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Terms of References - Recruitment of a Local Consultant to Develop RWAMREC Employee Handbook


Consultant creating an employee handbook for RWAMREC

 

At RWAMREC, we are committed to promoting diversity and inclusion within our team, embracing a wide range of perspectives across gender, nationality, background, and culture.

We strongly encourage applications from qualified female consultants, individuals from under-represented groups, and persons with disabilities.

All consultants engaged with RWAMREC are expected to uphold the highest standards of integrity and professional conduct, reflecting our core values in their work.

RWAMREC maintains a zero-tolerance policy for behavior that conflicts with our mission, including sexual exploitation, harassment, abuse of authority, and discrimination.


 

WHO WE ARE

The Rwanda Men Resource Centre (RWAMREC) is a Rwandan non-governmental organization, working to promote gender equality and positive masculinities and engaging men to eliminate all forms of men’s violence against women and children in Rwanda and beyond. RWAMREC has various comprehensive policies, including a financial manual, human resource manual, procurement policy, transport policy, code of conduct, Gender policy, SEAH policy, Safeguarding policy and many others. To facilitate easy access to and understanding of these policies by staff, RWAMREC seeks to develop an employee handbook that compiles and summarizes these documents. The handbook will serve as a key reference for employees, providing them with essential information in a clear and accessible format.


OBJECTIVE OF THE CONSULTANCY: EMPLOYEE HANDBOOK

The primary objective of this consultancy is to develop a concise employee handbook for RWAMREC. The handbook will summarize existing policies and procedures in a user-friendly format that is easy for employees to navigate, ensuring they have quick access to the information they need. The handbook should be no more than 30 pages in length.


RESPONSABILITY

The consultant will be responsible for:

1. Reviewing Existing Policies: Financial manual policy, Anti-corruption and fraud policy, Communication policy, Human resource manual policy, Procurement policy, Transport policy, Code of conduct, Gender policy, Prevention of Sexual Exploitation Abuse and harassment (PSEAH) Policy, Conflict of interest policy, Child protection policy, Cost sharing policy, Data protection policy, Asset management policy and Safeguarding policy.

2. Consulting with Key Stakeholders: Engaging with the management team and relevant staff to understand key issues, requirements, and expectations for the employee handbook.

3. Drafting the Employee Handbook:

• Summarizing the key components of the existing policies and procedures in a clear and concise manner.

• Organizing the content in a logical structure that is easy for employees to reference.

4. Incorporating Feedback:

• Presenting a draft of the handbook to RWAMREC for review

• Making any necessary revisions based on feedback from RWAMREC’s management.

5. Finalizing the Handbook: Producing the final version of the handbook, ensuring it meets RWAMREC’s requirements and is within the 30-page limit.


DEVLIVERABLES

The consultant will be expected to deliver the following:

1. Inception Report: A report outlining the consultant’s approach and timeline for developing the handbook, submitted within one week of contract signing.

2. Draft Employee Handbook: A draft version of the handbook for review and feedback from RWAMREC.

3. Final Employee Handbook: A final version of the employee handbook, incorporating all feedback, in both digital and printable formats.


QUALIFICATION AND EXPERIENCE

The ideal consultant should have the following qualifications and experience:

1. A degree in Human Resources, Business Administration, Law, or a related field.

2. Proven experience in developing organizational policies, manuals, or handbooks for NGOs or similar organizations

3. Excellent writing, summarizing, and communication skills

4. Familiarity with Rwanda’s labor laws and regulations is an added advantage

5. Demonstrated ability to work collaboratively with multiple stakeholders and meet deadlines.


DURATION AND TIMELINE

The consultancy will be conducted over a period of four (2) weeks from the date of contract signing. The timeline is as follows:

1. Week 1 and Week 2: Review of existing policies and submission of the inception report.

2. Week 3: Drafting the employee handbook.

3. Week 4: Incorporating feedback and finalizing the handbook.


REPORTING

The consultant will report to the Executive Director of RWAMREC or his designated representative. Regular updates on progress will be required, with key milestones agreed upon in the inception report.


PAYMENT TERMS

The payment schedule will be as follows:

1. 30% upon submission and approval of the inception report.

2. 40% upon submission of the draft handbook.

3. 30% upon submission and approval of the final handbook.


APPLICATION PROCESS

Interested candidates should submit the following documents:

1. A cover letter detailing the consultant’s understanding of the assignment and relevant experience.

2. A detailed CV outlining qualifications and past experience in similar assignments

3. A technical proposal that includes a brief work plan and methodology for completing the assignment

4. A financial proposal detailing the consultant’s fees.


All Applications should be addressed to the RWAMREC Executive Director at the following address: YYUSSA PLAZA Kimironko Tel-Cellular: +250 788315140; E-mail: info@rwamrec.org by 18 October 2024. Late applications will not be accepted. RWAMREC is an equal opportunity employer and encourages applications from individuals of all backgrounds.


Done at Kigali, October 3 rd, 2024


Fidèle RUTAYISIRE

Executive Director




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