TENDER NOTICE: SELECTION OF A LEGAL FIRM

Job Description

REQUEST FOR PROPOSAL (RFP)

SELECTION OF A LEGAL FIRM

SOS Children’s Villages was established in Sierra Leone in 1974. We work with government and partners in communities to help families care for their children or to provide an alternative family for children who have no one to care for them, or who have lost parental care or are exposed to risks of neglect, abandonment, abuse and exploitation. Located in Freetown, Bo and Makeni, SOS Children’s Villages Sierra Leone has a wide range of programmes, in which the love of a caregiver is essential, to ensure children grow in a loving home and become their strongest selves.

Our Vision: Every child belongs to a family and grows up with love, respect and security.

Our Mission: We build families for children in need, we help them shape their own futures, and we  

                       share in the development of their communities.

Our Values: Courage

Commitment

Trust

Accountability

Programmes include Alternative Care settings, Interim Care Centres, Youth care programmes that support more than 530 children and young people leaving in villages and in communities. In addition to quality care, we advocate for children, young people and women’s right, protection, safeguarding and empowerment. SOS Children’s Villages also provide quality education to over 4,000 students through its Herman Gmeiner International Schools, Kindergartens and Technical Vocational/ Employability and Entrepreneurship Training Centre in support of care-exit strategies and reintegration processes. Other projects include the Youth Innovation challenge & Youth-Can! which support young entrepreneurs with their businesses and young people on their quest to employment. The emergency programmes aid vulnerable families cope with the impact of COVID-19 and the economic downturn to prevent family separation.

SOS Children’s Villages Sierra Leone is seeking a qualified and experienced Legal Service Provider to provide comprehensive legal advisory and professional legal support to the organization. The service provider will advise on legal and regulatory matters affecting the organization’s operations, employment and labour matters, contractual and commercial agreements, safeguarding and child protection-related legal issues, dispute resolution, and other legal matters as may arise. The assignment aims to ensure that SOS Children’s Villages Sierra Leone operates in compliance with applicable national legislation and regulatory requirements while protecting the organization’s legal interests and supporting its mandate to provide quality care and protection for children and young people.

Scope of Work

The Legal Service Provider will:

• Provide legal advice and professional support on corporate, governance, operational, employment, and regulatory matters.
• Draft, review, revise, and negotiate contracts, agreements, MoUs, and other legal instruments.
• Advise and support the organization on employment and labour law matters, including disciplinary processes, grievances, investigations, and termination.
• Provide legal support and representation in litigation, dispute resolution, and regulatory matters, as authorized by the National Director.
• Advise on statutory and regulatory compliance, corporate governance, registrations, licensing, and statutory filings.
• Identify and assess legal risks, conduct legal due diligence, and recommend appropriate risk mitigation measures.
• Provide legal support during investigations, compliance reviews, and matters involving potential legal exposure.
• Deliver legal awareness and capacity-building sessions and develop practical legal guidance, templates, and reference materials for staff and management.

Detailed Terms of Reference (ToR): Available through the link below/attached link: 

Submission Requirements

Interested applicants shall submit the following:

• Technical Proposal demonstrating a clear understanding of the assignment, proposed methodology, and implementation approach.
• Company/Firm Profile.
• Copies of valid Business Registration Certificate and Business License issued by the relevant government authority.
• Copies of valid Professional Practicing License(s) issued by the relevant professional regulatory body.
• CVs of key personnel proposed for the assignment.
• At least three (3) references from similar assignments undertaken for NGOs, development organizations, or comparable institutions.
• Financial Proposal indicating professional fees and any other applicable charges. All fees shall be quoted in Sierra Leone Leones (SLE). 
• Valid Tax Clearance Certificate and any other applicable statutory compliance documents.

Submission Details: 

Interested legal service providers are invited to submit a technical and financial proposal, including a brief profile of the firm/service provider, relevant experience, qualifications and credentials of the proposed legal professionals, details of similar assignments undertaken, and at least three (3) professional references, by email only to apply.sl@sossierraleone.org Please indicate in the Subject Line “Proposal Submission: Legal Service Provider”.

Closing date for the submission of applications is Friday 11th September 2026

Only shortlisted candidates will be contacted.

In accordance with the organisation’s child protection policy, all contracts are subject to applicable background checks, including criminal record checks.

What We Stand For:

SOS Children’s Villages is committed to creating and maintaining a caring and protective environment, which promotes its core values, and prevents and addresses child abuse and exploitation. We strongly condemn all forms of child abuse and exploitation, be it within or outside of our organisation, and always respond to any case of proven, alleged or attempted abuse within our sphere of influence according to its nature. Efforts ensure that mechanisms are in place to raise awareness, aid prevention, encourage reporting and ease response. They range from human resource development actions such as training and counselling to measures such as suspension, dismissal, and legal action.

TERMS OF REFERENCE (TOR)
Recruitment of a Legal Service Provider

1. Background

SOS Children’s Villages Sierra Leone is a child-focused, non-governmental organization committed to ensuring that children and young people grow up with the care, relationships, and support they need to become their strongest selves. In the course of its operations, the organization requires professional legal support to ensure compliance with national laws, mitigate legal risks, safeguard organizational interests, and provide timely legal advice across various operational areas.

To strengthen its legal support services, SOS Children’s Villages Sierra Leone seeks to engage a qualified and experienced Legal Service Provider (Law Firm or Individual Legal Practitioner) to provide legal advisory and representation services on a retainer basis and as required. The services shall cover all existing programme locations of SOS Children’s Villages Sierra Leone, as well as any future programme locations established during the contract period.

2. Purpose of the Assignment

The purpose of this assignment is to engage a competent Legal Service Provider to provide professional legal services, ensuring that SOS Children’s Villages Sierra Leone operates in compliance with applicable laws and regulations while protecting the organization’s legal interests.

The engagement shall primarily operate on a retainer basis for routine legal advisory services, including legal consultations, the review of standard contracts and agreements, court representation, arbitration proceedings, and routine compliance advice. 

3. Objectives

The overall objective of this assignment is to secure competent, timely, and reliable legal services that protect the interests of SOS Children’s Villages Sierra Leone and support the effective implementation of its programmes and operations.

The specific objectives are to:

• Ensure that the organization operates in compliance with the applicable laws, regulations, and statutory requirements of Sierra Leone.
• Minimize legal, regulatory, contractual, employment, and operational risks through proactive legal advice and support.
• Safeguard the legal rights, assets, reputation, and interests of SOS Children’s Villages Sierra Leone.
• Provide high-quality legal representation and support in litigation, arbitration, mediation, and other dispute resolution processes, where required.
• Strengthen organizational decision-making by providing accurate, practical, and timely legal opinions and guidance.
• Support the development, review, and negotiation of contracts, policies, and other legal instruments to ensure they are legally sound and aligned with organizational objectives.

4. Scope of Work

SOS Children’s Villages Sierra Leone is legally represented by the National Director. The Legal Service Provider shall therefore act in an advisory and professional support capacity to the National Director and shall not be construed as having independent authority to bind or legally represent the organization. Any legal representation, institution of proceedings, settlement, execution of legal instruments, or other action requiring the authority of the organization shall be undertaken with the authorization of, or under the authority delegated by, the National Director, in accordance with the organization’s applicable governance and authorization arrangements.

To achieve the objectives of this assignment, the Legal Service Provider shall provide comprehensive legal services to SOS Children’s Villages Sierra Leone, including, but not limited to, the following:

4.1 Corporate Legal Advisory

• Provide legal advice and written opinions on operational, strategic, governance, and policy matters.
• Advise management on the legal implications of organizational decisions and emerging legal or regulatory developments.
• Support the organization in ensuring compliance with applicable laws, regulations, and internal policies.

4.2 Contract Drafting, Review, and Negotiation

• Draft, review, revise, and negotiate contracts, Memoranda of Understanding (MoUs), partnership agreements, lease agreements, service agreements, and other legal instruments.
• Ensure that all legal documents adequately protect the interests of SOS Children’s Villages Sierra Leone and comply with applicable laws.
• Provide legal advice during contract negotiations and on contractual obligations, rights, and liabilities.

4.3 Employment and Labour Law Support

• Provide legal advice on employment and labour law matters, including recruitment, disciplinary processes, grievances, investigations, termination of employment, and workplace disputes.
• Review employment-related policies, procedures, and documentation for legal compliance.
• Support the organization in resolving employment disputes through negotiation, mediation, or litigation where necessary.

4.4 Litigation and Dispute Resolution

• Provide legal representation before courts, tribunals, arbitration panels, mediators, and regulatory authorities, where authorized by the National Director and in accordance with the organization’s applicable authorization and governance arrangements.
• Prepare and file legal pleadings, court documents, submissions, and other legal instruments.
• Manage litigation and dispute resolution processes efficiently and provide periodic written updates on the status, risks, and recommended actions for each matter.

4.5 Regulatory Compliance and Corporate Governance

• Advise on statutory and regulatory compliance obligations applicable to the organization.
• Support registration, licensing, permit applications, statutory filings, and regulatory submissions.
• Monitor legislative and regulatory developments and advise the organization on their implications.
• Provide legal support on governance matters, including compliance with Board and organizational governance requirements.

4.6 Legal Risk Management

• Identify actual and potential legal risks affecting the organization and recommend practical mitigation measures.
• Conduct legal due diligence for projects, partnerships, transactions, and other organizational initiatives.
• Provide legal support during investigations, compliance reviews, and matters involving potential legal exposure.

4.7 Capacity Building and Legal Awareness

• Design and deliver legal awareness and capacity-building sessions for management, staff, and other relevant stakeholders.
• Provide practical guidance on legal compliance, contract management, labour law, safeguarding, governance, and other legal topics relevant to the organization’s operations.
• Develop or contribute to legal guidance notes, templates, and reference materials to strengthen internal legal compliance and risk management.

5. Deliverables

The Legal Service Provider shall provide:

• Timely written legal opinions.
• Reviewed and drafted legal agreements.
• Representation in legal proceedings as required.
• Monthly activity reports detailing assignments undertaken.
• Quarterly legal compliance updates.
• Legal risk assessment reports where applicable.
• Training materials and reports following capacity-building sessions.

6. Duration of the Assignment

The engagement shall be for an initial period of one (1) year, subject to satisfactory performance, with the possibility of renewal in accordance with SOS Children’s Villages’ procurement policies and organizational requirements.

The contract shall include provisions allowing either party to terminate the agreement upon reasonable written notice. Performance shall be reviewed periodically throughout the engagement period.

7. Reporting Line

The Legal Service Provider shall report to the National Director or a designated representative. Day-to-day coordination of the assignment shall be undertaken by the Senior Management Team through the designated focal person appointed by the National Director, depending on the nature of the assignment. The Legal Service Provider shall work closely with relevant departments and programme teams, as required, to ensure the effective delivery of legal services across the Member Association.

Detailed Terms of Reference (ToR): Available through the link below/attached link:

8. Required Qualifications and Experience

Interested Legal Service Providers should demonstrate the following:

• Registered Law Firm or qualified Legal Practitioner licensed to practice in Sierra Leone.
• Minimum of 7 years of relevant legal practice.
• Demonstrated experience advising NGOs, INGOs, development partners, or corporate organizations.
• Strong knowledge of Sierra Leone labour laws, contract law, corporate law, NGO regulations, taxation, procurement, and dispute resolution.
• Proven litigation and negotiation experience.
• Excellent legal drafting and communication skills.
• High ethical standards and professional integrity.

9. Evaluation Criteria

Proposals shall be evaluated using the following indicative criteria:

Only bidders meeting the minimum technical threshold will proceed to financial evaluation.

10. Confidentiality

The Legal Service Provider shall maintain strict confidentiality regarding all information, documents, and records accessed during the engagement and shall not disclose such information without prior written authorization from SOS Children’s Villages Sierra Leone.

11. Intellectual Property

All reports, legal opinions, memoranda, contracts, policies, correspondence, legal research, and any other documents or materials prepared by the Legal Service Provider in the course of this assignment shall become the sole property of SOS Children’s Villages Sierra Leone. The Legal Service Provider shall not use, reproduce, disclose, or distribute such materials without the prior written consent of SOS Children’s Villages Sierra Leone.

12. Professional Indemnity Insurance

Where required under the laws and professional regulations governing legal practice in Sierra Leone, the successful Legal Service Provider shall maintain valid Professional Indemnity Insurance throughout the duration of the contract and provide evidence of such insurance upon request by SOS Children’s Villages Sierra Leone.

13. Child Safeguarding

The successful Legal Service Provider shall comply with all SOS Children’s Villages Child Safeguarding, Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH), Code of Conduct, Anti-Fraud, and Data Protection policies. The provider may be required to sign these policies before commencement of the assignment. 

In addition, any individual assigned to provide services who will have access to case files, interact with children or programme participants, or visit SOS Children’s Villages programmes may be required to undergo appropriate vetting, including a background and/or police clearance check, in accordance with SOS Children’s Villages safeguarding requirements and applicable laws, prior to commencing such activities.

14. Conflict of Interest

The Legal Service Provider shall disclose any actual or potential conflict of interest and shall not represent parties whose interests’ conflict with those of SOS Children’s Villages Sierra Leone during the contract period.

15. Submission Requirements

Interested applicants shall submit the following:

• Technical Proposal demonstrating a clear understanding of the assignment, proposed methodology, and implementation approach.
• Company/Firm Profile.
• Copies of valid Business Registration Certificate and Business License issued by the relevant government authority.
• Copies of valid Professional Practicing License(s) issued by the relevant professional regulatory body.
• CVs of key personnel proposed for the assignment.
• At least three (3) references from similar assignments undertaken for NGOs, development organizations, or comparable institutions.
• Financial Proposal indicating professional fees and any other applicable charges. All fees shall be quoted in Sierra Leone Leones (SLE). 
• Valid Tax Clearance Certificate and any other applicable statutory compliance documents.

Submission of Financial Proposal

The Financial Proposal shall be submitted as a password-protected document. The password must not be included in the proposal submission. Only applicants whose technical proposals have successfully passed the technical evaluation will be invited by email to submit the password to their Financial Proposal for opening and evaluation.

Failure to submit the Financial Proposal as a password-protected document, or inclusion of the password in the initial submission, shall result in disqualification.

Applicants shall provide:

• The proposed monthly retainer fee;
• Hourly rates for services outside the retainer;
• Daily rates, where applicable;
• Rates for court appearances and litigation services, where applicable; and
• Any other reimbursable expenses, clearly identifying the basis for such charges.

16. Payment Terms

Payments shall be made in accordance with the signed contract upon submission of acceptable deliverables and invoices, and in line with SOS Children’s Villages Sierra Leone financial and procurement procedures.

17. Ethical Standards

The Legal Service Provider shall perform the assignment with the highest standards of professional ethics, integrity, independence, impartiality, and compliance with the laws of Sierra Leone and the policies of SOS Children’s Villages.

SOS Children’s Villages Sierra Leone reserves the right to accept or reject any or all proposals, to cancel or amend the procurement process at any stage, and to reject any proposal that does not comply with the requirements of this Terms of Reference, without incurring any liability or obligation to provide reasons to any applicant. Submission of a proposal does not create any contractual obligation on the part of SOS Children’s Villages Sierra Leone until a formal written contract has been executed by both parties.

18. Submission of Proposals

Interested legal service providers are invited to submit their technical and financial proposals in accordance with the requirements of this Terms of Reference.

• • Submission Deadline: Proposals must be submitted by 5:00 p.m. on Friday, 7 August.
  • Submission Method: Proposals should be submitted electronically by email to apply.sl@sossierraleone.org with the subject line: “Proposal for the Provision of Legal Services – SOS Children’s Villages Sierra Leone.”
  • Submission Format: Proposals shall be submitted in PDF format. The technical and financial proposals should be submitted as separate documents. There is no prescribed page limit, provided that the proposal is clear, complete, and addresses all requirements outlined in this TOR. 

• Clarification Requests: Any requests for clarification regarding this TOR should be submitted by email to the Human Resources and Organizational Development Manager at AbdulBS.Turay@sossierraleone.org. Responses to clarification requests may be shared with all prospective bidders to ensure transparency, without disclosing the identity of the requesting party.