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Call for proposals–Consultancy for Recruitment Agency, Kenya – July 2020


ActionAid International Kenya (AAIK) is a member of ActionAid Federation. ActionAid works in more than 43 countries all over the world, in the places where we can make the biggest impact. We tackle poverty and denial of human rights at the local level, and we challenge the causes behind them locally, nationally and globally. In Kenya, AA works in solidarity with women and people living in poverty and exclusion; connecting their voices, sharing ideas, spreading inspiration, campaigning, advocating and influencing public policy to eradicate poverty and ensure social justice. ActionAid International Kenya has presence in 16 counties in Kenya – Mombasa, Kilifi, Taita Taveta, Kakamega, Homabay, West Pokot, Baringo, Migori, Isiolo, Garissa, Kajiado, Nairobi, Kisumu, Makueni, Embu and Laikipia.

AAIK recognizes that her staff are fundamental to its success. AAIK therefore needs to be able to attract and retain staff of the highest calibre and a strategic and professional approach to recruitment is essential to do this.


This terms of reference (ToR) outlines the services required from a recruitment agency to manage the process of recruitment and selection for the position of Executive Director of ActionAid International Kenya. They will also be expected to advise on the execution of a strategic leadership onboarding and transition process.

The ideal agency will have an already established vast network of potential candidates ideally from Kenya. The Agency will also have substantial experience recruiting for positions within International non-profit Organizations and Non-Governmental Organizations. They will be required to demonstrate the availability of capable consultants to implement the scope of work.

Objective of the assignment

The key objective of this assignment is for the contracted agency to provide independent and external HR recruitment service for a well-planned and timely recruitment and selection of an Executive Director including additional to the Board recruitment task force in the onboarding process.

Scope of assignment

The appointed agency will work closely with the board taskforce. Their role will be to provide services detailed in this ToR. However, if any specific task requires a considerably greater investment on the agency’s part in terms of time and effort, appropriate arrangements shall be made on mutual agreement to determine the work methodology and fees.

Responsibility of parties

Recruitment agency

The agency shall deliver to AAIK the following deliverables;

· Deliver an in-person workshop with the board members on executive director recruitment best practices and facilitate conversation on recruitment process direction.

· Develop a work plan covering planning, recruitment and candidate assessment

· Provide advice and support development of templates for recruiting – criteria and procedure for sourcing candidates, shortlisting and interviewing guide,

· Advertise, headhunt, receive applications, longlist, organize regular update and review calls and submit a shortlist of 7 or 10 suitable applicants at first and subject these to written assessment, then eliminate to 5 people. to the board task force for ED recruitment

· Create a reference check guide and provide advice on successful leadership onboarding and transition.

Recruitment Consultant’s roles

· The recruiting agency presents the summary of the report to the recruiting task force.

· Receive applications through the recruiting agency email address.

· Recruitment plan that include the advert

· Considering the JD/job profile the agency will work out / strategize on how to get the right candidates and appraises the whole applicants and come up with report on the merit of shortlisted candidates

· report on the demerits and the merits of the shortlisted candidates

· The recruiting agency presents the summary of the report to the recruiting task force.

· Train the recruiting Panel for the interview and selection process.

· Work together with the Board Recruiting Taskforce to design review individual /group questions (interview, written and presentation, group discussion) and tailor make them to address the kind of competency required for organization leadership

· Provide a shortlist from the applicants in consultation with the Board Recruiting Taskforce

· Together with the Board Recruiting Taskforce to review the recruitment design/plan

AAIK Management

· Liaise with task force on probable recruitment agencies

· Provide a report for at least 6 recruitment agencies for consideration and their costs.

· Provide an email address for the taskforce to use when reaching the any of the recruitment agencies.

· Introduction of the Board Taskforce for ED Recruitment and schedule of meetings and review calls as and when requested

· Provide current Job Description for the position of Executive Director

· Share with the Board Task Force on ED’s Recruitment the standard recruitment procedure for AAIK as prescribed in the Employee Handbook of ActionAid International Kenya

· HR/OD provide a liaison and administrative support.

· support on final interviews.

· Collaborate with the Board Recruiting Task force in appraising and recruiting the recruiting agency

· Wok with the Board Recruiting taskforce to agree on key competencies minimum standards

· HR/OD advertises the position internally and externally through the HR workspace

Board Recruiting Task Force

· Work with management to clarify the ToR once the agency is recruited

· Work with the Recruiting Agency to refine the job profile if required

· Form a recruiting Panel for the interview and selection process.

· Review the recruiting agency report with the panel

Reporting line

The assigned consultant will report to the Board Task Force Chair and Board Chair.

Time Frame

The agency will offer the service until the date a substantive candidate is identified and offered appointment with a specified start date, and employment contract is signed.

Required qualifications

The assigned agency shall have key staff who possess:

· Advanced educational background in human resource management

· The agency is registered under the Institute of Human Resource Management and licensed to offer outsourced recruitment services

· Proven experience in recruitment and selection, and offering advice on onboarding and leadership transition for an I/NGO

· Proven experience in handling recruitment of Executive Director or a similar role in a similar organization

· Ability to maintain high standards of confidentiality, professionalism and sound judgement

General terms and conditions

· All reports and documents shared and prepared by the agency shall be treated as property of AAIK

· During the entire period of recruitment, the agency shall assign specific individuals who will be available throughout the entire engagement

· The agency shall comply within the Employment Act of Kenya and work within the HR Recruitment policy and stipulated in the Employee Handbook of AAIK

· The reports / documents or any part, therefore, cannot be sold, used and reproduced in any manner without prior written approval of AAIK

· Additional terms and conditions shall be mentioned in the consultancy agreement.

Application process

All applications should include the following documents:

· The CV(s) of the lead consultant and the support team

· Practicing certificate and license from the Institute of Human Resource Management, for the agency and the team

· A covering letter or expression of interest – highlighting relevant experience and skills to the specific recruitment service

· A brief technical proposal, including your interpretation of the Terms of reference

· A separate financial proposal with a clear distinction between fee rate and expected logistics costs (3 pages maximum)

· Examples or links of similar work, client recommendation letters at least 3

· The names of at least 2 previous clients to contact for references.

How to apply

Applications should be addressed to the Convenor, AAIK ED Recruitment Taskforce and submitted via email to Ed.Kenya@actionaid.org on or before 31st July, 2020.


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