Terms of Reference

Services: Recruitment Support for Wellspring

I.    Background and Context

The Wellspring Foundation for Education (Wellspring) is a Canadian INGO, founded in Rwanda, currently operating in Rwanda, and partnering in East Africa. Our vision is to be a catalyst for transforming education for children and to foster vibrant communities that address poverty in all its forms. Through our strategic plan, ‘For Every Child’, we are committed to deepening and extending our impact on children’s education through a portfolio of locally-led inclusive quality education programs across East Africa, and to being a catalyst for evidence-based change in education beyond our own programs.

Wellspring Foundation for Education currently has a portfolio of education programs and pilot projects in Rwanda (Rubavu and Gasabo Districts) and now in Uganda (Rakai District) through a partnership with another INGO.

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II.    Background to the call

Wellspring desires to equip its dynamic team to achieve its strategic plan by filling some key roles early in 2023. Wellspring is therefore seeking an appropriately experienced and qualified service provider for support in recruitment processes.

III.    Objective of the Services 

The key objective of the delivery of these services is to provide independent and external HR Recruitment Services for well-planned and timely recruitment and selection. 

IV.    Scope of Work

The service provider (HR recruitment firm) will work closely with the Wellspring Director of Operations/HR Lead and the Country Director. The HR recruitment firm’s role will be to source well-matched candidates and/or consultants to fill vacant positions within Wellspring’s team in Rwanda. For the duration of the contract the HR recruitment firm will be responsible to provide services as outlined in the deliverables below:

V.    Expected deliverables

For each role to be filled:

• Assist in refining role profiles to attract suitable candidates (if deemed necessary)
• Share the recruitment plan with the Recruitment Manager and Director of Operations
• Launch of the recruitment process as per Wellspring recruitment policy and procedure
• Use the appropriate recruitment portal for Job Advertisement
• Receive and store applications in line with data protection law.
• Conduct sifting of CVs/applicants and send 10 best applications to Wellspring
• Assist in preparing interview tools
• Take part in interviews as part of the interview panel
• Prepare a report of the interviews and a recommendation for selection
• Conduct Reference Checks
• Whenever needed, to CV profiling or Headhunting

VI.    Supervision and Logistics

The lead consultant from the HR recruitment firm will report to the Director of Operations/HR Lead and the matrix report to the Country Director

The HR recruitment firm will be responsible for its own transport whenever travelling for the purpose of the delivery of services.

VII.    Contract duration

The successful HR recruitment firm will be contracted either on a case-by-case basis or for a period of 6 months, depending on the financial proposal received

VIII.    Required Qualifications and Experience

The HR recruitment firm must meet the following criteria:

• Have an extensive knowledge of local and international labor laws, acts, regulations, and procedures
• The assigned organization shall have key personnel who possess an advanced degree in human resources management
• Have at least 5 years of professional experience in the HR consulting field mainly in recruitment and selection, preferably working in/with INGOs
• Assign personnel that have more than 5 years of extensive professional experience in Recruitment and Selection
• Demonstrate a commitment and ability to maintain the highest standards of confidentiality and professionalism

IX.    Other General Terms and Conditions

• In providing the Services to Wellspring, the HR recruitment firm and its Personnel shall ensure to the best of its/their reasonable endeavors the highest professional standards and exercise all due care, skill, and competence so as to ensure that the Services provided shall be to the full satisfaction of Wellspring and requirement of the Projects.
• The HR recruitment firm shall always comply with the relevant internal policies and procedures and abide by them while providing service to Wellspring
• The HR recruitment firm shall render the Services in a proper and timely manner.
• All reports and documents prepared during the delivery of services will be treated as Wellspring’s property
• The reports/documents or any part, therefore, cannot be sold, used or reproduced in any manner without the prior written approval of Wellspring.
• The HR Firm should abide with Rwanda Data Protection law while delivering services for Wellspring

X.    Proposal Requirements

The proposal should demonstrate sound knowledge, technical skills, and capability as required by the nature of the work of the services and understanding of the requisite tasks set forth in the scope of work.

Firms interested in fulfilling this scope and deliverables should submit an Expression of Interest separated into two parts, a Technical Proposal and a Financial Proposal. The Expression of Interest should not exceed 4 pages in total. Technical proposal and financial proposal should each not exceed two pages. In total we expect 4 pages, this excludes all annexes.

 The proposal should include:

• Statement of relevant experience i.e. similar assignments executed in/under execution in the last five years;
• Measurable objectives and methodology
• Propose separate fees for each of the recruitment process as listed below:
  • Complete Recruitment Service (starting from vacancy advert through to final selection - see deliverables above)
  • Executive Search/Headhunting
  • For any services that require substantial time and effort on the consultant’s part, a separate fee agreement shall be made on mutual consensus
• Budget Narrative: Narrative summary of the proposed budget including discussion and rationale for costing approach, major expenses, risks, and other considerations related to the budget.- not more than 2 pages
• Additionally, applicants should provide three client references and contact information. References should have worked with your organization within the past three years on projects relevant and activities outlined in this Terms of Reference.
• Full address and contact details of office location

Additional documents required

The following documents should be provided in the annex to the proposal

• Copy of RDB certificate/ Registration certificate
• Valid Tax clearance certificate
• Valid clearance from RSSB to prove filing of pension for its staff
• CVs of key personnel assigned to this work

Wellspring will not be responsible for any costs incurred for the preparation of the Expression of Interest

XI.    Wellspring’s Commitment to Safeguarding 

Wellspring is committed to the safeguarding and protection of the children and communities we serve, our partners, our volunteers, and our staff. As part of this commitment to safeguarding, all offers of employment and consultancy contracts will be subject to satisfactory references and appropriate background checks.

XII.    Wellspring’s Commitment to Inclusion

Wellspring values and encourages diversity, striving to be equitable and non-discriminatory in all our activities to ensure children have access to quality education in Africa. We implement policies that respect the inherent worth and dignity of those we engage with and promote equity, diversity, and inclusion.

XIII.    Submission Procedures and Selection Process

• Interested firms which meet the requirements should submit their Expression of Interest as per the bid requirements by email in English to RWrecruitment@thewellspringfoundation.org with the words ‘HR recruitment services in the email subject.
• The closing date for this opportunity is Friday 23rd December 2022. We will be on 2nd January 2023 at 5 PM
• Wellspring reserves the right to accept & reject any proposal without giving any verbal and/or written rationale, and only shortlisted applicants will be contacted

December 13^th 2022

The Wellspring Foundation for Education