TERMS OF REFERENCE (ToR): -Consultancy Service for Job Matching Agent

1. Background and Introduction

HELVETAS Swiss Intercooperation is a leading Swiss development organization operating for over 73 years. In Ethiopia, HELVETAS has been active since 2003, focusing on sustainable development and poverty reduction through skill development, inclusive economic development, and system strengthening. The Unleashing the Potential of Young Women (UP-Women) II Project builds on the achievements of Phase I and aims to enhance the socio-economic empowerment of vulnerable young women in Sidama and Oromia regions. The project follows Results-Based Financing (RBF) approach is an innovative mechanism in vocational education and training that conditions financial disbursements on demonstrable outcomes, particularly the gainful employment of disadvantaged young women.

In Phase I significant progress has been made in linking trained young women to employment opportunities through the project, training providers under the Results-Based Financing (RBF) mechanism, job fair events, and job matching agent support. The RBF system incentivizes training providers (TPs) to deliver quality training and ensures accountability by linking the third payment tranche to employment outcomes. As a result, employment outcomes have improved significantly: in 2024, a total of 680 young women secured employment, compared to 170 in 2023. Overall, in phase-I period out of 3,911 COC-certified graduates, approximately 31% (1,196) were successfully linked to employment. Despite these achievements, openings remain in achieving sustained and scalable wage employment outcomes, particularly in structured employer engagement, long-term job retention support, stronger private sector linkage and coordination.

TPs are responsible for training delivery and job placement to meet RBF requirements in three instalments while the third payment based on employment linkages created, while their role is limited in scope and duration, often focusing on short-term placement to meet payment milestones. The Job Matching Agent (JMA) is therefore required to provide dedicated, professional, and continuous employers engagement, ensuring better quality and sustained employment outcomes and complement (not duplicate) TP efforts by focusing on new employment linkage and retention of graduate young women.

To avoid duplication of efforts and investment:

• TPs focus on training delivery and initial job placement (RBF-linked)
• JMA focuses on new job placement which are not targeted and/or addressed by TPs for similar job placement on process.
• Additionally, all employment results will be verified through the project MEAL system
• Payments (both TP and JMA) will be strictly tied to verified and non-overlapping results

2. Purpose of the consultancy

The purpose of this consultancy is to strengthen wage-employment outcomes for TVET graduates by expanding employment opportunities, enhancing employer engagement, and ensuring sustained job placement and retention.

The Job Matching Agent will function as a recognized agent, facilitating connections between trained young women who have not secured employment through training providers or other institutions, employers, and relevant stakeholders. In fulfilling this role, the Agent will contribute both to improved employment outcomes.

3. Objectives of the assignment

Overall objective

To create and increase sustained wage employment opportunities for young women graduates through effective job matching, employer engagement, and retention support.

Specific Objectives

• Expand employer networks and identify new job opportunities
• Strengthen partnerships with private and public employers
• Match qualified graduates with suitable employment opportunities
• Support retention and improve quality of employment outcomes
• Contribute to system level learning and employment strategies

4. Scope of the Assignment

4.1. The consultancy will be implemented in:

• Sidama Region: Hawassa, Yirgalem, Aleta-Wendo
• Oromia Region: Bulchana and Dida Boke (in Shashamane)

4.2. Scope Clarification: The assignment is designed to complement not duplicate with TPs responsibilities:

• TPs: Training delivery and initial job placement (RBF-linked).
• JMA: Expansion of employment opportunities, employer engagement, and sustained placement.

4.3. Targeting Approach: The JMA will focus on:

• Identifying graduate young women not yet placed by TPs to create new employment opportunities through employers’ engagement.
• Placement numbers expected to be 400 but not limited to, it could be as high as possible number of graduates available for wage employment.
• No fixed placement target is imposed
• Overlap will be avoided through MEAL verification mechanisms
• Payments will be based on verified employment outcomes

5. Key Tasks and Responsibilities

The Job Matching Agent will undertake the following tasks:

5.1 Employer Engagement

• Identify and map private and public employers relevant to project-supported employments.
• Assess employer demand, skills requirements, and recruitment processes.
• Establish formal and informal collaboration arrangements with employers.

5.2 Job Matching and Placement

• Maintain a database of TVET graduates seeking wage employment.
• Match graduates with available vacancies based on skills, location, and employer requirements.
• Beneficiary profiling and job readiness coordination.
• Facilitate interviews, recruitment processes, and onboarding.

5.3 Placement Follow-up and retention support

• Follow up with placed graduates and employers for up to one year and up to four months from job placement date of the employee.
• Identify challenges affecting job retention and propose mitigation measures.
• Coordinate with HELVETAS and stakeholders and TVET providers to address skills gaps if needed.

5.4 Reporting and documentation

• Prepare periodic progress reports on job matching and placement outcomes.
• Provide disaggregated data (occupation, location, duration of employment, etc.).
• Contribute to collect and disseminate lessons learned and best practices on wage employment promotion.
• Document success stories, challenges, and recommendations.

6. Deliverables

The consultant/firm is expected to deliver the following:

• Inception Plan outlining approach, tools, and employer engagement strategy
• Employer Mapping Report with potential employment opportunities
• Job Placement Records including profiles and placement details
• Periodic Progress Reports (monthly/quarterly as agreed)
• Final Assignment Report summarizing results, lessons learned, and recommendations
• Database of employers and placed beneficiaries (to be handed over to HELVETAS) and one stop job centres.

7. Duration of the Assignment

The consultancy is expected to be conducted over a period of one year (renewable based on performance and project needs). The exact timeline will be finalized upon contracting.

8. Reporting and Supervision

The Job Matching Agent will work under the technical supervision of the UP-Women II Project Team and report directly to the employment and capacity development Officer or Project Manager at HELVETAS Ethiopia.

9. Payment and Result Based Financing (RBF) approach

9.1. payment modality

• Payment will be made based on RBF approach and agreed deliverables and milestones, as specified in the contract.
• Disbursement of payments shall be made strictly based on the achievement of agreed deliverables and milestones, as stipulated in the contract.
• Payments shall not be time-based, but performance-based, and subject to verification and approval by the contracting party.
• Indicative payment structure may include:
• Inception plan approval
• Verified job placements
• Periodic performance reports
• Final report submission

9.2. RBF Approach for the Job Matching Agent

• The Job Matching Agent’s payment shall be linked to measurable employment outcomes, rather than solely to activities conducted.
• Payment shall be tied to the successful placement of targeted young women into employment opportunities that meet agreed minimum standards (e.g., suitable work conditions, formal or semi-formal arrangements as applicable).
• In addition to placement, a significant portion of the payment shall be conditional upon employment retention outcomes for at least 4 months.

9.3. Employment retention milestone

• Full payment shall be released only after confirmation that the placed candidate remains employed for at least four (4) consecutive months.
• Employment retention shall be verified through agreed documentation mechanisms (e.g., either of employer confirmation letter, payroll evidence, contract continuation, or monitoring reports or combinations of these).

9.4. Verification and reporting

• All RBF-related payments shall be subject to verification of results by the contracting party or its designated representative-MEAL.
• The Job Matching Agent shall submit periodic reports detailing placements made, employment status, retention follow-up activities, and supporting evidence.
• Only verified and validated results shall qualify for payment.

10. Ethical Considerations

The consultant shall adhere to HELVETAS Ethiopia’s ethical standards, including:

• Respect for confidentiality and informed consent.
• Gender transformative and youth-friendly approaches.
• Do-no-harm and conflict-sensitive principles.
• Non-discrimination in recruitment and placement.
• All data and documentation produced under this assignment shall remain the property of HELVETAS Ethiopia.

11. Required Qualifications Experience and Languages

The consultancy may be conducted by an individual consultant or firm meeting the following criteria:

• Minimum bachelor’s degree in economics, Business, HR Management, TVET, Development Studies, or related fields (master’s degree is an advantage).
• At least having of proven experience in job placement, employment promotion, recruitment, or private sector engagement.
• Strong network with private and public employers in relevant sectors.
• Experience working with youth and women-focused employment programs.
• Knowledge of local labour markets in Sidama region and/or Shashamane, Oromia region.
• Excellent communication, coordination, and reporting skills.
• Valid professional licenses.

12. Application Procedure

Applicants must submit:

12.1. Technical Proposal (Max 4 pages)

• Understanding of the assignment
• Methodology and approach
• Employer engagement strategy
• Approach to avoid duplication with PTPs
• Work plan and timeline
• Team composition
• Relevant experience

12.2. Financial Proposal (Max 2 pages)

• Detailed budget
• Cost per placement (preferred)
• RBF-linked payment structure
• Assumptions and justifications

12.3. Additional documents:

• CV(s)
• Professional licenses
• References