Human Resources Policy Development

TERMS OF REFERENCE

CROISSANT ROUGE DJIBOUTI
HUMAN RESOURCES POLICY DEVELOPMENT

1. Background

Croissant Rouge Djibouti (CRD) developed her Strategic Plan for the period 2013 to 2017 in March 2013. The vision is “a society where people can meet their basic needs and live their lives with dignity”. The Mission “is to work with communities to reduce their vulnerability and respond to disasters that affect the country”. It also promotes humanitarian values and fundamental principles of the Movement. CRD maintains its auxiliary relationship with the government and is playing a major role in assisting the vulnerable in times of human made and natural disasters; as well as being a development partner.
Today, CRD employs 30 paid staff of whom 14 are based at the national headquarters with skills in disaster management, logistics, communications, finance and management. The other 16 are working in the six branches scattered all over the country. The Society also works with over 250 volunteers country wide. CRD has a national governing board and branch boards elected from its membership. Currently, the society has registered 45 members.

During the development of its new strategic plan, as part of an overall need to strength the capacity of CRD so that it can gradually increase the scale and impact of our humanitarian work, CRD identified the need to: “Review our approach to human resource management and invest in recruiting well-qualified individuals and in systematically building the capacity of our staff and volunteers. As part of this we will review our organisational chart and job descriptions, to more clearly define roles, responsibilities and reporting lines.”

A consultant is needed to support this process.

1. Purpose and Objectives

The overall purpose is to support CRD to strengthen its HR systems and procedures.

The specific objectives are to support CRD to:

• To support CRD to review and update its HR policies and procedures
• To review and whenever relevant propose a restructuring of the NS organizational setup which will reflect the current NS organisation structure and reporting lines.
• To support CRD to review and update job descriptions for all staff positions
• To develop and put in place a performance evaluation systems for the NS
• To review volunteer management guide.
• To develop a comprehensive strategies for the dissemination of the revised HR policies, implementation and compliance.
• To develop and propose a HR and Volunteer development strategy that will support retention and recognition of the NS staff and volunteer

1. Methodology

This will use a mix of methodologies: review of literature, meetings, key informant interviews, focus group discussion and observation. The consultant will also take into account the relevant labour laws in the country and ensure that the proposed changes are in-line with the domestic laws and cultural norms. The consultant is expected to work in stages.

1st stage

• Development of an inception plan: This should include all relevant information on the process
• Literature review: A review of key HR and operational documents available in CRD and other relevant information on HR procedures and practices from other sources: IFRC, ICRC, Government, local employment laws and others.

While in Djibouti, the consultant is expected to:

• Prepare and facilitate a participatory consultative process with the followings:
  o The board, staff (HQ and branch) and volunteers.
  o External stakeholders including RCM partners; the Government (including Ministry of Labour and Public Service); selected NGOs and other local actors in Djibouti.
  o Hold individual meeting with all staff to review and revise job descriptions
• Hold a workshop involving CRD and some RCM partners to validate findings.
  o This will bring together CRD board, HQ staff, branch coordinators and representatives of volunteers (including other RCM members). They will review the first draft HR policies, NS organisation structure, performance evaluation system, HR dissemination plan and staff/Volunteer development strategy.

2rd Stage

This will involve write up of the final HR policies, job descriptions, proposed structure, performance evaluation system, HR dissemination plan and staff/Volunteer development strategy. There will be a break here to enable the consultant to incorporate all issues provided to the process during the national level consultation. The consultant will share electronically this draft 1 with all stakeholders and incorporate feedback in draft 2.

3rd Stage

This stage will require the consultant to return to Djibouti and complete the remaining tasks. The following process will be followed that will lead to final approval:

o Present to senior management level- Draft 2 of HR policies.
o Incorporate feedback from draft 2 into final draft.
o SMT presentation to Board of final draft/proposed HR policies for approval
o Complete final write up and present all documents in the deliverable.

1. Deliverables

• Submit the Inception plan in soft copies, perhaps on CD disc.
• A final HR Policies and Procedures Manual (which should include, among others, reference to the Fundamental Principles of the Red Cross and Red Crescent; Code of Conduct; Conflict of Interest/Whistle Blowing; Sexual Exploitation and Abuse; HIV/AIDS.
• Volunteer management policy

The following standards should apply: A clearly written, well-structured (format to be agreed during approval of inception plan) and should be based on evidence gathered during the process.

• The followings deliverables should be provided as part of the deliverables.
  o Proposed CRD organisational structure.
  o Proposed performance evaluation systems
  o CRD job descriptions
  o HR dissemination /introduction plan with power point presentation.
  o Proposed HR and Volunteer development strategy

1. Accountability

• The consultant will be accountable to CRD Secretary General. The Finance and Administration Coordinator will be the day-to-day focal point within CRD, and will lead in regard to coordination, planning and logistics.
• The consultant will be contractually accountable to BRC.
• A team comprising CRD (Senior Management team) and BRC will oversee the process.
• CRD will provide logistical support: it will organise the workshops (once plans agreed with the consultant), provide transportation and help arrange agreed meetings
• CRD will provide / make available all necessary and relevant HR documents that may facilitate the work of the consultant
• CRD will work with movement partners supporting the NS to review the draft HR policy manual and provide feedback.
• CRD board will sign-off the final HR policy manual and other related deliverables mentioned above.

1. Timeframe

The exercise is expected to take 25 days. The expected start day is 21st October and should be completed by 23rd November. The first stage will run for 12 days. The second stage, the consultant will work from home and draft the HR policies manual and other deliverables. This will take a minimum of 5 working days. The consultant will take a break before returning to Djibouti. The last stage will involve working for eight days on presentation of second and final draft to SMT and board. The schedule below is indicative and final plans will be agreed with the consultant.

Days Place Activity

2 Nairobi enroute to Djibouti • Meet ICRC, IFRC and BRCS team (Either one RCM member will travel to Djibouti or consultant to pass via Nairobi, depending where is coming from). • Share inception plan 10 In Djibouti-consultation • Share findings of literature review with CRD. • Agree on inception plan with CRD • Meet staff and Board • Meet other stakeholders including relevant ministries • Conduct a workshop- to triangulate information gathered with CRD staff, senior management and board 5 Working at Home-Develop draft policy • Write draft 1 HR policies and other deliverables. • Share draft 1 HR Policies with all stakeholders (electronic) • Incorporate feedback from into draft 2-ready for presentation as below 3 In Djibouti- incorporate feedback • Present draft 2 to staff, senior management team and NS Board for comments • Incorporate views/feedback from the presentation into final draft • Share final draft for comments with movement partners • Compile feedback from comments 3 In Djibouti- Final leg of the assignment • SMT presentation of final draft to Board • Incorporate feedback into Final HR policies • Present HR dissemination plan 2 Djibouti • SMT to present proposed HR policies to Board for approval • Incorporate board feedback into Final HR Policies • Hand over all deliverables to CRD

1. Profile of the candidate

Selection of the consultant will be based on the following requirements:

• Minimum qualification of a Masters in Human Resources, or equivalent combination of education and relevant work experience. Possession of additional HR professional qualification will be an added advantage.
• Proven experience developing HR policy and related HR issues for similar sized organisations
• Knowledge of HR management within development and/or humanitarian organisations
• Strong analytical skills and ability to clearly synthesize and present findings, draw practical conclusions, make recommendations and to prepare well-written reports in a timely manner
• Demonstrated capacity to work both independently and as part of a team;
• Excellent French writing, speaking and presentation skills. Good written and spoken English will be an advantage.
• Demonstrated capacity to deliver high quality outputs within a proposed timeframe
• Knowledge and experience working with the Red Cross Red Crescent Movement preferred;
• Availability for the period indicated/preferred

How to apply:

Interested candidates should submit their application via email to the email addresses mentioned below. Applications should include:

a. Curricula Vitae (CV) of no more than 3 sides
b. A one page cover letter (maximum) clearly summarizing your experience as it pertains to this task and details of your daily rate.
c. At least one example of HR policy document or manual written by you which most similar to that described in this TOR (the report will only be used in relation to the assessment of your application)
d. Names and contacts for three referees (these would only be contacted with permission at shortlisting stage)

Notes for applicants:

• The appointed consultant will be expected to complete the IFRC online security training – this should be done in their own time. This does not apply for those who have done and certificate is still valid.
• BRC does not pay per diems for consultants, allowable expenses (accommodation, travel etc.) will be reimbursed

Applications should be sent to NKariuki@redcross.org.uk by the 9th October 2013. Shortlisted applicants will be contacted within a week of the closing date.