TERMS OF REFERENCE FOR SERVICE CONTRACTING Assignment: Human Resource Management and Operational Support to Makani and Youth Facilities in Camps. Location: Za’atari Refugee Camp, Mafraq Governorate Azraq Refugee Camp, Zarqa Governorate King Abdullah Park Camp, Ramtha Governorate Duration: 1‐year renewable for additional years i.e. up to three years based on satisfactory performance and availability of funding. Estimate number of working days: Initially for 365 days. Start date: February 2021. Reporting to: Field Support Specialist. 1. JUSTIFICATION/BACKGROUND Overview Located 10 km east of Mafraq in the Governorate of Mafraq, Za’atari camp was established in July 2012 and is home to an estimated 80,000 Syrian refugees living in 15,000 prefabricated shelters (known as “caravans”), including 45,000 children. The camp is divided into 12 districts and possesses a local vibrant market with over 3000 shops, in addition to key facilities and services such as hospitals, schools and electricity for part of the day. Close to 50 organizations, United Nations agencies, international and national Non‐Governmental Organizations as well as private companies operate in Zaatari camp under the joint management of the Syrian Refugee Affairs Directorate (SRAD) and the UN Refugee Agency (UNHCR). Azraq camp opened in April 2014 as Za’atari reached its full capacity. Under the Governorate of Zarqa, the site, located 20 kilometers west of Azraq and 90 kilometers from the Jordan‐Syrian border is in hot desert terrain. With a size of 14.7 km2, Azraq camp was designed to host at least 55,000 refugees; however, there are currently an estimated 35,000 people, including 20,000 children, living in Azraq camp, residing in 8,600 prefabricated shelters (known as caravans) in four villages. Syrian refugees in Azraq have access to similar services than refugees in Zaatari. UNICEF has been working in Syrian refugee camps in Jordan since they were established, providing essential services for children to achieve their full potential and realize their rights. As part of UNICEF’s response, Child Friendly Spaces were established (CFCs) in all camps in 2014 in order to protect children and families from psychosocial distress, abuse, violence and exploitation; as well as improve their emotional, social well‐being and strengthen their coping mechanisms and resilience. Lessons learnt from the delivery of CFSs were consolidated leading to the development of a comprehensive approach to service provision‐ the ‘Makani’ programme. Makani centres offer a multi‐sectoral approach to service provision to children and young people, girls and boys, families and community members. It aims to promote and contribute to children and young people’s full development and well‐being – physical, cognitive, social and emotional. The required experience and technical expertise for Makani delivery was strategically designed in three phases: which more recently is shifting to increased capacity for Syrian refugee staff to implement directly. Until the end of 2016, operational support to Makani centres was channeled through NGO partners whilst UNICEF maintained technical oversight to ensure quality and consistency in delivery of Makani services, in line with the Makani Standard Operating Procedures. In 2016, UNICEF took steps to streamline management of Makani centres in camps within the environment of decreased funding and global deprioritization of the Syrian crisis forecasted over the coming three years. This arrangement includes a transfer of ownership and leadership of the programme to the camp refugees with direct support from UNICEF, a rationalization of the number of centres, and sub‐contracting of operational functions at the centre level to a specialized institution. Starting from 1st January 2017, UNICEF started directly managing around 13 Makani centres and 5 playgrounds in Zaatari, 9 Makani centres in Azraq camp and 1 playground, providing technical support to Syrian refugees in the centres through a dedicated team. In 2019 and up to now, 11 Makani centres, 1 youth center and 5 playgrounds remained operational in Za’atari camp as well as 9 Makani centres, 1 playground and 2 youth centres in Azraq camp. Located in Ramtha, King Abdullah Park (KAP) has been hosting around 500 refugees, mostly Palestinian refugees from Syria, since the closure of Cyber City Camp, where UNICEF is providing Human Resource support for incentive based volunteers supporting WASH activities. UNICEF therefore seeks the services of a highly qualified and experienced contractor to provide professional operational support to all 20 Makani centres, 6 playgrounds and 3 youth centres in both Zaatari and Azraq camps, including human resource management of Syrian staff, and financial, security and logistics management of the facilities. 2. OBJECTIVE OF THE ASSIGNMENT The purpose of the assignment is to provide operational support to 20 Makani centres, 6 playgrounds and 3 youth centres in Zaatari and Azraq. including managing 1000 incentive‐based volunteers in Makani centers, 63 in youth centers and 50 incentive‐based volunteers supporting WASH activities in Za’atari, Azraq and KAP. The services to be rendered by the consultant are detailed in section 3 but essentially fall in the following categories: - Recruitment of Syrian refugee staff in line with programmatic and operational requirements provided by UNICEF and in compliance with the camps SOPs. - Management of Human Resources, including provision of a standardized induction package developed in coordination with UNICEF, management of HR files, performance management and other HR requirements such as leave and attendance management. - Financial management including monthly salary payments in line with the camp SOPs and as per the modalities detailed on page 4, issuance of pay slips, management of petty cash and other eligible camp‐level expenses. - Facility management including maintenance, cleaning, warehousing, security. - Logistics and supplies, including ensuring that the centres are equipped and that staff and beneficiaries have access to consumable and non‐consumable items required for the effective running of the centres as per the detailed list provided by UNICEF. - Maintain tracking systems for logistics (including warehouse RFID), HR and Maintenance. 3. SCOPE OF THE WORK (WORK ASSIGNMENT) The contractor is expected to perform the following activities at the stated frequency and location and provide status updates reports on a weekly basis as detailed below: I. Recruitment of Syrian refugee staff - In Zaatari and Azraq camp, the contractor will maintain a detailed roster of refugee candidates, based on the standardized TORs provided by UNICEF; and on vulnerability and other prioritization criteria defined in accordance with UNICEF. - Advertising for standard positions will be done in compliance with the camp SOPs’ advertisement rules. - The contractor, in coordination with UNICEF, will organize transparent recruitment processes, in line with camp SOPs. - All logistics arrangements during the hiring process will be managed by the contractor as per the contractor’s policy. - The contractor will issue letters of appointments to the appointed employees on their company letter heads (since the company will be legally recruiting the staff). A breakdown of standard positions, average number of positions, corresponding skill level and rotation period can be found in the HR requirements: II. HR Management - In coordination with UNICEF, the contractor will deliver a standardized induction package, containing but not limited to the UN Code of Conduct, Child safeguarding, PSEA, Health and Safety and Feedback and Complaint mechanism. - If not available, the contractor will be responsible for developing and regularly updating a comprehensive HR policy for Syrian refugee staff in line with camp SOPs and in agreement with UNICEF. - The contractor will be responsible for managing the performance – taking into account feedback from UNICEF staff of the recruited employees and their discipline as per the company’s policies. - The contractor will be responsible for tracking and monitoring attendance of Syrian staff through time sheets, regular spot checks and computerized HR system - The contractor will be responsible for rolling out an effective and safe Feedback and Complaint mechanism, building on camp best practices, in coordination with UNICEF. - The contractor shall immediately report any PSEA issues, grave misconduct or violation of the code of conduct by its Syrian staff to UNICEF, and act upon guidance received from UNICEF. - The contractor shall conduct investigations and prepare investigation reports upon guidance received from UNICEF. - UNICEF reserves the right to direct the contractor to discontinue the contracts of the refugee staff based on programmatic needs, violation of contract rules, or poor performance issues. III. Insurances – Medical, Death and Disability: - The contractor is required to provide and facilitate personal accident insurance to cover for death and disability to the Syrian staff, beyond the camp coverage provided by UNHCR as detailed in the camp SOPs. Insurance costs should be fully included in the financial proposal submitted by the contractor. - The contractor will be responsible for facilitating the management of the insurance claims from initiation to final claim payment beyond the coverage provided by UNHCR as detailed in the camp SOPs. IV. HR Database: - Using a specialized HR software, the contractor will maintain an updated