[Consultancy] Human Resources Consultancy Services

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    "description": "<p><span style=\"font-size: 10pt; font-weight: bold\">TERMS OF REFERENCE (TOR)</span></p>\n<p><span style=\"font-size: 10pt\">Human Resources Consultancy Services</span></p>\n<p><span style=\"font-size: 10pt\">WUSC – Kigali, Rwanda Office </span></p>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">1. Background</span></p>\n<p><span style=\"font-size: 10pt\">WUSC is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of partnerships with governments, businesses, civil society organizations and academic institutions who share this vision. WUSC collaboratively develops solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees. </span><span style=\"font-size: 10pt\"> WUSC was recently registered in Rwanda as an international NGO, to continue with its global mandate of working on programs that enable young people to thrive. </span></p>\n<p><span style=\"font-size: 10pt\">As the organization transitions from start-up operations into a structured entity, there is a need to establish compliant and efficient human resource practices and policies aligned with Rwandan labour laws and international best practices.</span></p>\n<p><span style=\"font-size: 10pt\">Currently, WUSC Rwanda operates with a team of six (6) staff members, including four (4) national staff and two (2) expatriates. The organization anticipates further growth with plans to recruit an additional national staff in the near future. This evolving staffing structure underscores the need for robust, compliant, and scalable human resource systems that effectively address both local employment requirements and expatriate management considerations.</span></p>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">2. Purpose of the Consultancy</span></p>\n<p><span style=\"font-size: 10pt\">WUSC Rwanda is seeking a HR consultant that will primarily support with advisory services on the following:</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">Full compliance with Rwandan labour laws and regulations.</span></li>\n<li><span style=\"font-size: 10pt\">Transition of staff from consultant to employment contracts.</span></li>\n<li><span style=\"font-size: 10pt\">Laws, exemptions and management of expatriate staff.</span></li>\n<li><span style=\"font-size: 10pt\">Review and contextualization of the WUSC Rwanda employee manual/handbook.</span></li>\n<li><span style=\"font-size: 10pt\">Additional HR advisory support as may be mutually agreed in writing and aligned with the core objectives of this assignment. </span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">3. Scope of Work</span></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">a) HR Audit &amp; Compliance Review</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">Review all current contracts and contract templates (consultants, expatriates, volunteers, interns).</span></li>\n<li><span style=\"font-size: 10pt\">Assess compliance with:</span>\n<ul>\n<li><span style=\"font-size: 10pt\">Rwanda employment laws</span></li>\n<li><span style=\"font-size: 10pt\">Social security contributions (RSSB)</span></li>\n<li><span style=\"font-size: 10pt\">Tax obligations (PAYE)</span></li>\n<li><span style=\"color: rgb(31, 31, 31); font-size: 10pt\">Relevant regulatory institutions, including the Directorate General of Immigration and Emigration, as well as any other applicable employment-related authorities.</span></li>\n</ul>\n</li>\n<li><span style=\"font-size: 10pt\">Provide guidance on WUSC application to the regulatory bodies for registration, compliance and any other periodic requirements.</span></li>\n<li><span style=\"font-size: 10pt\">Provide an audit report including but not limited to risks, compliance gaps and recommendations.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">b) Transition from Consultancy to Employment Contracts</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">Develop a transition plan complete with timeline.</span></li>\n<li><span style=\"font-size: 10pt\">Provide guidance on:</span>\n<ul>\n<li><span style=\"font-size: 10pt\">Salary structuring</span></li>\n<li><span style=\"font-size: 10pt\">Benefits (leave, medical, pensions, etc)</span></li>\n<li><span style=\"font-size: 10pt\">Notice periods and termination clauses</span></li>\n</ul>\n</li>\n<li><span style=\"font-size: 10pt\">Draft compliant employment contracts terminology and sections not included in current templates (fixed-term, open-ended, probationary)</span></li>\n<li><span style=\"font-size: 10pt\">Staff transition communication guidance</span></li>\n<li><span style=\"font-size: 10pt\">Analysis of:</span>\n<ul>\n<li><span style=\"font-size: 10pt\">Backdated liabilities (if any)</span></li>\n<li><span style=\"font-size: 10pt\">Contract standardization</span></li>\n</ul>\n</li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">c) Expatriate Staff Management</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">Provide guidance on:</span>\n<ul>\n<li><span style=\"font-size: 10pt\">Work permits and visa requirements, application and permit transfers.</span></li>\n<li><span style=\"font-size: 10pt\">Taxation obligations and exemptions for expatriates.</span></li>\n<li><span style=\"font-size: 10pt\">Applicable and non-applicable benefits to expatriates.</span></li>\n<li><span style=\"font-size: 10pt\">Risk areas and recommendations e.g. dual taxation.</span></li>\n</ul>\n</li>\n<li><span style=\"font-size: 10pt\">Draft compliant employment contracts terminology and sections for expatriate contracts not included in current templates.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">d) Contextualization of WUSC Rwanda employee handbook</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">Detailed review of existing draft WUSC Rwanda employee handbook.</span></li>\n<li><span style=\"font-size: 10pt\">Provide contextual recommendations based on local labour law and practices.</span></li>\n<li><span style=\"font-size: 10pt\">Addition, removal or adjustment of contract sections for purposes of compliance and relevance.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">4.  Consultant Deliverables</span></p>\n<p><span style=\"font-size: 10pt\">The consultant will deliver:</span></p>\n<ol>\n<li><span style=\"font-size: 10pt\">HR audit and compliance report.</span>\n<ol>\n<li><span style=\"font-size: 10pt\">Compliance checklist</span></li>\n<li><span style=\"font-size: 10pt\">Risk matrix</span></li>\n<li><span style=\"font-size: 10pt\">Action Plan with timeline</span></li>\n</ol>\n</li>\n<li><span style=\"font-size: 10pt\">Written guidance on making applications and requirements to maintain compliance with the regulatory authorities.</span></li>\n<li><span style=\"font-size: 10pt\">Amended contracts that are fully compliant.</span></li>\n<li><span style=\"font-size: 10pt\">Written expatriate management guidance. </span></li>\n<li><span style=\"font-size: 10pt\">Revised WUSC Rwanda employee handbook.</span></li>\n</ol>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">5. Duration of Assignment</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">Estimated duration: 2-3 weeks</span></li>\n<li><span style=\"font-size: 10pt\">Level of effort: [10 working days, where each day is 8 hours]</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">6. Reporting &amp; Supervision</span></p>\n<p><span style=\"font-size: 10pt\">The consultant will report to the WUSC Rwanda Project Director and will be required to engage in an initial briefing meeting, weekly progress check-ins and a final assignment debrief. Deliverables will be reviewed and feedback provided within [3–5] working days by the Project Director.</span></p>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">7. Required Qualifications</span></p>\n<p><span style=\"font-size: 10pt\">The consultant should have:</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">Advanced degree in HR, Law, or related field.</span></li>\n<li><span style=\"font-size: 10pt\">Minimum of 5-7 years of progressive experience in HR advisory, including demonstrated experience working with International NGOs in Rwanda</span></li>\n<li><span style=\"font-size: 10pt\">Strong knowledge of Rwandan labour laws and HR compliance.</span></li>\n<li><span style=\"font-size: 10pt\">Demonstrable experience with work permit acquisition and management of expatriate HR matters.</span></li>\n<li><span style=\"font-size: 10pt\">Demonstrable experience transitioning organizations from informal to formal HR structures.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">8. Evaluation Criteria</span></p>\n<p><span style=\"font-size: 10pt\">Proposals will be evaluated based on:</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">Relevant experience and understanding of local context (50%)</span></li>\n<li><span style=\"font-size: 10pt\">Financial proposal (30%)</span></li>\n<li><span style=\"font-size: 10pt\">Technical approach (20%) including understanding of the ToR, methodology, and proposed work plan.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">9. Payment Schedule</span></p>\n<p><span style=\"font-size: 10pt\">Payment for this assignment  will be made in three tranches:</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">20% upon contract signing</span></li>\n<li><span style=\"font-size: 10pt\">40% upon submission of draft deliverables</span></li>\n<li><span style=\"font-size: 10pt\">40% upon submission of all deliverables that are approved.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 10pt; font-weight: bold\">10. Application Process</span></p>\n<p><span style=\"font-size: 10pt\">Interested consultants should submit the following by midnight CAT on May 31st 2026 :</span></p>\n<ul>\n<li><span style=\"font-size: 10pt\">Technical proposal not exceeding 4 pages.</span></li>\n<li><span style=\"font-size: 10pt\">Financial proposal.</span></li>\n<li><span style=\"font-size: 10pt\">CV(s) of key personnel.</span></li>\n<li><span style=\"font-size: 10pt\">Examples of similar work completed.</span></li>\n<li><span style=\"font-size: 10pt\">Legal registration document.</span></li>\n<li><span style=\"font-size: 10pt\">The official submission email address: </span><a href=\"mailto:[email protected]\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-size: 10pt\">[email protected]</span></a><span style=\"font-size: 10pt\"> with the email title: “WUSC Rwanda HR consultancy”</span></li>\n<li><span style=\"font-size: 10pt; font-weight: bold\">The required currency for the financial proposal, which should be presented, is Rwandan Francs (RWF).</span></li>\n</ul>",
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