Request for Proposal – Trainee Outsourcing Service Provider

Terms of Reference (ToR)

1) Introduction

Habitat for Humanity Nepal (Habitat Nepal) is an international non-governmental organization that is driven by the vision that everyone deserves a decent place to live. In Nepal, it addresses housing needs of low-income families through our partnership with homeowners, duty bearers, civil society, financial institutions, academia and relevant stakeholders. The organization serves people, families and communities that are at the bottom of the pyramid, by promoting greener, affordable and disaster resilient solutions and technologies for safe housing construction, advocating for land tenure security and joint land titles, and empowering communities at the risk of climate related disasters to apply local knowledge and practices for nature-based solutions. Through decent and adequate housing, we supports families to build strength, stability, and self-reliance.

2) Objective:

The selected organization will work closely with the HR & Admin Team of Habitat Nepal. The scope of work includes independent human resources consultancy services for outsourcing of Trainee Positions. Through this consultancy Habitat Nepal is seeking these services:

• Recruitment of Trainee
• Facilitating Payroll
• Providing orientation/training to trainees

3) Support from Habitat Nepal:

Habitat Nepal will provide following documents and support to the consultant:

1. Provide position description.
2. Facilitate selection of candidate from the final shortlisted candidate.

4) Terms and Conditions:

• During the entire period of the assignment, the organization and its personnel shall make themselves available for providing service to Habitat Nepal.
• The organization will comply with the relevant internal laws and policies of Habitat Nepal in providing the services.
• All reports and documents prepared for will be treated as Habitat Nepal property.
• The documents or any part cannot be sold, used and reproduced in any manner without prior written approval of Habitat Nepal.
• All information and communication must be kept confidential.
• Additional terms and conditions shall be mentioned in the services agreement.

5) Application Requirements

• Habitat Nepal invites interested firms, organizations eligible to conduct HR recruitment services to submit the following documents by 24 August 2025.
• Expression of interest/proposal on how the company can provide the recruitment services.
• Submit a financial proposal for the recruitment service of Trainees and this should include:
  • Recruitment Service Fees – This includes costs related to the entire recruitment cycle, such as advertisements, application collection, shortlisting, assessments, and interviews.
  • Trainee Stipend – Monthly payments to trainees
  • Festival Allowance & Leave Encashment – As mandated under the Labor Act
  • Management Service Fees – Covering payroll management and overall HR support.
  • Training Service Fee – Cost for conducting a few (1 or 2) trainee capacity building trainings during the traineeship period.
  • Orientation Program – Initial onboarding and familiarization activities for trainees.
  • Graduation Program – Closing event to mark the completion of the traineeship.
• VAT Registration Certificate.
• Company Registration Certificate
• Latest Tax Clearance Certificate.

6) Queries on TOR

In case of any confusion or clarification in this SoW , the firm can send their issues at info@habitatnepal.org or call at +977-1-5421182, 5454976.

7) To Apply

Interested firms/organizations should submit their Technical and Financial Proposal to procurement@habitatnepal.org. In the subject please mention “Human Resource Recruitment Services for Trainees Recruitment” and submit the proposal no later than August 24, 2025.

8) Ethical Standards and Intellectual Property

In accordance with its foundational mission principles, Habitat for Humanity Nepal is committed to the highest ethical standards and opposes all forms of discrimination, exploitation, and abuse. We intend to create and maintain a work and living environment that is safe, productive, and respectful for our colleagues and for all we serve. We require that all staff and representatives (consultants, contractors, vendors/suppliers, interns, volunteers, agents, and implementing partner organizations) take seriously their ethical responsibilities to Safeguarding (Child Protection, Prevention of Sexual Exploitation Harassment, and Abuse) our intended beneficiaries, their communities (especially children), and all those with whom we work. Abiding with the organization, the consultancy service has responsibilities to maintain an environment that prevents harassment, sexual exploitation, and abuse, safeguards the rights.