Terms of Reference for a Consultancy:

Engagement of a Consultant to Train Local Civil Societies Organisations on Human Resource and Institutional Governance.

1.     Overview of SNV

SNV is a global development partner, deeply rooted in the countries where we operate. We are driven by a vision of a better world: A world where across every society all people live with dignity and have equitable opportunities to thrive sustainably. To make this vision a reality, we need transformations in vital agri-food, energy, and water systems. SNV contributes by strengthening capacities and catalysing partnerships in these sectors. We help strengthen institutions and effective governance, reduce gender inequalities and barriers to social inclusion, and enable adaptation and mitigation to the climate and biodiversity crises.

Building on 60 years of experience we support our partners with our technical and process expertise and methodological rigour. We do this in more than 20 countries in Africa and Asia with a team of

approximately 1,600 colleagues. By being adaptable and tailoring our approaches to these different

contexts, we can contribute to impact at scale, resulting in more equitable lives for all.

2.     Water Voices United Project

SNV Zambia is implementing in partnership with the NGO WASH Forum a European Union funded project that seeks to strengthen WASH civil society organizations (CSOs) capacities and cooperation for the realization of the Human Right to Water and Sanitation in Zambia. The project, named Water Voices United, aims to strengthen Zambia’s WASH CSOs engagement as actors of good governance and development through the improvement of their internal management systems, through the development of their capacities to engage in policy dialogue, implementation and monitoring of EU and national development plans and programmes, and through their improved coordination and networking.

3.     Background Information

The WVU is a four-year project aimed at strengthening the capacities of CSOs through the NGO WASH Forum. The project is co-funded by the European Union and Danish People's Aid. The goal is to enhance CSO’s contribution to the progressive realization of the Human Rights to Water and Sanitation and to a Clean, Healthy and Sustainable Environment in Zambia. The project is being implemented by SNV in partnership with the NGO WASH Forum. It is structured around 3 planned outputs as follows:

1.        NGO WASH Forum and WASH CSOs internal systems strengthened, and performance improved.

2.        Improved capacities of 40 WASH CSOs and of the NGO WASH Forum for enhanced policy dialogue, and for implementation of EU and national development plans and programmes.

3.        Improved networking and visibility of the WASH CSOs under the Forums coordination, and increased awareness and engagement of rights holders.

In 2024 a baseline assessment was conducted to establish targets for measuring the project’s progress over its duration. The assessment focused on NGO WASH Forum and its member CSOs. Data was collected through a self-administered CSO assessment, scoring through Mentimeter and, and secondary data from sources such as the Joint Monitoring Programme (JMP).

Under output Indicator1, Percentage of targeted CSOs with Internal Management Systems at Performance Level 3. The indicator measured the percentage of targeted CSOs with internal management systems performing at level 3 across all performance areas combined, against a scale of 1 to 5 with performance level 3 representing a high level of effectiveness and efficiency in internal management systems. The average score of the assessed CSOs’ internal management systems was 2.5 out of 5. This highlighted that local CSOs engaged are operating below the performance level of 3 or higher, signifying significant gaps in CSOs internal management capacities. The performance areas included Governance, Financial Management, Resource Mobilisation, Human Resources, Monitoring and Evaluation, Program Implementation (PMER) and Social Capital.

While targeted trainings on Financial Management (FM) and PMER have already been implemented under Output 1 of the project, the assessment also revealed persistent weaknesses in Human Resource Management and Internal Governance, including:

•          Lack of clear HR policies and procedures

•          Weak recruitment, performance management, and staff development systems

•          Limited understanding of labour law and statutory compliance

•          Informal governance practices that expose CSOs to operational and reputational risks

This Human Resources & Internal Governance training is therefore designed to strengthen foundational and practical HR and governance systems within CSOs, enabling them to manage people ethically, legally, and effectively, while supporting organisational sustainability and accountability. The training will be complemented by post-training coaching to support application within participating organisations.

4.     Specific Objectives

1.     Strengthen understanding of core Human Resource Management and internal governance principles relevant to CSOs.

2.     Develop or refine practical HR policies, procedures, and tools

3.     Improve recruitment, performance management, staff development, and retention practices.

4.     Enhance compliance with Zambian labour laws and statutory requirements.

5.     Promote inclusive, ethical, and accountable organisational cultures.

6.     Clarify governance roles and responsibilities between Boards, management, and staff.

7.     Identify priority HR and governance actions to be supported through follow-up coaching.

8.     Scope of Work

Methodology

The training will be delivered through a blended learning approach, combining online and sessions to maximize participation, learning, and practical application. Recognizing potential internet connectivity challenges and the need to support meaningful organizational change, the Human Resources and Institutional Governance training will be implemented as a three-week blended learning sprint rather than a continuous three-day online workshop.

The methodology will integrate self-paced micro-learning, low-bandwidth learning resources, practical organizational assignments, and live learning clinics, enabling participating Civil Society Organizations to engage flexibly while applying the knowledge and skills acquired directly within their organizations. This approach is designed to enhance learning retention, encourage peer exchange, and support the immediate application of concepts and tools to strengthen internal systems and governance practices.

The training will be organized around three thematic weekly modules, each focusing on a critical aspect of Human Resources Management and Institutional Governance. Participants will be expected to complete assigned learning activities and practical exercises between sessions, allowing them to reflect on and contextualize the concepts within their organizational settings. To ensure accessibility and provide opportunities for continuous learning, each module will be recorded and shared with participants for future reference and review.

The programme will conclude in a workshop, where participants will engage in practical exercises, peer learning, case study discussions, and action planning sessions aimed at supporting the adoption and implementation of strengthened Human Resources and Institutional Governance systems within their respective organizations. This blended approach will ensure that learning is participatory, practical, and aligned with the institutional strengthening needs of local WASH CSOs.

Blended Learning Breakdown:

a)     Pre-recorded micro-learning session (self-paced)

A short, pre-recorded learning module (20–30 minutes) will be shared through Microsoft Teams and low-data alternatives such as compressed video, narrated PowerPoint, PDF slide decks, and audio notes.

This component will cover:

•          key concepts

•          practical tools

•          Zambia-specific examples

•          CSO case reflections from other CSOs

Participants will be able to access the materials at their convenience during the week.

b)    Practical organisational assignment

Each participating CSO will complete a guided organisational task linked to the weekly topic.

Assignments will focus on direct application, such as:

•          conducting an HR systems self-check

•          reviewing statutory compliance practices

•          drafting performance management tools

•          identifying governance gaps

•          preparing an internal action plan

c) Weekly live clinic (maximum 60 minutes)

A short weekly live session will be held to:

•          respond to questions

•          discuss common challenges

•          review anonymised case studies

• peer learning

•          strengthen confidence in applying tools

d) Reflection and coaching linkages

At the end of each week, participants will identify 1–2 priority system improvements within their CSO. These priorities will serve as direct entry points for follow-up one-on-one coaching under the WVU coaching trajectory. This blended methodology strengthens:

•          accessibility

•          participation

•          practical uptake

•          sustainability of institutional change

•          direct linkage between learning and coaching support

e) a 2 days’ workshop

Facilitate a two-day in-person workshop to consolidate key highlights and lessons learned from the online sessions, and to address modules requiring further engagement based on the consultant’s feedback.

9.     Deliverables

1. Inception Report:

The consultant shall prepare and submit an inception report detailing the proposed approach to the assignment. The report should include a comprehensive workplan and implementation schedule, the proposed methodology for delivering both the online and training workshops, and a draft training agenda outlining the approach, key learning objectives, and expected outcomes.

2. Training Needs Review and Content Adaptation:

The consultant shall review relevant capacity assessment reports, organizational assessments, project documents, and any other pertinent materials to identify the learning and capacity needs of participating local WASH CSOs. Based on this review, the consultant shall adapt and tailor the training content to ensure it responds effectively to the specific Human Resources and Institutional Governance challenges and priorities of the target organizations.

3. Approved Training Package and Materials:

The consultant shall develop and submit a comprehensive training package for approval. This shall include a training manual covering key aspects of Human Resources Management and Institutional Governance, PowerPoint presentations, guides, and recordings for the online sessions. The package should also contain practical case studies, group exercises, tools, templates, and pre- and post-training assessment tools designed to enhance participant learning and application of knowledge.

4. Online Training Workshop Report:

The consultant shall the agreed online training workshop(s) using interactive and participatory methodologies. Following the training, the consultant shall submit a report summarizing the sessions conducted, key discussion points, participant engagement, and learning outcomes. The report shall include attendance records, participation statistics, assessment results, and recommendations for further capacity strengthening.

5. Training Workshop Report:

The consultant shall the workshop using participatory adult-learning methodologies that encourage active engagement and practical application. The training shall cover essential Human Resources systems and Institutional Governance practices, while also supporting participating CSOs to develop organizational action plans for strengthening their internal systems. A workshop report shall be submitted, including a summary of the training proceedings, key outcomes, participant feedback, attendance records, and recommendations.

6. Final Consultancy Report:

At the completion of the assignment, the consultant shall submit a comprehensive final report covering both the online and training workshops. The report shall provide a summary of the training objectives, methodology, participant profile, key discussions, and learning outcomes. It shall also include an analysis of pre- and post-training assessment results, participant feedback and evaluation findings, lessons learned, and recommendations for further strengthening Human Resources and Institutional Governance systems within local WASH CSOs. The report shall be accompanied by annexes containing attendance registers, training agendas, training materials, workshop photographs, assessment results, and any other relevant supporting documentation.

10.  Duration of Assignment

The assignment is expected to be completed over a period of 60 calendar days The assignment will start on 10th August and end on 30th September 2026

11.  Location

The assignment will be executed through a blended approach (Online sessions and a physical workshop in Lusaka).

12.  Qualification and Experience

a.     A minimum of a bachelor’s degree in human resource management, Business Administration, Public Administration, Organizational Development, Corporate Governance, Law, or a related field. A Master’s degree will be an added advantage.

b.     At least 7 years of demonstrated professional experience in Human Resource Management, Institutional Development, Organizational Capacity Strengthening, and Governance systems.

c.     Proven experience in developing and implementing HR policies, procedures, and systems, including recruitment, performance management, staff development, disciplinary procedures, compensation and benefits, and employee relations.

d.     Demonstrated expertise in organizational governance, including board governance, governance structures, board roles and responsibilities, strategic oversight, accountability mechanisms, and compliance requirements.

e.     Extensive experience delivering capacity development, training, coaching, and mentoring to Civil Society Organizations (CSOs), NGOs, community-based organizations, or similar institutions.

f.      Knowledge of relevant national legislation and regulatory frameworks governing employment, nonprofit organizations, and corporate governance.

g.     Demonstrated ability to participatory and adult-learning training methodologies.

h.     Excellent report writing, communication, and presentation skills.

i.      Experience integrating Gender Equality and Social Inclusion principles into organizational policies, governance structures, and HR systems will be an added advantage.

13.  Reporting and Supervision

The consultant will be accountable to the SNV Zambia Country Director. For the day-to-day operations the consult will report to the Project Manager who will provide overall supervision and guidance. Regular progress reports will be submitted as per the agreed schedule.

14.  Payment Terms

The payment terms will be based on the completion of deliverables as outlined in the contract. Payments will be made upon satisfactory completion and approval of each deliverable.

15.  Application Process

Interested candidates/firms should submit their applications, that must include all the 5 items listed below:

1.     Bidder Profile: Document summarizing the bidder’s background, qualifications and experience. If a team of individuals/consultancy firm, all the CVs of the proposed individuals by the firm to work on the assignment

2.     Technical Proposal: the Technical Proposal should include but not limited to the following (5 pages max, 9 point Verdana font):

o  Interpretation of the objectives of the assignment from consultant’s perspective

o  Approach to showcase inclusion of vulnerable groups (women, people with disabilities, vulnerable youths)

o  Tentative timeline to produce the deliverables and number of days for each

3. Financial Proposal: the financial proposal shall indicate total budget estimated in ZMW and present the detailed breakdown of budget items namely daily fee rate (and include other costs, if arguably required to deliver the assignment)   

4.     Past Performance: Include three references related to similar assignments within the past five years (max), attaching contact details and evidence of the work produced

5.     Mandatory Requirements 

5.1  For Zambian national individual consultants: copies of Tax Registration certificate and the most recent tax clearance certificate.

5.2 For a firm registration document: Business license/Certificate of Registration for all, Tax Registration, Current Tax Clearance Certificate and VAT if applicable

16.  Application Process

The complete application must be submitted by 23.59 (Zambia time) on 27th July 2026 to Zambia-procurement@snv.org  and CC kmwamulima@snv.org  with the heading “Consultancy to conduct Human Resource and Institutional Governance Training”.

17.  Evaluation criteria

Criteria

Maximum score

1

Bidder profile – capacity and experience of the proposed individual/team

20%

2

Technical proposal – reflecting theunderstanding of the ToR, relevance of the proposed methodology in relation to the ToR objectives, level of creativity/innovation, and proposed approach to the inclusion of vulnerable groups

35%

3

Financial proposal - relevance of proposed costs in relation to the technical proposal and level of experience/qualifications of the bidder

20%

4

Past performance with samples of previous works in the mentioned areas completed within the last five years - Three references for similar assignments implemented in the past five years

25%