TERMS OF REFERENCE (TOR) FOR OCCUPATIONAL SAFETY AND HEALTH TRAINER AND AUDITOR - HIHEA/09-2025/HR

Reference Number : HIHEA/09-2025/HR

Reports to : Head of Human Resource and Administration

Location of project : Hand in Hand E.A offices (Listed)

Type of contract : Consultancy

Languages required : English language is essential.

Period of implementation : 45 days

Type of selection : Firms Selection Only

1. Introduction

Hand in Hand Eastern Africa (HIH EA) is registered in Kenya as a Non-Governmental Organization (NGO). The organization started its operations in 2010 and it boasts 25 operative field offices in 33 counties out of 47 counties in Kenya. HIH EA is a member of the Hand in Hand Global Network that comprises affiliated organizations that mutually pursue the shared goal of poverty alleviation while supporting poorer communities to develop sustainable enterprises and jobs.

The organization strives to work with the marginalized communities in the areas of economic and social empowerment using a participatory approach aimed at supporting people to overcome poverty and vulnerability through development of sustainable enterprises. The workforce at Hand in Hand Eastern Africa comprises of the office staff, field staff drivers and support staff.

2. Assignment background

In compliance with the Occupational Safety and Health Act (OSHA) 2007, Hand in Hand Eastern Africa (HIH EA) intends to engage a registered firm to first conduct training for its Occupational Safety and Health (OSH) Committee, followed by a comprehensive safety, health, and fire risk audit of its offices.

The training will equip the OSH Committee with the necessary skills to understand and monitor workplace safety risks, participate meaningfully in audits, and support implementation of safety measures. This step is critical to ensure internal capacity is built before the audit is conducted.

The subsequent audit, as required annually under OSHA 2007, will help identify risks, recommend corrective actions, and ensure legal compliance. Both the training and audit demonstrate HIH EA’s commitment to a safe work environment and employee well-being, while also maintaining regulatory and donor compliance.

3. Specific Objectives

A. Objectives of the OSH Training (for the OSH Committee)

1. Build Capacity: Equip the OSH Committee with knowledge on OSHA 2007 and relevant safety and health regulations.

2. Role Clarity: Enable committee members to understand their roles and responsibilities in promoting workplace safety.

3. Hazard Identification: Train the committee on how to identify, report, and mitigate workplace hazards.

4. Incident Response: Improve the committee's ability to respond to accidents and near-misses and promote a culture of reporting.

5. Promote a Safety Culture: Encourage active participation of staff in maintaining a safe working environment.

6. Audit Readiness: Prepare the committee to effectively participate in the upcoming OSH audit and implementation of its recommendations.

B. Objectives of the OSH and Fire Risk Audit

1. Legal Compliance: Fulfill the legal requirements outlined in the Occupational Safety and Health Act (OSHA) 2007 and Legal Notice No. 31 of 2004, which mandate annual audits and submission of reports to the Directorate of Occupational Safety and Health Services (DOSHS) and the Occupier.

2. Risk Identification: Assess existing and potential occupational safety, health, and fire hazards across HIH EA’s offices and field operations.

3. Gap Analysis: Evaluate the adequacy of current safety policies, procedures, and practices in meeting regulatory and operational standards.

4. Recommendations for Improvement: Propose practical and actionable recommendations to address current and emerging safety and health concerns.

5. Enhance Staff Well-being: Support a safer and healthier work environment for all categories of staff including office staff, field officers, and drivers.

6. Promote Organizational Accountability: Reinforce HIH EA’s commitment to employee welfare, risk management, and compliance with donor and statutory requirements.

4. Scope of work

• To provide a baseline audit/assessment of the facilities with respect to fire safety management.
• To provide information to enable the facilities management to develop appropriate fire safety procedures.
• To train in staff and committee in occupational safety and health awareness and management.

The assignment shall involve travel to the following locations where Hand in Hand E.A has a presence.

Meru, Chuka, Embu, Murang’a, Thika, Ruaka, Mombasa Road, Kitui, Narok, Kibwezi, Voi, Bungoma, Bomet, Busia, Eldoret, Kisumu, Hola, Kilifi, Ukunda, HQ - Nairobi, Kitale, Mombasa, Kabarnet, Nyeri, Nanyuki, Kiserian

Key Deliverables

A. OSH Committee Training

• Training schedule and approved content in line with OSHA 2007.
• Attendance register of trained committee members.
• Training report with recommendations for continuous improvement.
• Certificates of participation issued to trainees.

B. OSH and Fire Risk Audit

• A statutory audit report detailing safety and health status, risks, and compliance gaps.
• Risk assessment matrix and prioritized recommendations.
• Corrective Action Plan (CAP) aligned with legal requirements.
• Summary presentation of findings to Management and OSH Committee.
• Submission of audit report to DOSHS, as required by law.

Competence and Expertise Requirements

1. Relevant Experience

• The firm or consultant must have a minimum of five (5) years’ proven experience in conducting Occupational Safety and Health (OSH) training and audits.

2. Legal Registration

• Must be registered as an OSH trainer by the Directorate of Occupational Safety and Health Services (DOSHS). - Must also be licensed by DOSHS as a Safety and Health Advisor authorized to conduct statutory audits.

3. Professional Profiles

• A detailed company profile and curriculum vitae of key personnel (Safety and Health Advisor/Auditors) to be involved in the assignment must be submitted.
• All professionals proposed must be licensed and in good standing with DOSHS.

4. Technical Capacity

• The consultant(s) should provide adequate information to demonstrate their technical and professional ability to undertake the assignment, including:

a) Description of similar assignments previously completed, including client references if available.

b) Evidence of availability of qualified staff with appropriate skills, certifications, and experience in OSH training and audits.

c) Any other relevant supporting documents or certifications.

5. Key Qualifications for Lead Safety and Health Advisor/Trainer

1. Education:

A minimum of a Bachelor’s Degree in occupational safety and health, Safety Engineering, or a related field from a recognized university.

2. Training & Certification:

Must have a solid background in Occupational Safety and Health.

Should have completed accredited training in OSH audits and OSH committee training.

Must be registered with the Directorate of Occupational Safety and Health Services (DOSHS) as both a Safety and Health Advisor and an OSH Trainer, with valid certification.

3. Skills:

Strong auditing, training, and report-writing skills.

Excellent oral and written communication abilities.

Effective in delivering interactive and practical training sessions.

4. Experience:

A minimum of 5 years of progressive experience in Occupational Safety and Health practice.

Must have served as a Lead OSH Advisor/Trainer in at least four (4) similar projects involving both training and audits.

5. Statutory Documents

CR12

Business Permit if applicable

6. Duration of the Consultancy

The entire assignment to be completed within Forty-Five (45) calendar days from the effective date. Consultants must clearly demonstrate their willingness and capacity to complete the assignment within this timeframe and are required to submit a detailed work plan with cost estimates and key deliverables.

7. Anti-Corruption and Safeguarding

Hand in Hand Eastern Africa strives to fight corrupt practices within its operations and the same is expected of its vendors, contractors and service providers. HiH EA staff are therefore prohibited from accepting any gift/s, consideration or benefit/s of any kind which may constitute illegal or corrupt practices, either directly or indirectly, as an inducement or reward for the award of a contract. 

HiH EA and all its employees undertake to create a safe environment for our members and to prevent any form of exploitation or abuse. We are committed to acting in the best interest of our member’s and any willing vendor, contractor or service provider is required to commit and comply with our position on safeguarding

8. Submission of proposals

The consultants are invited to submit proposals tailored to the outlined requirements, comprising of a financial proposal with clear costs, work plan and CVs for the suggested team. Deadline for submission of proposals is Wednesday 24th, 2025. These should be submitted via email to: procurement@handinhand-ea.org quoting the reference number HIHEA/09-2025/HR as the email subject.

For more information about Hand in Hand Eastern Africa, please visit: https://handinhand-ea.org/ HIH EA does NOT condone any form of corrupt practices. Pease report complaints via toll free number 0800721347.