RFP (Request for Proposal): Job Analysis & Evaluation, Grading and Benchmarking Consultancy Services

RFP (Request for Proposal): Job Analysis & Evaluation, Grading and Benchmarking Consultancy Services

May 2022

Who We Are

Girl Effect is an international non-profit that builds media that girls want, trust and need.

From chatbots to chat shows and TV dramas to tech, our content reaches millions of girls in Africa and Asia to make choices and changes in their lives. Igniting their confidence to act differently at a time that can define their future.

We create safe spaces for girls, sharing facts, and answering questions about health, nutrition, education, relationships and so much more. And we use innovative technology so we can reach girls at scale. We arm girls with the skills to negotiate and redefine what they are told is possible, so every girl can choose to be in control of her body, her health, her learning and livelihood.

When a girl unlocks her power to make different choices that change her life, it inspires others to do so too. She starts a ripple effect that impacts her family, community, and country. That’s the Girl Effect.

Scope of the assignment

Girl Effect is looking to engage an individual consultant or organisation to conduct a robust global job evaluation across our countries, namely Ethiopia, India, Kenya, Tanzania, the UK, and the USA. Our staff count is in excess of 80. We envision that most of the unique roles across our countries will be evaluated and the countries’ pay and benefits benchmarked. A global job evaluation will position our diversity, equity and inclusion strategy in driving equitable structures across the organisation.

The purpose of the assignment is to provide a process and structure across all our geographies that give guidelines on job banding, grading, salary progression, compensation & benefits and includes training our People team members to continue to conduct the job evaluations for the future job roles.

In addition, it demonstrates that the cost of reward reflects stewardship of donor funds while ensuring long-term organisational financial viability and sufficient wages for all employees.

Finally, the reward given to different employees is fair, consistent, and justifiable; all jobs are appropriately graded to reflect required technical knowledge, skills and experience; reward policies are designed to enable necessary variation depending on local contextual factors, such as in hardship locations, fragile states or absence of necessary skills.

The successful consultant or organisation will benchmark our global pay and benefits with our peers in the INGO space and private firms in the Creative industry and provide recommendations and best practices.

The application process is open to individual consultants and organisations who are eligible and meet the qualification criteria.

The key tasks are:

• Review background material on the existing organizational structure, current grading and pay structure;
• Carry out a benchmarking exercise to compare GE remuneration levels with suitable local, regional and global comparators. The selected individual or firm shall compile and suggest to GE a list of employers that may be considered comparators to establish staff remuneration and explain why those market comparisons were chosen. This shall form a basis for developing an equitable pay structure across GE based on a logical method of measuring relative job scope and size;
• Conduct a systematic job analysis of each job’s duties, tasks, and responsibilities, including the necessary skills, knowledge, and abilities a person needs to perform the job adequately; An inclusive process to review departmental functions, responsibilities & organizational structure, and propose changes. Review the job descriptions of all existing positions along with person specifications for the job to reflect the roles and responsibilities undertaken accurately;
• Develop a job evaluation framework which will include skills and competency matrix reflecting the required competencies, qualifications and experience needed to justify the level at which each position is graded;
• Assess and recommend the appropriate staffing levels, and identify and prioritise areas for headcount optimisation at the functional and institutional levels
• Support effective communication and change management throughout the process.

Deliverables

• An inception/kick-off meeting with GE staff and management to explain the objective of the exercise;
• An inception report detailing the methodology to be used, key deliverables and deadlines;
• Any questionnaires to be used during the survey to be submitted to GE for approval and sign off
• The individual consultant/organisation will provide technical support to the People & Culture team and other critical stakeholders in conducting a robust global job evaluation.
• The individual consultant/organisation will map out the job evaluation process and design a detailed work plan with clear objectives and deadlines.
• Work closely with the People & Culture (P & C) team in reviewing the current roles, departments, job grades, and organisational structure and design a detailed global job evaluation and provide recommendations for a grading system.
• Align the job evaluation with pay structures and support the designated People and Culture department team members in implementing appropriate job evaluation and grading system guidelines.
• Conduct a salary and benefit benchmarking exercise with our peers in INGO and the Creative industry that is evidence-based. A Detailed benchmarking report with suitable local, regional and global comparators.
• The consultant will make recommendations and provide a detailed report on Girl Effect’s job evaluation and global salaries and benefits aligned to this assignment’s purpose (see above).
• Provide a cost analysis differential between our current pay structure and the recommended pay and reward structure.
• Analyse existing job descriptions and provide recommendations, if any
• Update and develop relevant job evaluation policies and procedures manuals and recommend best practices.
• All recommended reward policies and practices meet local and international legal and regulatory requirements while respecting broader organisational social responsibility and are compliant with the legal context in all countries of operation and responsiveness to any changes to that context.
• Proposed compensation philosophy and guide for future roles and other remuneration
• related decisions
• Provide training to the People and Culture team on job evaluation, grading, pay, and benefits
• Change management plan to allow GE to implement the recommendations.
• Perform any other task assigned to meet the job evaluation and pay and salary objectives
• A final report will be delivered to GE after receiving and incorporating comments.

Who You Are

The successful consultant/organisation is required to meet the following criteria:

• Resource consultants on the assignment should have a minimum of a bachelor’s degree in Management, Human Resources Management, Social Sciences or a related field. If an organisation, team members should have this qualification and previous experience as an HR specialist for at least 5 years. A Master’s degree in Business Administration or Human Resource Management will be an added advantage
• 10 years of solid demonstrated experience working with global HR teams conducting job evaluations for international organisations or multinational corporations that operate in diverse geographies across the globe.
• Capacity and experience in conducting salary and benefits benchmarking surveys for multiple geographies across the globe in the INGO and Creative industry space
• Expertise in designing job grades, salary bands and benefits structures
• Experience working with nonprofits or international NGOs will be an added advantage
• Able to work across various diverse teams and contexts
• Capability to train team members on the best practices to conduct job evaluations and pay and benefits
• Excellent communication skills (written and oral)
• Results-oriented and highly analytical
• Use of technology and best practices
• Able to work under minimum supervision
• Networked to source salary and benefits information across the globe

Expected Commitment

• The assignment is expected to take approximately 8 weeks to complete. The deadline for the submission of all deliverables is 31st August 2022.
• The leading consultant will be expected to spend at least 20 hours each week with the People team and other stakeholders.
• The consultant/organisation will spend x consultancy days on this assignment from June to August 2022.

Intended Timelines

● Terms of reference published: May 17th 2022

● Questions/Clarification Deadline: May 23rd 2022

● Deadline for responses: June 2nd 2022

● Supplier selection, contracting and briefing: Mid June 2022

● Project commencement: June 2022

Proposal Submission

Your proposal (Max 10 pages), should you be interested, should cover

Technical Proposal

• Your understanding of the brief and why you feel you are well placed to advise us on this
• Technical Approach and Methodology
• Credentials –
  • Please showcase any previous job grade work experience
  • Detailed reference list indicating the scope and magnitude of similar assignments
  • Relevant services undertaken in the past three (3) years
  • Past performance summaries (at least three brief descriptions of past or current contracting mechanisms for projects similar in size, scope and complexity to this tender) and a list of references that demonstrate performance in conducting similar evaluations.
  • CVs conforming to the qualifications listed above for persons to manage and conduct the evaluation. Only CVs strictly relevant to the assignment shall be accepted.
• Work plan for performing the task
• Timelines – Starting date, Key milestones and Reporting milestones

Financial Proposal

• A breakdown of the financial proposal in USD indicating the daily rate for each of the proposed experts, time input and all applicable reimbursable expenses
• All applicable taxes should be quoted separately;

Technical and Financial proposals will need to be submitted as separate documents. Financial bids will not be opened until the technical evaluation and then only for those proposals deemed qualified and responsive.

GE is not liable for any cost incurred during the award/contract preparation, submission, or negotiation of the award/contract. All submitted documentation and/or materials shall become and remain the property of GE.

VALIDITY of the proposal shall be for 90 days from the date of bid closure.

Reporting/Management

The consultant/organisation will work closely with the entire People & Culture team and other stakeholders. The incumbent will be under the direct supervision of the Global Head of Human Resources and/or People Director.

Evaluation Criteria

The criteria against which proposals will be evaluated are listed below.

Technical Evaluation

• Interpretation and understanding of this TOR-5%
• Demonstrates relevant experience in conducting previous similar job evaluation exercises at relevant organisations 10%
• Profile of the firm and Organisational Capacity: 10%
• Methodology and Workplan-15 %
• Demonstrates an understanding of the multiple geographies that we operate in 5%
• Evidence of a minimum of three contactable references – 5%
• Experience and Qualification of key personnel-10%
  • Share CV’s of the key personnel, including the team leader, and their qualifications.
• Demonstrates an appreciation of the operating constraints of an NGO, both from a scope of exercise perspective and financial proposal 10%

Financial Evaluation

• Value for money/proposed budget breakdown – 30%

Pricing/Tax

Applicants are advised to ensure that they clearly understand their tax position regarding local jurisdiction tax legislation provisions when developing their proposals.

Equal Opportunities

Girl Effect Services is committed to equal opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender, gender identity or expression. We are proud to be an equal opportunity workplace.

We are committed to building an organization that is increasingly representative of and works extensively with the communities that we serve. To this end, due regard will be paid to procuring consultancy service organizations and individuals with diverse professional, academic and cultural backgrounds.

Safeguarding

You may be required to undertake safeguarding checks. Shortlisted consultants will be assessed on our organisational values at the interview stage. The successful consultant will be expected to adhere to our safeguarding policy. We encourage you to read and understand our safeguarding policy, the executive summary of which can be found at www.girleffect.org/safeguarding. We have zero-tolerance for all forms of violence against children, beneficiaries and staff.

Disclaimer

GE reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party. GE shall inform ONLY successful applicant(s). The process of negotiation and signing of the contract with the successful applicant(s) will follow.