Evaluation of the Human Resources Management System

Saint Andrew’s Refugee Services, Cairo

Vacancy Announcement: Evaluation of the Human Resources Management System

Founded in 1979, StARS is a refugee service provider in central Cairo that works to enhance the quality of life for refugees and vulnerable migrants through five broad program areas: education, psychosocial, legal, community outreach and unaccompanied youth and children support services. We provide high-quality services meeting the unaddressed needs of refugees, and we provide a safe and inclusive space for displaced people to come together as a community. We work for refugees, with refugees, to make rights recognition a reality.

StARS’ Mission: Driven by a commitment to justice and fairness, StARS works as displaced people and for displaced people to respect human dignity and enhance quality of life.

StARS’ Vision: Displaced people lead in the creation and implementation of responses to different forms of migration to establish safe, just, welcoming, and inclusive communities globally.

We serve people from many places, including Eritrea, Ethiopia, Iraq, Somalia, South Sudan, Sudan, Syria and Yemen.

To learn more please visit our website: www.stars-egypt.org or our Facebook page https://www.facebook.com/standrewsrefugeeservices?fref=ts

Objectives of the assignment

StARS employs more than 500 staff and hourly rate interpreters. StARS ordinarily engages approximately 150-200 volunteers annually across all programs. The Human Resources Unit is responsible for staff support and human resources across programs at StARS. The Human Resources Unit provides leadership in recruiting, orienting, and ensuring supervision of staff and volunteers to meet the needs of various StARS programs. The Human Resources Unit works to address human resources needs and place staff and volunteers into their programs. The Human Resources team manages and reviews all staff contracts, timesheet records, staff employment records and assisted maintains all personnel files of all staff. The Human Resources Unit plays a major role in ensuring that the records and staff data are collected, organized, maintained in a proper manner and kept confidential.

StARS has grown steadily over the past years, and seeks to re-assess its Human Resources Management System, which has been initially set up in 2019. At the time the organization had a smaller number of staff and all procedures were put in in place based on the circumstances needed at the time. The organization currently has almost 500 staff and over 250 job descriptions, nine departments and around 40 subprograms. As part of the Operations Department, the Human Resource Unit consists of 8 Human Resources Officers and a Coordinator.

A recent organizational assessment has recommended both an evaluation of the Human Resource Management Systems. This TOR is intended to cover this aspect.

The Human Resources Systems Evaluation would encompass:

StARS is looking for a qualified Consultant to conduct a full evaluation of its Human Resources Management System. The main goal is to evaluate the overall efficiency of the structures and systems in place. The Consultant is expected to work on the following:

• Reviewing current Human Resources systems (specifically recruitment, recording leave, the exit process from the organization, disciplinary matters, documentation system and current forms and templates).
• Screening and assessing the applicable policies (recruitment, compensations and benefits, appraisals system etc.…) procedures, tools and forms.
• Evaluating the practices in terms of relevance, efficiency, time management, and workload
• Reviewing the current structure of the Human Resources Unit.
• Assessing the overall workload and tasks-sharing among Human Resources officers, and with Departments
• Analyzing and evaluating the modalities and channels of communication with other Departments
• Assessing the capacity of the Human Resources Unit to manage its workload
• Identification of work areas which should be managed by Human Resources and are not currently, and recommendations on how to integrate these into the current system.
• Identification of adequate methodologies for integrating the Complaints and Accountability systems more systematically with Human Resources systems.
• Suggesting structure, resources and procedures required for Human Resources to adopt a broader aspect covering the Human Resources pillars of recruitment and selection, performance management, learning and development, succession planning, compensation and benefits, Human Resources Information Systems, and Human Resources data and analytics.
• Recommending potential technical/training/capacity building improvements.
• Provide a detailed and workable recommendations to adjust, modify, and/or enhance the current structure and system adopted by the Human Resources Unit.
• A report detailing the findings of the Human Resources system evaluation, including practical and relevant recommendations, detailed plan of action, including timeline and resources needed.

Timeframe and working relationship

The consultant is required to submit a detailed proposal including a timeline, outline methodology, design and evaluation plan.

The assignment will start as soon as possible.

The Consultant will be working closely with the Operations Department Management.

Available budget and timeline

The maximum available budget for this evaluation work is $20,000, inclusive of travel, accommodation and in-country expenses if any.

It is expected that all work will be completed within maximum 2 months of the contract being signed

Qualifications and requirements

• Experience of evaluation and producing recommendations for similar sized organizations
• A certification in Human Resources Management and/or Business Administration.
• Minimum of 5 years’ relevant experience.
• Familiarity with the Job Evaluation Process.
• Familiar with the non-profit sector in general and the operating modalities of grassroots organizations in particular, background in humanitarian assistance desirable.
• Able to manage cross-cultural diversity and navigate multi-cultural environments.
• Knowledge of the issues affecting refugee and migrant communities in Egypt an asset.
• Excellent command of spoken and written English, Arabic an asset.
• The evaluators shall be able to come and work in Greater Cairo, Egypt, at StARS premises.

Application Process

• A detailed proposal including a timeline, outline methodology and financial requirements.
• Cover letter outlining how the consultant(s) meet the criteria and a financial offer.
• A resume for each consultant on the project.
• An example of previous similar work or two referees who can attest to similar work

To apply: Please send all these documents should be sent to applications@stars-egypt.org using the subject line “Evaluation of the Human Resources Management System”. All applications should provide contact information for two professional/academic reference (referees will only be contacted after interviews).

Working Hours: The Evaluation of the Human Resources Management System is expected to be at work for 40 hours per week, between the hours of 9am and 5pm, from Sunday to Thursday. Longer hours, evening and weekend work are sometimes necessary. Work will be conducted both in StARS premises and also in refugee communities and centers.

Supervised by: Director of Operations Department.

Closing date for applications: 16 August 2023.

Anticipated Starting date: As soon as possible

***Note:***Only short-listed applicants will be contacted for an interview.

For an informal discussion about the role please contact rsalim@stars-egypt.org