RFP/2016/846. ANNEX A: Terms of Reference. Recruitment Services for External Recruitment Unit of of UNHCR

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1 1. INTRODUCTION 1.1 Background RFP/2016/846 ANNEX A: Terms of Reference Recruitment Services for External Recruitment Unit of of UNHCR The External Recruitment Unit (ERU) of Talent Outreach and Acquisition Section (TOAS) of the United Nations High Commissioner for Refugees (UNHCR) invites service providers to submit a firm proposal for the provision of recruitment services of external applicants. UNHCR currently engages external recruitment firms to conduct various searches. Given the demographics of UNHCR s workforce, UNHCR will continue to require the services of external recruitment firms to assist in filling senior leadership posts, specialized positions, and mid- and entry level positions within the organization. All recruitment and selection of staff members in UNHCR must follow a rigorous, transparent, fair and professional process. Depending on the type of post and post requirements, the strategies, methodologies and techniques used to recruit and select the most suitable candidates may vary. TOAS is responsible for managing special recruitment programmes such as the Entry-level Humanitarian Professional Programme (EHP), the various Talent Pools as well as all external recruitment initiatives. These include: Entry-level Humanitarian Professional Program (EHP) is a competitive point of entry into UNHCR for talented professionals interested in humanitarian work. Through recruitment and conversion interested participants join the program at the Professional level and are deployed to field locations. Talent Pool: This program targets mid-career professional for mainstream profiles that are in high demand in the organization, mostly driven by the day-to-day operational work, as well as emergency situations and in areas that the recruitment forecast indicates demand for the future. The Ad Hoc Recruitment (AHR) is targeting to both very specialized and senior positions, which require specific and targeted outreach and sourcing strategies. Examples of positions (international posts) that can be recruited through recruitment programmes include: Specialized Level: Directors, Heads of Service and Senior Managers such as Deputy Head of Service. 1

2 Generic Level: Senior officers, and Deputy positions. Entry Level positions Examples of functions for which headhunting could be requested includes, but not limited to: Cash-Based Interventions, Site Planner, Energy, Environment, Private Sector Fundraising, Information Technology, Finance, Project Management, etc. Although the number of recruitment projects depends on operational requirements of UNHCR and therefore may vary, it is estimated that 3-4 specialized searches and generic searches may be required annually. 1.2 Statement of Purpose & Objectives UNHCR s wishes to attract, recruit and develop a skilled workforce with the knowledge and expertise UNHCR needs. The objective is therefore to identify well-qualified and motivated candidates, and select candidate(s) best suited in relation to the pre-defined requirements for a post as per the job description, through comprehensive and quality assured search/ assessment process. By partnering with experts in the fields of executive, management, entry-level and specialized recruitment, we expect to receive quality applicants and reduce the time required to fill vacancies. To fulfil its human resource needs, UNHCR wishes to procure the services of one or more recruitment companies to provide the following types of services: Executive Search (Headhunting Services) Outreach and Search Employer Branding Recruitment support services via identification, pre-screening and delivering long/shortlisting Companies can bid on one, all or any combination of the above mentioned services. 2. Scope of Services UNHCR is looking for the following types of recruitment services for international staff. Service providers are expected to elaborate on the specific deliverable(s) they wish to bid for or on specific parts of the project as detailed in points These services may be ordered on an as-required basis, and support and/or supplement UNHCR s recruitment processes and procedures. Vendors may bid for any one (1) or more of the below mentioned HR Services. 2

3 2.1 Executive Search (Headhunting services) Executive Search services (including sourcing, outreach, shortlisting and interviewing, as applicable) for a particular position. It is anticipated that there will be 3-4 specialized searches and generic searches. Positions (Director level and those classified as Expert) are considered specialized. Agency fees should be based on deliverables and not on salaries. Examples of possible fields for which positions at P2-D2 level can be requested worldwide include: Fundraising, Cash-Based Interventions, Site Planner, Energy, Environment, Information Technology, Finance, Project Management, HR, Supply Chain, Administration, Legal. 2.2 Outreach and Search The task is to design and implement a strategy that you deem the most effective for UNHCR. The strategy shall be used to advertise the 12 Compendiums (1 x month) to potential candidates. Each compendium includes approx positions to be externally advertised. For each compendium the following actions in the base package need to be taken. The following media form part of the mandatory, minimal base package for each compendium: Advertising in professional associations (e.g. The Association for Women in Communication, Development and Fundraising Professionals) /other relevant job boards Social media campaign (e.g. Twitter, Facebook) Positions shall be listed on a searchable careers page/online database (can be the vendors own website) blast and/or newsletter featuring the individual jobs or a link to the UNHCR career website Detailed Analytics showing the results of the monthly actions The following additional services can also be quoted for and would be requested on an ad-hoc basis: Draft advertisements and place them in Printed Media (placing should be included in the price) Google Keywords/in-built advertisements Please describe all services your company can offer in detail in your technical proposal. Please clearly indicate whether they would form part of your proposed base package or can be ordered in addition. 3

4 2.3 Employer branding strategy Develop communication plan to roll out Employee Value Proposition (EVP) survey, communication channels (including and intranet), tools, branding messages and stakeholder involvement. Deliverable: Communication plan. Collect employer brand data based on employees' perceptions (focus groups) Deliverable: Summary report on surveys/focus groups Create employer value proposition tag line for internal and external candidates, including messaging for different media (including social media). Deliverable: Employer Value Proposition presentation/messages Bids for 2.3 have to cover all aspects of Recruitment support services (Screening / Shortlisting) It is anticipated that this particular support service shall primarily be used to screen large volumes of applications received for UNHCR s special recruitment initiatives, such as the EHP and the Talent Pool profiles, for which internal capacity may not be readily available. Although the number of candidates who apply to a specific position may vary, the service provider should have the capacity to filter/screen applications in the range of per profile within a timeframe of 2-3 weeks. You ll be expected to handle up to 2-3 profiles simultaneously. The main objective is to provide end-to-end services which may include: Meeting with UNHCR stakeholders in order to understand the objectives and the position requirements. Agree on scorecard to be used for shortlisting and CV analysis. Agree on exact timelines to deliver the required services. Sort applications by identifying those who meet minimum requirements Pre-screening of qualified candidates based on set criteria (i.e. based on scorecard) by checking education, certifications, relevant work experience, etc. Provide ranking based on scores obtained. For shortlisted candidates include a brief summary for each candidate detailing their skills and specific added-value qualifications/work experience Optional: provide automated video interviewing for screening candidates Optional: use psychometric test to assess communication and interpersonal skills, commitment, drive, adaptability and ability to work in a team Other recruitment assistance as required Submission of weekly progress reports (containing, as required, information on progress on short listing process) All requested reports/deliverables shall be written in English. Bids for any service of this tender that are not submitted in English will be disqualified. 4

5 3. CONTENT OF THE TECHNICAL OFFER Your Technical proposal should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information: 3.1 Company Qualification A description of your company and the company s qualifications with evidence of your company s capacity to perform the services required, including: Company profile, registration certificate, year founded, and last audit reports If a multi-location company, specification of the location of the company s headquarters, and the branches that will be involved in the project work with founding dates. Descriptions of three or more successfully completed project, with contact information. Any information that will facilitate our evaluation of your company s substantive reliability, financial and managerial capacity to provide the services. 3.2 Proposed Services Understanding of the requirements for services, proposed approach, solutions, methodology and outputs. Any comments or suggestions on the TOR, as well as your detailed description of the manner in which your company would respond to the TOR: Indicate the service(s) your company is bidding for. The proposal is required to clearly indicate which service(s) it relates to. Provide samples of similar projects as references, either underway or successfully completed, as applicable. Describe in detail the process for recruitment support services if applicable. Describe in detail the process for headhunting services if applicable Describe in detail the process for outreach activities if applicable. Indicate the company s resources involved and the search mechanisms used. Please also indicate the platforms used If applicable describe in detail the employer branding process with a view to develop branding/employee value proposition and to enhance UNHCR s profile as an attractive employer. Describe the methodology followed for the proposed services. Describe in detail the capacity of the company to successfully deliver the services. Provide extent of detail of work programme, indication of timelines, turnaround times and milestones. 3.3 Personnel Qualification 5

6 The bidders have to demonstrate that they can provide the adequately skilled project staff to assume the responsibilities and perform the required services. No substitutions will be made without prior written consent from the TOAS. The selected company shall guarantee that the services will be uninterrupted for the duration of the contract. Absences due to an emergency situation need to be approved by the TOAS and a solution agreed so that the ongoing project is not adversely affected. Demonstrate the capacity of your company to undertake the required service, (e.g. testing high number of candidates within the required timeframe). Provide an overview of the recruiters/headhunters/specialists involved and administrative support staff who would be assigned to work with UNHCR. Include CV s of the recruiters and administrative support staff. CV should not exceed 2 pages, listing academic background, relevant professional experience, language certifications and references` contact details. 4 MINIMUM REQUIREMENTS Depending on the services, the minimum requirements for this RFP are 1) Companies bidding for headhunting services need to have been operational in the headhunting sector for min. 3 years 2) Companies that do not reach a minimum total score of 45 for any of the technical evaluation they bid on shall be disqualified. 3) All requested reports/deliverables shall be written in English. 4) Bids that are not submitted in English will be disqualified 6