ToR for the revision of Human Resources Policy and Procedure Manual -The Center for Advancement of Rights and Democracy (CARD)

1. Background

Center for the Advancement of Rights and Democracy (CARD) is a board-led, for not profit organization registered in Ethiopia under the revised Civil Societies Law 1113/2019 with registry number 4307. CARD acquired its legal personality on 24 July 2019, aspiring to see Ethiopia where human rights are respected and democratic culture is flourished. CARD has been working with a mission of advancing a conducive civic, media, and digital space to the respect of human rights and the promotion of democratic culture.

As part of its institutional strengthening efforts, under its strategic focus, Organizational Capacity & Sustainability, CARD recognizes the need to ensure that its Human Resources (HR) Policy and Procedure Manual remains relevant, compliant with current labor laws, aligned with organizational strategy, and responsive to evolving workforce needs. The existing HR manual requires revision to address gaps, incorporate best practices, strengthen governance, and ensure consistency with national labor legislation and internal operational realities.

2. Purpose of the Assignment

The purpose of this assignment is to review, update, and finalize a comprehensive Human Resources Policy and Procedure Manual that is legally compliant, gender-responsive, inclusive, and aligned with organizational values and strategic objectives.

3. Scope of Work

The consultant(s) will undertake, but not be limited to, the following tasks:

• Review the existing HR Policy and relevant organizational policies, strategic plans, and operational guidelines
• Review applicable national labor laws and regulations
• Conduct a gap analysis against best practices and legal requirements
• Revise and update HR policies and procedures
• Present the revised draft to management for feedback
• Incorporate comments and finalize the HR Policy and Procedure Manual
• Provide an executive summary highlighting key changes

4. Deliverables

1. Inception Report: A detailed report outlining the consultant’s understanding of the assignment, proposed methodology, work plan, and timeline.
2. Assessment and Gap Analysis Report: Summary of findings from the review of existing manuals, highlighting key gaps and recommendations.
3. Draft Revised Human Resources Policy and Procedure Manual: Comprehensive draft manuals updated in line with Ethiopian laws, donor requirements, and organizational context.
4. Validation Workshop: Facilitation of a validation session with CARD senior management and board representatives to collect feedback on the draft manuals.
5. Final Revised Human Resources Policy and Procedure Manual: Submission of final version of the manuals incorporating all feedback.
6. Training Materials and Orientation Session: Development of practical training/orientation materials and
7. Delivery of training for CARD staff to familiarize and institutionalize the revised manual.
8. Provide guidance and support to the HR team in the transition to the new procedures.

5. Required Qualifications and Experience

The consultant(s) should possess:

• A minimum of a post graduate qualification in Human Resources Management, Law, Management, or a related field
• Proven experience in HR policy development or revision
• Strong knowledge of national labor laws and HR best practices
• Experience working with NGOs, CSOs, or development organizations is an asset

6. Selection Criteria/ Required Qualifications of the Consultant

The consulting firm/team of consultants will submit an Expression of Interest (EOI) to CARD, including the following documents:

Technical and financial proposal

• Technical proposal: A concept note including the approach, methodology and work plan, flowchart and timeline of activities (maximum 4 pages).
• CV of proposed team
• Financial proposal: Detailed budget breakdown including taxes.

Detail of the organization/firm

• Organization profile with relevant experiences
• A copy of company/firm registration
• A copy of Tax clearance certificate
• VAT/PAN registration
• Any other relevant documents

7. Supervision

This consultancy assignment will be supervised by CARD’s Admin and Finance head.

8. Confidentiality of Information

All documents and data collected in the process of the consultancy will be treated as confidential and used solely to facilitate the consultancy assignment. Information to which the consultant shall receive access to shall at all times be treated as the property of CARD and shall not be disclosed except where express permission has been granted or until sufficient time (as determined by CARD) has elapsed after the adoption of the strategic plan document.

9. Duration of the Assignment

• Timeline: the consultant is expected to complete the tasks outlined in this TOR within a 30 days up on signing of contract agreement.
• Reports to: CARD Admin and Finance Head

10. Payment Schedule

The total consultancy fee will be paid into three installments:

• 10% upon submission and approval of the inception report
• 50% upon submission and approval of the draft report
• 40% upon acceptance of the final report.