TERMS OF REFERENCE (ToR) WORKLOAD ANALYSIS CONSULTANCY

Reference Number: HIHEA/02-2024/HR

Location of project: Nairobi

Type of contract: Consultancy

Period of implementation: 30 days

Selection Type – Firm

About Hand in Hand Eastern Africa

Hand in Hand Eastern Africa (HiH EA) is a Non-Governmental Organization (NGO) registered in Kenya and is part of the Hand in Hand global network with the shared goal of poverty alleviation.

HiH EA’s mission is to facilitate communities out of poverty trough training and enterprise development. The organization works with the vulnerable women, youth and men using a self-help model enabling them to uplift themselves out of poverty through entrepreneurship.

HiH EA started operations in Kenya in October 2010 and is currently operating with 25 Field offices serving 34 Counties in Kenya. HiH EA-TZ was established with the support HiH EA and works in Arusha, Kilimanjaro and Manyara Regions; it commenced operations in 2017, with its headquarters in Arusha.

To develop enterprises, HIH EA utilizes a 4-step enterprise model that entails set-up or mobilizing self-help groups that act as savings groups, delivering enterprise skills through training, enhancing financial management as well as financial access and providing linkage to broader markets.

Vision: An empowered and resilient society with sustainable enterprises and jobs.

Mission: To facilitate communities out of poverty through training and enterprise development.

Background

HiH EA believes in a healthy work life balance and their effective impact to their employees. As the workplace evolves, automation takes center stage, corona virus changing employment mindset, and employees adapting to remote working, analyzing the workload of each worker is a worthwhile exercise to determine the optimal number and skills required to deliver HiH EAs

Programme. The workload analysis will inform staffing decisions, succession planning, leadership development and skills gaps existing to effectively implement HiH EAs strategic plan. It will identify departments that may be overstaffed or understaffed and offer solutions/recommendations.

The organization has committed to undertake a workload analysis in order to continually improve the efficiency and effectiveness of employees in terms of their capacity in executing the organizations mandate and at the same time ensure maximum engagement.

Purpose

The overall purpose of the consultancy is to support the HiH EA Team to ensure an equitable workload distribution, right number of workforce to contribute to a conducive working environment; ultimately ensuring that employees have a good work life balance and are motivated to perform exceptionally.

Scope of Assignment

The Firm will map and analyze the total work volume within key grades, and designations positions according to HiH EAs expectations on quality programming, vision, and future potential.  For the purpose of this assignment will be based on 20 benchmark positions.

Objectives of the assignment

The assessment should, and work with staff to develop practicable solutions to address these inefficiencies.

1. Analyze the workload and level of utilization of employees in key roles.

2. Develop measurement tools and computations to undertake the assignment, which shall thereafter be retained by HiH EA for future use.

3. Identify redundancy, duplication and other inefficiencies that add to overall workload without adding value.

4. Assess the impact of technological changes such as automation of processes on the overall workload on identified role.

5. Identify the understaffed or over-staffed functions across departments in the organization and design interventions and provide recommendations for optimal staffing.

6. Identify the workforce requirements or any adjustment to the structure based on the current situation and recommend the most appropriate organization structure based on the established optimal workforce numbers.

Deliverables:

The consultancy firm is expected to deliver the following;

a. An inception report detailing the findings of the desk review and the appropriate methodology for the assignment.

b. A comprehensive report on the on the level of utilization and work load of the identified key positions

c. Prepare a presentation for the senior management team to validate the results. The reports shall include the optimal staff establishment and appropriate organization structure for HiHEA and an action plan/recommendation based on findings.

Time frame and management 

The selected consultant is expected to work closely with the Human Resource & Administration

Department and validate pre-defined milestones in each of the above terms. The consultant is expected to have completed the task and present the findings to the Management by 29 th March 2024.

Consultants Requirements

An eligible firm should meet the following criteria:

• Compliance with legal requirements of registration

• Present at least 3 references for similar tasks performed within the last three years

• Not to have any conflict of interest or to highlight any potential conflict of interest in taking up this role.

The lead consultant must possess the following:

• Master’s degree from recognized academic institution in Human Resources, Organizational Behaviour and/or Development, Training and Development, or related field;

• Minimum five years’ experience in conducting workload and workforce analysis, conceptually and with hands-on assessments, as well as experience in Human Resource Planning and competency development.

• Experience in working with Non-governmental institutions and organizations in executing similar projects will be an added advantage (provide four references within the last three years);

• Excellent analytical, research, writing and communication skills

• Ability to work independently and a high standard of professionalism.

Application Process

Technical proposal (Not exceeding 3 pages)

i. Specific experience of the Lead Consultant and Associate(s) relevant to the assignment.

Please provide details of similar assignments undertaken.

ii. Technical capacity of consultants in terms of their qualifications and competencies for the assignment. Please attach detailed CVs.

iii. Clear understanding of the assignment/interpretation of the TORs.

iv. Methodology to be used during the assignment.

v. Work plan clearly indicating the maximum time/duration required for the assignment.

vi. A minimum of 3 references of Leadership development and team building activities recently executed with comparable organizations.

Financial Proposal

i. Financial Proposal (not exceeding two pages)

ii. Consultants daily rates in Kenya shillings

iii. Clear breakdown of the financial proposal including all the chargeable taxes.

iv. Terms of payment

v. Total quote for the assignment

Ethical Considerations

The evaluation must conform to International ethical guidelines for research and evaluations.

The selected evaluation firm will be responsible for safeguarding and ensuring ethics at all stages of the evaluation process.

The evaluation firm will be responsible for managing any potential ethical risks and issues and must put in place processes and systems to identify report and resolve any ethical issues that might arise during the implementation of the evaluation.

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.

HiH EA is committed to act in the best interest of its members and any willing vendor, contractor or service provider is required to commit and comply with our position on safeguarding.

Submission of proposals

Deadline for submission of proposals is end of day 27th February 2024 via email to procurement@handinhandea.org.

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