FEDERAL GOVERNMENT OF SOMALIA

Ministry of Finance

REQUEST FOR EXPRESSION OF INTEREST (REOI)

Country: Federal Government of Somalia (FGS)

Name of the Project: Somalia Capacity Advancement, Livelihood and Entrepreneurship, through Digital Uplift Project (SCALED UP),

Assignment Title: Consultancy Services for Development and Review of HR Policies, Procedures and Frameworks for NIRA

Project ID:  P168115

Individual/Firm: firm Selection

Deadline for submission of EOI: 11th March 2025 at 4:00pm

Ref No.:  SO-MOF-466796-CS-CQS

Terms of Reference (ToR) for Development and Review of HR Policies, Procedures and Frameworks

1.      Background

The National Identification and Registration Authority (NIRA) is a government agency in Somalia established in 2020, aimed at creating and maintaining the national identification system. NIRA is responsible for registering citizens and residents, providing them with secure, verifiable credentials, including a unique identification number and national identity card. Additionally, NIRA serves as a trusted provider of identity verification and authentication services and promotes the foundational identification system for individuals' access to services and participation in national development.

On September 16,2023 NIRA launched the National Digital ID system in Mogadishu, targeting the registration of 15 million individuals by 2029. This initiative marks a significant milestone in Somalia’s journey towards building a digital identity system that is inclusive, non-discriminatory, and secure. NIRA’s Implementation Strategy outlines a nationwide rollout of the digital ID system, ensuring that registrants' rights, privacy, and data are well-protected. The digital ID aims to enhance financial inclusion and deliver social protection services nationwide.

With NIRA’s goal of registering millions within a short period, adopting effective and sustainable HR Policies and Procedures are key to ensuring for the organization’s successful operations in the long run. NIRA is, therefore, seeking a consultancy firm to review and support the development of comprehensive HR Policies and Procedures for the Authority.

2.      Objectives

The main objective of the consultancy is to conduct a comprehensive review and support the development of comprehensive HR Policies and Procedures for NIRA (all HR Policies reviewed, updated, and additional ones developed where necessary), with the view of ensuring the long-term operational efficiency and sustainability of the Authority . The objectives of the consultancy include the development of HR policies and Key Performance Indicators relevant to personnel performance tracking, management of promotions and rewards,  career development paths, and career advancement conditions.

3.      Scope of Work

The consulting firm will work closely with NIRA’s Human Resource Department and other relevant departments to deliver on the following tasks:

3.1. Review of NIRA’s HR Policies, Staffing Structure, and Development of Hiring Plan  

·         Conduct a comprehensive review of the 16 existing Human Resource Policies (the review would be performed through desk review of existing policies and procedural frameworks, consultations/interviews of relevant staff and NIRA management team and general observation of work practice), identify gaps, and develop recommendations/propose updates to existing policies to address the gaps identified

·         Review NIRA’s current organizational structure, current departmental and unit ToRs as well as individual ToRs, roles, responsibilities and staffing levels against the strategic goals of NIRA and the Standard Operating Procedures (SOPs)

·         Identify capability gaps and opportunities to enhance organization efficiencies, and provide recommendations to address these gaps, including a hiring plan.

3.2. Development/Revision of Performance Management and Career Development Policies and Procedures

·         Design, develop and assist in implementation of a transparent result-based performance management system and necessary tools to track progress, with the goal of providing rewards/incentives to ensure good performance and increased retention

·         Provide tools, templates, and guidance to supervisors/the NIRA HR team on how to evaluate individual performance against set goals and how to provide structured feedback to each team member

·         Review the existing career development policy and suggest changes/devise a suitable promotion policy / succession planning

·         Establish structured processes for workforce planning and recruitment to attract and retain qualified candidates

·         Develop staff retention and release policy

3.3. Development of HR Manual / HR Handbook

·         Develop HR Manual/HR Handbook, which should, at minimum, cover:

§  Employee and Employer Expectations: Clearly defined roles and responsibilities for both parties.

§  Standard working hours and expectations for attendance

§  Guidelines for overtime eligibility, approval processes, and compensation.

§  Comprehensive leave policies including annual leave, sick leave, maternity/paternity leave, and other types of leave.

§  Selection and Placement procedures

§  Overview of salary structures, benefits packages, and any additional compensation policies.

§  Detailed steps for employees to raise grievances and the processes for resolving them.

·         Develop necessary forms to support the implementation of policies and procedures across HR functions, per HR Handbook

·         Train and coach the NIRA HR team on the new Manual and its forms, polices, procedures and templates for making it fully functional and operational.

·         Draft supplementary HR policies / revisions to existing HR policies, as identified under the initial review

3.4. Knowledge Management

·         Identify and address barriers to effective knowledge sharing and collaboration across different teams/departments in the institution (NIRA)

·         Develop formal mechanisms for internal and external knowledge sharing, including guidelines and protocols.

·         Conduct a high-level training needs assessment and develop a training calendar for NIRA staff across all units/departments, in line with the objectives and institutional direction outlined in NIRA’s Strategic Plan.

3.5. Change Management

·         Develop a Change Management Plan to facilitate the adoption and smooth implementation of the proposed changes and reforms in the organization, emanating from the revised and newly adopted HR policies and procedures.

·         Conduct training sessions to familiarize NIRA staff with revised new/HR policies and procedures and promote alignment with desired organizational values and culture.

1.      Key Qualification and Requirements of the firm

NIRA invites eligible firms to express interest in providing the services outline above. The interested firms should demonstrate the following qualifications:

·         At least 10 years of experience in consulting for public sector entities, particularly in HR Management, organizational development; demonstrated ability to provide sound HR advice to executive management team; experience advising high-level officials/ executive management on HR matters

·         Demonstrated experience in the development and implementation of HR policies, procedures, and practices, HR manuals, and setting up HR systems for public sector organizations

·         Experience with the development of performance appraisal tools and advising organizations on performance appraisal / career management frameworks

·         Strong understanding of human resource management principles and best practices in the international context

·         Ability to work effectively in a challenging environment and build working relationships with different stakeholders

·         Strong familiarity with the Somali context. Previous experience working in Somalia / with organization in Somalia would be a significant advantage.

https://mof.gov.so/publications/terms-reference-tor-development-and-review-hr-policies-procedures-and-frameworks

How to apply

Interested Consultant may obtain further information (in person or by e-mail) at the address below during office hours from 8.00 a.m. - 4.00 p.m. Saturday to Thursday except on public holidays.

Deadline for submission: Expressions of interest should be delivered in a written form to the address below (in person, or by e-mail) by 11th March 2024 at 4.00 p.m. local Time.

Attention; Project Coordinator

SCALED-UP Project

Ministry of Finance

Federal Government of Somalia

Shangani District, Mogadishu, Somalia

Email Address:  [email protected]

Cc: [email protected]