Provision of Services for Salary and Benefits Survey of Never Again Rwanda
We are a Rwandan peacebuilding and social justice non-governmental organization that was established in 2002, in response to the 1994 Genocide against the Tutsi.We aim to empower citizens of diverse backgrounds from Rwanda and the Great Lakes region with opportunities to become active citizens for a peaceful society.For the last 19 years, we have emerged as a peacebuilding influence, a thought-leader in governance, citizen participation and youth engagement. We are currently operating in over 20 districts countrywide, and working with residents from over 250 communities

Terms Of Reference
Provision Of Services For Salary And Benefits Survey Of Never Again Rwanda
Introduction
Never Again Rwanda is a Rwandan peacebuilding and social justice non-governmental organization that was established in 2002, in response to the 1994 Genocide against the Tutsi. We aim to empower citizens of diverse backgrounds from Rwanda and the Great Lakes region with opportunities to become active citizens for a peaceful society. For the last 19 years, we have emerged as a peacebuilding influence, a thought-leader in governance, citizen participation and youth engagement. We are currently operating in over 20 districts countrywide and working with residents from over 250 communities. NAR enjoys the active support of financing partners EU, GIZ, SDC, SIDA,USAID for the implementation of its strategic plan.

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Objective Of The Survey
The objective of the salary and benefits survey is to provide direction for the management and the Board decisions on an overall compensation structure to ensure that Never Again Rwanda is able to attract, retain and motivate staff within a competitive labour market, while ensuring cost efficiency in the delivery of its programme. The Consultant/Firm will obtain data on local currency payment in addition to salary and benefits data. The survey is intended to achieve the following outcomes:

1. To develop a wages and compensation package structure that is capable of attracting and retaining high performing staff.
2. To develop a structure that will recognize and reward exceptional performance and to also sustain a high-performance culture. 3. To align the wages and compensation structure with the market and be up to date with the market.
3. To provide salaries commensurate with assigned duties.
4. To develop a salary and compensation structure that responds to internal and external Labour market environments from comparators, considering how often they lose what kinds of people, and why, and to what types of organizations, so we can be proactive in addressing these challenges.
5.
Statement Of Work
The Consultant(s)/ Firm will carry out a comprehensive salary and benefits compensation review of other similar organizations and entities that NAR compete with for talent or employees from same talent pool. The review will ultimately be used by NAR management and Board to consider appropriate and competitive remuneration in accordance with jobs and performance. Management further wish to use this process to address concerns about attracting and recruiting the right people, retention, and consideration of staff salaries and benefits processes, in light of the resources available to the organization.

Consulting Firm Qualifications
The Consultant(s)/ Firm will have at least five years of experience in conducting salary and benefits surveys and job matching for developmental organizations, USAID/SIDA projects, international NGOs. The Consultant(s)/Firm must have a solid understanding of and experience in human resources management, including best practice application of compensation structures in the Rwandan market, particularly in the development cooperation field specifically for non-profit), donor-funded programs, and in applied research. Consultants/Firm should have demonstrated results in advising the non-profit sectors on salary and benefits structures, addressing issues of basic salary and all benefits for staff, considering insurance, pensions, housing allowance, car/fuel allowance, education allowance, and other forms of benefits. Should have understanding and experience in analysis and review of non-cash benefits and staff retention. The firm should have worked with organizations that have multiple funds sources in different currencies and have national staff. The Consultant/Firm must provide minimum of three references of firms with which they have done this type of work. It should have demonstrated ability to turn around the assignment and deliver a complete, quality result within the set deadlines.

Tasks
The Consultant(s/Firm) will conduct a salary and benefits survey for purposes of reviewing the current NAR salary structure and benefits in line with the prevailing local market rates for jobs that have a similar level of responsibility, range of duties and complexity to identify the appropriate market rate for each position. The following activities will be undertaken:
1. Review NAR salary structure and benefits, (both funded and non-funded incentive benefits), review rewards strategy, and make appropriate recommendations.
2. Review existing documentation, setting out the remuneration terms and other benefits.
3. Review existing job descriptions of all staff to ensure they are a true reflection of the tasks undertaken by each staff.
4. Conduct a salary and benefits survey of between five and 10 comparator organizations to provide data and information on market salaries, cash, and non-cash benefits, fixed and variable income, allowances, bonus/incentives (both fixed and variable) and benefit structure. Obtain data on retention and staff turnover rates and links to compensation. As much as possible, the Consultant(s)/ Firm should ensure that the proposed organisations are reasonably comparable to NAR. The Consultant(s)/ Firm should also match existing ToRs /Job Descriptions with those of comparator organizations to facilitate an accurate determination of salary levels and benefits packages for various positions and job groups.
5. Compare position compensation effectively. Organizational structures and job descriptions should be available when the job matching exercise is being done to ensure that the jobs can be appropriately compared. Titles should not be used.
6. Propose a remuneration approach for potential hires coming in at different levels who may have current salaries more than NAR basic rates.
7. Collect data and analyse the salary pay grades, pay ranges, allowances and benefits that are both monetary and non-monetary in nature, associated with specific job profiles of comparator organisations. This will provide information to determine the most affordable and appropriate salary levels for various positions.
8. Prepare a salary and benefits survey report documenting findings on basic, guaranteed, variable package, cash, and non-cash benefits for market lines and general reward practices for the industry.
9. Propose a salary and benefits structure across different staff levels, if different from that already provided.

Deliverables And Outcomes, And Percentage Of Payments
Deliverable Percentage of Payment
1 A consolidated salary and benefits report with recommendations from the findings of the survey 40%
2 Proposed revisions to job descriptions where appropriate, arising from the review process 10%
3 Proposed packages (considering salary and all benefits), with clear indications of the comparators and competencies used to derive them. 15%
4 Proposed salary structure with minimum and maximum salary bands to help NAR ensure consistency across the organisation and propose any structural changes to remuneration (for example use of additional 20% benefits – considering administrative efficiency, retention, allowances, etc) 20%
5 Recommend to NAR management modalities and best practice for calculating annual salary increments to reflect performance and take account context of a competitive labour market, need to retain and attract key staff and NAR’s obligation to deliver value for money to its partners 15%
Total 100%

Dates, Location, Counterparts
The consultancy will be conducted in Kigali, Rwanda during the period of June 20th 2022 to July 30th 2022. No travel is anticipated. The consulting firm will work in its own offices, and in NAR when and where appropriate during the study. The consulting firm will report to the Executive Director and will treat all aspects of this assignment with utmost confidentiality. Any breach of confidentiality will lead to automatic termination of the contract. NAR will provide support to the consulting firm and facilitate the provision of all required information. The consulting firm will be required to present the proposed survey methodology and findings to the survey to the Executive Director and the Senior Management.

Basis Of Award
NAR will award a contract to the most economically advantageous technically qualified tender based on the following criteria, using a careful assessment process as per the NAR Procurement Policy with qualified internal bid assessors.

Mandatory Requirements
A well-established firm with a good record of accomplishment of working on Salary and Benefits Surveys in Rwanda or the East Africa Region; must have very strong knowledge of law, regulation requirements in Rwanda and internationally standards and practices
At least 5 years’ experience in conducting Salary and Benefits Surveys of organizations such as development agencies, international NGOs
The Bidder’s proposal must contain CVs of proposed staff resources and certificates showing they hold the required certifications
Solid knowledge and experience in Salary and Benefits Surveys.
Ability to turn around the assignment and deliver within the set deadlines
Capacity to provide a range of services across different specialisations as required in the task definitions above

Assesment Criteria Weighting (%)
Competence of firm and technical approach with Relevant demonstrated experience and capacity of firm in this area 30%
Similar past or relevant consulting experience 40%
Understanding of ToRs, and content, quality, and originality of the proposal 20%
Fee and cost basis, transparency of costs and value for money 10%1
Total 100%
*In their proposals, respondents are required to provide clear evidence of positive outcomes in respect of their previous assignments in the subject area.

Confidentiality
All information contained in this Request for Proposals is provided on a strictly confidential basis, solely for the use of bidders for a competition for the supply of services to be provided to NAR per the descriptions herein. It is a condition of this competition that bidders (and any subcontractors) shall: • take all reasonable measures to protect this confidentiality and avoid the unauthorized use, disclosure, publication, or dissemination of confidential information. • not use this information other than for the purposes of preparation of a proposal; and • Not disclose, publish, or otherwise reveal any of the information contained herein except with specific prior written authorization of NAR.

Bid Submission
Interested Consultant(s)/Firms should submit sealed separate technical and financial bids clearly indicating on each envelope “Tender for NAR Salary and Benefits Survey” with the words “Technical” or “Financial” bid as appropriate and in an outer envelope containing both technical and financial bids clearly indicating “Proposal for NAR Salary and Benefits Survey” by June 10th 2022 to the following address: Never Again Rwanda, KG 13, House 32A.
A soft copy of the proposal should be sent to info@neveragainrwanda.org
Important Note: All supporting documents submitted must be true and correct. Submission of false information will lead to disqualification. Any firm or individual that will not have fulfilled all aforesaid conditions will not be considered for the next evaluation stage.

Conflict Of Interest
Bidders (and any sub-contractors) must disclose in their proposal details of any circumstances, including personal, financial, and business activities that will, or might, give rise to a conflict of interest, if they were awarded this contract. Where bidders identify any potential conflicts, they should state how they intend to avoid such conflicts. NAR reserves the right to reject any bidder which, in NAR’s opinion, gives rise, or could potentially give rise to, a conflict of interest.

Logistics And Consulting Firm Materials
The consulting firm will provide own office space, computers/software/printing, and logistics and communications arrangements. Email is the most common communication method, and attachments/scanned materials may be submitted as appropriate and agreed. NAR has full and unrestricted rights to use, share, and incorporate any or all materials submitted from consulting firms into our work, but these will be used on a confidential basis given the nature of the assignments. Meetings, introductions, and related logistics will be handled by the consulting firm, excepting for meetings which can be arranged in NAR offices.

Miscellaneous
All materials produced or acquired during the project—written, graphic, film, digital audio/video or otherwise—shall remain the property of NAR unless and to the extent such rights are explicitly relinquished (in whole or in part) by NAR, in writing. NAR retains the exclusive right to publish or disseminate findings and reports arising from such materials. All outputs of the work, materials produced during the work, and all by-products shall remain confidential unless NAR authorizes its release.
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