Terms of Reference for Part-Time Heifer Maeul Library Facilitator

Terms of Reference for Part-Time Heifer Maeul Library Facilitator

1. Background

HPN (HPN) is implementing Girls Empowerment through Education Phase 2 Project with the objective of empowering girls through improved access to quality education, strengthened learning environments, and enhanced opportunities for personal and livelihood development. The project focuses on supporting vulnerable and economically disadvantaged girls to continue their schooling through education support, promotion of gender equality, and community engagement.

As part of the project, HPN is strengthening school libraries as inclusive learning hubs that promote reading habits, literacy, digital skills, and self-directed learning among students, especially girls. The library support component includes improvement of library facilities, provision of reading and learning materials, use of a library management system, and promotion of regular library use by students, teachers, and the wider school community.

Under this initiative, the Heifer Maeul Library at Shree Janajyoti Secondary School, Phosretar, Kamalamai, Sindhuli is being strengthened to function as a safe, child-friendly, accessible, and well-managed learning space. The library is expected to contribute to improved reading culture, increased library usage and readership, better access to learning resources, and a supportive educational environment for students.

To ensure regular operation, proper recordkeeping, use of the library management software, student support, reading promotion, and timely reporting, HPN seeks to engage a Part-Time Heifer Maeul Library Facilitator as an individual consultant.

2. Details of the service

The consultant shall not be considered an employee of HPN, Shree Janajyoti Secondary School, the School Management Committee, or Kamalamai Municipality. The assignment shall not create permanent employment, long-term engagement, severance, or other employment-related obligations for any party.

3. Scope of Work

The consultant shall carry out the following duties within the agreed working hours of four hours per official school day:

3.1 Library Operation and Management

• Open and operate the library during agreed library hours.
• Keep the library clean, organized, welcoming, child-friendly, and accessible.
• Arrange, classify, catalogue, and safeguard books, learning materials, furniture, equipment, and other library resources.
• Support students in selecting, reading, borrowing, and returning appropriate books and learning materials.
• Monitor book circulation and report loss, damage, misuse, discrepancies, or resources needs to the designated supervisor.

3.2 Recordkeeping and Library Software

• Use designated library management software to maintain records of books, users, book issuance, returns, inventory updates, and library services.
• Maintain physical registers, including visitor records and other required library records.
• Ensure that library records are accurate, complete, timely, and verifiable.
• Prepare monthly summaries of library use, book circulation, reading activities, challenges, and recommendations.

3.3 Reading Promotion and Student Support

• Encourage students, especially girls, to use the library regularly.
• Promote reading habits through simple reading sessions, story reading, book discussions, study groups, or other suitable activities.
• Assist students in accessing age-appropriate and useful reading materials.
• Support teachers in linking library resources with classroom learning, where applicable and within agreed working hours.

3.4 Coordination, Community Access, and Monitoring Support

• Coordinate with the HPN representative, School focal person, Head Teacher/Principal, teachers, and other relevant stakeholders.
• Support approved community access to the library where agreed by the School and the Project.
• Maintain visitor records for community users where applicable.
• Support monitoring visits, documentation, photographs, case stories, or learning materials only with appropriate consent and approval, and within agreed working hours.

4. Deliverables

The consultant shall submit or maintain the following deliverables:

• Daily library operation for four hours per official school day.
• Updated library management software records.
• Updated book issue and return records.
• Updated library user and visitor records.
• Reading promotion activity records, where applicable.
• Monthly attendance sheet signed by the consultant and verified by the school.
• Brief monthly work report, including library usage summary, book circulation summary, key activities, challenges, and recommendations, submitted within five working days after the end of each month or within the timeline specified by HPN.
• Support to monitoring, verification, and documentation as required by the Project and School, within agreed working hours.

5. Payment Terms

The consultant shall receive a monthly consultancy fee of NPR 10,000, inclusive of applicable taxes, for providing library support services for four hours per day on official school days.

Applicable taxes, deductions, and statutory requirements shall be handled in accordance with the laws of Nepal and HPN’s internal procedures.

6. Required Qualifications and Skills

The consultant should have:

• Minimum completion of higher secondary education.
• Relevant experience in library management, education, teaching, child learning, community learning, or school-based programs will be preferred.
• Basic ability to read, write and maintain records clearly in both English and Nepali.
• Basic computer skills, including ability to use or learn library management software, word processing, spreadsheets, email, or other simple digital tools.
• Good communication skills and ability to work respectfully with students, teachers, parents, and community members.Interest in promoting reading habits, student learning, girls’ education, and community use of library resources.
• Ability to maintain confidentiality and handle student information responsibly.

7. Safeguarding, Code of Conduct, and Compliance

The consultant shall comply with HPN’s safeguarding, child protection, prevention of sexual exploitation, abuse and harassment, anti-fraud and anti-corruption, conflict of interest, confidentiality, data protection, and responsible communication requirements.

The consultant shall ensure that all library activities are child-safe, gender-sensitive, inclusive, non-discriminatory, and youth-friendly. The consultant shall treat all students, teachers, parents, and community members with dignity and respect, avoid being alone with a child in an unsafe or unobservable setting, and immediately report any safeguarding concern, harassment, abuse, exploitation, discrimination, misuse of resources, or other concern to the school focal person and HPN representative.

All records, reports, registers, data, photographs, and documents prepared or maintained under this assignment shall remain the property of the school and/or HPN, as applicable, and shall not be used, shared, published, transferred, or disclosed without prior approval.

8. Application Documents 

Applicants shall submit an application letter, updated CV, copy of Nepali citizenship certificate, academic certificates, PAN registration, relevant experience letter to Procurement-NP@heifer.org with email subject line “Application for Library Facilitator” by 26th July 2026 before 5 : 00 PM.

9. Termination and Disclaimer

The assignment may be discontinued by HPN in accordance with the consultancy agreement in case of unsatisfactory performance, misconduct, safeguarding concern, misuse of resources, false reporting, repeated unauthorized absence, non-compliance with this TOR, breach of confidentiality, or discontinuation of Project support.

HPN reserves the right to accept or reject any application, revise the selection process, cancel the process, or make decisions in the best interest of the Project.

Note: Local applicants from Kamalmai, Sindhuli are encouraged to apply.