TERMS OF REFERENCE TO CONDUCT A PERFORMANCE MANAGEMENT CONSULTANCY FOR HAND IN HAND EASTERN AFRICA (HIH EA)
1. Introduction
Hand in Hand Eastern Africa (HiH EA) is a registered NGO in Kenya and Tanzania and is part of the Hand in Hand global network. The organization started operations in Kenya in October 2010 and is currently operating in 21 Field offices within 26 out of 47 Counties in Kenya. HiH EA has so far mobilised, trained and is training over 300,000 members who have created over 296,000 enterprises and over 400,000 jobs on the Kenyan programme. Hand in Hand Eastern Africa –Tanzania (HiH EA-TZ) began operations in January 2018 and is currently operating in two field locations in northern Tanzania. So far, HiH EA-TZ has mobilised over 12,000 members who have either been trained or are still under training, and who have created over 8,850 enterprises and over 12,490 jobs.
The organization works with marginalized communities in the areas of economic and social empowerment using a participatory approach aimed at helping people fight poverty and vulnerability. The Hand in Hand enterprise and job creation approach is based on a philosophy of self-help, providing training, skills and support to enable people living in poverty, particularly women, to build and sustain independent, market-based, economic activities.
2. Objectives of the Assignment
The specific objectives include;
Ensuring that employees duties are linked to and contribute to the Vision, Mission, and Core value and results of the organization
Ensuring performance objectives are identified for each employee which provide a clear understanding of the quantity and quality of work expected
Develop a performance assessment tool that will differentiate staff performance and inform a performance-based pay and rewards system
Support the entrenchment of a performance based culture through the development of a guiding framework that outlines key features that underpin change management e.g. readiness assessment, communication plans, stakeholder engagement
Establishing a process for interfacing the performance management framework with the organization’s ERP (Dynamic Nav 2016) and for evaluating performance relative to expectations.
Developing a procedure for addressing employee performance that falls below expectations
Establishing a process which captures employee skills and promote personal growth and advancement in their career by helping them identify their development needs and acquire the desired knowledge and skills.
Providing a framework for documenting work planning and performance review to facilitate decision making
Ingraining a two way system of communication between the supervisors and the employees for clarifying expectations about the roles and accountabilities, communicating the functional and organizational goals, providing a regular and a transparent feedback for improving employee performance and continuous coaching.
Carry out a post-implementation performance evaluation audit to evaluate the effectiveness of the performance management framework and propose relevant improvements.
3. Scope of work
The scope of work involves;
Review the existing performance management system and make recommendations on alternative approaches in light of the HiH EA strategy.
Develop in conjunction with the Senior Management team a summary/scorecard and indicators of the expected results at organizational level derived from the strategy.
Review the existing performance appraisal process and supporting tools to redesign a system that objectively assesses performance and defines competency growth areas per individual and department.
Cascade the summary/scorecard and indicators to the departments and staff of HiH EA to ensure that expected results at each level are clear.
Train all HiH EA direct supervisors and employees using a suitable approach on the selected performance management approach, the refined performance appraisal tools and process.
Conduct a post implementation of the performance management system and its effectiveness six months after its roll out.
4. Core activities
Carry out a literature review of the already available in-house information related to this assignment
Develop and share with the HiH EA an inception report for this assignment
Develop a Performance Management framework that includes Performance Agreement Structures and a revised performance appraisal process.
Hold meetings with HiH EA CEO, Heads of Department and HiH EA Board HR and Nominations Committee.
Draft Performance Management System Manual including the recommended performance management system
Train HiH EA management team on the performance management system
5. Expected Deliverables
A Performance Management framework that includes Performance Agreement Structures and a revised performance appraisal process.
A summary/scorecard and indicators at Organizational and Departmental level.
Performance incentives/rewards options system interfaced in the ERP (Dynamic Nav 2020)
Reports on the skills imparted.
Post-implementation evaluation report.
6. Submission of Proposal
Interested consultancy institute/organization/firm/individuals with teams must submit a consultancy proposal specifying technical and financial information, and a short proposal that summarizes understanding of the TOR and details of how the consultant plans to execute the assignment, updated CVs of the team leader and team member(s).
All proposals to be sent via e-mail on [email removed] on or by 9th December 2020, referenced as “Proposal for HiH EA Performance Management Consultancy”.
HiH EA is seeking a consultant or consulting firm to review the existing performance management system and co-develop a suitable performance management system for HiH EA.
