TERMS OF REFERENCE (TOR) FOR HR CONSULTANCY 

Job Description

TERMS OF REFERENCE (TOR) FOR HR CONSULTANCY 

1.Introduction 

Masanga Hospital is a 150-bed hospital. Our catchment area is widespread about 440.000 people are  dependent on Masanga Hospital for their health care. Masanga has gained a well-known reputation in  Sierra Leone healthcare system. Masanga hospital comprises of three pillars: Clinical care, Education and  Research. Masanga Hospital is a tertiary care and teaching facility receiving nationwide referrals. We are  partner with the University of Sierra Leone Teaching Hospital Complex (USLTHC). As a teaching hospital  we offer 5 different high-quality education programs. Our students work in almost all government  hospitals across the country. The Masanga Medical Research Unit (MMRU) is the research component of  the hospital. It aims to conduct high quality research focused to improve the quality of care in the low  resource setting and offering career opportunities for ambitious Sierra Leonean researchers in the medical  field.  

An important priority for Masanga Hospital is the transition towards a fully functional government  hospital with support from (international) partners in specific areas before July 2026. This transition is  necessary for the hospital to continue providing essential and more complex health services for the people  of Sierra Leone and continue helping to strengthen the Sierra Leone health system through human  capacity building and research.  

In this transition process it is important that Masanga Hospital HR system is reviewed, updated and  streamlined to modern day standards. We are looking for an HR consultancy that can advise the hospital  with all legal, national and organizational norms.  

2. Purpose of Consultancy 

The purpose of this Consultancy is to provide HR services to Masanga Hospital leveraging in the  Consultants’ expertise to refine and elevate Masanga Hospital HR practices, leading to a more effective  and strategic HR function – Streamline HR operations, improve processes, and enhance overall efficiency  through targeted guidance and support – Align HR strategies with organizational objectives to foster a  more cohesive approach and drive business success, provide Masanga Hospital with the tools and insights  needed to achieve significant improvements in HR management.  

3. OBJECTIVES 

General Objectives 

• To provide a standard reference, code of conduct and guidelines for all employees in  understanding their rights and responsibilities in order to create a safe and good collaborative  working environment for all. 
• To provide consistency in the administration and application of the Human Resource Policy
•  To enhance the effectiveness of HR practices within the organization.
• To align HR strategies with organizational goals and compliance with the national as well as  international law and values. 

4. SCOPE OF WORK / DELIVERABLES: 

1 A detailed HR audit report with recommendations. 

2 Payroll harmonization, development of new salary scale and organogram 

3 Review of all contracts, drafting new contracts for all staff incl Job descriptions and code of conduct.  Where possible in line with MOH standards.  

4 Assist in calculation and payout of end of service benefits incl contacts with ministry of  labour/labour union etc.  

5 Advise on software use for payroll and HR overview.  

6 Develop a system of systematic hospital wide performance appraisal and train in house HR staff  using existing software.  

7 Recruitment services and policies  

8 Development and training of up-to-date HR policy manual including the following policies:

• Safeguarding policies ( Anti-harassment Policy: verbal, non-verbal, and sexual harassment  policy) 

• Anti-discrimination Policy 
• Termination and Separation Policy,  
• Health and Safety Policy 
• Disciplinary Policy 
• Employee code of conduct 
• Attendance and Leave Policy 
• Compensation Leave Policy 
• Equal employment Policy 
• Confidentiality Policy 
• Payroll Administration Policy 
• Etc.  

9 Shadowing and capacity building of in-house HR staff including gradual handing over of task. 10 Carrying out all necessary tasks under the direction of Masanga Hospital representative(s) in  accordance with activities and outcomes in adherence with relevant terms and conditions of this  Agreement.

5. TIMELINE AND TIME SPEND IN MASANGA 

We are looking for fast but good quality results from a reliable consultancy team, and for that, we would  like to see the Consultancy Company profile and previous client list.  

We expect the consultant to explain/estimate how much time is needed to deliver the requested  services and results. We expect the consultancy to make a timeline, and clearly state what deliverable  can be finished within what timeframe.  

We also ask the consultant to indicate:  

• how many people or staff the consultancy will work on the assignment. Please indicate  per deliverable the amount of time needed, and indicate in a clear timeline.  
• how much time the consultancy will spend on average per week in Masanga.  We expect the consultancy to be at least 10 days per month or 2-3 days per week present in Masanga. 

6. BUDGET 

Financial Considerations 

• Outline the total budget for the consultancy, including fees, expenses, and any other costs
•  Please make a modular offer, where costs are clearly indicated per module or numbered per  deliverable mentioned under scope of work. Clustering is possible if this makes sense, but  please clearly indicate the individual parts of the work leading to a grand total cost.
•  Specify payment terms and conditions. 

7. REPORTING AND COMMUNICATION 

Reporting Structure 

• Define how progress will be reported (e.g., weekly updates, milestone reports). And how  the communication will be done (meetings, online meetings, email reports etc). 
•  The contact person for the entire process is the Chief Administrative Officer.

Application  Submission:

Masanga, Tonkolili, Sierra Leone | amadukamara.cao.masangahospital@gmail.com or amadukamara.cao.masangahospital@gmail.com