Terms of Reference 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 a basic health care program at the beginning. Gradually GK concentrated efforts in five major areas: Health care, education, agriculture, response to a 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 project underway is forcibly displaced Myanmar nationals living in Cox's Bazar camps. For more information, visit:
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 performs its role, the organization will not achieve its goal and objectives. Given the importance of human resource management, the 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 policies and guidelines. This review includes (but is not limited to) HR systems; processes; organizational design; regular vs. project employees bridging; staffing position/title and grade/level; compensation and reward system; performance measurement & management; career development; disciplinary management; 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 potential staff members. A workshop with the menial staff is recommended. 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
- The current Organogram
- The organizational culture
- Current HR department structure, functioning, tools, systems, staff capacity
- HR rules and regulations, code of conduct and policies, templates, etc. used in different locations and projects
- Current salaries of different positions in different locations and projects
- Current use and effectiveness of job descriptions/TORs
- Current staff contracts used in different locations and projects
2. Update HR policies & procedures
- Work with the GK management to update the HR Rules and Regulations, and the Code of Conduct.
- Ensure the HR Rules and Regulations are in line with Bangladeshi Labour Law.
- Work with the senior management team and directors to develop an Organogram of the organization and clear communication lines.
- Develop together with the senior management team and directors a plan on how to clearly communicate the HR Rules and Regulations to the staff and establish mechanisms to implement them.
3. Develop job responsibilities and HR management system
- With support of the HR Director/Manager, 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.
- 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.
- 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.
- Develop a competitive Salary scale that includes grades/steps for different positions, levels for the number of years of experience, and considerations for the yearly inflation rate.
4. Development of Performance Management system and 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.
Outputs/expected deliverables
- Proposed organogram with clear communication lines;
- Update the job description of a key positions in the organization, where applicable;
- Integrated the Jibon o Jiban Dhara and HR guideline currently used at Cox's Bazar into one HR Manual. And develop a user hand book (how to implement the guidelines)
- Check if the HR rules and regulations or guidelines comply with Bangladesh Labour Law. And respect the conformity of funding agencies.
- Develop and grade by position and a Salary scale (Two salary scales will be required one for regular staff and another for project staff)
- Propose the current staff into the staff grade category according to present criteria, JD, position
- Proposed an Action Plan on how to rollout the HR guidelines
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, at least one-day visit Cox’s Bazar and one GK sub-centres (close to Dhaka) for one day.
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 10 years of leadership experience in the HR field in the public and NGO sectors. 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 and 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 March 07, 2023. The request must consist of five separate documents and a single file:
- The Technical Proposal.
- 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 deliverables that could be achieved and how your background and experiences make you the most suitable candidate.
- 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.
- Financial proposal comprising a detailed quotation for the assignment, showing working days and expected fee, as well as travel costs.
- Contact details of two references/previous clients who are able to comment on your ability to advise organizations on human resources.
Applications will be reviewed by GK and shortlisted applicants will be invited to an interview.
GK reserves the right to accept or reject any or all of this advertisement.
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