Consultancy – Terms of Reference for Facility Management Process Documentation Consultancy Services – Living Goods (LG)



Consultancy – Terms of Reference for Facility Management Process Documentation Consultancy Services – Living Goods (LG)

Job Title:    Terms of Reference for Facility Management Process Documentation Consultancy Services 

Organisation: Living Goods (LG)

Duty Station: Kampala, Uganda

About US:

Living Goods (LG) is a non-profit organization focused on improving lives by ensuring every woman and child has access to basic healthcare at the community level. LG operates in Uganda and Kenya.

Living Goods offers products that improve health and wealth and are otherwise difficult to access for too many people in need. Product sales also enable our Community Health Promoters to earn a modest income and for Living Goods to recover 100 percent of the product costs, thus reducing the annual cost of the Living Goods system

Living Goods operates employs more than 300 staff working in 23 offices across Uganda. The organization’s administrative headquarters are in Kampala. Facilities outside Kampala, also known as branches, have a dual function as office and storage space for our products.

Consultancy Objective : Living Goods seeks a suitably qualified and experienced consultant to document existing facility management practices and procedures. The consultant is expected to then lead the development of a facility management manual as well as related procedures and forms. The manual to cover the following topics:

  • Roles & Responsibilities
  • Premises Standards & Statutory Compliance
  • Premises Selection Process (New premises and relocations)
  • Facility Leasing & Lease Management
  • Workspace Allocation & Changes
  • Furniture & Assets
  • Building Maintenance
  • Fire Safety
  • Security
  • Sanitation and Hygiene
  • Waste Management
  • Inspection & Compliance

Scope of work

Document existing practices & Identify needs

Gather information, compile existing policies and documents, interview key stakeholders in order to refine content of manual. This phase includes:

  • Desk review: gather and read all existing documents, policies, forms and
  • Identify non-documented practices and unmet needs through interviews with Facility Management Officers, Community Health Managers, and selected members of the Senior Management team
  • Analyze findings and draft report with key recommendations

Draft Manual, forms and templates, and validate content

The consultant is expected to draft content, develop forms and templates, validate content and integrate for each of the twelve following areas:

  • Roles & Responsibilities
  • Premises Standards & Statutory Compliance
  • Premises Selection Process (New premises and relocations)
  • Facility Leasing & Lease Management
  • Workspace Allocation & Changes
  • Furniture & Assets
  • Building Maintenance
  • Fire Safety
  • Security
  • Sanitation and Hygiene
  • Waste Management
  • Inspection & Compliance

Transfer knowledge and handover

Compile final version of the manual and submit for approval. Hold training sessions with key stakeholders (HR, Facility Management, Field Operations). Hand over to Facility Officer for implementation.

Timeline: The project is expected to start on August 8 and end on November 7th for a total duration of 3 months. A detailed project timeline is available in Annex 1.

Deliverables

INVOICING PERIOD       DELIVERABLES

MONTH 1

  • List of all existing documents and templates
  • Digital Folder with all existing documents and templates
  • Initial Report containing:
  • List of missing processes and documents
  • List of all existing documents and templates
  • Recommendations informing manual development
  • Content, forms and templates for the following sections:
  • Roles & Responsibilities
  • Facilities Minimum Standards
  • Premises Selection Process

MONTH 2    

  • Content, forms and templates for the following sections:
  • Facility Leasing & Lease Management
  • Workspace Allocation & Changes
  • Furniture & Assets
  • Building Maintenance
  • Fire Safety
  • Security
  • Sanitation and Hygiene

MONTH 3    

  • Content, forms and templates for the following sections
  • Sanitation & Hygiene
  • Waste Management
  • Inspections & Compliance
  • Final version of facility Manual
  • Training session and slides
  • Handover report

The consultant is expected to lead weekly presentations on progress made in the execution of the deliverables listed above. During these sessions the consultant is expected to present and seek feedback on the sections of the manual developed during the previous week.

Payment Terms: Payments will be executed monthly against presentation of satisfactory deliverables.

Interested individuals must outline relevant experience, provide samples of writing and demonstrate capacity to undertake the scope of work within the specified timeframe. We are looking for candidate with excellent writing skills, who is resourceful, and has good organizational skills.

How to Apply:

Please click here to apply for this Position

Deadline: 15th July 2019

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