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Invitation to Tender Regional Human Resources and Administration Office Consultant

Lusaka

  • Organization: We Effect
  • Location: Lusaka
  • Grade: Mid level - Mid level
  • Occupational Groups:
    • Human Resources
    • Administrative support
  • Closing Date: Closed

Introduction

We Effect is inviting consultancy companies or individual consultants to submit tenders for a frame consultancy assignment that requires the services of an experienced Human Resource and Administration professional. This assignment will include:

 

• Carrying out day-to-day human resources and administration work; 

• Following-up and concluding some on-going human resources processes; and 

• Initiating new processes, if time allows. 

 

We Effect is a development organisation founded in 1958 by the cooperative movement in Sweden. We work in more than 20 countries in Asia, Eastern Europe, Latin America, Africa and collaborate mainly with member-based organisations consisting of women and men who live in poverty. We work in the thematic fields of sustainable rural development and adequate housing. Our values are respect, transparency, and together.

We Effect Southern Africa consists of four countries with programmes in Zambia, Zimbabwe, Mozambique and Malawi. We Effect employs around 50 members of staff and the regional budget for 2019 is approximately USD 13 million. 

 

The Assignment 

The hired consultant shall provide an experienced person that will carry out the human resources and administration services. The day-to-day work consist of to: 

 

• Continue to align the regional Human Resources (HR) performances with the existing Global HR policies, procedures and systems for We Effect;

• Contribute to the development of relevant Global HR policies, procedures and systems when needed;

• Contribute to leadership, to ensure that the resourcing, development and management of the staff are aligned with Global HR policies as well as the country specific legal frameworks in the region. 

• Provide strategic HR advice and support to the Regional Director, as well as to the Regional Management Team; and

• Worke closely with the Country Offices management to ensure that the HR procedures and processes are aligned to We Effect Global HR objectives and standards, and the employment laws in the different countries.

 

Specific Responsibilities: Human Resources:

• Align operations with changes and/or developments in Human Resources;

• Contribute to harmonised HR policies, procedures and systems for the whole region linked to the global HR developments within We Effect;

• Contribute to the management of recruitment and position changes throughout the region, as well as induction of new staff, when requested;

• Oversee the review and update of appropriate job descriptions and manage the job grading process; 

• Ensure that the filing of HR related documents is up to date and in order; 

• In liaison with the Regional Director and Regional Financial Controller, support the Country Representatives in the annual salary review process, for submission and acceptance by the Regional Director; and

• Ensure that the annual staff dialogue process is carried out as well as followed up; .

• Ensure that staff development plans, as well as the capacity building activities, are coordinated as per the development needs captured within the staff dialogue process;

• Coordinate and capacity building the HR focal points in Country Offices, ensuring that they are properly equipped with the appropriate tools, systems and processes; and

• Maintain and enhance the employee information databases, for tracking and reporting purposes including maintenance of leave days.

 

Specific Responsibilities: Finance Support

• Work with the Regional Financial Controller on quality assurance, payroll management, petty cash management, and other tasks when needed; and

• Contribute to ensuring that the region has a well-functioning filing system.

 

The main on-going process to follow-up on and to be concluded are: 

• Procurement of consultancy services for conducting of salary survey and design of salary structure;

• Development of a Disciplinary Code for Zambia; and 

• Update of the Administrative Procedures manual;

 

Timeframe and Payment 

The timeframe of the frame consultancy agreement is one year. The Regional Office requires support for at least three (3) work days per week from the signing of the agreement to 31 December 2019. Thereafter specific assignments will be agreed. The specific assignments will be carried out within the frame consultancy agreement. The specific assignment will include information on the scope of work, number of work days and deliverables. 

The working hours are 8 hours per day, excluding the lunchbreak of at least 30 minutes

per day.

The payment shall be based on approved time sheets including a monthly narrative report of work carried out and invoice.

 

Qualification Requirements 

This call is for consulting firms or individual consultants. Consultants shall demonstrate the following expertise and qualifications:

 

• Academic degree in human resources or related relevant field;

• Minimum of five years of work experience in civil society organisations and/or international development cooperation;

• Experience in Human Resources for international development cooperation and an appreciation of the labour laws in the region;

• Strong communication skills, works well in a team, excellent deadline management and ease to work towards set goals;

• Excellent English skills, both spoken and in writing;

• A member of HR or other relevant professional body;

• Proficient in computer skills;

• Driver's license with not less than five years driving experience; and

• Able and willing to travel when required.

 

Beneficial qualifications:

• Portuguese skills, both spoken and in writing

 

Tenders

Tenders shall consist of:

• Company profile (clearly stating full contact details, physical address and telephone lines);

• Certificate of incorporation or registration;

• VAT registration;

• Tax clearance certificates, 

• Affiliation to relevant professional body;

• References/samples of similar assignments completed; 

• CV of the proposed consultant(s); 

• Fee rate per work day in ZMW; and

• Declaration of any business or personal relationships connected to We Effect.

 

The selection of the successful consultant will be based on the qualification requirements and interviews of company representatives and candidates.

 

Tenders should be submitted by 13 September 2019.

 

 

 

This vacancy is now closed.
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