TORs TO CONDUCT A FUNCTIONAL REVIEW FOR WORLD RELIEF RWANDA 

1. INTRODUCTION

World Relief is an international faith-based organization, founded in 1944. World Relief is headquartered in the United States of America, which operates ongoing programs through local offices in thirteen countries spanning Africa, Asia, North America, and the Caribbean. Depending on the country and individual communities within each country, activities in multiple sectors may be present, such as Economic Empowerment, Maternal and Child Health, HIV/AIDS, Child Development, Disaster Response, and Agriculture and Food Security.

In Rwanda, World Relief started operations in 1995 and is currently working in eight districts. The mission of World Relief is to empower the local church to serve the most vulnerable.

2. BACKGROUND OF THE STRUCTURAL REVIEW

WRR revises its structure on an annual basis, and when new opportunities are available, new positions are created based on the needs. On the other hand, when funds do not permit there are positions that are being removed from the structure, which may increase workload for other staff.  

In our efforts of creating an excellent workplace where staff can thrive and grow in their roles; World Relief Rwanda desires to conduct a thorough functional review with the view of developing a well-structured organization and ensuring that all staff are equipped and capable to implement the organizational strategic plan. 

WRR wishes to engage the services of a private Consulting Team for the assignment. The overall objective of the assignment is to assess the effectiveness and efficiency of the current staff structure, conduct a detailed job analysis and be able to recommend relevant revision of the structure that will efficiently support the organizational strategic direction. 

3. OBJECTIVES OF THE CONSULTANCY

The following Terms of Reference (TORs) will guide the Consulting Team:

1. To review the current staff structure and interact with the leadership to understand expected deliverables of each position and how it contributes to the overall direction of the organization
2. To review all staff job descriptions in view of what is being desired and their capacity to fulfill expected deliverables.
3. To examine and review the current functional arrangements in order to determine relevant functions; re-align them with current and envisaged roles; and eliminate duplications and overlaps;
4. To conduct job analysis to determine optimal staffing complement and appropriate job designations;
5. To identify operational constraints and recommend remedies;
6. To develop a plan of action for the implementation of the recommendations that considers effective transition 

4. EXPECTED DELIVERABLES

The deliverables of the assignment are as follows: -

1. Inception report outlining the Consulting Team’s understanding of the assignment, approach and methodology including logistical requirements, and time frame for its effective
2. Functional Review Report with:
   1. Job analysis report
   2. Improved functional organizational structure;
   3. Staff levels and different positions and grades that align with remuneration
   4. Implementation plan 

5. METHODOLOGY

• The functional review should be done in a participative and consultative manner with full involvement of all stakeholders.
• Review staff job descriptions and their regular performance plans versus annual plans
• Assess effectiveness of every position (how best it facilitates collaboration with others and level of responsibility)
• Conduct interviews with departments to understand how their jobs align and fit in the structure
• Assess cost –efficiency of every position on the structure
• Review job levels and grades in line with staff motivation and opportunity for internal growth.

6. QUALIFICATIONS OF THE TEAM OF CONSULTANTS

It is expected that the team should demonstrate a good combination expertise and proven experience in Institutional/Organizational Development, Human Resource Management and Strategic Management. Experience in functional reviews for International NGO is an advantage.

Ideally, team members should hold a minimum of a Master’s degree in either of the following fields: Public Administration, Human Resource Management and Strategic Management; and HR certification. 

7. DURATION

The consultancy is for a period of not more than 30 calendar days.

The consultant will report to World Relief Rwanda’s Finance and Administration Director on a day-to-day management of the process. However, the team will be ultimately answerable to the Country Director. 

8. HOW TO APPLY: 

If you are interested and qualified for this consultancy:

• Please submit the following documents:

• Application letter addressed to the Country Director of World Relief Rwanda,
• Copy of your notified Degree,
• Comprehensive Curriculum Vitae with three (3) names of referees,
• Track record of similar assignments conducted by the applicant or a recommendation letter from the organizations in which the consultant has worked before. All documents will be submitted in hard copies at the reception of World Relief Rwanda Head Office located at Kacyiru, KG 107A 5^th Avenue by November 16^th, 2023 at 4:30 p.m. Late submissions will not be considered. 
• Only shortlisted candidates will be notified.

Done at Kigali, on October 25^th, 2023

Clémence NKULIKIYINKA,

Country Director

World Relief Rwanda.