Consultancy – Updating the Human Resource and Procurement Manuals: SOS Children’s Villages Zambia

Terms of reference for consultancy to update policy manuals as follows:

1) Human Resource and Administration Manual
2) Procurement Manual

1.0 Introduction

SOS Children’s Villages Zambia is a child-focused organization and an affiliate of the SOS Children Villages International. It is a non-governmental, non-political, non-denominational, and non-racial organization whose overall mission is to build families for children in need, help them shape their own futures and share in the development of their communities.

It is a registered nonprofit organization in the Republic of Zambia and is an affiliate to SOS Children’s Villages International, which has a presence in 134 countries and territories. SOS Children’s Village Zambia has been operational in Zambia since 1999 and has 4 villages operating in Lusaka, Kitwe, Livingstone and Chipata. The programmes run by SOS Zambia include the following:

 Alternative Care programming;
 Community-based Family Strengthening Programme;
 Youth Vocation Training Centre.

SOS Children’s Villages Zambia has policies and procedures in human resources policies and procedures manual which with the growth of the organization, changes in best practices on the market coupled with development of new legislation over the years do now require review and alignment with the said legislation and changes.

Further, over the years SOS Children’s Villages Zambia has developed practices and documentation that are not yet included in the manual. It is now necessary to bring these practices and documentation in the Human Resource Manual.

In view of the fore going, SOS Children’s Villages Zambia now seeks to identify consultancy services to review and update the SOS Human Resources Manual, and invites eligible individuals and/or consultancy consortia to submit their proposals. Thus, we seek the services of a Human Resources Consultant firm with expertise and experience in best practice of human resource management from reputable and traceable organizations to review and update the SOS Children’s Villages Zambia human resources manual.

2.0 Overall objective of the assignment:

To review and update the Human Resource Manual and Procurement Manual of SOS Children’s Villages Zambia and align them with international best practices and the relevant and current Zambian labour and Procurement laws respectively.

3.0 Scope of work

The Human Resource Consultant will;

3.1 Review and revise both the human resources aspects of the current SOS Children’s Villages Zambia Policies and Procedures and come up with a comprehensive SOS Children’s Villages Zambia Human Resources Manual, which will, inter-alia, include a travel policy.

3.2 Review and revise the procurement policies and procedures and produce a comprehensive SOS Children’s Villages Zambia manual

4.0 Specific tasks are:

1. Undertake review of the existing Human Resource Manual and Procurement Manual of the SOS CV Zambia, and other similar manuals used by organisations in the CSO sector, identifying gaps and weaknesses;

2. The consultant/s will develop all tools deemed necessary for conducting a review and/or development of the two Manuals.

3. With the support of the SOS Children’s Villages Zambia Management, collate practices and documentations that are used and that need to be brought into the two policy documents.

4. Consolidate all human resources and procurement policies, procedures, practices and documentation into separate single documents for ease of reference.

5. Develop and/or review the SOS CV Zambia travel policy to allow efficient and effective employee travel arrangements, welfare and safety of employees travelling on behalf of SOS.

6. Outline delegations of authority related to travel activities for both local and international travels across the National Association.

5.0 Time frame

SOS Children’s Village Zambia requires that this assignment be completed no later than one (1) month from the date of execution of the contract.

6.0 Expected outputs from the consultancy

The Consultant will be required to provide the following outputs during the execution of the assignment:

1. Inception report detailing the proposed methodology and agreed work plan submitted within 5 days from the date of signing the contract.

2. Two draft consolidated manuals of both functions submitted to management for review within 14 working days from acceptance of the inception report and work plan.

3. Final copies of both manuals after integrating comments from Management in two separate documents and presented in both hard and soft copies.

4. Final Procurement Manual after integrating comments from Management in one document in hard and soft copies.

7.0 Reporting relationship

The Consultant will report to the National Director who shall be the first contact person for the consultancy.

8.0 Qualifications and experience required

1. Academic and professional qualification in Human Resource Management, Procurement Business Administration or Public Administration. A master’s degree in the said or similar field as above for key consultant will be preferred.
2. Demonstrated experience in human resources and administration function at senior levels in reputation organizations for key consultant.
3. Traceable demonstrated experience in developing human resources manuals.
4. Proof of similar work done for an NGO will be an added advantage.
5. Submission of bids should contain both the technical and financial proposals for both manuals.

The closing date for submission of proposals is Tuesday 26th May 2020 at 10.00 hours or earlier. The bids should be dropped in a tender box at the SOS Children’s village National Office Reception in PHI Lusaka.

No electronic submissions will be accepted.