Terms of Reference (Individual Consultant)
Title: Human Resource Management and Development (HRMD) Policy Formulation
Project: Partnerships for Municipal Innovation - Women in Local Leadership (PMI-WILL)
Purpose of assignment: To provide technical expertise in designing a comprehensive, legally compliant Human Resource and Development Policy
Position: Consultant - Human Resource Management and Development Policy
Number of Positions: 1
Assignment Duration: 10 working days
Reporting to: Executive Director
1. BACKGROUND
The Partnerships for Municipal Innovation - Women in Local Leadership (PMI-WILL) is a $27,610,160 project with a financial contribution of $26 million from Global Affairs Canada (GAC) and $1,610,160 of in-kind contributions from the Federation of Canadian Municipalities (FCM). PMI-WILL is designed to bring about enhanced enjoyment of rights for women and girls in Benin, Cambodia, Ghana, Sri Lanka, and Zambia. To bring about this ultimate outcome, the project will seek to achieve the following intermediate and immediate outcomes:
Intermediate outcome 1000: increased participation of women, particularly those from marginalised groups, as leaders and decision-makers in local governance.
a) Increased capacity of women from marginalised groups to run for local elected office.
b) Increased capacity of women in local government administration to perform their duties effectively.
c) Increased capacity of the network of women elected officials to support women leadership and participation in decision-making in local governance.
Intermediate outcome 2000: increased capacity of local authorities to deliver inclusive, gender responsive municipal services.
a) Increased capacity of local authorities to deliver inclusive, gender-responsive municipal services.
b) Strengthen capacity of LGAZ to create an enabling environment for inclusive, gender-responsive local governance and municipal service delivery.
In Zambia, the project is implemented by LGAZ in collaboration with FCM. LGAZ is a membership association of and exists to promote the interests and autonomy of local government authorities (city, municipal and town councils) in Zambia. Its core activities include the following:
a) Provision of research and advisory services to promote evidence-based decision making in local government.
b) Lobby and advocacy on matters involving local government authorities and communities.
c) Contribute to capacity building of local government authorities so that they are better able to provide quality municipal services.
d) Facilitate international municipal cooperation.
e) Participate in the formulation and review of public policies that affect local government.
f) Advancing gender equality and social inclusion in local governance and development.
To contribute to creating an enabling environment for inclusive, gender responsive local government, PMI-WILL is supporting LGAZ to develop a human resource and development (HRMD) policy. This policy will serve as the primary framework for talent acquisition and management, staff development, and administrative accountability, ensuring the Association operates efficiently while supporting its growth in line with its 2026-2030 strategic blueprint. The policy will comply with Zambian statutory requirements and International decent work standards.
2. PURPOSE OF THE ASSIGNMENT
LGAZ is seeking to retain a qualified local expert to provide technical expertise to design, validate, and deliver a comprehensive HRMD Policy. Crucially, the assignment aims to institutionalise a workplace culture rooted in equity, diversity, and fairness. It will explicitly integrate Gender Equality and Social Inclusion (GESI) principles, effectively responding to the distinct needs of women and men while ensuring accessible, fair opportunities for persons with disabilities (PWDs).
3. SCOPE OF WORK
The local consultant will execute the following specific tasks:
a) Inception Briefing: Meet with association leadership to align on policy vision, strategic priorities and timelines.
b) Desk Review: Analyse existing internal administrative documents, including staff contracts, job descriptions, and organisational chart.
c) Alignment with National Statutory and International Frameworks: Ensure the policy complies with the Zambia Employment Code Act No. 3 of 2019, the Gender Equity and Equality Act No. 22 of 2015, the Persons with Disabilities Act No. 6 of 2012 and other relevant legal instruments. In addition, the policy should integrate International Labour Organisation (ILO) conventions focusing on workplace equality, safe working conditions, and the elimination of systematic discrimination.
d) Stakeholder Consultations: Conduct targeted key informant interviews (KIIs) and focus group discussions (FGDs) with the Association’s staff and HR practitioners from similar organisations. The consultant will also ensure the representative sample draws from expertise in City Councils, Municipal Councils, and Town Councils.
e) GESI Integration: Assess and integrate Gender Equality and Social Inclusion (GESI) provisions for women, men, and persons with disabilities (PWDs).
f) Develop Operational Human Resource Tools: Design standardized, objective template performance review forms that reward technical competency and prevent systemic bias. In addition, the consultant will also craft uniform job evaluation forms and objective criteria based on skill, effort, responsibility, and working conditions to ensure standardised pay system.
g) Policy Drafting: Develop a comprehensive HRMD policy covering recruitment, retention, and capacity development.
h) Validation Workshop: Submit and present the draft policy to member representatives and staff for final feedback.
i) Finalization: Incorporate validation feedback into the final policy document.
4. KEY DELIVERABLES AND LEVEL OF EFFORT
The primary deliverables, along with the Consultant's anticipated level of effort over a staggered 10-day timeline, are detailed below
No. Deliverables/Level of Effort
a) An inception report (not more than 6 pages) providing details on methodology/approach, workplan and timelines - 1 day
b) Report on consultative sessions - 2 days
c) First draft policy and operational tools/appendices - 2½ days
d) Report on job evaluations - 1 day
e) Report on the validation of draft HRMD Policy - 1 day
f) A final version of the HR policy incorporating input from the policy validation meeting - 1½ days
g) Submission of the final, print-ready, legally checked HRMD Policy inclusive of all finalized tools and templates - 1 day
Total: 10 days
5. FINANCIAL REQUIREMENTS
Applicants are required to indicate the consultancy fee per day (in Zambian Kwacha, inclusive of Withholding Tax) and the duration (in days) anticipated to complete the assignment.
6. MINIMUM QUALIFICATIONS
The consultant is expected to possess the following:
a) Minimum qualification: Bachelor’s degree in human resource management, public administration, business administration, or related discipline. Advanced degree preferred.
b) Professional Affiliation: Valid Zambia Institute of Human Resources & Management (ZIHRM) membership/certification.
c) Demonstrated experience: At least five (5) years’ professional experience at senior management level.
d) Expert knowledge: Familiarity with labour laws, employer relations, performance management, and job evaluation.
e) Strong understanding of gender equality and inclusion frameworks.
7. EVALUATION CRITERIA
Candidates will be evaluated based on the technical and financial criteria that combine the following aspects:
a) Demonstrated understanding of the terms of reference (5 points)
b) Applicant’s professional qualifications and affiliations (15 points).
c) Prior experience and technical track record (30 points).
d) Proposed methodology and detailed workplan (40 points)
e) Consultancy daily rate (10 points).
8. APPLICATION PROCESS
Express interest by submitting a proposal (not more than 5 pages excluding CVs) highlighting the following:
a) Professional profile with at least three referees.
b) Professional experience and record of similar assignments.
c) Proposed methodology and detailed workplan.
d) A quotation - anticipated daily fee (in Zambian Kwacha), withholding tax inclusive.
Submissions should be addressed to
Executive Director,
Local Government Association of Zambia, Lusaka
and submitted in PDF format by e-mail to info@lgazambia.org.zm & copy abraham.moobola@lgazambia.org.zm and stanley.chanda@lgazambia.org.zm by close of business on Tuesday, 23rd June 2026.
