistics: who books and who carries the risk?

International NGO travel can include flight changes, security evacuations, curfews, and road access issues. Your nutritionist ngo contract should cover:

Booking responsibility

Does the NGO book flights/hotels, or do you book and get reimbursed?
If you book: what’s the approval process and spending caps?

Insurance

Is travel/medical/evacuation insurance provided by the NGO?
If you’re expected to carry your own coverage, your fee should reflect that cost.

Cancellations and delays

If your mission is delayed due to:

Security changes
Government restrictions
Program pause
Visa delays caused by the NGO’s late paperwork

…your contract should clarify whether you’re paid for:

Travel days already incurred
Standby days
Non-refundable costs

This is one of the most overlooked issues in a nutrition consultant contract international—and one of the most expensive when things go wrong.

Data, confidentiality, and safeguarding: protect beneficiaries and yourself

Nutrition work often involves sensitive information:

Beneficiary health data
Household vulnerability data
Clinic records
Photos and GPS coordinates

Your agreement should include:

Confidentiality obligations (both ways—your methodologies too)
Data protection standards and secure transfer tools
Rules for storing data on personal devices
Requirements to delete/return data at contract end

Also expect safeguarding clauses:

PSEA (Protection from Sexual Exploitation and Abuse)
Child safeguarding
Codes of conduct

Make sure you can comply operationally, especially if you’ll be collecting data in the field.

Intellectual property (IP): clarify ownership of tools and templates

Many NGOs claim ownership over “work product.” That may be reasonable for final reports produced under the consultancy, but you should protect:

Pre-existing frameworks and training materials you bring in
Generic templates you’ve developed across projects
Proprietary methods (unless compensated accordingly)

A balanced approach:

NGO owns deliverables created specifically for the project
You retain ownership of pre-existing materials and general know-how
Each party gets a license to use what they need

Payment terms: reduce delays and protect cash flow

Consultant payment delays are common in NGO systems due to multi-step approvals. Your nutritionist consultant contract should specify:

Invoice format and required documentation
Payment timeline (e.g., net 15 or net 30)
Whether payment is tied to acceptance (and what “acceptance” means)
Late payment remedies (interest may be non-negotiable, but clarity helps)
Bank fees: who pays intermediary and receiving fees?

Tip: If the NGO requires a timesheet, define who approves it and by when.

Termination and force majeure: plan for program reality

Projects can end early due to funding changes, access constraints, or emergencies. Make sure termination clauses address:

Notice period (e.g., 7–14 days)
Payment for work completed to date
Payment for committed travel or non-cancellable costs
Return of equipment/data
What happens to partially completed deliverables

Force majeure (events beyond control) should not leave you unpaid for work already performed or costs already incurred.

Independent contractor status: protect your classification

NGOs usually engage consultants as independent contractors, not employees. Your contract should reflect:

You control your methods and schedule (within mission needs)
You provide your own equipment (unless specified)
No employee benefits (unless explicitly provided)

Be careful if the NGO’s practices look like employment (fixed hours, day-to-day supervision). That can create tax and compliance risk for both sides.

Practical checklist: before you sign a nutritionist NGO consulting agreement

Use this checklist to review your dietitian consulting agreement quickly:

Scope: Specific tasks, limits, and exclusions
Deliverables: Clear outputs + acceptance timeline
Timeline: Mission dates, remote days, revision windows
Fees: Rate, currency, billing increments, travel day rules
Per diem: Rate source, start/stop rules, meal deductions, payment timing
Expenses: Pre-approval process + reimbursable categories
Travel: Booking, insurance, cancellations, security protocols
Data: Confidentiality, storage, transfer, deletion/return
IP: Ownership of deliverables vs pre-existing materials
Payment: Invoice requirements, approvals, payment deadline
Termination: Notice, payment on early end, cost coverage
Disputes: Governing law, venue, escalation process

Common red flags for nutrition consultants (and how to respond)

“Per diem is per policy” with no policy attached
Ask for the policy or rate table as an appendix.
Unclear travel day compensation
Clarify whether travel days are billable and at what rate.
Unlimited revisions
Limit included revisions; define additional work as out-of-scope.
Payment only upon donor approval
Try to tie payment to your deliverables, not donor processes.
Broad indemnity for anything that happens in the field
Narrow liability to your negligence/willful misconduct; avoid responsibility for security conditions.

A note on templates: use them, but tailor them

A template can speed up negotiation, but NGO consulting arrangements vary by country, donor, and mission type. The best approach is a strong baseline plus targeted edits for:

Per diem and travel
Data and safeguarding
Deliverables and acceptance
Early termination and costs

If you want to generate a tailored starting draft quickly (and then adjust to match the NGO’s policy environment), tools like Contractable can help streamline the process while keeping key clauses in view.

2025-06-11

Nutritionist Consulting Agreement: International NGO Work and Per Diems (Service Provider Guide)

Miky Bayankin

Nutritionist Consulting Agreement: International NGO Work and Per Diems (Service Provider Guide)

Why international NGO nutrition consulting contracts are different

The core structure of a nutritionist NGO consulting agreement

Scope of work: get specific to avoid “scope creep”

Deliverables and acceptance: define “approval” and “revisions”

Compensation models: daily rate vs fixed fee (and why it matters for per diems)

Per diems in NGO contracts: what they are (and what they’re not)

Key per diem questions to clarify in writing

1) What per diem rate applies—and who sets it?

2) When does per diem start and end?

3) Are meals or accommodation provided (and therefore deducted)?

4) Is per diem paid in advance or reimbursed later?

5) Is per diem taxable?

Travel and logistics: who books and who carries the risk?

Booking responsibility

Insurance

Cancellations and delays

Data, confidentiality, and safeguarding: protect beneficiaries and yourself

Intellectual property (IP): clarify ownership of tools and templates

Payment terms: reduce delays and protect cash flow

Termination and force majeure: plan for program reality

Independent contractor status: protect your classification

Practical checklist: before you sign a nutritionist NGO consulting agreement

Common red flags for nutrition consultants (and how to respond)

A note on templates: use them, but tailor them

Other questions you might ask next