BACKGROUND
OBJECTIVES OF THE PROPOSED CONSULTANCY.
The objective of the Consultancy will be to address the shortcomings of the current HR & Administration Manual and to identify the most appropriate and effective organizational structure for the organisation by:
Terms of Reference for MESPT Human Resource Consultancy
Reviewing the current HR & Administration Manual
Addressing the shortcomings of the current organization structure in enabling the organization achieve sustainability
Analysing and re-aligning functions to the organization strategy.
Determining the relative level, importance, complexity and value of each job in the organization.
Reviewing and aligning the salary scale to the revised organizational structure.
CURRENT STAFFING STRUCTURE
The current staffing structure is as follows;
Management – 6
Technical Officers – 22
Support Staff – 13
Total No. of Staff – 41
SCOPE OF WORK:
In Execution of this assignment, the consultant will work closely with the Ag. Chief Executive Officer and the Board Finance & HR Committee. MESPT will provide the Consultant with all relevant documentation, contacts for stakeholders and relevant information to give insight into the current organizational operations.
The process will include the following key tasks:
Review of the current HR & Administration Manual and its alignment to the organizational setting.
Review of the current organization structure and ascertain its appropriateness to achieve the stated organizational goals and beyond for sustainability.
Carry out a Workload analysis per department to determine function and staff requirements and recommend optimum staff establishment per department to optimize operational efficiency and eliminate overlap and duplication of roles.
Conduct a skills gap analysis on existing staff and identify current capacity which can be up-skilled to deliver on new functions, and additional skills needed to deliver the organizational strategy.
Develop/review/update job profiles (Job descriptions & Job specifications) for all the positions arising out of the Organizational structure review.
Conduct a Job Evaluation and propose a new Salary structure with the supporting Job Grades and Salaries & benefits benchmarked with other related organizations.
Develop an organization succession plan aligned to the new/revised organization structure.
Create and in-built a clear career progression in the grading structure for various jobs.
Harmonize the service job titles with those of similar organization
Provide a cost-benefits analysis of shifting the organization from the current structure to the new proposed structure
Develop a draft transition plan and budget for the support needed during the transition period
Terms of Reference for MESPT Human Resource Consultancy Page 3 of 6
EXPECTED OUTPUTS/DELIVERABLES
The Consultant will be accountable for the following deliverables
Inception Report:
At the beginning of the assignment the consultant will prepare an inception report before embarking on a fully-fledged review exercise. The inception report will detail the Consultant’s understanding of what is being reviewed and why, as well as proposed methods, tools, sources of data and procedures intended to answer each review question. The inception report should also include a proposed schedule of tasks, activities, timeline, deliverables and key issues.
Final Report:
At the end of the assignment, the consultant will present the following outputs and deliverables: –
Revised HR & Administration Manual
New or revised organization structure with roles that align well with the organization strategy and accompanying detailed job profiles (Job descriptions & Specifications)
Revised Salary and Grading Structure
Streamlined Succession Plan having distinct career progression guidelines for the positions in the structure.
Outline of the optimum functional and staff requirements per department.
A transition plan and budget for shifting the organization from the current structure to the new proposed structure
PROPOSED WORK SCHEDULE
The consultant should complete the assignment and submit the final report and presentation within three (3) months from the date of commencement of the consultancy contract.
THE CONSULTANCY TEAM
Lead Consultant.
Must be a HR Practitioner at senior level with at least 10 years demonstratable experience in conducting and facilitating Organizational Restructuring as a team leader in organizations of similar level and complexity in the African Context.
Should have a master’s degree coupled with a specialized professional training in Human Resource Management.
Terms of Reference for MESPT Human Resource Consultancy
Ability to conduct strategy reviews, job evaluations, develop job descriptions and organizational structures to align to the strategy of the organization
Experience with Change Management processes
Knowledge and experience in working with Developmental, Donor Funded and/ or Non-Governmental Organizations.
Excellent analytical and report writing skills
Team Members
The assisting team to the lead consultant should have a Bachelor’s degree with professional qualification in Human Resource Management. They should have experience in handling similar assignment in related organizations of similar size and complexities.
Oral and written presentation of a comprehensive report with specific recommendations for implementation.
EVALUATION OF PROPOSALS
The proposals received will be assessed according to their responsiveness to the following terms of reference:
Technical Proposal
A brief description of the bidder’s organization, legal status (i.e. partnership, sole proprietorship, limited liability company etc)
An outline of the recent experience on assignments of a similar nature in the past three years, and in particular an indication of at least five (5) previous successful projects for similar or related organizations.
A description of the approach and detailed methodology and time plan proposed for undertaking the assignment.
A description of the proposed staff team by specialization.
Detailed CV’s of the proposed professional staff. (You will not be allowed to change the team you have proposed for the assignment if your bid is successful)
An activity schedule indicating detailed tasks allocated to the proposed team members in line with the approach and detailed methodology.
Any comments or suggestions of the bidder on the Terms of Reference as long as the total number of consultancy days will not exceed the stipulated three months.
Terms of Reference for MESPT
Human Resource Consultancy
Accordingly, the maximum value of the technical score will be 70% and bidding firms will be required to achieve a minimum score 50% to be considered qualified to undertake the assignment.
Financial Proposal
Bidders must give a breakdown of the cost per activity as outlined in their methodology and work plans and subsequently give a combined total cost inclusive of all taxes applicable and the Terms of Payment. Accordingly, the maximum value of the financial score will be 30%
All proposals must be presented in Kenya Shillings.
DETERMINATION OF WINNING BID AND AWARD OF CONTRACT
The bidder achieving the highest combined technical and financial score will be considered to have won and will be invited for discussions towards signing a contract for undertaking the assignment.
Price
All costs must be quoted in Kenya Shillings. Bidding firms are further requested to indicate the full costs of all the elements listed on their pricing schedule.
TERMS AND CONDITIONS
The winning firm will be contracted to undertake the Human Resource Consultancy.
MESPT will only pay for the costs agreed upon to the selected firm. Any other costs not agreed upon will be the responsibility of the consultancy firm.
MESPT reserves the right to request new or additional information regarding each firm and on any individual or other persons associated with this proposal
All proposals, shall become the property of the MESPT and shall not be returned
Bidders are advised that submission of a proposal gives rise to no contractual obligations on the part of the MESPT
