Terms of Reference for Hiring Consultant

Request for Proposal for Revision of HR Policy Manuel of Habitat for Humanity Bangladesh

Background:

Since 1999, Habitat for Humanity Bangladesh has been working with low-income families to build strength, stability, and self-reliance through shelter. Its programs include access to decent and affordable housing, clean water, energy, sanitation, and safe public spaces, as well as training in appropriate construction technologies and disaster response and mitigation.

As the organization continues to evolve in response to strategic priorities and operational growth, strengthening team cohesion, collaboration, and organizational culture has become increasingly important.

HFH Bangladesh therefore seeks to engage a qualified consultant to design and facilitate a structured team and culture-building initiative aimed at enhancing collaboration, trust, communication, and alignment with organizational values and strategy.

HFH Bangladesh is seeking  qualified consultants (individuals or Firm) to facilitate the comprehensive review and professional revision of the existing HR policy Manual, ensuring full compliance with applicable local labor laws, HFHI policies, and organizational requirements.

Objectives:

The primary objective of this consultancy is to review, revise, and finalize the HR Policy Manual to ensure it is:

1. Fully compliant with:

  1. Habitat for Humanity International (HFHI) mandatory and recommended policies
  2. Applicable local labor laws, regulations, and High Court directives

2. Logically structured, concise, clear and employee‑centered, reducing unnecessary length while ensuring completeness.

Scope of work:

The consultants will be required to carry out the following activities in close coordination with the ND and HR Manager:

A. Comprehensive Policy Review and Gap Analysis

  1. Review the entire draft HR Policy Manual with emphasis on:
    • Structural coherence and logical sequencing
    • Redundancies, excessive length, and non‑essential content
  2. Ensure consistent terminology, role definitions, and authority references throughout the policy manual.
  3. Redesign the overall structure of the manual to ensure:
    • Clear, intuitive flow from employment lifecycle to conduct, governance, grievance, and separation
    • Proper clustering of related policies (e.g., leave, discipline, grievance, separation)
    • Removing duplicative or unnecessary content
    • Replacing extensive HFHI policy text with hyperlinks or references to officially approved HFHI policies
    • Review and rewrite all policies to ensure full compliance with local labor laws, including but not limited to Employment categories and definitions, Contract terms, Leave provisions, Disciplinary and grievance procedures.
    • Rewrite the POSH policy from scratch, strictly aligned with: Legal definitions, Mandatory timelines, committee composition & ToR, authority, and reporting requirements
    • Ensure disciplinary procedures, separation policies, and grievance mechanisms are legally enforceable and procedurally sound.
    • Fraud Notification Policy inclusion (mandatory staff signature, record keeping and audit trail)
  4. To layout and develop a simplified, pocket-size "Employee Hand book”.

Deliverables:

The consultant will be responsible for delivering the following outputs:

  1. Policy Gap Analysis:
    • HFHI-B policy requirements
    • Local labor law requirements
    • HFHI International policy requirements
  2. A fully revised, finalized HR Policy Manual that:
    • It is significantly shorter and logically structured
    • Is compliant with HFHI and local legal requirements
    • Uses approved and consistent terminology
  3. POSH policy section fully rewritten in line with legal requirements.
  4. Clear governance and committee sections with ToR/s included.
  5. Policy communication and rollout guidance for HR.
  6. Final version of the manual submitted for ND’s review, clean and tracked‑changes versions of the document, policy communication and rollout guidelines, a brief completion report (scope fulfillment, compliance assurance, readiness for implementation etc.)
  7. A precise version of the policy as Employee Hand book
  8. Any other task/s needed to complete the project/work

Contract Duration: The consultancy will be carried out from May 1, 2026 to June 30, 2026.

Confidentiality Clause: All data/materials and information with respect to the consultancy and findings will be the sole property of HFH Bangladesh which should not be disclosed to third parties. On completion of the assignment, all soft copies of the assignment should be deleted from your records after completing the whole process/project, deletion confirmation to be sent to HFH Bangladesh. Any violation of this obligation to maintain confidentiality shall make you liable to payment of damages or indemnification of losses that HFH Bangladesh shall suffer as a consequence of the same.

Transparency and Code of conduct: You will be governed by the code of conduct and expectations of HFH Bangladesh, while representing the organization in coordination.

Pre-Closure or Termination:

The consultancy can be pre-closed or terminated mutually by providing written notice of 15 days by either party, without assigning any reasons in writing for such pre-closure or termination. On pre-closure or termination of the agreement all the materials, documents in your possession will be returned to Habitat for Humanity Bangladesh. After termination, you shall refrain from holding yourself out as a representative of HFHB, in any manner whatsoever.

Selection Criteria:

Evaluation criteria will include but may not be limited to:

  1. Proven track-record of success with similar analyses
    1. Subject matter expertise & experience in developing HR Policy Manuel and employee handbook
    2. A qualified and practicing lawyer must be included as part of the consulting team.
    3. Strong analytical skills and the ability to articulate the policy in simple language

Proposal submission requirements:

  • Technical proposal (methodology, timeline)
  • Financial proposal
  • CV(s) of consultant(s) including legal experts
  • At least two references from similar assignments
  • Sample of relevant previous work (if available)
  • Any other relevant documents

The Technical Proposal must include:

  1. An expression of interest letter that clearly states their interest in and suitability for the role (1-2 pages),
  2. The proposed methodology 
  3. Outputs/deliverables.
  4. Writing sample (preferably a policy) that the firm/individual has written.
  5. CV of the individuals/ team members who will be involved during the process, including two contactable references of organizations you carried out such assignment in last 2 years.
  6. Any other relevant documents

Financial Proposal - Budget and Payment Terms:

  • The consultant should submit a financial proposal including professional fees and any related costs.
  • Payment will be made in installments:
    1. 30% upon signing the contract and approval of inception note
    2. 40% after submission of the Draft
    3. 30% upon submission and approval of final Policy Manual

The Consultant shall submit both the “Technical” and “Financial” Proposal in PDF format by email mentioning the subject - “Revision of HHFI-B HR Policy Manual."

Application deadline: April 25, 2026

Please submit applications to:

e-mail: procurement_bd@habitatbangladesh.org