1.0. INTRODUCTION – WWF ZAMBIA
WWF is an independent international and globally recognized conservation organization, a global network active in over 100 countries, working with government, civil society and community partners, and have over 38 million followers. WWF Zambia was established in 1962 and is among the 6 country offices within the East and Southern Africa Region with a focus on designing and implementing conservation programmes that has lasting impact on People and Nature. Our mission is to stop the degradation of the planet’s natural environment and to build a future in which people live in harmony with nature, by conserving the world’s biological diversity, ensuring that the use of renewable natural resources is sustainable and promoting the reduction of pollution and wasteful consumption.
At its core, WWF Zambia envisions a future where both people and nature thrive. The organization works across key thematic areas: Biodiversity, Food Systems and Green Economy and Climate Action. WWF Zambia operates in three (03) key landscapes: the Kavango Zambezi Transfrontier Conservation Area (KAZA), the Kafue System, and the Upper Zambezi. These landscapes are critical for sustaining biodiversity, supporting livelihoods, and enhancing climate resilience.
Driven by science, advocacy, and multi-sector partnerships, WWF Zambia catalyses impactful solutions that ensure communities benefit from healthy ecosystems while safeguarding vital habitats for future generations.
2.0. ORGANISATIONAL DESIGN
WWF Zambia has just completed its Office Strategic Plan (2026-2030) and is now keen to design and re-realign its organization structure, supporting systems and processes, and ways of working to deliver on the strategy in pursuit of becoming a more agile, mission-driven, and responsive organization to respond to both internal and external demands. The revised organization design will define and support clearer accountability lines, improved functional collaboration, and decentralised decision-making where appropriate. An organizational design process commenced in August 2025 supported by WWF International Organization Development Hub.
The goal is to optimize the structure for efficiency, eliminate duplication, and ensure that our human resources are strategically deployed to priority areas and use their technical and managerial competencies to support the delivery of the Mission. Emphasis will also be placed on creating an enabling environment and culture for interdisciplinary work, cross-team collaboration, and adaptive management.
We are looking for a competent and experienced consultant to work on Job Analysis, Skills/Competence Analysis, Job Descriptions, and review the HR Manual for WWF Zambia office.
3.0. SCOPE OF WORK
WWF Zambia has a new Office Strategic Plan (OSP) and will be engaging a consultant to support the country in the development of a Change Management Plan which will include the following critical elements.
3.1. Key Tasks and Workflow
a) Conduct a comprehensive desktop review to evaluate the design, execution, and outcomes of the organization’s change initiative: Analyse existing documentation, policies, review performance indicators, reports, identify gaps, lessons learned and opportunities for improvement related to the change initiative.
b) Job Analysis: Conduct a comprehensive review of the organisation’s existing and new roles to ensure clarity, efficiency, and continuity of operations.Analyse current role descriptions, responsibilities, and reporting lines. Identify any overlaps, gaps, or redundancies in existing roles. Identify backup and succession arrangements for critical and key positions. Provide a summary report with actionable recommendations.
c) Job Descriptions: Facilitate and support Line Managers/Supervisors and the People and Culture team in drafting and reviewing clear, comprehensive job descriptions that accurately outline key tasks, responsibilities, and performance expectations. Ensure that all job descriptions are reviewed, finalized, and formally signed off by the relevant Line Manager or Supervisor prior to implementation.
d) Skills and Competence Analysis: Conduct assessments to compare employees’ current skills, competencies, qualifications, and experience against the requirements of their respective roles. Identify any gaps and recommend appropriate capacity-building or development initiatives to enhance performance and align competencies with organizational needs.
e) Review and update the Human Resource Manual: Review and update the Human Resource Manual to ensure it reflects current HR best practices, organizational needs, and relevant legal and regulatory requirements.
3.2. Consultant Qualifications, Skills and Competencies
The Consultant will be required to have the skills that include a strong understanding of the work of INGOs within the domain of organizational change process specifically in delivering the Human Resources aspects of change and be familiar with the labour legislation in Zambia.
3.3. Qualifications Required
WWF Zambia aims to contract a consultant who has prior experience in change management from a people perspective in an international NGO context. The consultant should have the following expertise and qualifications
a) Master’s degree in development management, Organisation Development or related field and a minimum of five (5) years of professional work experience in HR Consultancy specifically in driving change processes.
b) Proven track record and hands on experience in job design, evaluation, job matching and skills gap identification.
c) Good understating of related HR systems and processes and interlinkages.
d) Well-developed core consulting skills of research including qualitative data collection and analysis, presentation, and attention to detail.
e) Strong facilitation skills and hands-on experience of working in participatory ways with staff groups, management.
f) Good report-writing skills are essential.
g) Demonstrated understanding of the Zambian Labour law and other relevant laws.
3.4. Core Competencies Required
a) Strategic Thinking – Ability to analyze organizational challenges and develop solutions.
b) Change Management Expertise – Understanding the change process and strategies to overcome resistance.
c) Leadership Development – Skills in coaching and mentoring leaders.
d) Communication Skills – Strong verbal and written communication for engaging stakeholders.
e) Data Analysis & Interpretation – Ability to assess organizational performance and measure impact.
f) Project Management – Managing complex projects within budget and timelines.
g) Cultural Change Competence – Working effectively with diverse teams.
3.5. Deliverables
a) Inception Report (methodology, tools, timeline).
b) Organizational Assessment & Design Report.
c) Change Management Strategy.
d) Job Analysis Report.
e) Competency & Skills Framework.
f) Final Job Descriptions.
g) Reviewed/Updated HR Manual
h) Final Consolidated Report.
The Consultant will be commissioned to support WWF Zambia and will be expected to perform the following deliverables below in two phases.
Phase I
a) Inception report.
b) Organisation design report.
c) Change management strategy.
d) Job analysis report.
e) Competency & skills framework.
Phase II
a) Validated job descriptions.
b) Updated HR Manual.
c) Capacity building materials and training sessions recommendations.
d) Final report with all deliverables
3.6. Reporting and Accountability
Reporting Line
The consultant will report directly to the Chief Operating Officer and functionally to the People and Culture Manager.
4.0. METHODOLOGY FOR DATA COLLECTION AND ANALYSES
The consultant should employ appropriate qualitative data collection methodology. Relevant qualitative data tools need to be developed and used by the selected consultant. The methodology needs to be approved by the task force committee in advance. The participants will be WWF Zambia Country Office Staff.
5.0. TIMELINE
The assignment is expected to take two (02) months to its completion starting from the date the contract is signed. The activities will be conducted as follows.
5.1. Proposed Activities & Timelines
a) Week 1 - Inception Report.
Familiarise with approved structure and ways of working documents and provide any expert insights as requested or deemed appropriate. Finalize methodology, tools, and timeline; align expectations includes work plan, stakeholder list, and communication protocols.
b) Week 2 - Organisational Assessment and Design Report
Analyse current organisation structure, identify gaps/overlaps, propose a revised organisation structure aligned to strategic goals.
c) Week 3 - Change Management Strategy
Conduct change readiness assessment and draft strategy for communications and engagement.
d) Week 4 - Job Analysis Report
Use appropriate tools to gather job data. Analyse roles and tasks across departments. Present summarized findings and insights.
e) Week 5 - Competency and Skills Framework
Design competency models (core, technical, behavioural), aligned with job analysis and strategic needs. Include skill gap insights in accordance with WWF guidelines.
f) Week 6 - Final Job Descriptions
Develop, assess and revise Job Descriptions using job analysis & competency framework. Validate with departments. Incorporate feedback and finalize.
g) Week 7 - Review/Updated HR Manual
Review current HR policies, aligning with best practices and legal standards. Submit an updated, comprehensive Human Resource Manual that is legally compliant, user-friendly, and aligned with contemporary HR standards and organizational objectives.
h) Week 8 - Final Report and Implementation Plan
Submit final report with action plan and recommendations for execution. The consultant(s) will need to be available for the entire duration of the consultancy period. Work can be conducted in person and remotely with regular calls/meetings and face-to-face meetings during the critical stages. Calls and meetings between WWF and the consultant(s) will be scheduled in the work plan to monitor and support the advancement of the work.
The entire process will be undertaken over a period of Two (02) months from commencement date. The consultancy period will be limited to the list above, in which all deliverables are expected to be submitted as guided above.
6.0. METHODOLOGY, APPROACH AND BUDGET
The Consultant shall be required to submit a detailed Methodology, Approach, and Budget Proposal as part of their response to this TOR. This proposal must outline the Consultant’s overall approach to the assignment, demonstrating a clear understanding of the objectives, deliverables, and expected outcomes.
Specifically, the proposal should include:
1. Methodology and Approach:
a) A comprehensive description of the methodology the Consultant intends to apply to achieve the deliverables of the consultancy.
b) A step-by-step outline of the approach, including key principles, tools, frameworks, or models to be used.
c) A clear timeline of activities, specifying the sequence and interrelation of tasks, milestones, and deliverables.
2. Work Plan and Daily Activities:
a) A detailed work plan indicating the specific activities to be carried out each day, aligned with the consultancy’s overall timeline.
b) Identification of key tasks estimated time allocation for each task and expected outputs.
c) Any assumptions, dependencies, or external support required for the completion of activities.
3. Budget Proposal:
a) A detailed budget, clearly indicating the Consultant’s daily rate (in USD currency]) and the total number of days proposed for the assignment.
b) A breakdown of costs per activity, including professional fees, travel (if applicable), materials, and any other reimbursable expenses.
c) Justification for the proposed costs and resource allocation.
The Consultant’s proposal will be evaluated based on the clarity, feasibility, and relevance of the methodology and approach, as well as cost-effectiveness and alignment with the Terms of Reference.
7.0. REPORT
At the end of this exercise, the consultant will need to submit a final report to the Country Leadership Team (CLT) task force that captures all the activities of the work carried out, including a draft Change Management/Implementation plan.
8.0. PAYMENT
The payment will be made after the completion of each phase as above. The consultant will be required and be responsible for submitting weekly work report along with the deliverable tracker to the task force. The task force will need to review the report and upon the approval of the task force, payment will be effected as per the payment schedule outlined below:
a) First payment: The payment will be 50% of the total contract amount after completion of phase 1.
b) Second payment: the payment will be the remaining 50% of the total contract amount, after completion of phase 2.
9.0. REQUIREMENTS AND MANDATORY SUBMISSIONS
Applications and proposals should include the following:
a) Cover letter outlining an understanding of the assignment and suggested approach and methodologies that the Consultant plans to utilise. This should also demonstrate experience in similar works.
b) C.V.s of the consultant(s), highlighting relevant experience and qualifications of all team members.
c) Financial proposal that indicates detailed budget supported by a breakdown of costs, including daily rates and proposed timelines.
d) Technical proposal with detailed methodology and workplan of how the undertaking will be executed.
e) IF SUBMISSION is done as a company, please submit:
- PACRA documents
- Valid Tax clearance cert
- Traceable references
- Company profiles with list of directors
All expression of interest must be sent via email to: zcoprocurement@wwfzam.org Expressions must be received not later than 5:00pm on 18th November 2025.
