Consultancy to Conduct Capacity Strengthening for Partners on Human Resources

Location:

•  Based at Medair's office in Amman, Jordan.
•  Regular visits to partner offices in Amman and Mafraq.

Duration: 

• Phase 1: 2 months.
• Phase 2: 1 month
• Start date: As soon as possible, preferably June. 

Number of partners: Four local organizations

Department: Partnerships Department

Reporting to: Partnerships Manager

Background : Medair is an international non-governmental organization (INGO) implementing projects in various sectors, including health, MHPSS, and cash-based interventions, through local partner organizations in Jordan. Since mid-2024, Medair has established new partnerships with local organizations and is in the process of setting procedures to strengthen its operations and build partner capacities. A key aspect of Medair’s partnerships is capacity strengthening, focusing on both programmatic and organizational system development. Currently, the primary focus is on operational capacity building to ensure partners can effectively manage operational aspects of projects. The consultant is expected to work closely with Medair to establish clear processes and guidelines for human resources management for partners and with its partner organizations to build their capacity.

Work Context: The consultant will be under the Partnerships Department, reporting to the Partnerships Manager, and will work directly with:
- Medair staff: HR Manager, Partnerships Officer, PC, sector leads, and other relevant team members.
- External stakeholders: All Medair partner organizations, 4 local partner organizations.

The consultant is expected to mostly work from Medair's office in Amman, with regular visits to partner offices in Amman and Mafraq to ensure hands-on support and mentorship.

Objective: To strengthen the HR management processes and tools of four local CBO partners by conducting assessments, developing tailored capacity-building plans, development of HR toolkit, conducting training, and supporting the implementation of the new toolkit and processes.

Scope of Work: Medair expects an iterative and collaborative approach to the completion of deliverables prior to the next phase.

Phase 1: Assessment, capacity building plan, and development of HR toolkit.

1. HR Capacity Assessment:

• Conduct an in-depth HR assessment for each partner to identify gaps and needs (building off of initial assessment Medair conducted).
• Review all existing policies, procedures, documentation, and other HR documents to ensure compliance with best practices and legal requirements.
• Address any missing elements and provide recommendations for improvements.

Deliverable:
- A comprehensive capacity needs assessment report highlighting the gaps and capacity building needs for each partner.

2. Capacity Building Plan:

• Develop a tailored HR capacity-building plan for each partner based on the assessment findings and Medair's inputs.
• Identify priority areas for development and support.

Deliverable:
- A tailored HR capacity building plan for each partner, including a clear schedule to address each identified gap.

3. Development of Human Resources Policies Toolkit

Develop a clear, comprehensive, and customized HR toolkit tailored to the needs of four partner organizations. Support partners in establishing and/or refining essential HR policies and documentation, including but not limited to:

• HR Handbook
• Code of Conduct
• Salary Scale
• Job Descriptions
• Conflict of Interest Policy
• Recruitment Policy
• Prevention of Sexual Exploitation and Abuse (PSEA) Policy
• Performance Management Policy
• Employee Benefits and Compensation Policy
• Workplace Harassment and Grievance Policy

Other HR tools and documents: Assist partners in developing key HR tools and documents, including but not limited to:

• Employee contracts
• Timesheets
• Leave request forms
• Performance appraisal tools
• Disciplinary action templates
• Payroll templates
• Onboarding and exit checklists
• Staff attendance records
• Job application and interview evaluation forms

Deliverable:

Comprehensive and tailored HR toolkit, consisting of policy templates, tools, and other HR templates, for each partner’s human resources team or department to use or further develop

Phase 2: Training and Mentorship

4. Training & Mentorship:

• Conduct training sessions for partner organizations on HR best practices and the newly developed toolkit and tools.
• Provide one-on-one mentorship to the HR department and other related staff to ensure they are confident in applying the new processes.

Deliverables:
- Trainings sessions for partner organizations, conducted in accordance with the capacity building plan, including the sharing of training materials, pre-and-post and training evaluation reports, and any other related documents requested by Medair. 

- One-on-one mentorships visit to each partner, after completing training sessions (minimum of 2 visits per partner)

5. Recommendations and Final Report:

Develop a comprehensive final report summarizing findings, achievements, observations, and recommendations.

Deliverables:

- A final report* for Medair that includes Progress achieved, Recommendations, and Next steps

* The final report template for this report will be shared by Medair 

Payment Arrangements
The payment arrangements for this consultancy will be based on the completion of phases and approval of deliverables by Medair, as outlined below. The proposed timeline is not to exceed three months, but it can be shorter based on deliverables and their acceptance by Medair. 

Transportation: the consultant is responsible for their own transportation. 

Work Arrangements:

The consultant will report to the Partnerships Manager under the Partnerships Department.
The consultant will work closely with Medair staff (HR Manager, Partnership Officer, sector leads, etc.) and external partners.
Based primarily at Medair’s office in Amman, with regular travel to partner offices in Amman and Mafraq

Consultant Qualifications:

• Advanced degree in Human Resources, Business Administration, or any related field.
• Minimum of 7 years of experience in human resources management working for INGOs or similar organizations.
• Proven expertise in developing HR policies, guidelines and best practices, SOPs, capacity-building initiatives, and labor laws.
• Experience working with partnerships and local organizations or community-based organizations (CBOs) in humanitarian or development contexts is preferred.
• Excellent facilitation, training, and mentorship skills.
• Strong interpersonal and communication skills to engage with diverse stakeholders.
• Fluency in Arabic and English.
• Knowledge of major donor rules and regulations. Knowledge and experience working with SDC, ECHO, GFFO, BPRM is preferred.
   

Application Process:

Interested candidates or organizations should submit the following: 
- CV highlighting relevant experience, or organizational profile 
- Technical proposal outlining the approach and methodology to achieve the deliverables. 
- The financial offer should be for the entire scope of work (with up to 4 partners on certain deliverables).  
- Samples of relevant previous work or recommendation and reference letters. 

The financial proposal should be based on an assumption of 4 partners. As Medair will make payments in phases, the initial offer should specify the following:

• Phase 1 – Indicate the percentage weight of the total offer amount
• Phase 2 – Indicate the percentage weight of the total offer amount

Note: If the consultant is a Jordanian resident, the total price quoted in the offer shall be subject to a 5% withholding income tax in accordance with the applicable income tax laws in Jordan. Medair will deduct 5% from each payment and remit it directly to the Jordanian tax authorities in compliance with Jordanian tax regulations.

To apply, please send the requested documents to the email: logs-jor@medair.org by May 29^th at the latest, with the email subject “HR Consultancy – Partnership”. Any application missing documents or received after the deadline will not be considered. Shortlisted candidates may be invited for an interview.