Consultancy for elaborating an integrated staff development policy 41 views

1.       Organizational profile

COMUNITA VOLONTARI PER IL MONDO (CVM) is an Italian based international NGO re- registered with the Federal Democratic Republic of Ethiopia, Authority for Civil Society Organization as Foreign organization under Certificate number 0941 in accordance with the Civil  Society Organizations Proclamation number 1113/2019  to operate in Ethiopia. The ultimate goal of our work is the promotion of sustainable development for whole person and for all persons in balance and in harmony with the Planet. Hunger, AIDS, the lack of basic resources – food, clean water, decent housing, education – and other forms of injustice and marginalization, deprive women and of the possibility of a normal life and their dignity as people. For CVM, development is first of all a process of liberation from poverty as a denial of the dignity and rights of people and of the earth. Unleashing the potential inherent in each person is the permanent strategy that guides all CVM activities and proposals.

To achieve its objectives, CVM has been working to create a competent and professional team. Therefore, CVM is seeking a consultant service to develop comprehensive staff development policy.

The present Terms of Reference is focusing on restructuring the organization in terms of position classification, job descriptions, work relations, staff placement, evaluation, development, promotion and firing policy to bring about an effective and efficient out comes of the organization.

It is paramount importance to know the mission and the six pillars on which CVM is founded and its principles and guidelines as well in order to undertake the structure and staff development policy activations of the organization. With this in mind the profiles of CVM is attached herewith to be used as a main source of the assessment.

2.      Objective

The general objective of the present TOR is to create a favorable working environment for the staff of the country office

The specific objective are:

·        To strengthen the organization’s Workforce,

·        To Create a High Performance Culture,

·        To Grow Employees on board with ongoing Learning and Understand Employee Engagement

3.      Scope of the work

The consultant shall include all the services necessary to achieve the stated objective of this assignment, and in so doing, shall expeditiously execute the following:

3.1.   Area of studies required

The following area of studies but not limited to are required. These are: a detail organizational structure, specific position classifications, and detail job description for each position, effective training and Staff development, staff performance evaluation along with staff promotion, demotion, and termination policy.

3.2.   Structural classifications

Review the entire functioning of the organization and identify the strengths, successes, and potentials that have given life to function in Ethiopia for the last 44 year. Identify and appreciate the best to be continuing in the future. Discard the obsolete and fill in the gaps identified.

·        The structure of the organization should consist of hierarchically classified positions on functional basis.

·        Each position should have a clear and concise title with an engaging summary of job duties, qualifications and accountabilities to increase in performance scores.

·        The job titles must be specific in the sense that targeted job titles are more effective than generic ones. So be specific and to the point by using key phrases that accurately describe the role.

·        Outline the core responsibilities and highlight the day-to-day activities of the position.

·        Indicate whether the title is a management or non-management position referring the labor law and other federal and regional laws, and not only based on reporting to whom but also the power vested in it.

3.3.   Job description:

Prepare a detail job description appropriate to each positions designed.

·        The job description summary is to create a connecting link between the position designed in line with the mission, vision and objectives of the organization and with that of the appropriate qualifications and experiences.

·        The job description should consist of the essential responsibilities, activities, qualifications, skills, etc. It also contains important CVM culture and any benefits and salary ranges it provides to the positions along with to whom the position reports.

·        Avoid disparity in terms of benefits among similar positions and titles.

3.4.   Staff training and development

Identified key focus areas that can give the utmost benefit for CVM up-skilling to help the staff do their jobs effectively, creatively and with deeper satisfaction. To do so, it is important to identify the extent of skills gap by conducting an assessment. Then identify and provide the right training at the right time with the right motivation. Providing training alone is not important without encourage the staff to put new skills into action on the job right away.

The training can be classified on basis of positions:

·        Give training for the management groups separately to build effective management skills.

·        Provide individual staff based on skill gap identification bases.

·        Train the whole team together with the intention to share in common the values, objectives, missions and visions of the organization to contribute their parts gearing towards achieving the goal of the organization.

3.5.   Performance Evaluation

Performance evaluation is not a onetime assessment at a given time say quarterly, biannually or annual evaluation. It is rather an ongoing process using a check list to record both the strength and weaknesses of the target staff.  The purpose is to exert leverage over employee to be used as a springboard for growth and better achievement. The evaluators engaged to collect, understand, record and act on employee performance. The best performance evaluation build efficient engagement, and effective performance processes. The evaluator uses integrated tools using critical dialogue with the target staff, and celebrate employee success. Therefore, CVM needs:

·        A detail templates for rating staff performance;

·        A check list to collect record and understand findings to estimate the strengths and weaknesses of the target staff in an objective manner.

·        Provide training for evaluators to enable them undertake the evaluation process based on CVM code of conduct with the intention to develop the staff performance and its consequences, because performance evaluation is a base for Staff promotion, demotion and termination.

3.6.   Staff promotion, demotion and termination

Develop a structured committee with clearly defined compositions and job description based on the laws of the country to investigate cases and submit recommendations for the decision makers be it in the case of promotion, demotion and termination of staff. When it comes termination, the individuals under investigation should have been given a chance to defend themselves in the committee. This can create a clear and simplified terminations process without interrogating.  Poorly executed terminations can be a big source of trouble for the organization. So, be sure that you have all the necessary documents for any decisions on the staff targeted to avoid mistakes that result in expensive lawsuits.

Termination is more than Just compliance. Every employee deserves a fair, honest, and transparent process when it comes to leaving the organization, whether it is based on their decision or not. The committee established can give recommendations on the things that the decision makers should do and say, and things definitely not  to say, when dismissing someone. Therefore, CVM needs to:

·        Prepare a guideline how to organize a promotion/discipline committee to observe case;

·        Develop a work guideline for the committee in line with the laws of the country;

·        Workout the procedures to be followed by the committee while investigating the cases and         reaching into decisions for recommendations;

·        Design a reporting format for recommendations to be submitted to the decision makers.

·        Advice how to organize all the necessary documents for any decisions on the staff targeted to avoid mistakes that result in expensive lawsuits.

·        Provide training for the committees in target and the decision makers.

4.      Methodologies/Approaches

The consultant is expected to provide detailed financial and technical proposals indicating the methodologies and approaches/frameworks proposed for designing user friendly and integrated staff performance management approach. The methodology and framework for the task should be designed based on a participatory approach. The consultant is expected to communicate and gather views from staff and refer existing CVM polices and documents. CVM will assign a contact person to provide facilitations for the consultant.

5.      Expected deliverables

The consulting firm will be delivering the following deliverables as part of this assignment:

·        An inception report explaining the approaches, schedule of the detailed activities and expected time of delivery of the assignment;

·        30 Minutes debriefing about the approaches to be used for the development of the policy;

·        Submit first draft policy document in line with the set objectives and scope of work;

·        Revise the policy document in line with feedbacks from CVM management members and submit the final document;

·        30 minutes debriefing sessions for the management of CVM;

·        Facilitate a one day training for senior staff of the organization.

6.      Ethical considerations and safeguarding issues

Ownership and copyright of all data, drafts and final products of the assignment will be the sole and exclusive property of CVM and restricted for public use. The consultant or firm will submit all original documents, materials, and data to CVM. The consultant respects the confidentialities of the organization.  CVM is committed to ensure the safeguarding of our participants. It includes but not limited to sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works with us to share this commitment by understanding and working within the CVM Safeguarding, employee and the child protection policies. CVM has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, voluntaries, partners and consultants. Therefore, the firm have an obligation to meet the safeguarding issues.

•  Time line : This assignment should be completed within a month 

• Must have BA/MBA in Management, Economics, Business management and Business administration.
• Must have at least 5 years’ experience in developing staff management policy.