Terms of Reference
Engagement of HR Consultant for
Assignment in Organisational Restructuring of the Young Womens’ Christian
Association (YWCA)
Consultancy duration: 90
days
Time: Over
Three Months period
Location: Head
Office and online conversations with the field staff /membership
Introduction
YWCA
is a women led Organization that has been in existence in Kenya since the year
1912.
It
operates with main activities at the Head Office but implements its activities
through the branches spread across the country.
YWCA
has seven branches namely, Nairobi, Meru, Mombasa, Tana River, Kisumu, Siaya
and Kisii.
YWCA
desires to engage in a process that would achieve reorganization of its
structures and other operational structures in the Organization.
The
process would see to it a new structure that would facilitate effective and
efficient way of operating while synchronizing operations of the branches and
Head office.
Changes
in the structure follows response to a need for a change in the current structure.
Scope of Review
The
process is being undertaken as part of YWCA Strategic direction plan 2019-2023
to change its branch structure from autonomous to semi-autonomous. It will
inter alia allow the following;-
Management of staffing gaps that stood out as a
constraint on the performance of operations. The recommendations included
restructuring of the people strategy, develop mechanisms to allow its
implementation, understanding the challenges and enabling factors and making
tailored recommendations.
Review of existing structure of YWCA with regard to
both Administrative, Operations and Governance.
Recommend most optimal structure based on the present
and draw practical implementation of the same.
The proposed structure should address all functional
areas including General Administration, Finance, Human Resource, Programmes, IT
and Communications as well as Business Development.
Terms of Reference Will Include the
Following;-
Desk review study of the present Organizational
structure as well as its operations.
Identify gaps in existing structure with particular
reference to practicability, the strains, technological capabilities, YWCA
policies and procedures, Governance and suggests suitable changes in system,
processes, technological architecture and such other matters considered
appropriate for ensuring sustenance of such synergistic benefits.
Identify gaps and suggest necessary changes for their
improvement so as to achieve robust system driven process that aligns to
current market trends.
Noting that YWCA operates within the requirements of
the NGO Board, the process should allow compliance to the Board’s requirements
as well as other related Acts of the laws in Kenya.
Objectives
To change the basic arrangement of the organizational
chart that allow clear link between the branches and the head office
To have one YWCA of Kenya
To achieve oneness in implementation of the strategic
plan
To achieve flow of information, which in turn would
give rise to changes in the strategic opportunities that are being thought
carefully about and followed up.
Intended users and uses of the outcome
The
YWCA executives are the main users of the outcome for ease of oversight for
both head office and branches. YWCA Management and staff would be beneficiaries
of the outcome for it will allow clarity, consensus in the implementation of
YWCA work both administrative and operational.
The
process would also allow functional departments to implement the Strategic
plan.
Approach and Methodology
It
is anticipated that the consultancy will involve;-
Reading key documents related to the current YWCA as
relevant
Individual and discussions with Top management team
Visits to at least one branch
Physical or online engagement with relevant
Board/Committee members and management team
Analysis of the implementation gaps of the current
Organogram
Identification of the system and process gaps
Consultancy budget
The Consultant to provide reasonable quote
Consultant Profile
Requirements
A suitably qualified team led by Organizational
Development specialist with proven record of ability to assess business process
engineering or re-engineering.
Excellent analytical skills as well as report
writing.
Good knowledge and experience on management of NGO
and NGO Board requirements
Deliverables/Reporting and dissemination
requirements
Inception;-containing summary of understanding of the
project with reference to initial information and research collected, a
detailed work plan, practical methodology with proposed tools, responsible
persons and timeframes.
Draft review report; - With initial findings and
recommendations
Final review report; - Maximum of 15 pages without
appendixes
Deliverable (the
assignment is expected to be completed within a period of one month, with a
minimum of 3 persons) and Time frame
Inception Report (60 Days)
Identification of potential problems and bottlenecks
while Identifying gaps in the current structure.
Gain understanding of a working structure and
Draft work plans
Proposed Methodology for undertaking the assignment
Preconditions for successful execution of the
assignment
Budget and logistics
Business and Process Reengineering
Develop strategy to mitigate and develop a realistic
process structure while separating governance and operations (2 weeks)
Develop implementation plan and its roll out (2
weeks)
How to Apply
Interested
applicants must send their proposal for undertaking the review to YWCA Kenya to
consult@ywcakenya.org by 22nd May 2023.
The
application should contain in summary,
Profile of the lead consultants with traceable
references and evidence of previous related assignments
A summary and a breakdown of how the consultant/s
understands and plans to carry out the assignment
