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Terms of Reference (ToR) - Partnership for Global Background & Reference Check Services

Living Goods
21 hours ago
On-site
Nairobi

Terms of Reference (TOR) - Partnership for Global Background & Reference Check Services

1. Background

Living Goods is a non-governmental organization delivering high-impact community health solutions across multiple countries in Africa, increasingly working in partnership with governments as they take on implementation ownership.

As the organization evolves, expanding geographically and deepening engagement with governments and donors, there is a growing need to strengthen, standardize, and elevate recruitment risk management practices, particularly for senior and critical roles.

Operating across diverse markets including East Africa, West Africa, and the United States, Living Goods requires a partner with the capability to navigate:
  • Different legal and regulatory environments
  • Varying levels of data availability and verification infrastructure
  • Increasing complexity in candidate profiles and reputational considerations
In addition, the broader hiring landscape is evolving, with:
  • Greater sophistication in how candidates present themselves
  • Increased use of digital tools and AI in recruitment processes
  • Heightened scrutiny from donors and stakeholders on governance and leadership integrity
As such, Living Goods seeks to engage a strategic partner, not just a service provider, capable of delivering robust, multi-layered, and context-aware background and reference check services across its current and future markets.

2. Objectives of the Assignment

The primary objective is to strengthen hiring assurance through high-quality, reliable, and insightful background and reference checks.
Specifically, the partner will:
  • Verify candidate information provided during recruitment processes
  • Identify and clearly flag potential risks (reputational, integrity, or compliance-related)
  • Support safeguarding, governance, and donor accountability requirements
  • Enable informed, risk-aware hiring decisions through both data and professional judgement

3. Scope of Work and Deliverables

The selected partner will provide end-to-end background and reference check services, including but not limited to:

Core Checks

  • Employment history verification
  • Academic and professional qualification verification
  • Identity verification
  • Criminal record checks (where legally permissible)
  • Professional reference checks (including senior-level referencing where required)

Enhanced / Executive-Level Checks

  • Politically Exposed Person (PEP) screening
  • Global watchlist and sanctions checks
  • Litigation and court record checks (where accessible)
  • Media and reputational scans (including adverse media)
  • Social media checks (where appropriate and compliant)

Contextual & Insight-Based Reporting

  • Identification and escalation of potential risks, inconsistencies, or reputational signals
  • Clear differentiation between:
  • Verified findings
  • Unverified but relevant signals
  • Professional judgement on risk level and relevance

Deliverables

  • Comprehensive, structured background check reports per candidate
  • Clear flagging and categorisation of risks (e.g. low / moderate / high)
  • Defined turnaround times (target: 3–5 working days for standard checks; timelines for enhanced checks to be agreed)
  • Periodic summary reports (monthly/quarterly), including:
    • Volume of checks
    • Risk trends
    • Turnaround performance

4. Geographic Coverage & Partnership Model

Living Goods is seeking a partner with:
  • Strong African footprint, particularly in:
    • Kenya
    • Uganda
    • Burkina Faso
    • Broader East and West Africa
  • Global capability, either directly or through partnerships, covering:
    • United States
    • United Kingdom
    • Europe
    • Other relevant jurisdictions
The preferred model may include:
  • A lead global partner/partners with integrated systems
  • Or a hybrid model combining regional African expertise with global reach

5. Methodology

The partner is expected to adopt a rigorous, ethical, and compliant approach, including:
  • Obtaining and verifying candidate consent prior to checks
  • Use of credible, verifiable, and diverse data sources
  • Strong triangulation of information, especially for senior roles
  • Clear escalation protocols for discrepancies or sensitive findings
  • Secure handling, storage, and transmission of personal data
  • Full compliance with:
    • Local data protection laws
    • International standards (e.g. GDPR-equivalent frameworks)

6. Reporting and Engagement Model

  • The partner will report to the Talent & Capability Management Team (or designate)
  • A dedicated account manager / point of contact is required
  • Regular engagement will include:
    • Operational check-ins
    • Periodic performance reviews
    • Continuous improvement discussions

7. Qualifications and Experience

Interested partners should demonstrate:
  • Proven experience delivering multi-country background checks, particularly in Africa
  • Strong understanding of regulatory and data protection environments across regions
  • Experience supporting NGOs, INGOs, or complex multi-country organizations
  • Ability to handle senior and executive-level screening
  • Access to reliable verification networks and databases
  • Capacity to provide insight, not just data

8. Roles and Responsibilities

Partner Responsibilities

  • Conduct agreed background and reference checks
  • Ensure accuracy, completeness, and clarity of reporting
  • Flag and escalate risks in a timely manner
  • Maintain strict confidentiality and data security
  • Meet agreed service levels and timelines

Living Goods Responsibilities

  • Provide accurate candidate information
  • Ensure candidate consent is obtained
  • Review and act on reports provided
  • Make final hiring decisions

9. Payment & Commercial Structure

(To be provided by Bidders)
Living Goods is open to:
  • Per-check pricing models
  • Tiered pricing (standard vs executive checks)
  • Volume-based discounts
  • Flexible pricing across geographies

10. Ethical and Safeguarding Considerations

The partner must adhere to the highest ethical standards, including:
  • Informed consent
  • Confidentiality and secure data handling
  • Non-discrimination
  • Compliance with safeguarding principles

11. Application Process

Interested partners should submit:
  • Technical proposal (approach, methodology, coverage)
  • Financial proposal (cost per check type and geography, any additional costs, volume discounts)
  • Company profile and relevant experience
  • At least two client references
Submission deadline: 5th May 2026
Email: procurementglobal@livinggoods.org