Terms of Reference (TOR) for Human Resources Recruitment Services
call for proposals FY 23/12/002
1. Introduction
About Plan International
Plan International Rwanda opened in January 2007 and is currently working in the Eastern and Southern Provinces of Rwanda in the districts of Gatsibo, Bugesera and Nyaruguru and operating in all five refugee camps in Rwanda.
Plan International Rwanda has a Country Strategy (2020-2024) of which the overall goal is" To contribute to the access to comprehensive ECD services and the reduction of SGBV so that vulnerable children and young people, particularly girls grow up, develop and realise their rights to make decisions about their lives in protective, healthy, resilient and inclusive environments in both development and humanitarian settings". This country strategy focuses on four Country Programmes (CPs):
(i) Early Childhood Development, (ii) Child Protection, (iii) Sexual Reproductive Health and Rights and (iv) Disaster Risk Management and Resilience. We have adopted Youth Economic Empowerment and Gender Transformative Programming as cross-cutting thematic areas and enablers to support the four country programs.
2.Background
The objective of this consultancy is to offer a recruitment and selection service that matches our needs for regular hires, consultants, temporary workers and casual staff. The consultant will facilitate the delivery of fast and effective results for recruitment solutions – attracting, motivating and selecting the best candidates

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3.Key Objectives
The key objective of this assignment is for the recruitment agency to provide independent and external HR consultancy services for well-planned, open, credible, transparent, competitive and timely recruitment and selection of new/vacant posts. It is imperative that the end-to-end recruitment process consistently demonstrates equity, diversity and inclusion (EDI) best practices. The main objectives include the following;
1. Work closely with the PIR recruitment lead to review job descriptions and understand the skills, competencies, qualifications and critical success factors required for each vacancy.
2. Employ the most appropriate, dynamic and engaging channels to attract and motivate talent throughout the recruitment process. The consultant will identify candidate priorities and aspirations and, in turn, communicate PIR's employment proposition in the best possible way.
3. Support the selection process by applying the appropriate candidate screening, testing, personality profiling and interviewing methodology to assess applicants' qualifications, experience, motivation and personality traits to ensure the best possible match.

4.Expected Deliverables
1. Executive Search
2. Advertise vacant positions.
3. Generate profiles of recommended candidates within stipulated timelines as agreed and recommend the final list for PIR's final decision.
4. Generate process reports for each vacancy filled.
5. Conduct reference checks for selected candidates.
5.Reporting Line
The consultant will report to the Country HR&OD Manager of Plan International Rwanda.

6.General Terms and Conditions
The prospective firms should be able to demonstrate the following attributes;
1. The assigned organisation shall have key personnel with an advanced degree in human resources management or related subjects.
2. Extensive knowledge of local and international labour laws, acts, regulations and procedures.
3. At least five years of professional experience in HR consulting, mainly in recruitment and selection, preferably working in/with INGOs.
4. Strong communication and interpersonal skills.Flexible, creative, detail-oriented and well-organised.
5. Ability to maintain the highest standards of confidentiality and professionalism.
6. During the entire assignment period, the consultant and its personnel shall make themselves available to provide the service to PIR.
7. In providing the services to PIR, the consultant and its personnel shall ensure, to the best of their reasonable endeavours, the highest professional standards and exercise all due care, skill, and competence to ensure that the services provided shall be to the total satisfaction of the client.
8. The consultant shall always comply with the relevant internal laws and policies of Plan International Rwanda in providing the service.
9. All reports and documents prepared during the assignment will be treated as Plan International Rwanda property

7.Proposal Submission
The proposal should demonstrate sound knowledge, technical skills and capability as required by the nature of the work of the assignment and understanding of the required tasks outlined in the scope of work. Eligible consultants should submit technical and financial proposals, and the financial proposal should quote consultancy fees and administration costs. Proposals should also include, among other things:
1. Statement of relevant experience, i.e., similar assignments executed in/under execution in the last five years;
2. Measurable goals, objectives and methodology;
3. Propose separate fees for each of the recruitment processes as listed below:
1. Executive Search/Headhunting;
2. Complete Recruitment Service (From vacancy advert to final selection); Partial Recruitment Service (for example- only conducting written test or interview etc.).
3. For any services that require substantial time and effort on the consultant's part, a separate fee agreement shall be made on mutual consensus
4. Administrative supporting documents such as;
• Copy of company registration certificate;
• CV of designated personnel;
• Copy of VAT registration certificate;
• At least two positive references from previous clients/employers
Other supporting documents will be required upon selection of the consultant.

Submission Procedure
Kindly submit your offers clearly marked “PROPOSAL FOR HUMAN RESOURCES RECRUITMENT CONSULTANCY SERVICE ” separating Technical and Financial Proposals in sealed envelop by not later than 5th January 2023 at 2:00 pm.
Remark: Plan International Rwanda will close its Offices for short break starting from 22nd December 2022 to 3rd January 2023. It is in that regard, the interested bidders are reminded not to bring the proposals in this period.
Done on 15th December 2022
Submissions should be addressed to
The Chairperson -Tender Panel
Plan International Inc. Rwanda
Golden Plaza Building, Floor # 4, KG 456 St
P.O. Box 6211, Kigali, Rwanda.