Contract TERMS OF REFERENCE FOR THE REVIEW OF THE VIT HR SYSTEM AND HR MANUAL
Job Description
Background:
The Vanuatu Institute of Technology (VIT) is the country’s biggest Technical and Vocational Education and Training (TVET) Institute. It is a statutory body enacted under the Vanuatu Institute of Technology (VIT) Act of 2001.
VIT was established in 1970 by the French Government as the College d’Enseignement Technique. The institution was renamed Institut National de Technologie de Vanuatu (INTV) after independence in 1980. In 2001, the institute was renamed Vanuatu Institute of Technology operating under its own act of parliament. VIT is accredited by the Vanuatu Qualifications Authority (VQA). The VQA is the national body responsible for the registration and accreditation of educational institutions and qualifications in Vanuatu.
VIT is committed to providing quality education and training to the people of Vanuatu. The institute is also committed to contributing to the economic, social, environmental, and cultural development of the country.
Purpose:
The purpose of this review is to assess the current HR system and HR manual and make recommendations for improvement. The review will focus on the following areas:
- Alignment with the VIT’s strategic plan
- Compliance with the VIT quality management system
- Compliance with relevant laws and regulations
- Adequacy of policies and procedures
- Clarity and user-friendliness of the manual
- Any other relevant national policies including but not limited to the National Sustainable Development Plan and National HRD Plan
Scope:
1. The review will cover all aspects of the VIT HR system, including the following processes:
- Recruitment and selection
- Performance management
- Payroll, compensation and benefits
- Training and development
- Discipline and grievance handling
- Termination of employment
2. The review will also produce a set of procedures, guidelines and tools for the implementing, recording and reporting of the above-mentioned processes
3. Methodology: The review will be conducted through a combination of methods, including:
- Document review including all existing policies and VIT Council decisions related to human resources management of VIT
- A VIT Council workshop
- Interviews with key stakeholders
- Focus groups with employees
4. Timeline: The review will be completed within 4-6 months.
5. Deliverables: The outputs of the review include the following:
- Part 1: A report that includes recommendations for improvement to the VIT HR system and manual
- Part 2: A reviewed and complete HR Manual in hard and soft copies containing approved recommendations in French and English
- Part 3: Specific procedures and guidelines and tools for the human resources processes in English, covered under this review and included as annexures
- Part 4: Recommend, install upon approval, and commission with staff training an online HRM system for VIT including but not limited to:
- Employee Information Management:
Centralized storage of employee data, including personal details, contact information, employment history, and performance records. - Attendance and Time Tracking:
Tools for tracking employee attendance, working hours, and leave requests. - Payroll Processing:
Automation of payroll calculations, tax deductions, and direct deposit functionalities. - Recruitment and Applicant Tracking:
Posting job openings, managing applications, and tracking the progress of candidates through the recruitment process. - Rewards Based Performance Management:
Tools for setting goals, productivity metrics, conducting performance reviews, and managing employee performance. - Training and Development:
Tracking employee training needs, managing training programs, and monitoring employee skill development. - Benefits Administration:
Managing employee benefits, including health insurance, retirement plans, and other perks. - Employee Self-Service:
Portals or applications that allow employees to access and update their personal information, submit leave requests, salary advance requests and view and print pay stubs. - Analytics and Reporting:
Generating reports and analytics on various HR metrics, such as employee turnover, attendance trends, and performance metrics. - Compliance Management:
Ensuring that HR processes comply with relevant labor laws and regulations. - Document Management:
Storing and managing HR-related documents, such as contracts, policies, and performance reviews. - Communication and Collaboration:
Facilitating communication within the organization through features like internal messaging and collaboration tools. - Integration with Other Systems:
Integration with other business systems, such as accounting or ERP (Enterprise Resource Planning) software, to ensure seamless data flow across the organization. - Security and Access Control:
Implementing security measures to protect sensitive employee data and controlling access to different HR functionalities based on roles and responsibilities. - Mobile Accessibility:
Providing mobile-friendly interfaces or applications to allow access to HR functions on the go.
6. Relevant experiences
The consultant should have the following experience:
- Demonstrated experience in developing human resources (HR) systems preferably in the education or training sector.
- Strong knowledge of best practices in HR management
- Experience working with organizations in Vanuatu or the Pacific region would be an advantage.
- Excellent communication and stakeholder engagement skills.
7. Reporting
The consultant will work closely with the VIT human resources manager and report to the VIT Principal but overall authority lies with the VIT Council
8. Budget
The consultant will provide a detailed budget for the proposed work, including all costs related to travel, accommodation, and other expenses.
9. Evaluation
The consultant’s performance will be evaluated based on the quality and timeliness of the deliverables, as well as their ability to meet the objectives of the consultancy.
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