CONSULTANCY TO DEVELOP HUMAN RESOURCE MANAGEMENT DOCUMENTATION
1. Introduction
The Secretariat of the Pacific Community (SPC) invites proposals from suitably qualified consultants to help develop a new set of Human Resource Management Documentation.
2. Background
SPC is an international organisation that provides technical and policy advice and assistance, training and research services to its Pacific island members. It has approximately 550 staff working in a wide range of sectors with the aim of achieving three development outcomes: sustainable economic development; sustainable natural resource management and development; and sustainable human and social development.
SPC’s headquarters are in Noumea, New Caledonia. It has regional offices in Suva, Fiji, and Pohnpei, Federated States of Micronesia and a country office in Honiara, Solomon Islands. Additional information on SPC, particularly regarding its work in specific sectors, can be found on its website: www.spc.int.
SPC’s organisational policies have been developed over time and amended on an ‘as required’ basis. As a result, the documents have tended to become lengthy, are often lacking in structure and inconsistent in style and approach, and no longer fully support the requirements of the organisation.
SPC is therefore seeking to engage the services of a consultant to help develop a new set of human resources management policies. The consultant will be working with an internal project team.
3. Profile of the Consultant
The consultant is expected to have at least five years of experience in human resource management and experience with similar projects. He/she is also expected to have excellent policy drafting skills.
Further details on the project and the specific tasks for the consultant may be found in the annexed project strategy.
4. Timetable
a) Applications must be received by 10th December, 2011.
b) SPC will advise the successful consultant as soon as possible.
c) The consultant will work on the project from January 2012 until the end of March 2012 (exact period and timing of inputs to be determined in consultation between SPC and the consultant). This will likely involve work at the consultant’s home base and periods at SPC’s offices in Noumea and Suva.
d) The consultant may be required to undertake further work, in accordance with an agreed project plan, from April 2012 until the end of June 2012.
5. Evaluation Criteria
A two-stage procedure will be used in evaluating applications: part one is the evaluation of the technical competency of the consultant; and part two is a review of the consultant’s professional fee.
The contract will be awarded to the consultant offering the best value for money.
Applications are expected to include the CV, a description of relevant projects the consultant has worked on, contact details of previous clients and the proposed daily rate (professional fee) in EUROs. Expenses such as per diems and airfares will be borne directly by SPC.
6. Further Information
Requests for further information should be addressed to the project team leader, Stephanie Jones (StephanieJ@spc.int).
7. Submission of Applications and Closing date for proposals
Applications should be emailed to procurement@spc.int before 10th December 2011.
Richard Mann
Deputy Director-General
Annex 1
Human Resource Management Documentation
Project Strategy
1. Project History
1.1. SPC’s organisational policies have been developed over time and amended on an ‘as required’ basis. As a result, the documents have tended to become lengthy, are often lacking in structure and inconsistent in style and approach, and no longer fully support the needs of the organisation.
1.2. With the merger of three previously independent regional organisations (SPC, SOPAC and SPBEA) into the so-called “new SPC”, SPC’s regulations (highest-level policies) apply to the new organisation. The same is generally true for lower-level policies; however, there is a need to harmonise policies, in particular at the level of rules, procedures and guidelines. At the same time, this presents an opportunity to adopt best practices in the new SPC.
1.3. SPC together with other regional organisations, namely the Pacific Islands Forum Secretariat and the Secretariat of the Pacific Regional Environment Programme, is implementing a Human Resource Information System (HRIS). A fourth organisation, the Forum Fisheries Agency, is involved in the HRIS project and may decide to implement it at a later stage. SPC is piloting the implementation of the system.
1.4. CEOs of the organisations have approved the HRIS solution and the implementation of the preferred software. While recognising that the implementation of the HRIS will be in separate installations, the CEOS have agreed that implementation be coordinated across the agencies with agreed standards in as standardised a manner as possible.
1.5. The CEOs also endorsed a joint review of HR policies and practices, with a view to facilitating the implementation of the HRIS. Beyond the HRIS, the review also provides all participating agencies with an opportunity to update their policies and adopt common best practices, where practicable or necessary.
2. Expected Project Outcome
2.1. The expected outcome of the project is a set of human resource management documentation for SPC, and the other participating agencies, aligned to the document framework (described further below) reflecting best practice and organisational needs, to support the transparent and effective management of human resources consistent with the organisational culture.
3. Goals
3.1. Goal 1: To develop, by the end of March 2012, a complete set of Human Resource management documentation for SPC.
3.2. Goal 2: To develop, by the end of March 2012, a set of Human Resource management templates for the participating CROP agencies for adaption or adoption as they see fit.
4. Scope
4.1. This project is limited to regulations, policies, procedures and guidelines that might reasonably be defined as human resource management regulations, policies, procedures and guidelines. A list of possible documents and policies required is attached as Annex 2. This list may not be inclusive and further documents may be identified throughout the life of the project.
4.2. Similar reviews are planned for the financial and administrative policies of SPC.
4.3. In addition to SPC, the following regional organisations have indicated interest in participating in the project:
a) Forum Fisheries Agency (FFA);
b) Pacific Islands Forum Secretariat (PIFS); and
c) Secretariat of the Pacific Regional Environment Programme (SPREP).
5. Deliverables
5.1. The deliverables expected from this project are regulations, policies, procedures and guidelines that:
a) are aligned to the organisational culture;
b) reflect human resource management best practice and organisational needs;
c) are aligned to the document framework; and
d) are written in English to a standard ready for approval or adoption.
5.2. SPC is a bilingual organisation. Its translation and interpretation section will translate the new policies into the French language.
6. Document Framework
6.1. The document framework is illustrated below:
6.2. Regulations prescribe the broad principles. These will be approved by the governing body.
6.3. Rules and Policies provide more detail regarding how the regulations are to be implemented and will be approved by the CEO. Policies unrelated to Regulations may also be approved by the CEO to facilitate the effective operation of the organisation.
6.4. Procedures are step-by-step instructions to assist staff implement the policies.
6.5. Guidelines describe best practice and provide useful hints and additional information to facilitate implementation of the policies.
6.6. Procedures and guidelines will be approved by the CEO or his/her delegate or delegates.
7. Terms of Reference
7.1. The terms of reference for this project are to:
a) Determine, in consultation, the regulations, policies, procedures and guidelines that are required for the transparent and effective management of the organisations’ human resources and the priority with which these should be developed or revised;
b) Review the documentation that currently exists within SPC and the other CROP agencies;
c) Examine best practice across the agencies and internationally;
d) Consult as necessary to determine current practice, weaknesses and gaps;
e) Draft new documents in accordance with the document framework, using consistent terminology and formats;
f) Submit new documents for consultation and reflect any feedback into the final drafts; and
g) Submit final drafts with a short covering report outlining the underlying philosophy associated with the documents and noting any significant deviation from current policy or practice.
8. Methodology
8.1. The project will be implemented by an SPC project team, supported by a consultant, in liaison with counterparts in the other regional organisations.
8.2. In order to avoid overloading staff and management, the project will be undertaken in subject matter ‘batches’ with priority being awarded to the documentation required for the successful implementation of the HRIS.
9. Project Management Structure
9.1. The project management structure for this project is as follows:
9.2. The SPC Project Team Leader will be the Joint HRIS Project Team Leader. Under the supervision and guidance of the Project Director (SPC’s Director, Corporate Services) the Team Leader will have responsibility for:
a) Providing day-to-day project management;
b) Managing the consultant and the SPC Project Team;
c) Liaising with counterparts in other regional organisations;
d) Consulting with SPC staff including managers and staff representatives;
e) Collecting and collating existing documentation for consideration by the consultant.
9.3. The Project Team Leader will have responsibility for delivering the project in line with the terms of reference and the methodology.
9.4. The SPC Project Team has been constituted and consists mainly of SPC HR staff. Other subject matter experts will be drawn upon as and when required. The work of the Project Team will be guided by the project terms of reference.
9.5. Project partners in the other organisations will be responsible for managing consultation processes within their agencies.
10. Project consultant
10.1. A consultant will be contracted to assist the SPC project team. Specifically, the consultant will:
a) Participate as and when appropriate in meetings of the SPC project team;
b) Review existing documentation, drawing on his/her experience and knowledge of international best HR practice;
c) Conduct any further research on HR practices as might be considered necessary by the Team Leader;
d) Prepare draft documentation and submit this to SPC’s project team for review and feedback;
e) Prepare final drafts of HR policies for endorsement by the project team and subsequent consideration by SPC management.
11. Budget
11.1. SPC has received financial support from AusAID for its part of the project. It will provide and manage the budget for the consultant. Should the other participating CROP agencies require the consultant to travel to their location, each agency will pay for the airfares, per diems and other associated costs.
12. Risk Management
12.1. During the term of the project, the Project Team Leader will maintain a Risk Register. It is the responsibility of all members of the project to identify areas of risk, and to communicate these to the Project Coordinator.
12.2. The risk management process will be aligned, where possible, to that of SPC’s Risk Management Guidelines.
12.3. The Project Team will review the Risk Register on a regular basis and initiate steps to mitigate high probably, high impact risks.
Annex 2
HR Documents
The HR documents and policies that may need to be updated include the following. This list may not be inclusive and additional documents may be identified throughout the project.
General Policy Documents
? Staff Regulations
? Manual of Staff Rules
? Supplement to Contracts
Specific Policies (some are included in the above)
? Remuneration Regulations
? Acceptance of Gifts
? Accommodation on Arrival and Repatriation
? Adoption Leave
? Annual Leave
? Appeals
? Appointment (types – i.e. long-term, short-term, temporary, casual).
? Carer’s Leave
? Code of Conduct
? COLDA
? Communication of Information – Confidentiality – Dealing with the Media
? Compassionate Leave
? Dependant Spouse and Children
? Delegations
? Disciplinary Action
? Education Allowances
? Establishment Grants
? Gender, Discrimination Policy
? Health Insurance
? Higher Duties and/or Extra Duties Allowances
? Home Leave
? Home Leave Travel
? Hours of Work and Overtime
? Housing Allowances
? Information Required on Appointment
? Job Sizing
? Life and Disability Insurance
? Loans for Purchase of Motor Vehicles
? Location Allowances
? Market Allowances
? Medical Examination
? Medical Retirement
? Office Hours
? Official Entertainment
? Parental Leave
? Performance Management
? Pre and post recruitment induction
? Probation Period
? Recognised Home
? Recruitment and Selection
? Redundancy
? Removal Expenses on Recruitment and Repatriation
? Remuneration Review Process
? Renewal of Contract
? Rewards and Recognition
? Salary Advances
? Salary Scales
? School Holiday Travel
? SDR Stabilisation Mechanism
? Sick Leave
? Special Leave (Check the other leave provisions that are outside the Staff Regulations)
? Special Leave with or without pay
? Staff Committees
? Statutory Holidays
? Superannuation
? Termination Process including final pay
? Training and Development
? Travel
? Travel on Recruitment and Repatriation
? Travel Time Compensation
? Vehicle Allowances
The Secretariat of the Pacific Community (SPC) invites proposals from suitably qualified consultants to help develop a new set of Human Resource Management Documentation.
2. Background
SPC is an international organisation that provides technical and policy advice and assistance, training and research services to its Pacific island members. It has approximately 550 staff working in a wide range of sectors with the aim of achieving three development outcomes: sustainable economic development; sustainable natural resource management and development; and sustainable human and social development.
SPC’s headquarters are in Noumea, New Caledonia. It has regional offices in Suva, Fiji, and Pohnpei, Federated States of Micronesia and a country office in Honiara, Solomon Islands. Additional information on SPC, particularly regarding its work in specific sectors, can be found on its website: www.spc.int.
SPC’s organisational policies have been developed over time and amended on an ‘as required’ basis. As a result, the documents have tended to become lengthy, are often lacking in structure and inconsistent in style and approach, and no longer fully support the requirements of the organisation.
SPC is therefore seeking to engage the services of a consultant to help develop a new set of human resources management policies. The consultant will be working with an internal project team.
3. Profile of the Consultant
The consultant is expected to have at least five years of experience in human resource management and experience with similar projects. He/she is also expected to have excellent policy drafting skills.
Further details on the project and the specific tasks for the consultant may be found in the annexed project strategy.
4. Timetable
a) Applications must be received by 10th December, 2011.
b) SPC will advise the successful consultant as soon as possible.
c) The consultant will work on the project from January 2012 until the end of March 2012 (exact period and timing of inputs to be determined in consultation between SPC and the consultant). This will likely involve work at the consultant’s home base and periods at SPC’s offices in Noumea and Suva.
d) The consultant may be required to undertake further work, in accordance with an agreed project plan, from April 2012 until the end of June 2012.
5. Evaluation Criteria
A two-stage procedure will be used in evaluating applications: part one is the evaluation of the technical competency of the consultant; and part two is a review of the consultant’s professional fee.
The contract will be awarded to the consultant offering the best value for money.
Applications are expected to include the CV, a description of relevant projects the consultant has worked on, contact details of previous clients and the proposed daily rate (professional fee) in EUROs. Expenses such as per diems and airfares will be borne directly by SPC.
6. Further Information
Requests for further information should be addressed to the project team leader, Stephanie Jones (StephanieJ@spc.int).
7. Submission of Applications and Closing date for proposals
Applications should be emailed to procurement@spc.int before 10th December 2011.
Richard Mann
Deputy Director-General
Annex 1
Human Resource Management Documentation
Project Strategy
1. Project History
1.1. SPC’s organisational policies have been developed over time and amended on an ‘as required’ basis. As a result, the documents have tended to become lengthy, are often lacking in structure and inconsistent in style and approach, and no longer fully support the needs of the organisation.
1.2. With the merger of three previously independent regional organisations (SPC, SOPAC and SPBEA) into the so-called “new SPC”, SPC’s regulations (highest-level policies) apply to the new organisation. The same is generally true for lower-level policies; however, there is a need to harmonise policies, in particular at the level of rules, procedures and guidelines. At the same time, this presents an opportunity to adopt best practices in the new SPC.
1.3. SPC together with other regional organisations, namely the Pacific Islands Forum Secretariat and the Secretariat of the Pacific Regional Environment Programme, is implementing a Human Resource Information System (HRIS). A fourth organisation, the Forum Fisheries Agency, is involved in the HRIS project and may decide to implement it at a later stage. SPC is piloting the implementation of the system.
1.4. CEOs of the organisations have approved the HRIS solution and the implementation of the preferred software. While recognising that the implementation of the HRIS will be in separate installations, the CEOS have agreed that implementation be coordinated across the agencies with agreed standards in as standardised a manner as possible.
1.5. The CEOs also endorsed a joint review of HR policies and practices, with a view to facilitating the implementation of the HRIS. Beyond the HRIS, the review also provides all participating agencies with an opportunity to update their policies and adopt common best practices, where practicable or necessary.
2. Expected Project Outcome
2.1. The expected outcome of the project is a set of human resource management documentation for SPC, and the other participating agencies, aligned to the document framework (described further below) reflecting best practice and organisational needs, to support the transparent and effective management of human resources consistent with the organisational culture.
3. Goals
3.1. Goal 1: To develop, by the end of March 2012, a complete set of Human Resource management documentation for SPC.
3.2. Goal 2: To develop, by the end of March 2012, a set of Human Resource management templates for the participating CROP agencies for adaption or adoption as they see fit.
4. Scope
4.1. This project is limited to regulations, policies, procedures and guidelines that might reasonably be defined as human resource management regulations, policies, procedures and guidelines. A list of possible documents and policies required is attached as Annex 2. This list may not be inclusive and further documents may be identified throughout the life of the project.
4.2. Similar reviews are planned for the financial and administrative policies of SPC.
4.3. In addition to SPC, the following regional organisations have indicated interest in participating in the project:
a) Forum Fisheries Agency (FFA);
b) Pacific Islands Forum Secretariat (PIFS); and
c) Secretariat of the Pacific Regional Environment Programme (SPREP).
5. Deliverables
5.1. The deliverables expected from this project are regulations, policies, procedures and guidelines that:
a) are aligned to the organisational culture;
b) reflect human resource management best practice and organisational needs;
c) are aligned to the document framework; and
d) are written in English to a standard ready for approval or adoption.
5.2. SPC is a bilingual organisation. Its translation and interpretation section will translate the new policies into the French language.
6. Document Framework
6.1. The document framework is illustrated below:
6.2. Regulations prescribe the broad principles. These will be approved by the governing body.
6.3. Rules and Policies provide more detail regarding how the regulations are to be implemented and will be approved by the CEO. Policies unrelated to Regulations may also be approved by the CEO to facilitate the effective operation of the organisation.
6.4. Procedures are step-by-step instructions to assist staff implement the policies.
6.5. Guidelines describe best practice and provide useful hints and additional information to facilitate implementation of the policies.
6.6. Procedures and guidelines will be approved by the CEO or his/her delegate or delegates.
7. Terms of Reference
7.1. The terms of reference for this project are to:
a) Determine, in consultation, the regulations, policies, procedures and guidelines that are required for the transparent and effective management of the organisations’ human resources and the priority with which these should be developed or revised;
b) Review the documentation that currently exists within SPC and the other CROP agencies;
c) Examine best practice across the agencies and internationally;
d) Consult as necessary to determine current practice, weaknesses and gaps;
e) Draft new documents in accordance with the document framework, using consistent terminology and formats;
f) Submit new documents for consultation and reflect any feedback into the final drafts; and
g) Submit final drafts with a short covering report outlining the underlying philosophy associated with the documents and noting any significant deviation from current policy or practice.
8. Methodology
8.1. The project will be implemented by an SPC project team, supported by a consultant, in liaison with counterparts in the other regional organisations.
8.2. In order to avoid overloading staff and management, the project will be undertaken in subject matter ‘batches’ with priority being awarded to the documentation required for the successful implementation of the HRIS.
9. Project Management Structure
9.1. The project management structure for this project is as follows:
9.2. The SPC Project Team Leader will be the Joint HRIS Project Team Leader. Under the supervision and guidance of the Project Director (SPC’s Director, Corporate Services) the Team Leader will have responsibility for:
a) Providing day-to-day project management;
b) Managing the consultant and the SPC Project Team;
c) Liaising with counterparts in other regional organisations;
d) Consulting with SPC staff including managers and staff representatives;
e) Collecting and collating existing documentation for consideration by the consultant.
9.3. The Project Team Leader will have responsibility for delivering the project in line with the terms of reference and the methodology.
9.4. The SPC Project Team has been constituted and consists mainly of SPC HR staff. Other subject matter experts will be drawn upon as and when required. The work of the Project Team will be guided by the project terms of reference.
9.5. Project partners in the other organisations will be responsible for managing consultation processes within their agencies.
10. Project consultant
10.1. A consultant will be contracted to assist the SPC project team. Specifically, the consultant will:
a) Participate as and when appropriate in meetings of the SPC project team;
b) Review existing documentation, drawing on his/her experience and knowledge of international best HR practice;
c) Conduct any further research on HR practices as might be considered necessary by the Team Leader;
d) Prepare draft documentation and submit this to SPC’s project team for review and feedback;
e) Prepare final drafts of HR policies for endorsement by the project team and subsequent consideration by SPC management.
11. Budget
11.1. SPC has received financial support from AusAID for its part of the project. It will provide and manage the budget for the consultant. Should the other participating CROP agencies require the consultant to travel to their location, each agency will pay for the airfares, per diems and other associated costs.
12. Risk Management
12.1. During the term of the project, the Project Team Leader will maintain a Risk Register. It is the responsibility of all members of the project to identify areas of risk, and to communicate these to the Project Coordinator.
12.2. The risk management process will be aligned, where possible, to that of SPC’s Risk Management Guidelines.
12.3. The Project Team will review the Risk Register on a regular basis and initiate steps to mitigate high probably, high impact risks.
Annex 2
HR Documents
The HR documents and policies that may need to be updated include the following. This list may not be inclusive and additional documents may be identified throughout the project.
General Policy Documents
? Staff Regulations
? Manual of Staff Rules
? Supplement to Contracts
Specific Policies (some are included in the above)
? Remuneration Regulations
? Acceptance of Gifts
? Accommodation on Arrival and Repatriation
? Adoption Leave
? Annual Leave
? Appeals
? Appointment (types – i.e. long-term, short-term, temporary, casual).
? Carer’s Leave
? Code of Conduct
? COLDA
? Communication of Information – Confidentiality – Dealing with the Media
? Compassionate Leave
? Dependant Spouse and Children
? Delegations
? Disciplinary Action
? Education Allowances
? Establishment Grants
? Gender, Discrimination Policy
? Health Insurance
? Higher Duties and/or Extra Duties Allowances
? Home Leave
? Home Leave Travel
? Hours of Work and Overtime
? Housing Allowances
? Information Required on Appointment
? Job Sizing
? Life and Disability Insurance
? Loans for Purchase of Motor Vehicles
? Location Allowances
? Market Allowances
? Medical Examination
? Medical Retirement
? Office Hours
? Official Entertainment
? Parental Leave
? Performance Management
? Pre and post recruitment induction
? Probation Period
? Recognised Home
? Recruitment and Selection
? Redundancy
? Removal Expenses on Recruitment and Repatriation
? Remuneration Review Process
? Renewal of Contract
? Rewards and Recognition
? Salary Advances
? Salary Scales
? School Holiday Travel
? SDR Stabilisation Mechanism
? Sick Leave
? Special Leave (Check the other leave provisions that are outside the Staff Regulations)
? Special Leave with or without pay
? Staff Committees
? Statutory Holidays
? Superannuation
? Termination Process including final pay
? Training and Development
? Travel
? Travel on Recruitment and Repatriation
? Travel Time Compensation
? Vehicle Allowances
| Job Email id: | procurement(at)spc.int |
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