Terms of Reference (TOR)
 for updating Human Recourse Management Policy of PHALS

1. Background:

PHALS (Programme for Helpless and Lagged Societies) is a Local Non-Governmental Organization (NGO) started its journey in Cox’s Bazar district since 1992, latter got registration from Ministry of Social Welfare, Bangladesh in 1996, from NGO Affairs Bureau of Bangladesh in 1999. PHALS jointly working with GO/NGO and INGO to empower and protect the less privileged, marginalized vulnerable communities and surrounding environment through multidimensional development interventions. The organization addresses a wide range of critical issues, including localization humanitarian aid, livelihood and economic development, gender equality and People with disability inclusion, education, community empowerment, WASH, Health, disaster risk reduction (DRR), and climate change resilience.

With the support of Malteser International, PHALS has been implementing a localization project titled "ToGETHER! - Towards Greater Effectiveness and Timeliness in Humanitarian Emergency Response" in Bangladesh since 2021. The project aims to transcend organizational boundaries, enabling local and international partners to develop approaches to humanitarian responses and create synergies during crisis response collaboratively. It also supports local actors in enhancing their capabilities in humanitarian response, preparedness, coordination, and advocacy. Additionally, the program aims to create opportunities for establishing complementary partnerships and promoting the roles of local partners. Capacity-strengthening and exchange measures are based on LHPs' self-defined needs and priorities, as well as the broader humanitarian context within their countries and contexts. As part of the project's partner organizational capacity strengthening activities, PHALS is going to hire a consultant to update its Human Resource Management Policy.

2. Overview:

PHALS has a Human Resource Management Policy that was developed in 28/12/2009 and updated in 30/7/2022. However, given the rapid changes in our project modalities and nature of organization rules, regulation of PHALS HR operational areas, the necessity for effective human resource management, PHALS needs to update its existing Human Resource Management Policy that incorporates all necessary updates. This will ensure compliance with national and international human resource management standards and regulations. Additionally, it's essential to establish robust human resource management systems throughout PHALS.

3. Objective:

The main objective of updating the PHALS human resource management policy is to establish a standard human resource management system, aligning with the organization's growing needs and international HR standards. There are some specific objectives as follows.

  • To update the existing HR management policy of PHALS to meet the organization’s requirements and guiding the organization towards its proper HR management;
  • To find out the scope of computer base software interventions for better management of HR resource of PHALS;
  • To provide the best and effective staff evaluation method i.e. 360-degree performance appraisal to corporate in PHALS HR policy;
  • To provide orientation to the PHALS Admin and HR team on implementation of the updated policy as well as implication to the existing formats, tools and standards.

4. Scope of Work:

PHALS has a human resource management policy that was developed in 2009, updated in 2022. However, it has still some limitations, which were identified through capacity self-assessment supplemented by application verification. Due to these reasons, PHALS is in the process of standardizing its existing human resource management policy to meet national and international standards and compliance. The specific scopes of work are as follows:

  • To review the existing HR policy and identify areas for improvement.
  • To edit and insert the content, processes, and requirements that are missing in the policy.
  • To organize meetings with the management, admin and HR as well as SMT to discuss further implementation and challenges they are facing within the existing system and procedures.
  • To prepare the first draft of the updated policy and share it with the management and staff members (Admin, HR, Finance, Program and Executive Body).
  • To finalize the update HR management policy and provide orientation to the staff members for the implementation of the updated HR Management Policy.

Supports from PHALS:

  • PHALS will extend all necessary cooperation and support to the consultant for the proper execution of the assignment.
  • PHALS will provide all necessary documents and information required by the consultant.
  • PHALS will assign a focal person to liaise and coordinate with the consultant to accomplish the assigned task within the stipulated timeframe.

5.  Duration of the assignment:

The contract period is from 25 Jan 2024 to 23 February 2024. (Maximum 30 working days).

6. Deliverables:

  • It is expected to prepare an updated HR Management Policy for PHALS.
  • An orientation will be conducted with the concerned staff of PHALS on how to implement the manual.

7. Qualification Experience of Consultant/Firm: 

  • At least Master Degree in Masters of Social Science/Business Administration/Development studies or relevant subject (PhD holder in relevant subject is preferable given high priority)   
  • A minimum of 5 years relevant work experience in HR management policy/manual/guideline development.
  • Proficiency in Bengali and English, with a focus on presentation/reporting skills
  • Good communication and relationship-building skills

8. Duration and Implementation Schedule:

The total length of the concerned consultancy will not exceed 30 days to be spread out from 25 Jan 2024 to 23 Feb 2024.

Activity Duration
Review of current HR Management Policy 5 days
Preliminary consultations with PHALS staff 2 days (In-person/Online)
Prepare draft of Human Resource Management Policy and submit 15 days
Feedback from PHALS and analysis 3 days
Finalize the HR Management Policy and submission 2 days
Presentation preparation for orientation 2 days
Staff orientation by consultant 1 day

9. Terms of Payment:

The Consultant/ Firm is to receive payment from PHALS in 2 instalments:

  • 1st Payment: 30 % upon signing of the contract.
  • Final Payment: 70 % upon the submission of final revised HR Management Policy and staff orientation, subject to its acceptance by PHALS.
  • Payments shall be made in BDT by bank transfer/cheque to the consultants account as indicated by the consultant.

PHALS will not settle any payment unless the consultancy institution accomplished all the tasks in a timely fashion. The basis for payment scheduling is to be determined during contract negotiations.

10. Application Procedure:

Interested candidates/ should submit their application material by 05:00 pm, 20 Jan 2024.

The application itself should include the following components:

  • Curriculum Vitae (CV) of Consultant/ Short description of Firm;
  • A technical proposal including proposed methodology and work plan;
  • Financial proposal.

The above areas might be re-arranged as follows: Interested applicants to send a technical and financial proposal for the work in line with the following guidance:

  • Capability statement: How the consultant or firm is structured for the assignment, the role each member of staff will play including the CVs of the key personnel who will take part in the consultancy.
  •  Technical Proposal: The consultant understands and interpretation of the Terms of Reference, a detailed methodology on how updating, the HR Management Policy, will be done and detailed implementation schedule as well as any other proposed approaches the consultant may deem fit for this assignment award.
  • Financial proposal: Itemized budget proposal that should include the consultancy fees, operational costs, and all associated costs including VAT and tax. PHALS will select potential candidates and will invite them for an online interview after the application deadline.

11. Vat and Income Tax:

PHALS will deduct Tax and VAT at source according to the Govt. policy and deposit the said amount into government treasury.

12. Supervision:

This consultancy assignment will be supervised by Executive Director of PHALS with the support of the Chief Progamme Coordinator.

13. Confidentiality of information:

All documents and data collected in the process of the consultancy will be treated as confidential and used solely to facilitate the consultancy assignment. All information to which the consultant shall receive access to at all times shall be treated as the property of PHALS and shall not be disclosed saved for where express permission has been granted as such.

Please quote updating PHALS HR Management policy on the subject line. Applications should be emailed to phalsadm@gmail.com; CC. among.phals23@gmail.com reach not later than 20 January 2024 at 5.00 PM Bangladesh time.

Or drop the proposal by in-person / courier.

PHALS Sub Office, 3rd Floor, Abu Center, Cox’s Bazar Main Road, Cox’s Bazar-4700.