Consultancy for Development, Review and Update Organizational Internal Policies and Procedures

Country: Kenya

Organization: Habitat for Humanity

Closing date: 16 Dec 2022

TERMS OF REFERENCE

Consultancy for Development, Review and Update Organizational internal Policies and procedures for Habitat for Humanity Kenya.

1. BACKGROUND

Habitat for Humanity Kenya (HFHK) is among the 70 country affiliates of Habitat for Humanity International. In Kenya, we were registered in 1982 as Non-Governmental Organization, with the goal of enabling low-income families access decent and affordable shelter. In the last 40 years, HFHK has supported more than 56,000 families across 9 counties in Kenya through housing micro-finance and direct construction. Habitat for Humanity considers housing as a long-term, incremental process which builds on cross-sectorial interventions such as construction, water, sanitation, energy, land tenure, and policy change at different levels of governance, actors and regions. Our Business Plan (2020-2025) has outlined four Programmatic Areas namely: Financing for owner-led construction (financial inclusion); Settlement-Based Practice (building resilient settlements); Secure Land Tenure (evidence-based advocacy and information sharing); Disaster Risk Reduction & Response (DR3). We are currently operating in Laikipia, Homabay, Kisumu, Tana River and Machakos.

1. THE CONSULTANCY

Habitat for Humanity Kenya is inviting applications from qualified firms to facilitate the development, review and updating of organizational operational manuals not limited to (a) Finance Management and Procurement including Risk Management Manual; (b). Office Administration Manual; (c) Human Resources and governance Manual (d) Safeguarding Manual and (e) Standard Operating Procedures. The operational efficiency of any organization is dependent upon the capability of the organization to deliver services to its people in the most cost-effective manner possible while still ensuring the high quality of its products, service, and support. The world over, establishing internal control systems in organizations is critical to ensure for instance, reliability of accounting records and limiting of possible random errors while complying with both existing laws and regulation. Internal control plays a direct role in influencing management performance as they are charged to provide a reasonable assurance of the reliability of financial reporting, the compliance with laws and regulations and to uphold good corporate governance. This ensures the authenticity of the content of financial reporting, and it provides a reasonable assurance to stakeholders. Lack of proper internal controls my lead to both financial and reputational risk. Key among these measures include the development and improvement of organizational operational manuals, procedures, and human resource management. For this purpose, Habitat for Humanity Kenya requires the services of a consultancy firm/institute to support in development of the 5 operational manuals.

1. PURPOSE

The purpose of hiring the services of the consultancy firm is to develop operational manuals/procedures for Financial Management and procurement, Human Resource (HR) , Safeguarding and other related SoPs compatible to the needs of Habitat for Humanity Kenya with the aim for improved operational efficiency and effectiveness contributing towards appropriate internal controls, transparency and accountability to program participants, donor and stakeholders

1. OBJECTIVES AND SPECIFIC TASKS TO BE UNDERTAKEN BY THE CONSULTANT

Habitat for Humanity Kenya is looking for an individual consultant, or a company to develop, review and updating the organization manuals and SOP(s).

The overall objective of this consultancy is to provide technical support in the review of the manuals. The selected consultant(s) will not have to start from the scratch but to review and consolidate the available HFHK manuals. The consultant(s) is required to streamline the provided material, as well as consider credible external resources for the development of required manuals.

a. Human Resource (HR) and governance Manual: The overall objective is to review and develop a context-specific, compatible Human Resource Management (HRM) manual in line with international best practices, local laws and consolidate HR policies, procedures and practices in a single document for ease of reference, as well as include user- friendly HR related forms, templates and procedures, to meet the HRM needs of HFH Kenya. The purpose is to enhance the HR system of HFHK in the domain of recruitment, selection and management of staff with systematic policies and procedures in place for an overall effective HR recruitment regime including staffing level, HR file, setting a grading structure, hiring of staff with clear procedures to ensure that the necessary human resources and support systems are in place for rapid and effective recruitment, Compensation plan and mobilization at any given point. The HR policies will provide in-depth guidance on non-discriminatory and an equitable hiring process that promote gender equality and hiring of qualified staff with requisite knowledge, skills and credentials.

b. Financial Management & Procurement Manual: The overall objective is to develop a Financial Management manual to streamline the financial management function of HFH Kenya. Based on the identified gaps, the selected consultant(s) will analyze the accounting and financial management requirements of HFH Kenya, review and develop an appropriate financial manual to ensure proper processing, accounting, management and reporting of project funds and transactions with improved internal controls to ensure accountability to program participants, stakeholders and donors. The Financial Management Manual will include consistent and uniform accounting policies, accounting of transactions with adequate controls, guidance on authority of delegation, asset management and control and segregation of duties, payment, Travel, Salary advance, cash and bank management, documentation requirements for payment and expenses, asset management, payroll process, security for cash management etc. The manual must also include policies and procedures for overall procurement cycle, procurement thresholds, acquisition of goods/services, transport management, basic assets management and record keeping.

c**. Office Administration Manual**: The manual will serve as a guide to assist HFHKenya employees in their day-to-day performance of administrative and management functions. The manual will contain instructions for completing forms, reporting relationships, procedures for requesting services, and delineates responsibility.

d**. Safeguarding Manuals**: HFHKenya strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. HFHK holds a zero-tolerance policy against sexual exploitation and abuse and harassment. HFHK expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that HFHK work is carried out in honest and fair methods, in alignment with the HFHK Code of Ethics, safeguarding and associated policies. The safeguarding policies to be reviewed and updated includes; Whistle blower policy, CBFM Policy, Anti-terrorist Policy, Fraud Policy, conflict of interest policy etc.

The consultancy firm/consultant shall ensure the completion of the development, reviewing and updating policies to ensure they meet international standard, local legislation or Donor rules. This consultancy will specifically.

1.Review financial, HR/Admin, safeguarding policies and SOP ‘s of HFHK.

2.Ensure that process of the review is owned and led by the management of the organizations.

3. Undertake complete review of the HFHK policies specified above to ensure that all gaps and loopholes identified in the organization policy assessment are improved and covered.

4. Develop any missing guideline or tool related to HFHK polices.

5. METHODOLOGY

1. A consultant is generally expected to utilize a participatory approach in the review of partner polices.

2. Conduct desk review of the existing HFHK assessments and policies to be revised.

3. Prepare an inception report and share a final action plan of the activities to be undertake during this consultancy period to HFHK for review and approval.

4. Develop tools or guidelines required for the review process of HFHK policies.

5. Agree a clear timeframe with each policy family indicating when to start and finish the review process and role of the HFHK in the review process.

6. Agree on revised policy initially and then share to HFHK subject matter experts for technical review.

7. Organize validation workshop with the management and Subject matter experts for final inputs and endorsement of the policy by the organization.

8. Ensure that HFHK invites relevant staff so that it also becomes familiarization for them.

9.Submit validated policies to both Management and Risk and Audit Committee.

10.Submit consultancy narrative report to HFHKenya full board for review and approval

DURATION: The assignment is expected to take 28 working days.

6. LINE OF COMMUNICATON AND REPORTING

a). The consultant will communicate and report to National Director on progress and issues arising (overall management).

b). Finance Manager: Regular coordination, review and input on Financial Management Manual.

c). HR Director/Finance Manager: Regular coordination, review and input on HR manual.

d). Senior Programs Manager- Regular coordination, review and input on program related Manuals.

HFHKenya Commitments:

a). HFHK’s participants shall include Executive director, Senior Management and Board of Directors.

b). The policy review process is owned by HFHK management, and their full support is required to ensure smooth review process.

c) The organization shall provide all existing polices and procedure manuals including those for HFHI that have not yet be localized for consultants review and recommendations.

d)The organization shall also provide recommendation given to management by both internal and external audits, the board etc.

7.KEY DELIVERABLES

a) Revised and finalized HFHK polices in both PDF and Word Format.

b) A consultancy report in word format detailing the process, results, experiences and challenges encountered in the process of carrying out the assignment. Furthermore, the report should provide recommendations for HFHK in undertaking policy review in future.

8.CONSULTANT ESSENTIAL AND DESIRABLE EXPERTISE/EXPERIENCE

Essential

Consultancy Firm

1. Institutional operational experience of consultancy services of at least ten (10) years.


2. Previous proven work experience with NGOs relevant to similar assignment.


3. Human resource capacity of consultancy firm with available/potential staff for the proposed assignments. Staff with required credential, knowledge and skills separately for each required assignment (Financial Management, HR, Office Administration).


4. The proposed human resource must also include a staff with strong communication/reporting, editing/proof-reading skills.

Note: HFHK reserves the right to verify the proposed staff credentials, experience and their availability to your organization.

Staff/Human Resource for the proposed Assignment

1. The proposed staff must have requisite academic qualifications, preferably postgraduate in related field. The staff proposed for finance manual must have academic qualification related to financial subjects, similarly the proposed staff for HR Manual must have HR related academic qualification, while the staff proposed for Office Administration manual must have academic qualification in related subjects.


2. Previous work experience of proposed staff in similar assignments with NGOs will be given preference.

Desirable

1. The proposed staff with practical experience related to the above-mentioned potential assignments.


2. The proposed staff is gender balanced.


3. Understanding of local labour laws, safeguarding requirements (organizational code of conducts), procurement rules and internationally accepted best practices and standards.


4. Strong analytical skills, including legal analysis.

How to apply

Interested Consultant should send the following documents via email procurement@hfhkenya.org subject line “Consultancy for Review and Development of Operational Manuals” and it should reach Habitat for Humanity Kenya, on or before 16th December 2022.The following documents are to be submitted:

1. Expression of (EOI) that will include:
   
   1. A technical proposal detailing the interpretation of the TOR’s and technical approach.
   
   
   2. A financial proposal indicating the daily rate (in KES) for reviewing and developing each manual. The financial proposal should indicate all the expenses to be incurred.
   
   
   3. Approach and methodology for meeting the objectives of this assignment
   
   


2. CV(s) of staff who will be engaged for this assignment reflecting at least the academic qualification, previous relevant experience, contact number, current location etc. Each CV should not exceed four (4) pages and should be annexed in the Technical Proposal.


3. Documented evidence e.g., copy of manuals previously developed, contract award or reference letter from the clients stating scope of services and deliverables related to previously completed similar assignments


4. Firms are required to provide their company profile.


5. Timelines for the completion of the assignment.

Applications should be submitted to:

Email: procurement@hfhkenya.org

Deadline: 16th December 2022

Office Line. 0101454380