External Service Provider (Ethics Hotline) Jobs In Kenya

External Service Provider Job (Ethics Hotline), Latest Kenyan NGO Vacancies,

Closing date: August 27, 2021

https://mespt.org/download/external-service-provider-to-manage-the-ethics-hotline-service/

TERMS OF REFERENCE FOR AN EXTERNAL SERVICE PROVIDER TO MANAGE THE ETHICS HOTLINE SERVICE

INTRODUCTION:

Micro Enterprises Support Programme Trust (MESPT) was established in 2002 by the Government of Kenya and European Union. EU later relinquished their position to the Royal Danish Embassy in Kenya, Ministry of Foreign Affairs of Denmark (DANIDA) through a Trust Deed of 2013.

The Trust is a development organization with a purpose to grow small holder farmers and Agri SMEs to increase productivity, income and enhance competitiveness for job creation especially for youth and women. This is achieved through capacity building which includes skills development, technical support, business advisory, financial and market linkages.

Our focus is to facilitate support and provision of integrated financial and business development services for small holder farmers and Agri SMEs in Kenya. This is aimed at enabling beneficiaries to access finance, increase agricultural productivity, agro-processing, and access markets/ trade opportunities. For over a decade, MESPT has partnered with development agencies, donors, and investors to build the capacity of the business services sector and the agricultural sector in Kenya through our unique tripartite business model that links Farmers, Agri- SMEs, and Financial Institutions – creating linkages along value chains.

We pride ourselves for successfully implementing 12 agriculture-based Programmes that have seen us facilitate creation of 70,000 decent jobs at various levels of the agriculture market systems. We have also cumulatively disbursed KES 6.4 billion to financial institutions and over 250,000 end users have accessed the finance. MESPT currently has physical offices in Nairobi, Makueni, Mombasa, Taita Taveta and Kakamega counties.

MESPT would like to engage a suitable qualified service provider with the requisite capacity to manage an Ethics Hotline service on behalf of MESPT within the desired quality, scope, timeframe, and cost.

OBJECTIVES:

The primary objectives of the Ethics Hotline service include the following: –

a) Supporting the management in the inculcation of strong integrity culture and the promotion of good ethical practices and the highest standards of governance in MESPT and amongst the clients, vendors, suppliers, service providers and other business partners (“other stakeholders”);

b) Reviewing, investigating, and disposing of complaints received against any member of the Board of Trustees, management, employees of MESPT or its other stakeholders.

SCOPE OF WORK:

MESPT requires a service provider to offer well-designed 24/7 ethics hotline services that encourage the reporting of any unlawful activities or concerns to irregularities of whatever nature, occurring within the organization’s business structures, perpetrated by the employees or the agents for a period of one year.

The unlawful activities or concerns to irregularities to be reported, can include, but are not limited to:

· Allegations of fraud, corruption, unethical behavior, or misconduct,

· Concerns regarding questionable business practices,

· Warnings about particular risk areas going unchecked,

· Non-compliance observed – with regard to company policy or the law,

The hotline should be available to our internal staff, external stakeholders such as contractors, vendors, suppliers, clients, and other interested parties to report on any possible misconduct that directly or indirectly has a detrimental effect on the organization.

DELIVERABLES:

The requirements of the Ethics Hotline service provider will include the following:

1) Provide a 24/7-hour hotline in the official language.

2) Multiple reporting channels as follows:

· A generic SMS facility.

· A toll-free telephone number.

· A secure email address.

· A web-based address.

3) Callers guaranteed anonymity.

· Anonymity is a powerful tool in ensuring success of a whistle-blower mechanism. In our experience, allowing anonymity helps build confidence among users to report concerns. However, to ensure that frivolous/ irrelevant issues are not reported via the whistleblowing program proof of specific measures to be put in place to ensure credible information is shared.

4) Provide concise (monthly & quarterly) incident reports on all issues reported to the internal auditor in a format agreed on with MESPT:

This reporting should provide details such as, the.

· The number of complaints/concerns reported

· Nature and type of complaint,

· Hierarchical levels of personnel involved,

· Status of the investigation,

· Its impact (financial or other loss).

5) Services must be legally compliant.

6) Experienced and dedicated team with extensive experience in this nature of services.

7) The service operates 24 hours a day, 7 days a week, 365 days a year.

8) Has an effective technology solution including voice recording.

9) Offers a user-friendly module of managing reports.

EVALUATION OF PROPOSALS

The proposals received will be assessed according to their responsiveness to the following terms of reference:

Technical Responsiveness

a) Letter of interest.

b) Service Provider’s Organizational Profile

c) Interpretation of the ToR’s understanding.

d) Methodology to be used in undertaking the assignment.

e) Detailed Work Plan

f) Certifications for the hotline service

g) Firm’s experience in undertaking similar assignment

(Please provide contactable references minimum of 3)

Additional Information to be submitted includes:

Registration certificate, PIN No, VAT, Tax Compliance certificate, Cr12.

TERMS AND CONDITIONS

a) The winning firm will be contracted to manage the MESPT ethics hotline service.

b) MESPT will pay for all the costs agreed upon to the selected firm. Any other costs not agreed upon will be the responsibility of the service provider.

c) MESPT reserves the right to request new or additional information regarding each firm and on any individual or other persons associated with its proposal

d) All proposals shall become the property of the MESPT and shall not be returned

e) Bidders are advised that submission of a proposal gives rise to no contractual obligations on the part of the MESPT.

f) Any canvassing will lead to automatic disqualification of the submitted proposal.

How to Apply

https://mespt.org/download/external-service-provider-to-manage-the-ethics-hotline-service/

The Financial Proposal and the Technical Proposal files MUST BE COMPLETELY SEPARATE and emailed separately through tender@mespt.org by COB 27th August 2021 and clearly named as either “TECHNICAL PROPOSAL” or “FINANCIAL PROPOSAL”. The subject of the email should clearly capture the tender number & description. The file with the “FINANCIAL PROPOSAL” must be encrypted with a password so that it cannot be opened nor viewed until the Proposal has been found to pass the technical evaluation stage. Once a Proposal has been found to be responsive by passing the technical evaluation stage, MESPT shall request via email the Proposer to submit the password to open the Financial Proposal.

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