Haryana State Rural Livelihoods Mission (HSRLM)

Transcription

1 Haryana State Rural Livelihoods Mission (HSRLM) Terms of Reference for hiring of HR Agency to support HSRLM in recruitment of staff, developing HR policy and designing performance appraisal system Introduction The Ministry of Rural Development, GOI has launched the National Rural Livelihoods Mission (NRLM) as a flagship rural development program. The objective of this Mission is to eliminate rural poverty through innovative social mobilization and financial and economic inclusion strategies. The NRLM implementation framework draws on the lessons from successful implementation of rural livelihoods project in Andhra Pradesh, Bihar and Kerala. For further details about NRLM, please visit- The mission is to be implemented in the states through a dedicated mission unit called State Rural Livelihoods Mission (SRLM). The Government of Haryana has set up an autonomous society i.e. Haryana State Rural Livelihood Society (HSRLM), under the aegis of Rural Development Department, registered under the Societies Registration Act,1860 This Society is responsible for implementing mission across the state. Initially the NRLM operation will be rolled out in 12 blocks of the four districts namely; Bhiwani, Jhajjar, Kaithal and Mewat. NRLM lays emphasis on promotion of professionally competent and dedicated implementation structures at the state, district, and block level for managing all Mission activities. The competent authority of the society has approved an initial team of 150 professional staff 7 at state, 29 at district and 114 at block level, whose services need to be hired immediately. The detailed job profile of these positions is given in Annexure A This team is expected to act as foundation team who will demonstrate the desired performance and achieve mission objectives in the state. This team, will further act as resource team and guide the future NRLM expansion in the state. This could be possible only when quality professionals are hired through a fair, transparent and meticulously designed recruitment and selection process. Once hired, the governance of SRLM staff will also become an important issue. In the backdrop of this, the Society needs the services of a HR Agency (HRA) for recruitment of professional team, development of HR policy and designing performance appraisal system in HSRLM. Objectives of the assignment 1. Designing recruitment and selection framework for HSRLM. 2. Designing Job descriptions and staff contract policy for SRLM staffs to be recruited under NRLM. 3. Conducting recruitment of 150 HSRLM staff of different levels. 4. Preparation of HR manual and operational guideline for HSRLM 5. Designing and rolling out of performance appraisal system for HSRLM Scope of Work HSRLM will engage a HRA to undertake the assignment with objectives as mentioned above. It is expected that HRA will make best efforts to execute the assigned tasks. All governance, monitoring and reporting aspects of this assignment will be controlled by the CEO, HSRLM. The HRA is also expected to maintain highest degree of transparency and integrity while accomplishing the tasks. Page 1/6

2 The HRA has to develop a basic framework of recruitment policy for HSRLM and suggest the initial responsibility chart for all positions to be recruited. The recruitment will be done largely from open market. If agreed by the Society, the recruitment could also be done through Deputation from Government/Academic Institutions/ Public Sector Banks/NGOs etc. The process of recruitment and selection should be designed and executed in transparent manner and it MUST NOT lead to any unethical practice. The HRA will ensure selection of candidates with right attitude and fulfilling the respective eligibility criteria. The recruitment agency will have to follow the reservation policy wherever applied in recruitment process according to the State Government rules. The HRA will use relevant selection tools for different set of positions i.e. State level s, District level staff and Block level field functionaries. The selection strategy and tools should be designed in such a way that it could assess requisite knowledge, skills, and attitude among the candidates. The HRA will follow a systematic process of receiving applications, scrutinizing them on set criteria and recording reasons for their rejection. All these information will be subject to disclosure under RTI and hence provided to HSRLM as and when required. Village immersion will be an integral part of selection process for the positions of district and block level staff. The immersion design will be finalized once the HRA is on board. During the recruitment, the HRA will make arrangements for travel and lodging of the invited candidates. The agency will administer such costs on actual basis, as approved by HSRLM. These expenses will be reimbursed to the HRA. The Agency will also be responsible to provide replacement for any candidate leaving within 1 month from the date of joining. The purpose of this ToR is also to develop HR policy and its operational guidelines. Based on the analysis of best HR practices in development sector, the HRA will work along with the HSRLM in developing the Human Resource Management Policy. For the purpose, consultation will be required existing stakeholders of the State Mission. While the policy is being processed for approval, it is expected that the HRA will simultaneously start preparing a HR Manual which includes operational guidelines for implementation of HR Policy. The Performance Appraisal System (PAS) will be the part of HR policy. Once the PAS is designed and approved, its piloting will be done by the HRA. It is expected that the selected HR agency will put in place a high caliber team consisting of a dedicated Task ; Senior HR/OD Experts, Key Recruitment Experts; Interview Specialist and sufficient number of administrative assistants. It is desirable that all these members proposed for the assignment are full time staff of the Agency. This team is expected to carry out the assignment with high degree of accountability and manage all necessary documentation for any obligations arising in future. The expected individual profile of team members is annexed as Annexure B Key Task and Responsibility During the assignment period, HR agency will closely work with HSRLM and perform key tasks and responsibilities as explained below. Preparation of Annual Work Plan: As it is envisage that the contract for the hired HRA will be for 2 years on a retainer basis. It is expected that for each year the hired HRA will develop an annual work plan and submit to the management of HSRLM for approval. The annual plan will be jointly developed by the HRA and the CEO-HSRLM. The annual plan will clearly list out the activities, outputs, delivery timeline and reimbursable costs, if any. Page 2/6

3 Designing Recruitment Methodology, Job Description, Staff Contract policy and Recruitment of suitable individuals The HR agency will be responsible for designing recruitment and selection methodology; developing job description and staff contract policy; and conducting recruitment of suitable individuals for total 150 positions in HSRLM. The recruitment schedule will be mutually agreed upon at the time when inception report is submitted by the HRA. The detailed eligibility criteria and experience details are there in Annexure Ç. In case, candidates do not turn up for joining after selection, it will not be considered as completed task on behalf of the recruitment agency. The payment schedule of the assignment will necessarily be linked with the output of final joining of staff on time. Outputs Inception report submitted with detailed work plan, approach to the assignment and proposed selection methodology for the given positions. The proposed selection methodology is agreed upon by HSRLM. The proposed JD for each of the positions is agreed upon by HSRLM. Recruitment and selection camp successfully completed for all 150 positions as given in Annexure C Advertisement and Application Management The HRA will design the advertisement for vacancies, and notify the same in leading daily newspaper (in Hindi, and English). The cost of notification of advertisement will be reimbursed to the HRA on actual. The applications will be sought in a prescribed format as agreed by HSRLM. For positions below the Block Project, applications will be invited in hard copies. For remaining positions, application will be sought online and accordingly system should be in place before release of the advertisement. Outputs Advertisement is designed for each round of recruitment and notified in newspapers, web-portals and also among relevant alumni networks. Database is developed of all applications received in response to advertisement released. Records maintained of scrutinized applications against the eligibility criteria and short list created of all candidates qualified to attend selection process. The same is also floated on website Position wise database created of all applications not short listed along with reasons for rejection Submitting Merit List of Recommended Candidates The HRA will submit the final merit list of the recommended candidates along with minimum 1 waitlist candidate for each category and number of positions. The HRA will submit the final result of recommended candidates in the agreed formats and updated CVs of recommended/waitlisted candidates. The result must be submitted after verification of reference of both selected and waitlist candidates. Page 3/6

4 Outputs Position wise merit list submitted with detailed grades/score obtained by each of the candidates participated in the selection process. Position wise final recommended list submitted along with minimum 1 waitlist for each category and number of positions. CVs of all recommended and waitlist candidates submitted in both electronic form and hard copy. The credential verification of all recommended and waitlist candidates completed and report of the same submitted. Maintaining Recruitment Records HRA will be accountable for checking the veracity and authenticity of information furnished by selected candidates. The liabilities in respect of the authenticity of information about the selected candidates will extend beyond the contract period. Hence the HRA will be liable to compensate any liability arising out of the performance of this contract either during or up to 1 year from the expiry of the contract. Output The required information regarding any steps of recruitment process is shared on demand. All record related to recruitment and selection under this assignment is maintained and accessed by HSRLM whenever required. A resource pool of thematic area experts is developed and maintained at HSRLM level. Developing HR policy, operational guidelines and rolling out of performance appraisal system The HRA will be responsible for following outputs towards finalising HR policy and performance appraisal system for HSRLM. Preparation of HSRLM HR Policy: The hired HRA will work closely with HSRLM to finalize their HR Policy document that outlines the framework based on which a detailed HR Operational Manual will be developed. The policy note will broadly provide guidance on the recruitment process, principles on which compensation will be decided, performance appraisal system, contract termination and other key elements of the policy as may be deemed necessary by the management of HSRLM. Compensation Survey: It is expected that the hired HRA will undertake a compensation survey for the State of Haryana with comparator in the sector - like large NGOs, Foundations, other external aided rural development/livelihoods projects/programs within and outside Haryana. The methodology for conducting the survey and final compactors will be finalized in consultation with management of HSRLM. Preparation of HSRLM - HR Operational Manual: Based on the aforementioned HSRLM- HR policy document the hired HRA will develop a HR Operational Manual that will include: a) Organizational Structure indicating supervision and reporting linkages; b) Detailed profiles of various positions and job descriptions of all positions; c) Sourcing and recruitment process, which could include head hunting, open advertisement processes etc., d) business process and standard on initiation and Page 4/6

5 completion of recruitment process; Staff capacity building & learning & development e) compensation and salary structure; f) Performance Appraisal System; g) Incentive (both monetary and non-monitory); h) Contracting; i) Contract termination; j) Attendance and leave; k) Special provisions for women, physically challenged etc., Piloting and rolling out of Performance Appraisal System (PAS): The PAS that will be proposed in the HR Operational Manual will be piloted for testing and learning purpose by the HRA along with HR Unit of HSRLM. The piloting will be done in a manner which will be iterative and necessary changes from learning will be incorporated for finalization and roll out. It is expected that the agency/firm will provide all necessary hand-holding and training support to HSRLM for rolling out of the PAS. The exact process steps and details for this piloting and roll out exercise will be agreed and decided after the PAS is developed and agreed with the HSRLM management. Duration of Contract The HR agency will be hired on contract basis for a period of two years. Initial contract will be for one year. Based on satisfactory performance and requirement of HSRLM, the contract can be extended for a further period of one year on mutually agreed terms & conditions. The agreed tasks are expected to be completed within the prescribed time. Any extension or change in deadline will be subject to the consent of HSRLM. Review and Monitoring of the Assignment The HRA will prepare a detailed time-bound implementation work plan for implementation of the aforementioned task. In case, HSRLM has any objections related to assignment deliverables, it will inform to the HRA in writing. The HRA will comply with the recommendation made by HSRLM and accordingly complete the assignment at no additional cost. A joint monthly review mechanism will be put in place and represented by core members of HSSRLM and HRA agency. Page 5/6

6 Annexure- A State Mission Management Unit (SMMU) Sr. Name of Post Job Profile (indicative) No. 1. Project Director As part of SMMU, S/he will work under the guidance of CEO and responsible for providing support in managing program, external affairs within state, convergence with Govt. line departments and other related matter within the Program. S/he would also provide support in regular administrative matters for DMMU & BMMU. 2. State Programme (Social Mobilization) As part of SMMU, S/he will be responsible for developing business plan for the Institution Building & Capacity Building team at state level, his/her main responsibility would be to build community institutions in the Project. S/he would guide efforts to strengthen institutions especially federations, producer federations/companies and make them sustainable institutions. S/he would also nurture and roll out appropriate policy for State 3. State Programme (Skill Training, Placement & Capacity Building) 4. State Programme (Livelihoods) 5. State Programme (Social Development) 6. State Programme (Monitoring & Evaluation) 7. State Programme (Microfinance & Financial Inclusion) team, District Team and Block team etc. S/he will be working under the overall guidance of CEO. S/he will be responsible for organizing Skill Training, Placement & capacity Building of SHGs and other VOs & CBOs. As part of the SMMU, S/he will be working with thematic team of Livelihoods. S/he would be responsible for extending support to district as well as block team for executing livelihoods intervention in the project. S/he would also responsible for coordinating with different project partners, developing implementation strategies for livelihoods activities, staff capacity building, supervising field operations and troubleshooting as and where required at district and field level. S/he will be responsible for designing strategies for gender sensitization. As a part of SPMU, S/he will be working under guidance of CEO/Project Director and responsible for development of monitoring tool, developing format for collection of information from the grass root level institutions, report to the CEO on regular interval about the progress of the project in qualitative as well as quantitative terms, preparation of the project development matrix with clear achievable indicators. As part of SMMU, S/he would be responsible for designing various policy frameworks on Microfinance and design implementation guideline according to the NRLM policy framework. S/he would be working closely with the CEO and strive for improving project implementation guideline across the project period. S/he would have three fold responsibility including Micro-finance specialist functions, project management at district level and leading single or multiple livelihood intervention of the project. Partnership management with service providers both public and private, coordinating relationship with project stakeholders as well as external resource agencies. Coordinating project based studies, evaluation and research assignment Timely reporting, review and supervision of task. Page 6/6

7 District Mission Management Unit (DMMU) Sr. Name of Post No. 1. District Programme 2. District Functional (Training and Capacity Building) 3. District Functional (Livelihood) 4. District Functional (Microfinance) Job Profile (indicative) As part of DMMU, S/he would lead the Project at the district level, managing up to 100 staff. S/he would be responsible for planning, execution and monitoring of all project activities and motivate both district as well as block teams, and collaborate with other stakeholders to achieve project goals. S/he would also manage partnerships at district level including liaise with district administration and ensure rolling out of all organisational policies and systems across the district. As a part of DMMU, S/he will be responsible for maintain HR Policies, Grievance Redressal process for the project Staff and identifying learning requirement of the district Team and developing annual Training programme for District Team. As part of DMMU, S/he will be responsible for developing livelihoods business plan as well as executing livelihoods intervention, establishing business network and liaison with business enterprises, government and service provider agencies at district level and provide inputs to the block teams for executing livelihoods intervention in the project. As part of DMMU, S/he would be working closely with the DPM and strive for improving project implementation guideline across the project period. S/he would have three fold responsibility including Micro-finance specialist functions, project management at district level and leading single or multiple livelihood intervention of the project. Partnership management with service providers both public and private, coordinating relationship with project stakeholders as well as external resource agencies. Coordinating project based studies, evaluation and research assignment Timely reporting, review and supervision of task. Page 7/6

8 Block Level Mission Management Unit (BMMU) Sr. Name of Post No. 1. Block Programme Job Profile (indicative) As part of BMMU, S/he would lead the Block level team of the Project, managing almost 30 staff. S/he would plan and execute all project activities at block level. A key role would be to liaise with Govt. line departments, banking institutions, civil society organizations and other external agency for project purposes. S/he would also nurture block level federations. S/he would be the overall in charge of finance and administrative functions of the block unit. 2. Cluster Coordinator Based at Cluster level, S/he will work under the guidance of Block program. S/he would be heading cluster of 0-35 villages and work for VO formation and strengthening Training to VO members Monitoring CIF flow from project to VO and to SHG members Facilitating bank linkages process Conflict management at SHG and VO level. Rating of SHG and conducting their audit. 3. Community Facilitator Based at the Block level, S/he will work under the guidance of Block program and Cluster Coordinator and responsible for facilitating the implementation process, provide guidance to the village level federations for the preparation of MIP, collect the information from the SHGs and federations in the format and provide to BMMU in time. Page 8/6

9 Annexure B Key Staff Profile of HRA S. No. Key Member Profile Required 1 Task (1) A person with at-least 15 years of experience in developing systems related to human resource management with demonstrable experience in writing HR policy for organizations, operational manual preparation, training and knowledge transfer skill. Experience of handling recruitment at scale and working with government settings will be preferred. S/he should have a PG-HR, MBA or equivalent from an institute of repute in India or abroad. 2 Sr. Organizational Development/HR Expert (2) 3 Recruitment Coordinators (2) S/he should be a qualified Organizational Development/HR expert with at-least 15 years of experience in carrying out assignments or jobs related to OD/HR in any sector. The person should have proven experience in carrying out OD/HR exercise in at-least two organizations with verifiable reference. S/he should have a PG-HR, MBA or equivalent from an institute of repute in India or abroad. S/he should be PG HR or a related discipline with atleast 5-7 years experience in HR selection, payrolls management, managing legal compliances related to HR administration, grievance redressal, office management and logistic coordination. 4 Office Assistance (2) S/he should have a Bachelor/ Master s degree in management, Information Technology or related field with minimum of 3 years of experience in front or back office, specifically in IT network administration & troubleshooting, and in providing logistic support. Page 9/6

10 Annexure- C State Mission Management Unit (SMMU) Sr. No. Name of Post Qualifications for Direct Recruitment on contract basis No. of Post 1. Project Director S/he should have Post Graduate Degree in Management/ Economics /Social Work/ Rural Development having at least 7 years experience in rural development programme, preferably in poverty reduction or livelihoods promotion and have exposure of working in multidisciplinary team. Work experience with Govt./other development or programme would be desirable. 2. State Programme (Social Mobilization) 3. State Programme (Social Mobilization) 4. State Programme (Skill Training, Placement & Capacity Building) 5. State Programme (Livelihoods) 6. State Programme (Social Development) 7. State Programme (Micro Finance & financial Inclusion) S/he should have Post Graduate Degree in Management/ Economics/ Agriculture/Social Work or PG Diploma in Rural Development or in relevant domain from an Institute of repute with minimum 7 years of experience of working in relevant field. She/he should have worked in large development project preferably for poverty reduction or livelihoods promotion and have exposure of working in multidisciplinary team. Work experience with Govt./other development program would be desirable. -do- 1 - do - 1 -do- 1 -do- 1 - do or Retired Bank Officer of the rank of GM or above Page 10/6

11 District Mission Management Unit (DMMU) Sr. Name of Post No. 1. District Programme 2. District Functional (Training and Capacity Building) 3. District Functional (Livelihood) 4. District Functional (Microfinance) Qualification for Direct Recruitment on contract No. of basis Post S/he should have Post Graduate Degree in 9 Management/ Economics/ Agriculture /Social Work/ Public Administration/ or PG Diploma in Rural Development from an Institute of repute with minimum 5 years experience in the relevant field. Preference will be given to the candidate who has worked in large development project preferably for poverty reduction or livelihoods promotion or with reputed NGO in rural development programme and have exposure of working in multidisciplinary team. Work experience with Govt./other development program would be desirable. S/he should have Post Graduate Degree in 4 Management/Economics/Agriculture/Social Work/ Public Administration/ or PG Diploma in Rural Development /Social work from an Institute of repute. Preference will be given to the candidate who has worked for at least 2 years in large development project preferably for poverty reduction or livelihoods promotion or in relevant field and have exposure of working in multidisciplinary team. Work experience with Govt./other development program would be desirable. - do - 4 S/he should have Post Graduate Degree in Management/Economics/Commerce/ or PG Diploma in Rural Development /Social work from an Institute of repute. Preference will be given to the candidate who has worked for at least 2 years in large development project preferably for poverty reduction or livelihoods promotion or in relevant field and have exposure of working in multidisciplinary team. Work experience with Govt./other development program would be desirable. Or Retired Bank Officer from Nationalised Banks of the rank of LDM /AGM or above. TOTAL Page 11/6

12 Block Level Mission Management Unit (BMMU) Sr. No. Name of Post Qualification for Direct Recruitment on contract basis 1. Block Program S/he should have Post Graduate Degree in Management/Economics/Agriculture /Public Administration/ Social Work/ or PG Diploma in Rural Development Social Work from an Institute of repute. Preference will be given to the candidate who has worked for at least 1 year in poverty reduction programme or livelihoods or with reputed NGO in the field of Rural Development. Preference will be given to the candidate who is desirous of working in the rural area for poverty alleviation programme. 2. Cluster Coordinator Should be a Post Graduate or MSW or PG Diploma in Rural Development. Preference will be given to the candidate having experience in Rural Development or any Govt. /Semi Govt. Mass Campaign program or with reputed NGO. Preference will be given to the candidate who is desirous of working in the rural area for poverty alleviation programme. 3. Community Facilitator Should be a Graduate. Preference will be given to the candidate having experience in Rural Development or any Govt. /Semi Govt. Mass Campaign program or with reputed NGO. Preference will be given to the candidate who is desirous of working in the rural area for poverty alleviation programme. No. of Post per Block 38 TOTAL Nil Page 12/6