[Consultancy] Human Resources Consultancy Services

TERMS OF REFERENCE (TOR)

Human Resources Consultancy Services

WUSC – Kigali, Rwanda Office

1. Background

WUSC is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of partnerships with governments, businesses, civil society organizations and academic institutions who share this vision. WUSC collaboratively develops solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees. WUSC was recently registered in Rwanda as an international NGO, to continue with its global mandate of working on programs that enable young people to thrive.

As the organization transitions from start-up operations into a structured entity, there is a need to establish compliant and efficient human resource practices and policies aligned with Rwandan labour laws and international best practices.

Currently, WUSC Rwanda operates with a team of six (6) staff members, including four (4) national staff and two (2) expatriates. The organization anticipates further growth with plans to recruit an additional national staff in the near future. This evolving staffing structure underscores the need for robust, compliant, and scalable human resource systems that effectively address both local employment requirements and expatriate management considerations.

2. Purpose of the Consultancy

WUSC Rwanda is seeking a HR consultant that will primarily support with advisory services on the following:

• Full compliance with Rwandan labour laws and regulations.
• Transition of staff from consultant to employment contracts.
• Laws, exemptions and management of expatriate staff.
• Review and contextualization of the WUSC Rwanda employee manual/handbook.
• Additional HR advisory support as may be mutually agreed in writing and aligned with the core objectives of this assignment.

3. Scope of Work

a) HR Audit & Compliance Review

• Review all current contracts and contract templates (consultants, expatriates, volunteers, interns).
• Assess compliance with:
  • Rwanda employment laws
  • Social security contributions (RSSB)
  • Tax obligations (PAYE)
  • Relevant regulatory institutions, including the Directorate General of Immigration and Emigration, as well as any other applicable employment-related authorities.
• Provide guidance on WUSC application to the regulatory bodies for registration, compliance and any other periodic requirements.
• Provide an audit report including but not limited to risks, compliance gaps and recommendations.

b) Transition from Consultancy to Employment Contracts

• Develop a transition plan complete with timeline.
• Provide guidance on:
  • Salary structuring
  • Benefits (leave, medical, pensions, etc)
  • Notice periods and termination clauses
• Draft compliant employment contracts terminology and sections not included in current templates (fixed-term, open-ended, probationary)
• Staff transition communication guidance
• Analysis of:
  • Backdated liabilities (if any)
  • Contract standardization

c) Expatriate Staff Management

• Provide guidance on:
  • Work permits and visa requirements, application and permit transfers.
  • Taxation obligations and exemptions for expatriates.
  • Applicable and non-applicable benefits to expatriates.
  • Risk areas and recommendations e.g. dual taxation.
• Draft compliant employment contracts terminology and sections for expatriate contracts not included in current templates.

d) Contextualization of WUSC Rwanda employee handbook

• Detailed review of existing draft WUSC Rwanda employee handbook.
• Provide contextual recommendations based on local labour law and practices.
• Addition, removal or adjustment of contract sections for purposes of compliance and relevance.

4. Consultant Deliverables

The consultant will deliver:

1. HR audit and compliance report.
   1. Compliance checklist
   2. Risk matrix
   3. Action Plan with timeline
2. Written guidance on making applications and requirements to maintain compliance with the regulatory authorities.
3. Amended contracts that are fully compliant.
4. Written expatriate management guidance.
5. Revised WUSC Rwanda employee handbook.

5. Duration of Assignment

• Estimated duration: 2-3 weeks
• Level of effort: [10 working days, where each day is 8 hours]

6. Reporting & Supervision

The consultant will report to the WUSC Rwanda Project Director and will be required to engage in an initial briefing meeting, weekly progress check-ins and a final assignment debrief. Deliverables will be reviewed and feedback provided within [3–5] working days by the Project Director.

7. Required Qualifications

The consultant should have:

• Advanced degree in HR, Law, or related field.
• Minimum of 5-7 years of progressive experience in HR advisory, including demonstrated experience working with International NGOs in Rwanda
• Strong knowledge of Rwandan labour laws and HR compliance.
• Demonstrable experience with work permit acquisition and management of expatriate HR matters.
• Demonstrable experience transitioning organizations from informal to formal HR structures.

8. Evaluation Criteria

Proposals will be evaluated based on:

• Relevant experience and understanding of local context (50%)
• Financial proposal (30%)
• Technical approach (20%) including understanding of the ToR, methodology, and proposed work plan.

9. Payment Schedule

Payment for this assignment will be made in three tranches:

• 20% upon contract signing
• 40% upon submission of draft deliverables
• 40% upon submission of all deliverables that are approved.

10. Application Process

Interested consultants should submit the following by midnight CAT on May 31st 2026 :

• Technical proposal not exceeding 4 pages.
• Financial proposal.
• CV(s) of key personnel.
• Examples of similar work completed.
• Legal registration document.
• The official submission email address: procurement.p2s@wusc.ca with the email title: “WUSC Rwanda HR consultancy”
• The required currency for the financial proposal, which should be presented, is Rwandan Francs (RWF).