Islamic Republic of Afghanistan
Ministry of Education
Second Education Quality Improvement Project – EQUIP II
TERMS OF REFERENCE
HUMAN RESOURCE DEVELOPMENT
I.
BACKGROUND
In 2004 the Government of Afghanistan (GoA) took the initiative to strengthen its education
sector by launching the Education Quality Improvement - Project (EQUIP). The goal was to
facilitate the development of vibrant human capital that can contribute productively to the
reconstruction, economic growth and stability of the country. EQUIP is fully aligned with the
goals of Education for All NPP and NESP II. After an initial start-up in four provinces, the
program’s success led to its expansion to all 34 provinces. The Second Education Quality
Improvement Project – EQUIP II, which began in March 2008, is now in an Additional
Financing phase, from August 15, 2012 to August 15, 2014. Implemented throughout the
country, the focus remains on improving quality and equitable access.
2. OVERVIEW
EQUIP’s development objective is to increase equitable access to quality basic education
especially for girls through school grants, teacher training and strengthened institutional capacity
with support from communities and private providers. The project consists of three components
as follows:
(i)
Component 1-School grants: support the improvement of: (a) teaching and learning by
facilitating the creation of enabling school environments; and (b) basic school facilities
at government registered primary, middle and secondary schools with teachers on their
payrolls. Sub-components include: (i) school grants for quality enhancement; (ii) school
grants for infrastructure; and (iii) social mobilization and awareness.
(ii) Component 2-Teacher and Principal Training: create sustainable systems which will
increase the level of professional knowledge and skills of educators. Sub-components
include support to: (a) District Teacher Training Teams; (b) school principals; and (c)
increasing the number of female teachers.
(iii) Component 3 – Monitoring and Evaluation: aims to: (a) build on and support the
existing structure for EQUIP in MoE; and (b) establish and implement a monitoring and
evaluation system for timely lessons to be drawn to facilitate project improvement and
policy making. Sub components are: (a) Project Management and Coordination; (b)
Monitoring; and (c) Evaluation.
As noted, the EQUIP Program is managed and implemented by the Ministry of Education. The
size and scale of the program requires the presence of a large number of staff including
short/long-term international consultants, short/long term international interns, long and short
term national consultants and/or interns, technical experts and administrative staff covered by the
project. EQUIP staff are located both at the center and the provincial and district levels. MOE
management prioritizes the need for investing in staff and building their capacity at all levels of
the organization. The first step in investing in staff is to have transparent and equitable HR
management policies, procedures and practices which are known and understood by all staff.
EQUIP related HR functions are managed by the Human Resource Management Unit (HRMU).
Given the increasing complexity of the HR function, the MOE management has decided to
engage a firm to review the current practices, procedures, and management of the HRMU and to
provide recommendations and build capacity for improvement of the system.
To achieve this, MOE is seeking a qualified Consulting Firm to carry out a detailed review of the
HR department and to provide capacity building support to improve the management of the
HRMU. The service provider will be required to provide both strategic review and technical
support to improve the system. The objective and scope of work is defined below.
3. OBJECTIVE OF THE ASSIGNMENT
The main objective of the assignment is to improve the efficiency and effectiveness of the HR
management system of EQUIP.
4. SCOPE OF WORK
The scope of work for this assignment covers four broad areas a) review existing practices and
policies; b) provide recommendations for improving the system; c) support the effective
implementation of the HR policy; and d) develop a system of checks and balances to ensure
increased accountability and transparency of the HR Management System.
Specifically, the service provider will be expected to carry out the following tasks:
HR Policies, Procedures and Practices: Carry out a comprehensive review of the current
HR policy environment, consulting with relevant staff and stakeholders on HR manual, policies,
and procedures as well as both formal and informal practices pertaining to HR, and also provide
recommendations for improvement in the policy and procedures, and update the existing policy
manual with the agreed recommendations.
Recruitment and Selection: Review and propose improvements to the existing relevant
guidelines and procedures for recruitment process, e.g. preparing job profiles, sourcing,
advertising, long listing, short listing, interview, selection, contracting and preparation (Induction
training) for commencement of service of new staff.
Carryout training need assessment of the Human Resource
Management Unit (HRMU), and provide support for developing the organizational training and
development plan for the unit. The training plan should identify the trainings that can be
provided by the consultant, and the trainings to be done externally.
Management System:
1. Review the existing performance management system, and provide recommendations for
improvement. The recommendations should include setting of performance targets,
linking performance to remuneration, and also provide advice to the management on
implementation of the performance management process and policy implementation.
2. Support the development and implementation of the performance appraisal policy and
process, putting in place a performance appraisal system, training EQUIP management in
performance evaluation criteria and process.
3. The consultant shall facilitate the performance appraisal of the staff of EQUIP
Coordination Unit, and the Provincial staff, who have completed one year of service. The
results and recommendations shall be compiled in the form of a report. Additionally,
consultant shall also be responsible for developing tests for the above mentioned staff,
and support in administering the test. The test shall be developed for each category of
staff in coordination with the EQUIP management.
Support the HR team in developing an annual salary survey, as well as
remuneration bands based on salary survey data, preparing and submitting salary review
recommendations to the remuneration committee, providing advice to management on
remuneration levels for staff in line with the remuneration policy and any other requirements
such as Capacity Building for Results salary guidelines. The remuneration survey shall include
survey for the basic salary as well as other benefits provided.
Relations: Review the existing process and provide recommendations to put in
place HR requirements related to employee grievance and discipline procedures including
facilitating development of charge sheets, making the logistical arrangements for all disciplinary
and grievance procedures, and communication.
Support the HR Unit in managing and implementing all HR
administration requirements including undertaking benefits administration, HR information
management, attendance and leave policy, payroll information submission, ethics and codes of
conduct.
Filing System: Review the current process for filing and provide recommendations for staff
record management, and filing system. Guide the HR Unit staff in developing files. Review the
files prepared on a sample basis in order to ensure compliance with the recommendations.
HR MIS: Review the current HR MIS for the following areas:
- Organizational planning
- Recruitment
- Payroll management
- Leave management
- Attendance
- Performance management
- Training and development
-
Contract management
Provide recommendations for improvement to the system, and updates required. Also provide
recommendations on integration of HR-MIS to those of Finance and Procurement as well as the
interface required with any other system e.g. EMIS.
5.
EXPECTED DELIVERABLES
An inception report must be submitted within 15 days of signing the contract that details the
proposed approach for conducting the review and providing comprehensive capacity building
services to HRMU Unit. The inception report needs to outline the team members that will
provide the service, the proposed engagement and resourcing approach that will be utilized. It is
anticipated that the activity will require 6 months duration. (The expected starting period would
be March 2013)
The following outputs to be submitted during the contract period:
a. Updated HR policy and Procedure manual;
b. Recommendation report on recruitment process;
c. Training Need Assessment and Training Plan;
d. Recommendations on implementation of the performance management system, and
also an analytical report of the performance appraisals and tests carried-out;
e. Recommendations on the filing system;
f. Questionnaire / appraisal system, tests and results;
g. Salary survey report;
h. Recommendations on employee relations;
i. Recommendations on HR admin;
j. Recommendations on HRMIS;
Any other outputs, as agreed between EQUIP Management and the consultant.
6.
QUALIFICATIONS AND EXPERIENCE OF THE CONSULTING FIRM
A successful Firm would be able to demonstrate:
I.
10 years of specific experience on advising and supporting on implementation and
monitoring on relevant HR procedures and processes, demonstrating robust
internal/structural expertise in human resources management.
II.
Experience in HR management and related functions
III.
Experience in internal control assessment (experience in HR assessments)
IV.
Experience in capacity building (within HR)
V. Experience in change management
VI.
VII.
Work experience with government administrations and international donors, preferably in
similar environments.
Prior experience working with Ministry of Education would be an advantage.
7. Qualification Requirements for the Key Professional Staff:
a) Project Manager (4 Person months): The Project Manager shall have at least
Bachelor’s Degree in Project Management, or any other relevant field to the
assignment with minimum 7 years relevant experience.
b) HR Policy Expert (6 Person months): The incumbent will be expert in Review
and Documentation of HR Policy and Procedures and shall have at least
Bachelor’s Degree in Commerce, Business Administration or any other relevant
field to the assignment with at least 5 years experience to the relevant field.
c) Performance Management System Expert (3 Person months): The
Performance Management Systems Officer shall have at least Bachelor’s Degree
in Commerce, Business Administration or any other relevant field to the
assignment with at least 5 years experience in the relevant field.
d) Recruitment / Training and Development / Compensation Expert (6 Person
months):
The Expert who will be involved in the Recruitment, Training and Development,
Compensation and Benefits shall have at least Bachelor’s Degree in Commerce,
Business Administration or any other relevant field to the assignment with at least
3 years relevant field experience.
e) HR Admin / Employee Relations / Filing System Expert (6 Person months):
The Expert who will involved in the HR Administration, Employee Relations and
Filing System shall have at least Bachelor’s Degree in Commerce, Business
Administration or any other relevant field to the assignment with at least 3 years
relevant field experience.
f) HR Systems review Expert (3 Person months): The HR Systems Expert shall
have at least Bachelor’s Degree in a relevant field with professional qualification
in Information Technology relevant to the assignment with at least 5 years
relevant field experience.
Note: The consultant must submit only one CV for each key staff position mentioned
above. An alternate CV will make the proposal non-responsive. The consulting firm may
have up to 3 additional back office staff to provide technical guidance and supervision (not to
exceed 2 Person months). All CVs must be signed by the expert and by an authorized
representative of the consulting firm.
8.
REPORT TO / COORDINATION AND GUIDANCE
The consultant will report to and take guidance from the Director, EQUIP and Institutional
Development Advisor for EQUIP.
9. Payment Terms
1. 20% on submission of an Inception report;
2. 40% on following deliverables:
a. Updated HR policy and procedure manual;
b. Recommendation report on recruitment process;
c. Training Need Assessment and Training Plan; and
d. g) Salary survey report
3. 30% on remaining deliverables in para 5 of the TOR ie
Para 5, d), e), f), h), i) and j).
4. 10% on completion of all deliverables and on submission and acceptance of final
Report