TOR to undertake Job grading, Salary scale development and Benefit Survey

Alight (formerly American Refugee Committee) is an international non-profit organization with its headquarters located in the United States. Alight has provided humanitarian assistance to millions of beneficiaries in 29 countries over the past 40 years, currently reaching over 10 million refugees, IDPs, and disaster-affected communities in 17 countries around the world, helping people regain control of their lives after conflict and natural disasters. Alight maintains full-fledged humanitarian programs in Africa, Asia, and Americas.

Alight focuses on lifesaving humanitarian interventions as well as recovery and resilience building programs designed to create lasting positive change in the lives of vulnerable people. Alight works closely with displaced persons, returnees, refugees, and communities affected by natural and man-made disasters, providing a range of integrated assistance including primary and curative health care, water and sanitation, protection services, restoration of strategic health and water infrastructure, dignified housing for returning refugees, and sustainable job creation. Alight has also built strong relationships with development partners, agencies, as well as federal and local governments to approach challenges in an inclusive and holistic manner and come up with innovative solutions that best fits the local context.

The overall objective of ALIGHT Ethiopia program is to provide multisectoral life-saving assistance to the IDPs, drought and conflict affected regions through Protection (CP and GBV), WASH, Livelihood, Health and Nutrition interventions; enable them respond to recurring emergencies, help them build resiliency of communities through strengthening of existing social services such as health, water facilities/structures and support creation of durable solutions for IDPs and conflict affected communities through a set of integrated activities.

The organization's portfolio and regional coverage have expanded during the last two years. Hence to accommodate the change in its size, the organization is keen to attract and retain talent which supports the organizational transition. The current teams commitment, passion, and professionalism have been commended and there is a need to ensure that Alights salary and benefits are equitable, match the duties and responsibilities of each position, and are competitive with other INGOs in the country.

1. OBJECTIVES

a. MAIN OBJECTIVES

The objective of this work is to carry out a comprehensive benchmarking of national staff salaries and benefits as well as to provide information and guidance that senior management to have a transparent, easy-to-understand, and justifiable compensation scheme based on relatively current market data, in which Alight Ethiopia ensures staff pay and benefits schemes align with overall organizational strategy, goals, and philosophy.

b. SPECIFIC OBJECTIVES

Below are specific objectives of the work:

• To undertake a comprehensive job analysis and job evaluation of Alight roles included in the staffing schedule to ensure alignment of functions, remuneration, and grade levels, considering the basic concept of equal pay for an equal value of work.
• Develop a logical and consistent job evaluation framework upon which Alight can base future job grading decisions.
• To prepare a new salary scale based on the market data and propose salary structure scenarios with included benefits.
• To prepare implementation guidelines for the different pay level options that will address existing pay inequalities and disparities among job holders in similar and different units of the organization by reviewing all the JDs and align them accordingly.

2. SCOPE OF WORK

• Hold an inception meeting with Alight management team to better understand the requirements, priorities, and expectations from the onset.
• Review of relevant internal/Human Resources documents of Alight Ethiopia that guides remuneration including organogram, benefits policy, and perdiem rate.
• Carry out Job/functions analysis for the existing jobs and respective salaries.
• Review and revise the current job descriptions to accurately reflect the roles and responsibilities undertaken and make recommendations if any and match them to the appropriate job grade.
• Develop a job grading and salary scale structure.
• Undertake market survey among selected comparators which will be identified based on related factors with Alight i.e., staff size, annual budget, portfolio size, footprint/geographic location, etc.
• Gather data from comparator INGOs that are identified as comparators during the salary and Benefits revision process and from SMT comments and opinions basing the specific challenges at different operational locations.
• Revise and summarize market inflation and cost of living data published by the government.
• Analyze the relevant market data and provide market value findings/results for each benchmark position. Also indicate the total cost of employment for each position.
• Compare and contrast the findings with the current pay levels of Alight for benchmark positions.
• Based on market analysis and existing Alights salary and benefit packages identify areas that require revision, benefits to be included and those that are in line with the market.
• Present findings for Alight SMT, obtain feedback and construct revised salary and benefit structure.
• Recommend minimum of two or three scenarios of salary level based on market data, cost of living and inflation trends of the country and other relevant factors.
• Present draft report with recommendations to Alight SMT for review, consultation with justifications and rationales behind the recommendations to then incorporate feedback consent/decisions.
• Incorporate feedback in the new salary scale and produce final report.
• Submit source documents used and final report in hard and electronic forms.
• Maintain confidentiality of information accessed from Alight and the comparable organizations through the survey.
• Use the information gathered for the intended purpose only.

3. TIMELINE (LENGTH OF CONSULTANCY)

The duration of the consultancy period is estimated to be maximum of30 days (counted consequently)from the date of signing the agreement inclusive of data collection, analysis, and compilation of recommendations and submission of final report.

4. DELIVERABLES

The expected key outputs of this consultancy service are the following:

• Work plan with a process and schedules for delivering the consultancy services.
• Undertaking a meeting with the SMT & HRM, as well as the management team to better understand the requirements, priorities, and the expectations from the onset.
• Summary of key findings from the review, proposed redesign of job grades and classification of jobs with identified job evaluation methods, with proposed actions.
• Classification of positions within the recommended Salary scale structure.
• Summary of revised/proposed Job descriptions and organizational structure.
• Summary and analysis of salary and benefits survey from comparable market in comparison with Alight Ethiopia with clear identification of areas that require revision/change and others that are in line with the market.
• Presentations to Senior Management team on the draft analysis report of proposed salary and benefits structure (with details of Salary scale, grading, band, classification, steps, etc.) with a minimum of two or three scenarios by incorporating implementation guidelines.
• Final comprehensive report including market survey finding, analysis, recommended salary and benefit structure incorporating feedback from Senior Management team of Alight Ethiopia and including implementation guideline with a proposal for maintenance and future reference of the system.
• Submit reports electronically and in Hard copy in the number of 1 copy to the Human resource department and one copy to the SMT. The write-up of the report must be in English.

5. FOCAL POINT PERSON FOR THE CONSULTANCY

The focal point person for this consultancy shall be the HR Manager and Director of operations of Alight Ethiopia.

6. CONFIDENTIALITY

The document produced will be confidential and may not be shared with other organizations without the prior official approval of the Directors of Alight Ethiopia Country Office, where the confidentiality remains during but also after the termination of the contract with Alight Ethiopia.

7. METHODOLOGY

• The consultant shall present its method of undertaking the above consultancy works in its technical proposal part.
• The consultant shall also indicate its methodology applied to review the existing salary, and the survey mechanisms applied to construct the new salary scale. It is also required to propose possible benchmarked organizations and selected representative jobs of similar organizations which would help the study.
• The methodology shall be participatory and consultative involving relevant departments of Alight Ethiopia.
• The consultant shall work out a detailed action plan and should indicate the methods of developing the components of the consultancy work beforehand.
• A draft report shall be first presented and discussed by the Senior Management Team of the organization; the draft report would contain the bases, underlying assumptions and rational for the newly revised document.
• The consultant may also propose additional/complimentary methods based on experience.

8. EVALUATION CRITERIA

a. Composition of Technical and Financial Proposal

The award of the contract should be made to the individual consultant or agencies whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable, and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.
• The technical and financial proposals of the consultant shall be submitted in separate envelope and shall include the following items minimum:

*Background information on what the consultant plans to do as per the ToR, and/or critically analyzing the components of the ToR itself.

*Company Profile, CV of the principal(s) and/or co-workers with supportive documents on relevant work experience(s). Skill and experience of staff that will be employed by the consultant to undertake the activity will also be part of the assessment criteria.

*The financial proposal needs to cover detailed cost breakdown for developing the consultancy works. The consultant must clearly quote cost breakdown for the professional fee for items stipulated under the activity section of the study.

b. Evaluation criteria

REQUIRED QUALIFICATIONS

• Post Graduate degree in Human Resources Management or relevant fields.
• Availability of Expertise and provable previous practical experience (at least seven years) of conducting salary and benefit surveys, job analysis, job evaluation, job grading, designing human resources matrices, and developing salary scale for International non-governmental organizations in Ethiopia.
• Flexible, creative, detail-oriented, and well organized.
• Ability to maintain the highest standards of confidentiality and professionalism and sound judgment.
• Excellent communication and analytical skills.
• Commendable report writing skills.
• Proficiency in English, both in speaking and writing.
• Certificate of excellence for successfully conducting salary and benefit survey for comparable INGOs in the last five years.
• Copy of renewed trade license, TIN registration certificates, etc.

Please Note:

• The technical criteria shall take 70% of the total, while financial offer shall take the remaining 30%.
• Incomplete applications will not be considered. Please make sure you have provided all requested materials.
• Technical and Financial proposal must be sealed in to two separate envelops. Where the financial proposal should be presented in a separate sheet and should indicate the detail breakdown of the proposed cost.
• The proposal to include introductory letter that includes legal name of the consultancy, contact name, mailing address and telephone number of the Consultant.
• Proposed approach and outline design of the assessment including work plan reflecting the key outputs/deliverables and proposed time frames per deliverables.
• CVs of consulting team members (Lead Consultants) and at least two References as work experience in similar tasks as laid out in this TOR for a similar organization.
• A statement of availability and commitment to undertake and complete the consultancy with a confirmation of finalizing within indicative assignment periods.
• Detailed complete budget with all foreseen costs, including Fee per working day for all the members of the team (including appropriate taxes).