Gonoshasthaya Kendra, Cox’s Bazar

Terms of Reference (TOR) for an HR Function Consultancy
(Individual, team or company)

Introduction of Gonoshasthaya Kendra (GK)

GK started its activities by establishing a 450-bed field hospital located in the Indian state of Tripura for the treatment of injured freedom fighters and Bangladeshi refugees. Following Bangladesh's independence, the hospital was relocated to Savar 40 km north of the capital Dhaka. And began working for the poor in the vicinity of Savar as an NGO registered in 1972. GK started with basic health care program at the beginning. Gradually GK concentrated efforts in five major areas: Health care, education, agriculture, response to humanitarian crisis and vocational training for women. GK operates in 19 districts across 42 health centres and hospitals, including a 100-bed dialysis center in Dhaka, the biggest in Bangladesh. GK also has a number of foreign funded projects, the biggest projects under way is for forcibly displaced Myanmar nationals living in Cox's Bazar camps. For more information, visit:

www.gonoshasthayakendra.com; www.facebook.com/gksavar

Rationale of the consultancy

Human resources management involves managing the people who work in an organization. This may include physicians, nurses or midwives, administrators, coordinators, managers, officers or field workers. Since the organization is led by these people, they are considered to be "human resources". It is fundamentally believed that unless the team is not properly managed, motivated and perform their role, the organization will not achieve its goal and objectives. Given the importance of human resource management, institutional review is important.

Consequently, the services of an individual consultant or a consulting firm shall be recruited for a holistic review of GK's existing HR approach/function. This review includes (but is not limited to) HR systems; processes; organizational design; old vs. new employees bridging; staffing levels; recruitment regime; compensation and reward system; performance measurement & management; career development; disciplinary management; employee and organizational development; and last but not the least creating an organizational culture in line with the vision and values of the organization.

Objective

The primary objective of the assignment is to develop a comprehensive human resource management function for GK to better performance and productivity.  

Proposed process

To achieve the above mentioned objective, the following process will involve GK employee engagement as mandatory. There will be a need to engage the CEO, Directors, Managers, HR teams and other senior management. This will ensure a fair, coherent and policy compliant process that meets the needs of GK's regular activities and its projects.

Scopes of work

The main elements of the task are outlined below.

1. Review and structure the organization

The review will include

  1. The current Organogram
  2. The organizational culture
  3. Current HR department structure, functioning, tools, systems, staff capacity
  4. HR rules and regulations, code of conduct and policies, templates, etc. used in different locations
  5. Current salaries of different positions in different locations
  6. Current use and effectiveness of job descriptions/TORs
  7. Current staff contracts used in different locations

2. Update HR policies & procedures

  1. Work with the GK management to update the HR Rules and Regulations, the Code of Conduct, PSEA, feedback and response mechanism including whistle blowing policy and other relevant staff policies.
  2. Ensure the HR Rules and Regulations are in line with the Bangladeshi Labour Law.
  3. Work with CEO to develop an Organogram of the organization and clear communication lines.
  4. Develop together with the CEO and Directors a plan how to clearly communicate the HR Rules and Regulations to the staff and establish mechanisms to implement it.

3. Develop job responsibilities and HR management system

  1. With support of the CEO and HR Director, develop an HR Handbook for the HR team on how to conduct their responsibilities, including allocation of clear responsibilities through revised job descriptions of the HR staff and flow chart.
  2. The HR management manual shall provide procedures and guidance for all HR management tasks, including the recruitment, contracting, staff induction, management of assets provided to staff, appraisals, promotions, disciplinary measures, dismissal, staff training planning, managing personnel files, staff complaints management, etc.)
  3. Develop all relevant HR related templates (recruitment request form, job posting, interview evaluation and comparison, reference check, employment contract, job description, appraisal form, warning letter, promotion letter, dismissal letter, etc.).
  4. Develop software programs for data filing, staff recruitment and payroll.
  5. Develop an ideal salary scale which includes grades for different positions, levels for the number of years of experience and considerations for yearly inflation rate. Develop a plan how to gradually align the current staff salaries to the ideal salary scale.

4. Development of career development system

Develop a staff appraisal system, career development and incentive system, and staff training plan guidance. Train directors and managers on using the appraisal and career development system.

5. Set up an effective HR department and train the team

Recommend the necessary staff set-up, equipped with technology to run the GK HR department, taking into consideration the current, decentralized structure. Train the HR staff on the HR management manual, use of templates, tools and computer programs. Coach the HR team during the first months of implementation.

Outputs/expected deliverables

  1. Analysis report on:
    • The current Organogram
    • The organizational culture
    • Current HR department structure, functioning, tools, systems
    • HR rules and regulations, code of conduct and policies, templates, etc. used in different locations
    • Current salary pays of different positions in different locations
    • Current use and effectiveness of job descriptions/TORs
    • Current staff contracts used in different locations
    • Including recommendations how to develop the HR department and the other deliverables, including expected costs for staff and equipment/software.
  2. Revised HR Rules and Regulations
  3. Revised Code of Conduct, PSEA, feedback and response mechanism/whistle blowing policy and any other policies deemed relevant
  4. HR Management Handbook
  5. Job descriptions of HR staff
  6. HR templates
  7. Computerized data filing system
  8. Computerized recruitment system
  9. Proposed organogram with clear communication lines
  10. Salary scale
  11. HR staff training curriculum to be conducted by the consultant
  12. Training curriculum on appraisal and career development for directors and manager to be conducted by the consultant
  13.  Final consultancy report

Duration and timeframe

GK anticipates that the duration of the assignment would be proposed by the applicant with a timeline for each task and deliverables. This assignment should require multiple face-to-face visits to Savar.

Eligibility of the consultant

Education:  Post Graduate/ Master's Degree from a reputable university in economics or business management or HR will be strongly preferred.                                      

Experience & skills:

  • At least 15 years of leadership experience in the HR field in public and NGO sector.  The candidate must have previously led the strategic HR function of a large private or multinational organization or a national NGO.
  • Professional experience with well-known national NGOs in good practice environments.
  • The applicant should have worked in the HR section of the public sector or government sector or corporate sector in Bangladesh, which is an advantage.
  • The applicant is/has-
    • Well aware of the dynamics of transforming a regular public sector organization or NGO into a high-performing dynamic entity.
    • Previous consulting experience, cross exposure in HR is an advantage.
    • Experience in performing human resources assessments.
    • Experience in strategic planning and organizational development.
    • Excellent report writing skills.
    • Excellent Communication Skills – verbal – written – presentation and cultural understanding.
    • Carried out similar advisory mandates successfully.
    • Experience in capacity building and/or mentoring assignments.

Application procedure

If you are interested in supporting us and meet the criteria, we encourage you to submit your application via email to <hrgkmi2018@gmail.com> no later than July 14, 2022. The request must consist of five separate documents and a single file:

  1. The Technical Proposal.
  2. CV of lead consultant with a cover letter. In the cover letter, please explain how you meet these criteria by writing a statement of interest of no more than 1,000 words that clearly addresses each of the bullet points and how your background and experiences make you the most suitable candidate.
  3. If you are partnering with another consultant, your expression of interest should explain how you will divide the work within the team. A partner's resume is desirable.
  4. Financial proposal comprising a detailed quotation for the assignment, showing working days and expected fee, as well as travel costs.
  5. Contact details of two references/previous clients who are able to comment on your ability to advise organizations on human resources.

Applications will be assessed by GK and shortlisted candidates will be invited for an interview.