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India

BIHAR PANCHAYAT STRENGTHENING PROJECT Credit No.: 5160 - IN

Request for expressions of interest

For

Consultancy Services for Human Resource agency for Recruitment

Reference No. : BH/BPSP/ C-024

1. The Government of Bihar (GoB) aims to strengthen the Panchayati Raj Institutions as

units of self -governance with a physical presence capable of planning, implementing and

monitoring developmental schemes, promoting community participation, generating

employment opportunities and providing justice at doorsteps.

2. Bihar Gram Swaraj Yojna Society under Department of Panchayati Raj, Govt. of Bihar has

received financing from the World Bank towards the cost of Bihar Panchayat Strengthening

Project, and intends to apply part of the proceeds for consulting services. The project aims “to

strengthen state government capacity in promoting inclusive, responsive and accountable

Panchayati Raj Institutions in six districts” viz., Patna, Nalanda, and Bhojpur, Saharsa,

Supaul, and Madhepura.

3. The consulting services include hiring a Human Resource Agency for recruitment of

professionals. The expected number of recruitment will be that of 1498 personnel in different

positions. The positions for which professionals are to be recruited are from State to Panchayat

Level.

4. Bihar Gram Swaraj Yojna Society now invites eligible consulting firms (“Consultants”) to

indicate their interest in providing the Services. Interested Consultants should provide

information demonstrating that they have the required qualifications and relevant experience to

perform the Services. The short listing criteria are mentioned at the end of the EoI. Further details

including a draft ToR and detailed advertisement may be referred to in the Procurements section

on the website www.bgsys.gov.in.

5. The attention of interested Consultants is drawn to paragraph 1.9 of the World Bank’s Guidelines:

Selection and Employment of Consultants [under IBRD Loans and IDA Credits by World Bank

Borrowers (“Consultant Guidelines”), setting forth the World Bank’s policy on conflict of

interest.

6. Consultants may associate with other firms in the form of a joint venture or a sub consultancy to

enhance their qualifications.

7. A Consultant will be selected in accordance with the Quality & Cost Based Selection(QCBS)

procedures set out in the World Bank’s “Guidelines : Selection and Employment of Consultants

Under IBRD Loan and IDA Credits & Grants by World Bank Borrower - January 2011” The

Guidelines are available at www.worldbank.org/procure.

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8. Interested Consultants may obtain further information at the address below during office

hours [10:00 to 17:00 hours]. This notice for Expression of Interest has also been posted on

website www.bgsys.gov.in

9. The firms must submit the EOI in spiral bound, seal and signature on each page is must, loose

papers will not be entertained.

10. Expressions of interest with all relevant information and documents must be submitted and

superscripted “Expression of Interest for Human Resource agency for Recruitment” on top

of a closed envelop to the address below by not later than 15:00 hours (IST) on 15th February,

2017. In the event this last date being declared as holiday by the State Government, due date for

submission of above EOI will be the next working day at the same appointed time. The bids after

the due time & date for submission shall not be entertained under any condition, whatsoever.

The proposals shall be opened on the same day i.e. 15th February, 2017 as the last date for

submission at 15:30 hours (IST) in the presence of the bidders' representatives, who choose

to attend.

[Bihar Gram Swaraj Yojna Society]

Attn: [Kuldip Narayan, Project Director-cum-CEO]

[Bihar Gram Swaraj Yojna Society]

[Department of Panchayati Raj, Govt. of Bihar]

[3rd Floor, BISCOMAUN Tower, Gandhi Maidan]

[Patna – 800001 (Bihar)]

Tel: [+91-612-2219175]

E-mail: ceo@bgsys.gov.in]

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Government of Bihar

Bihar Gram Swaraj Yojna Society (Bihar Panchayat Strengthening Project)

3rd Floor, BISCOMAUN Tower, Gandhi Maidan, Patna-800001

Phone: 0612-2219175, Email: info@bgsys.gov.in, website: www.bgsys.gov.in

Terms of Reference for Hiring Human Resource Agency for Recruitment

Introduction Bihar Gram Swaraj Yojna Society is established by Department of Panchayati Raj, Govt. of Bihar with the aim of being a catalyst agency for the Government of Bihar’s vision for empowering Panchayati Raj institutions. It is currently implementing a project- Bihar Panchayat Strengthening Project (BPSP), supported by IDA assistance from the World Bank in 12 districts of Bihar viz., Patna, Nalanda, Bhojpur, Gaya, Rohtas, Aurangabad, Supaul, Saharsa Madhepura, Samastipur, Madhubani and Darbhanga. Bihar Gram Swaraj Yojna Society is led by its General Body, from which a more functional Executive Committee has been formed for taking all policy level decisions and providing oversight on operational activities of the society. Representatives from the Government of Bihar, form the Executive Committee of the Society. The structural arrangement for implementing BPSP would be through its four tier structural unit i.e. State Project Management Unit, District Project Management Unit (DPMU), Block Project Management Unit (BPMU) and Panchayat Level Community Resource Persons.

The detailed Organizational structure with key functional responsibilities features is annexed as Annexure"A" for reference. Objectives of the Assignment The objectives of the present ToR is as follows:

Executive Committee led by Principal Secretary/Secretary, Govt. of Bihar, members from Govt. Depts.

SPMU headed by CEO/Directors supported by a thematic Expert consultants i.e State Project Managers s & Project

Managers

DPMU headed by District Project Manager and supported by various thematic Managers and support staff.

BPMU headed by Block Project Manager and supported by thematic facilitator and support staff.

Community Resource Person/Panchayat Facilitator

(Field Staff 1 for every 4 Gram Panchayats)

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Successfully conducting recruitment of adequate number of manpower (as stated under section “scope of work”) on time (as mentioned under section “key task, output and time frame”) as per recruitment norms of BGSYS. Scope of the Work A. The assignment is meant for meeting manpower demand for different levels of the Unit namely: State Project

Management Unit (SPMU), District Project Management Units (DPMU) and Block Project Management Units (BPMU) and Panchayat Level. The manpower required under the assignment are as follows: Details of No of positions

Serial No

Total no of Positions for SPMU

Total no of Positions for DPMU

Total no of Positions for BPMU & CRP/Panchayat Facilitator

Total

1 19 91 1384 1494

The details of requirements for each position i.e qualification & experience is attached as Annexure- "B" Recruitment for the residual vacancies has to be completed latest by the end of three months after completing the recruitment cycle. Addition or deletion in number of position may be possible as per the actual requirements during the assignment period. This would be worked out mutually between the HR agency and BGSYS which would not be more than 10% of total positions as stated above. B. The information management at each step of recruitment (particularly state specific condition) needs CLEAR,

EFFECTIVE and ON TIME release of various advertisements, both in English and Hindi, in local newspaper with statewide and/or national circulation. Considering the number of positions against the recruitment has to take place, managing advertisement (publication of advertisement, receiving applications in appropriate format, short listing, conducting tests (written and/or oral), conducting Group Discussion, Interviews, Panchayat Immersion (only for the position of Panchayat Facilitator) and preparing the merit lists, etc. would be considered as one of a major task for the HR agency. The advertisement will also be floated on reputed web-portals visited by job seekers in the development sector. The recruitment agency will ensure this. The vacancies may also be floated on mobiles by bulk messaging facility through internet and web portals to maximize the candidature for the vacant positions.

C. After recruitment, the counseling and Joining of selected candidates would also be an important task to be completed on time with due accuracy and proper documentation. In addition to the above, another major task under the assignment for the HR agency will be to facilitate joining of selected candidates.

D. For the position of Community Resource Person/Panchayat Facilitator a 1 month Panchayat Immersion Program shall be an integral part of the recruitment process. Only after successful completion of 1 month Panchayat Immersion the candidate shall be finally selected for the position.

This assignment would be for the period of 1 year, effective from its inception date which may be further extended for another year, subject to requirement and satisfactory performance of the agency. Any change in the period of assignment will only be made after satisfactory review by the Society. Approach and Methodology of Recruitment:

A. The HR agency has to provide detailed work plan before any recruitment along with its methodology of recruitment, place of recruitment, tentative dates of examination, List of panel members, and submission date of result and reports. The schedule of the recruitment will be finalized by the recruitment agency in consultation with BGSYS.

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B. The recruitment agency will follow the prescribed norms and criteria of selection for respective positions as approved by the BGSYS. Further, special attention will be given by the recruitment agency to maintain the quality of conducting test of recruitment and setting question paper for the purpose.

C. The recruitment agency will design exclusive selection tools for different sets of positions i.e. Senior Managers, Mid

level managers, Field staff and Support staff. The selection strategy and tools should be designed in such a way that it could assess requisite knowledge, skills, and attitude on quality parameters for different positions.

D. The recruitment agency will have to comply with the reservation policy of Government of Bihar.

E. The recruitment agency will design the whole recruitment process according to the guidelines suggested in the HR

manual of Society/after approval by Project Director. The relevant portion of HR manual is attached as Annexure "C" for reference.

F. The design of advertisement will be prepared by the recruitment agency and approved by Project Director, BGSYS. In

general, responsibility of notifying vacancies will be with BGSYS.

G. The recruitment agency has to follow a structured system of receiving application (through electronic media), scrutinizing them on criteria set by BGSYS, recording reasons of rejection of applications and announcing shortlist and rejected applications with necessary information on website (BGSYS). The rejected applications will be posted on website of BGSYS with reasons for rejection. Applicants will be allowed to claim their candidature with proper documents and if their candidature is found to be satisfactory they should be considered shortlisted for the position applied for. Whenever required, the necessary information about scrutiny of application will be provided to BGSYS.

H. The agency will capture the processes of recruitment and selection in video form and submit to BGSYS.

The Key parameters of the assignment: 1. Successful completion of recruitment on time and selection of maximum suitable individuals meeting BGSYS’s

requirement. 2. Placement of a team of key professionals with relevant experience along with defined roles and responsibility for

conducting and completion of the assignment. 3. Maintaining high degree of accuracy, transparency, accountability and required confidentiality in the process of

completion of this assignment. 4. Reference check and credential verification of the recommended and waitlist candidates before presenting the

final result. 5. Post placement review after induction of the selected/joined candidates ensuring quality and suitability of

individuals selected on the positions. 6. Further systematizing as well as diversifying selection process to make the recruitment meaningful and

recognized. 7. Compliance on feedback of BGSYS on quality concerns in the fulfillment of the objective and completion of this

assignment. 8. Candidates who do not turn up for joining after selection would not be considered as completed task on behalf

of the recruitment agency. The payment schedule of the assignment would necessarily be linked with final recruitment and completion of task on time.

9. Support in filling the Roaster register as per Bihar Roaster norms. 10. Panchayat Immersion Program for the position of Community Resource Person/Panchayat Facilitator.

Reporting requirements: A. The agency will submit an inception report both in hard and soft copy. B. Detailed progress report after every step of the process from announcement of the vacancies to joining of the

final candidates.

C. The final list of the recommended candidates will be submitted by the agency along with waitlist candidates

under each category of positions. The recruitment agency will submit the final result of recommended candidates in the prescribed set of formats and along with documents as mentioned below after completing every event of recruitment.

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Form A: Latest copy of CV in original of both recommended and waitlisted candidates (filled by candidates while participating in the selection process)

Form B: Compiled Profile of the Candidate (both recommended and waitlist) in soft and hard copy in the format approved by BGSYS.

Form C: Credential Verification Form (of both recommended and waitlisted candidate) as annexure. Compiled reports of the same.

Form D: Basic Information details suggested as annexure.

D. The result must be submitted after verification of reference of both selected and waitlisted candidates.

E. The final report of recruitment would include the following documents:

i. Soft copies in CDs and hard copies of original scanned data (marks & profile of candidates)

ii. The soft CDs & hard copies of data exported in excel sheet,

iii. The list of shortlisted candidates (merit list)

iv. The reservation roster/vacancy wise recommendation list

v. The verification report of credentials certificate of candidates

F. Whenever required, the recruitment agency will share all information sought by Society related to recruitment

conducted as per ToR and the agreement. Therefore, the agency will keep all recruitment records with it. G. The entire assignment is expected to be completed by the time line given under Key Task Output and Time Frame

table given below. However, residual vacancy at any level may be filled up by the recruitment agency immediately in the next three months. The extension or any change in the period of assignment will only be made after mutual review by both the parties.

H. The agency would have to maintain high degree of accuracy, transparency, accountability and required confidentiality in the process of completion of this assignment and would be required to provide compliance of queries related with recruitment under RTI Act 2005, applicable for the Society.

Key Professionals and team to be engaged for the assignment The agency would provide a list of Core Team with qualified key professionals having adequate number of manpower with relevant experience for this assignment. The core team of key professionals must include a Team Leader, a Co Team Leader, 3 Expert members having minimum PG degree qualifications with relevant experience as stated below: Team Leader: The Team leader should have a minimum of 10 years experience in planning, designing strategy & framework along with developing, directing and managing similar assignment with a Post Graduate Degree. Co- Team Leader: The Co-Team leader should have a minimum of 8 years experience in coordinating, execution and managing similar assignment with a Post Graduate Degree in Management. Expert Team Member-1: The expert team member should have a minimum of 7 years of experience in recruitment and selection methodology with a post graduate in Management. Expert Team Member-2: The expert team member should have a minimum of 7 years of experience in recruitment and selection methodology with a post graduate in Psychology/Management. Expert Team Member-3:

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The expert team member should have a minimum of 7 years of experience in the field operations in rural development projects with a post graduate degree in Management/MSW. The Key Task, Deliverables and Time frame of the assignment: The key tasks, deliverables and time frame of the assignment will be as follows:

SN

Key Task Deliverables and Time frame Remarks

1 Workshop A workshop will be conducted to facilitate understanding and clarity of both the parties on the TOR. It will be the responsibility of the agency to organize the workshop.

Within 10 days of signing of the contract

2 Submission of Inception report

Inception report submitted within 15 days of signing the contract agreement for the assignment

Inception report will include the readiness report on i.e. Office set up & placement of team at Patna with all support systems and assets.

3 Recruitment process for all positions

Report of written examination within 75 days after signing the agreement by the agency

Report will include detailed progress report of the process

4 Interview The final list of successful candidates including wait list within 105 days of signing of the agreement.

Report will include the total score i.e. written exam, group discussion & interview.

4 Completing Recruitment process for all positions

The recruitment on all positions to be completed successfully within 120 days of signing agreement

list of recommended and waitlist candidates

5 Completing issuance of offer letter & conducting joining for finally selected candidates

Completing joining of recommended candidates as per approval by BGSYS

Report of Joined candidates.

6 Panchayat Immersion Program

1 Month Panchayat Immersion Program for Community Resource Person/ Panchayat Facilitator, shall be part of the recruitment process. Only candidates who successfully complete the immersion program shall be finally selected for the position.

Final report of deliverables.

***Note: The panel for interview will be decided by BGSYS. However, the date, venue & time (including tea & snacks for the panelists) for the interview will be fixed by the HR agency. The HR agency will also suggest the panelist for each of the positions for which the interview will be conducted. BGSYS will facilitate invitation to the government officials . Services and facilities to be provided by the Client: A. The BGSYS will provide all the guidelines, provisions, norms related to conducting recruitments viz. numbers of

vacancies, guidelines of Govt. reservation roster and other necessary information required for completion of this assignment.

B. The Project Director, BGSYS may nominate its representative in any of the selection process. C. Facilitate the Panchayat Immersion Program. D. SPM – HR will be the Nodal Person for this assignment from BGSYS. Review and Monitoring of the Assignment A review may be conducted by both BGSYS and the recruitment agency after conducting each round of recruitment. Project Director, BGSYS may form a review committee at BGSYS level to monitor and review the progress of the assignment.

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Annexure: Suggested Format for Submitting Profile of the Selected and Waitlisted Candidate (Form B)

1. Sl.

2. Reg. No.

3. Name of the candidate

4. Father’s/Husband’s name

5. Category (under which s/he has selected)

6. Domicile of

7. Date of Birth

8. Address for communication (present)

9. Address for communication (permanent)

10. E-mail and phone no

11. Educational Qualification (from matriculation to higher along with year of passing, subject, institute and

% of marks)

12. Work experience (including designation, name of agency/institution, duration, nature of experience)

13. Remarks which specifically details the total years of experience, nature of experience, post qualification

experience and comments which is necessary to take consider before accepting the result)

Annexure: Credential Verification Form (Form C) Name of the Candidate: Registration No: Position applied For: Camp at: Date:

1. Educational Qualification

Certificate Presented: Yes/No

Sl. Examination Passing Year

Marks Obtained

Certificate Yes/No

Initials of Verifying Officer

2. Age Proof

Certificate Presented: Yes/No

Type of Certificate presented: Matriculation Certificate/others Date of Birth:

3. Caste Certificate

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Certificate Presented: Yes/No Certificate Issuing Authority: No and Date: Category

Caste 4. Domicile Certificate

Certificate Presented: Yes/No

Certificate Issuing Authority: No and Date:

Resident of:

Signature of verifying Officer

Seal of Agency with date

Note: The OMR sheet/technique may be used for the purpose to get the data base and required information correct which would be used for further reference. Annexure: Basic Information Details (Form D)

1. Recruitment date

2. Positions for which recruitment conducted

3. No of vacancy (for each positions)

4. Place :

5. Total no of application received

6. Total no of application shortlisted and invited to participate in selection process

7. Total no of rejected applications with reason of rejection

8. Total no of claims received.

9. Total no of claims settled after verification of claims

10. Total no of candidates shortlisted for round 2/3 (or any other) selection process

11. Category-wise details of recommended and waitlist candidates

12. Name and association of Resource Person/Panel Member involved in selection process

13. Declaration of checking the reference of the selected and waitlist candidates

Organisational Structure and with key functional property: "Annexure-A"

State Project Management Unit:

The State Project Management Unit headed by Project Director cum Chief Executive Officer and will proactively

work for designing policy, planning interventions and operational strategies for the Program under the guidance

of its Executive Committee. Besides this, SPMU will work for the following: -

Foster collaborations with external agencies, Government departments and other stakeholders through

regular interface, meaningful linkage and purposeful dialogues.

Setting up team within organization and build up their capacity for effective functioning and

implementation the Mission’s activities.

Design and operationalise Project Management System including Program Monitoring System,

Financial Discipline, Human Resource Management and Administrative Control within the Project.

Lobbying and policy advocacy on panchayati raj issues and coordinating with relevant Government as

well as line departments and pursuing the same.

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Constituting effective and functional group i.e. advisory/tasks/research/study group as and when

required to conduct evaluation and review of the progress.

Design communication policy, disseminate learning on various platforms, preparing relevant documents,

progress reports and enabling favorable environment for various convergences.

Developing training design, relevant materials, conduct required training exposure, workshop,

experience sharing/cross learning events and institutionalize learning system within organization.

Institutionalize learning system within the organisation and usher the culture of learning organization.

Designing and identifying scope of partnership with service provider agencies related to need based and

emerging panchayat raj interventions, Managing and coordinating work with them.

Identify and initiate knowledge gap studies, special studies on emerging issues and draw its implications

for improvement of quality of the program.

Have overall responsibility and authority to decide the ways for implementation of the Program under

the guidance of the Executive Committee.

Support Structure at SPMU (State Project Management Unit)

Key Roles and Responsibilities of Positions at SPMU:

Position Key Roles & responsibilities

Project Director Cum Chief Executive

Officer

Administrative head of the project; day-to-day oversight and leadership;

link between the project and the DoPR and other government

departments; leadership roles and functions vis-à-vis finance,

administration, human resources as described in detail in the HR Manual

of the project and the Society.

Director -

Finance & Administration

Assist the Project in financial management and administrative function

of BGSYS.S/he will lead, supervise & review their performance and

recommend for extension of contract and performance linked annual

pay; s/he will be also responsible for coordination with auditors and

financial/HR consultants of the project. S/he will be responsible for

Project Director cum Chief

Executive Officer

Director -

Finance & Administration

Director-

Operations & Communications

Director-

Knowledge Management OSD

(Personal assistant (Steno))

SPM-ADMINISTRATION &

HR S

P

M

T

H

E

M

A

T

I

C

U

N

I

T

SPM-FINANCE

SPM-MONITORING &

EVALUATION

SPM-PROCUREMENT

SPM-CAPACITY BUILDING

SPM-COMMUNICATION

PM - PROCUREMENT

SPM – AUDIT &ACCOUNTS

SPM-WATER & SANITATION

SPM-Civil/Architectural

Engineering

S

P

M

T

H

E

M

A

T

I

C

U

N

I

T

PM - HR

Assistant (4)

PM – CAPACITY BUILDING

PM

PM - IT

Cashier

PM - Documentation

SUPPORT TEAM Receptionist - 1, Data Entry Operator - 4, Security - 6, House Keeping - 1, Driver - 3 & Office boy - 6

Accounts Officer (2)

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ensuring timely submission of IFR/reports/plans in addition to his/her

functions; Overall responsible for grievances redresses within the

society/project. other work as & when assigned by the Project director

Director-

Operations & Communications

S/he has to give leadership in managing the Panchayat capacity

building, Institutional strengthening, Panchayat Performance wards, and

Communication components. S/he has to plan and execute Capacity

Building & Institutional Strengthening interventions according to project

objectives and in close coordination with other government agencies;S/he

will be responsible for preparing the ToRs for the consultancy

required for different capacity building activities envisaged under the

project; other work as & when assigned by the Project Director.

Director-

Knowledge Management

As a head of the Knowledge Management Unit will be overall responsible

for Decentralization & Policy Research, Panchayat Performance

Research and Analysis, Monitoring and Evaluation Capacity Building of

Panchayats related to Financial Management. Monitoring and evaluation

will involve project interventions in capacity building of Panchayat,

construction of Panchayat Sarkar Bhawan, monitoring of Panchayats for

giving performance award and monitoring of subproject taken up for

utilization of award money. S/he has to work for and manage activities

related to innovation and learning like studies, documentation,

organizing events and dissemination of good practices. Other work as &

when assigned by the Project director.

State Project Manager- Core

Thematic Unit (Capacity Building,

Communication, and Water and

Sanitation, Audit and Accounts)

Designing various policy frameworks related to the concerned

thematic area and intertwining/interlinking them with other related

thematic programs as per their requirement. Developing business

plan, standard business processes, ensuring its monitoring and

progress review for need based change and effective roll out of the

concerned thematic program in sync with other domains.

State Project Manager- Support

Thematic Unit: (Administration, HR,

Finance, Procurement, M&E,

Civil/Architectural Engineering)

Designing and developing policy frameworks, standard business

process related to HRM, Finance, Admin & Procurement to

support and coordinate the SPMU core program team in rolling out

the thematic program operations effectively and achieving the

quality results timely.

Project Manager- (HR

,Documentation, Accounting CB ,

Procurement and Capacity Building

To support concerned SPMs in designing various policy

frameworks and developing standard business plan related to

interventions and program support in sync with other domain

requirements. To roll out various required thematic interventions

as well as support the District team in conducting staff

inductions/trainings/CB programs related to the concern

domain/thematic area for staff as well as community cadre timely

for quality program interventions.

Team of IT staff Designing and implementation of system related to development

work and web based MIS system and data based software. To use

Information technology methods to monitor, obtain, analyze and

data transfer from MIS. Maintenance of machines and equipment.

To administer the data of MIS, compiling and analyzing reports for

the purpose of monitoring and evaluation team for learning and

further needful action.

Team of Accountants &AO To maintain books of account at SPMU level and regularly

updating them. Responsible for providing all secretarial assistance

to block staff and maintain all official records. Responsible for

channeling upward and backward official communication.

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Team of Office Assistants To extend all secretarial assistance to Officers/Managers at

SPMU. Largely will be looking after all communication, office

record keeping, compiling of project information, maintaining

records related with programmatic, administrative and HRM affairs

and acting as nodal person for channeling communication to/from

SPMU.

Pool of Miscellaneous Staff-

Receptionist , Computer operator,

PA etc

Responsible for designing and entry work, managing information

and compliance related to complains and grievance, drafting

letters and other documents required at SPMU level. Also,

personal assistance, receiving visitors etc.

DPMU: District Project Management Unit

The District Project Management Unit will be operational at District level. The role of DPMU will be to coordinate,

implement and manage mission activities (as per overall activity plan spread over different phases).The district

unit will be responsible for the following functions:

Preparing annual action plan of the program activities and ensure timely accomplishment of the same.

Ensure operationalization of all the policies under financial, administrative, procurement and HRD

guidelines at District level.

Conducting periodic reviews of program progress and timely communicating of reports to SPMU and

District administration as and when required.

Conducting periodic capacity building reviews as well as other related activities for district and Block

staff and community cadre.

Establishing strong linkages with district government offices, line departments, district resource

agencies and eminent public representatives for garnering required support for success of the project.

Monitoring and supervising Panchayat Grant Fund.

Documenting learning of the project and disseminating the same on all relevant platforms and with

SPMU as well district administration.

Extending handholding to block staff as and when required, facilitating block team for building team

there and also being responsible for furnishing MIS information to SPMU on time.

Support Structure at District Project Management Unit: DPMU

SUPPORT TEAM

Assistant cum Data Entry Operator & Office boy

District Water Sanitation

Coordinator

District M & E Coordinator

District Panchayat Finance

Coordinator

Accountant

Cashier

District Project

Mananger

District Social Development

Coordinator

District Finance Manager

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Key Roles and Responsibilities of Positions at DPMU:

Position Key Roles & responsibilities

District Project Manager S/he will be the team leader of DPMU & responsible for managing

and supervising a team of 10-15 staff of district Unit and 8-12

staff in each block units (about 15 -20 blocks per district). S/he has

to work under overall guidance & supervision of SPMU. S/he will

be member secretary of district level coordination committee under

the chairmanship of DM. S/he will be responsible for convening the

meeting as per the society rules. S/he will be responsible for overall

planning, implementation, management, monitoring and reporting

of all project activities and for ensuring that all block staff give

reports / meet the desired outputs given by BGSYS. The person has

to coordinate with government line Departments as required for

the project in the district, other work as & when assigned by SPMU.

District Social Development

Coordinator

The person will be responsible for institutional strengthening of the

Panchayats and coordinate the capacity building support functions

related to institutional development aspects of PRIs.

Coordination with line departments on activities related to social

mobilization and social inclusion in flagship programs. Implement

project plans for building awareness on social inclusion and

empowerment of weaker section among the PRI representatives and

functionaries at the district level. Orient block managers to ensure

awareness creation among the community on the project,

participation in Gram Sabha and inclusion of weaker section in PRI.

Ensure the implementation of IEC material. Responsible for the

implementation of Resettlement Policy framework in the

district.Other work as & when assigned by SPMU.

District Water Sanitation

Coordinator

The primary responsibility of the District Water and Sanitation

Coordinators contracted under the project is to plan and implement

C.B. of GPs with regard to Water & Sanitation activities through

the BPMU and coordinate with BPMU, line departments and

implementation partners in an effective way. It also includes

monitoring the work of the implementation partners and report to

the PMUs at state and district level. Conduct district level

workshops advocating for community led approaches. Support

implementation of Behavior Change Communication strategy.

Monitor outsourced firms to support capacity building and

handholding. Block level trainings for GP members. Roll out of

community level activities in the villages for behavior change –

creating demand among the people, facilitate construction of toilets

by the households, end open defecation. Implementing a

monitoring system at GP level which tracks coverage of toilets,

usage and sustainability – linked to the project MIS / TSC MIS.

other work as & when assigned by SPMU.

.

District M&E Coordinator

S/he will organize progress, process and results monitoring

according to agreed procedures and formats developed at State

level. S/he will be responsible for MIS management activities,

facilitating reviews at various project levels and documentation

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work, streamlining information flow through periodic compilation

of progress, periodic analysis of data based on project health

indicators and circulation of the same both downward and upward

to all concerned and documenting identified best, process

monitoring and periodic evaluation at district level. S/he will

propose adjustments to monitoring indicators based on feedback

from the field, S/he will implement agreed participatory M&E

with local stakeholders, S/he has to work closely with the other

coordinators/managers to ensure that all data is captured in

timely manner, analyzed for lessons learnt and disseminated to all

parties as needed, to support regular management information,

review and decision- making. Other work as & when assigned by

SPMU.

District Finance Manager

S/he has to manage regular books of accounts, financial reporting

and submission of accounts/reports to SPMU. S/he has to work for

financial management activities related to credit/grant of the grant

of WB and Govt. S/he will support District Project Manager in

managing day to day financial management of the DPMU. S/he

has to help in preparing procurement plan & procurement of goods

and services for the project/Society. Her/his role includes

preparation of budgets and monitoring the financial management

functions and application of tools. S/he will maintain inventory of

materials and books of accounts, co-ordinate and support meetings,

workshops related to financial procedure budget expenditure

analysis. Ensuring compliances of TDS under Income Tax Act,

WCT of VAT. Other work as & when assigned by SPMU.

District Panchayat

Finance Coordinator

S/he has to coordinate at DPMU and help in coordinating capacity

building & facilitation activities related to Panchayat accounting,

PLAN PLUS and PRIASOFT for the target Gram Panchayats

through BPMU of the district. S/he has to ensure regular training

and other CB interventions on the aspect of Panchayat accounting

& PRIASOFT, maintaining relationship with support agencies,

other managers and stakeholders. S/he has to organize and monitor

support interventions like training, handholding and reviewing

for CB on Panchayat accounting & PRIASOFT. Other work as &

when assigned by SPMU.

.

Accountant

S/he will maintain day to day cash, accounting and book keeping

of the DPMU. S/he will maintain IT based accounting and bank

relations. S/he will manage payments and maintain documentation

Cashier

S/he has to manage cash transaction. S/he has to process the

cheques. S/he has to help in making payment.

The Block Project Maagement Unit (BPMU) will be the key unit for implementing and managing the mission

activity at the Block Level. The BPM will be the functional head of the BPMU supported by a resource team of

P a g e 15 | 24

Block Facilitators (resource persons for water & sanitation, environment & natural resource,

institutional & social management) and Panchayat Accounts Facilitators. At the GP level, technical

community resource persons will be engaged as per requirement and they will assist the Block Team

for community mobilization, institutional development & proper implementation of welfare schemes.

The community resource persons will also support the first stage of participatory M&E. They will

arrange regular meetings with beneficiaries and collect group inputs into and feedback on progress

and intermediate outcome indicators. This will be the key unit of the project whose quality and effectiveness

will determine how effectively the project rolls out in the field in partnership with village communities.

Support Structure* at BPMU (Block Project Management Unit)

Key Roles and Responsibilities of Positions at BPMU:

Position Key Roles & responsibilities

Block Project Manager S/he will lead the Block level team of the Project, managing

almost 10-15 staff working directly under her/him for the

purpose of capacity building of Panchayats in various aspects

including institutional, social, nutrition, sanitation ,NRM, finance

etc. S/he will coordinate with DPMU and partner support

organization under the guidance & supervision of DPMU &

SPMU. S/he will be member secretary of block level coordination

committee under the chairmanship of BDO and will be

responsible for convening the meeting as per the society rules.

Responsible for planning, execution, monitoring &

documentation of project activities at block level. Monitoring of

performance of facilitators, Panchayats and project activities.

Liaison with Government departments including Government

Department, PRIs, civil society organizations and other external

agencies for project purposes. ot Other work as & when assigned

by SPMU/DPMU.

Block Facilitator : INS

[Institution/ Nutrition/ Social]

Overall I/C of Capacity building activities related with WATSAN,

NRM, Nutrition & Social and Institutional mobilization in the

block. S/he will be responsible to facilitate and support the

Community Resource Persons at GPs level and to provide

handholding support to them. Regularly facilitate Panchayats for

planning, implementing and monitoring Social and Institutional

mobilization and strengthening activities. Co-ordinate with

concerned line department for implementing the plan prepared by

GPs. Facilitation of community mobilization and IEC initiatives to

achieve desired results as per guidelines of Project /Society.

Ensure timely completion of the documentation of the community

Block Facilitator: INS

[Institution/Nutrition/social] Panchayat Account Facilitator

Block Project Manager

P a g e 16 | 24

mobilization processes and assist in ensuring appropriate and

timely follow up action to address the issues identified and

expected results in the process. Monitoring of performance of

Panchayats and project activities. Collecting and updating the MIS

related information for the project. Other work as & when assigned

by SPMU/DPMU.

Panchayat Account

(PRIASOFT)

Facilitator

S/he will responsible for capacity building and handholding of

Mukhiyas, Sachivs’ and Panchayat officials in 15-25 GPs. S/he

will be responsible for CB & handholding of Panchayat

Sachivs & Accountant for computerized accounting and planning

using PLANPLUS & PRIASOFT software. In initial phase

facilitating Panchayat Sachivs and Accountants in updating the

PLANPLUS & PRIASOFT formats offline/online will also be

required. Other work as & when assigned by SPMU/DPMU.

Panchayat Facilitator (One per

four Panchayats)

Participatory Planning of Gram Panchayat Development Plan

(GPDP) and Necessary hand holding support.

Community Mobilization.

Assist Block facilitators in GP level training programs.

Facilitation of GP on the activities related with institutional &

social mobilization and strengthening activities.

Assist Block Facilitators in proper execution of activities related

with institutional strengthening & social development activities.

Support Panchayats in discharging their statutory duties..

Annexure-"B" Position wise eligibility criteria /required qualifications and experience for BGSYS:

Sl. Positions Qualifications and experience Req.Nos.

1

Director-

Knowledge Management

(Functional Head of Knowledge

Management Wing)

Post Graduate Degree/Post Graduate Diploma in Business

Administration/Management/Rural Development/ Social

Work/Social Science or Equivalent with minimum 10 years of

total experience in development sector out of which 5 years

relevant experience at the State/National level will be

preferred.

1

2

State Project

Manager- Human

Resource

Post Graduate Degree/Post Graduate diploma in

HR/personal Management/MSW/ LSW or Equivalent.

7 years’ experience in HR management and/or

administration in Government/Private sector organization

out of which 3 year relevant experience in State/National

Level will be preferred.

Proficiency in use of computers, internet, emails,

productivity tools including MS office and similar software.

1

3

State Project

Manager- Water

and Sanitation

Post Graduate degree / diploma in Environmental Science /

Social Science/ rural development/ Social Work/ or Bachelor

Degree in Engineering or related discipline. 7 Year

Experience in thematic domain in Govt. /Pvt. Sector

organization out of which 3 years’ experience at

State/National level will be preferred.

1

4

State Project

Manager-

Monitoring and

Evaluation

Master/PG degree in statistics/ Economics/ Social Science or

PG Degree/ PG Diploma in rural development/ Social Work/

Management/LSW or related discipline. 7 Year Experience in

thematic domain in Govt./Pvt. Sector organization out of

1

P a g e 17 | 24

which 3 years’ experience at state/National level will be

preferred.

5

State Project

Manager-

Civil/Architectural

Engineer

Graduate Civil/Architect engineering or related discipline. 7

Years’ experience in thematic domain in Govt./Pvt. Sector

organization out of which 3 years’ experience at district/

state/National level will be preferred.

1

6

State Project

Manager- Audit

and Accounts

CA / ICWAI

with min. 7 years experience in Audit and account.

Skill in providing technical guidance on financial management

and accounting.

Proficiency in use of computers, internet, emails, productivity tools

including MS office and similar software.

1

7

State Project

Manager- Human

Resource

Post Graduate Degree/Post Graduate diploma in HR/personal Management/MSW/ LSW or Equivalent. 7 years’ experience in HR management and/or administration in Government/Private sector organization out of which 3 year relevant experience in State/National Level will be preferred. Proficiency in use of computers, internet, emails, productivity tools

including MS office and similar software.

1

8 Project Manager-

Documentation

Post Graduate in statistics/ Economics/ Social Science/ rural

development/ Social Work/ Management/LSW or related

discipline. 5 Year Experience in thematic domain in

Govt./Pvt. Sector organization out of which 2 years’

experience at district/ state level will be preferred

1

9 Project Manager-

Capacity Building

Post Graduate Degree/Diploma in Rural Development /Social

Work/Social Science/ HR Management/ Personnel

5 years’ experience in planning strategies and implementation of

capacity building activities at rural level through participatory

planning & implementation process and institutional/

At least 3 years relevant experience in capacity building of

PRIs/Local Self Government functions will be given preference.

Proficiency in use of computers, internet, emails, productivity

tools including MS office and similar software.

1

10 Project Manager-

Procurement

MBA – Finance/MSW/ M.Com/Administration or Equivalent

5 years’ experience in procurement and / finance. Skill in

handling procurement of goods & works and consultancies,

preferably in Government sector.

Skills in procurement functions of goods & works and

consultancies related to (preferably) development sector.

Proficiency in use of computers, internet, emails, productivity tools

including MS office and similar software.

1

11 Accounts Officer

CA-inter/ICWA-inter/M.com/MBA-Finance. Minimum 2

Years of Experience in accounts/financial management.

Ability to maintain books of accounts, maintain Vouchers

and process of accounting. Skills in MS Office and Tally,

familiar with financial rules and regulation.

2

12 Cashier

B.com/Inter CA/ICWA-Inter. 2 year experience in cash

management, Skill in handling Payments and cash

transactions. Skills in MS Office.

1

13 Personal Assistant

(Steno)

Graduate in any discipline. Experience in working as a steno

and computer typing skills in MS Office. 2

P a g e 18 | 24

14 Assistant Graduate in any discipline. 2 Year Experience as office

assistant. Skills in MS Office. 4

15 Total 19

DPMU Qualifications and experience

1 District Project

Manager

Post Graduate Degree/ Post Graduate Diploma in Rural

Development /Social Work/Social Science/ Management/

Agriculture or related discipline. 5 years’ experience in middle

managerial level in Government/Private Sector Organization out of

which 2 year experience at the District level will be preferred.

10

2

District Social

Development Co-

ordinator

Post Graduate Degree/ Post Graduate Diploma in Rural

Development /Social Work/Social Science/ Management or related

discipline. 3 years’ experience in thematic domain in

Government/Private Sector Organization out of which 1 year

experience at the District level will be preferred.

9

3

District

Water Sanitation

Coordinator

Post Graduate Degree/ Post Graduate Diploma in Environmental

Science/Rural Development /Social Work/Social Science/

Management or related discipline. 3 years’ experience in thematic

domain in Government/Private Sector Organization out of which 1

year experience at the District level will be preferred.

12

4

District

M&E

Coordinator

PG degree in Statistics/ Economics/ Rural Development/Social

Work/social Science/ Management or related discipline. 3 years

experience in thematic domain in Government/Private Sector

Organization out of which 1 year experience at the District level

will be preferred.

12

5

District

Finance

Manager

PG degree/PG diploma in finance/accounting/commerce; or,

CA-Inter / ICWAI- Inter or related discipline. Three years’

experience in thematic domain in Government/Private Sector

Organization out of which 1 year experience at the District

level will be preferred.

12

6

District

Panchayat Finance

Coordinator

PG degree/PG diploma in finance/accounting/commerce; or, CA-

Inter/ ICWAI- Inter or related discipline. Three years’ experience

in thematic domain in Government/Private Sector Organization

out of which 1 year experience at the District level will be

preferred.

12

7 Accountant

Graduate in Commerce/ Finance/ Accounting. At least 2

years’ experience in accounting. Skills in tally will be

preffered

12

8 Cashier

Graduate in Commerce. At least 2 years of work

experience in accounts. Candidates having knowledge of

tally will be preferred.

12

Total 91

BPMU Qualifications and experience

1 Block Project

Manager

PG Degree/Diploma in Rural Development/ Rural

Management/Social Work, Agriculture and allied with 1 year

relevant experience or post Graduate./ Graduate in any discipline

with minimum 3 years of relevant experience.

179

2

Block

Facilitator : INS

[Institution/

Nutrition/ Social

Graduate in any discipline with at least 2 years relevant

experiences. Proficiency in MS Office and having good

Communication s, Reporting & documentation skill. Capability to

drive Two- wheeler and have driving license

204

P a g e 19 | 24

3

Panchayat

Account

(PRIASOFT)

Facilitator

B.Com or Equivalent At least 2 years experience in accounting.

Good IT background. Good Communication Skills. Capability to

drive Two- wheeler and have driving license. 204

Panchayat Level

1

Panchayat

Facilitator (One per

four Panchayats)

Intermediate (Preference will be given to Graduate) with one year

experience in similar work.

Proficiency in Computers, Internet, Emails, Productivity tools

including MS office and Similar Software.

Good Communication skill in Hindi & local Language.

797

The positions above are indicative that may very as per the actual requirement during the assigned period.

Annexure-"C"

SYSTEM OF RECRUITMENT & SELECTION OF STAFF IN BGSYS

3.1 System of Recruitment (ref. HRD Manual)

The following methods will be applicable for selection of all positions in the Society except the Project Director

cum CEO.

3.1.1 By recruiting individuals from the open market, through a competent external agency or by the Society

itself

3.1.2 By selection of personnel on deputation from Government Departments and other Instrumentalities of

Bihar State, Government of India or Nationalized Banks

3.1.3 By outsourcing the services to an external agency for support services e.g. security, cleaning etc.

3.1.4 By head hunting through HR Agencies or through generating applications by soliciting recommendation

from staff, well wishers, other Govt. Departments.

3.1.5 By direct campus recruitment from reputed rural development, rural management, management, social

work, agriculture as well as other technical colleges/institutions.

For purpose of recruitment, staff categorization and method of appointment will be as indicated in the table

below.

Sl Categories of

staff

Methods of Recruitment & Selection

Directly

from Open

Market

On

deputation

Outsourcing the

services through an

external agency

Retired

Government

Personnel

1 Category I

NA PD No No

2 Category II

All except

Director –

Finance &

All No All

P a g e 20 | 24

Admin

3 Category III

All All No All

4 Category IV

All All No All

Recruitment process has to focus on selecting competent individuals who have people centric attitude and

their approach must reflect genuine thinking on working for the advancement of poor, ability to perform in

teams and commitment towards his/her job. Before recruitment of employee in the Society creation of posts

must be approved by the Executive Committee of BGSYS. Once the post is created, CEO will be authorized

to choose the selection method and accordingly recruit and select staff for all the positions lower than CEO.

For normal recruitment for all other positions the following steps will be followed.

a) Project Director approves the job profile of the positions to be recruited

b) Minimum eligibility criteria for each position are defined. The criteria should define the education

and experience necessary for that position, plus desirable criteria if any.

c) Selection of Agency as per procurement norms (if it is decided by Society to conduct recruitment

through external agency)

d) Notification in leading newspaper/s and/or on related job sites on internet.

e) Receiving the applications, shortlisting them, inviting shortlisted candidate and conducting

selection process.

Suitable already employed BGSYS staff will also be given fair chance to apply for any vacant position. An internal

circulation will be made across the project offices along with notification in newspapers and announcement of

vacancy on relevant websites.

3.2 System of Selection

The selection process of BGSYS will comply with Government of Bihar’s rules of reservation as applicable. The

grouping of positions would be made keeping the BGSYS as a unit.

All possible effort will be made to fill the reserved positions within the society. The benchmark of eligibility for

selection in BGSYS for reserved positions may be lowered as approved by the Executive Committee. In case of

reserved categories being vacant, vacancies would be filled as per norms followed by Government of Bihar but

following the prescribed process herein. Further, to encourage women to join BGSYS, eligibility criteria for

women for field level positions may be lower than the standard prescribed in general in case required numbers

of staff is not available.

In case of filling regular vacancies or conducting recruitment for a few numbers of positions, the Society will

conduct recruitment on its own. Project Director will be authorized to take this decision based on urgency and

cost implications. In this case selection process would be followed as described under clause 3.3.

The appointment of Project Director will be done by the Government of Bihar. For appointment of all other

positions under the Project, the Executive Committee authorizes the Project Director to recruit and select suitable

individual either directly or through hiring a competent external HR Agency.

3.3 Selection Process1

For selection of staff, the Project may utilize the present staff or seek the services of a qualified HR Agency. The

selection of the agency should follow the procurement norms of the Project.

P a g e 21 | 24

For each position, a set of minimum eligibility criteria would be defined beforehand based on which candidates

would be shortlisted for the selection process. This would detail out the following

a) Minimum Educational Qualification required

b) Minimum years of Experience required

c) Age limits (if any)

BGSYS would relax the criteria of Years of experience giving weightage in the following cases

a) If the candidate has been working with BGSYS for more than one year, the experience of working with

BGSYS would be given due weightage.

b) If the candidate has graduated from a premier institution (e.g. IIM, IRMA, XLRI, XISS, IIFM, TISS,

XIMB etc.).

c) A list of premier institutions for which relaxation could be given would be drawn up by Project Director

as and when required.

d) If a candidate has worked in reputed organizations, the experience of which would be an asset to BGSYS.

In all the above cases, the minimum years of experience prescribed in the eligibility criteria for the position could

be relaxed up to one year.

Broadly, the following characteristics, consisting of knowledge, skills, attitudes, and values, are considered

desirable for the different professionals to be selected for different posts in the Project. The table below provides

a general list of these attributes.

Attributes List of Competencies

Knowledge

Conceptual clarity on Panchayat, Decentralization & Poverty in local context,

development principles, strategies, knowledge of successful interventions, various

actors in development, their roles, and their limitations.

Thematic knowledge based on positions e.g. natural resource management, water

& sanitation, community mobilization, local self governance system & practices,

finance and accounts, panchayat empowerment, etc.

Skills

Communication: (oral & written), Presentation

Group facilitation (leading, confronting, clarification, supporting, Process related

skills)

Conflict Resolution

Leadership (initiating, consensus building, problem solving, providing new ideas,

Task related skills)

Decision Making (Information Processing, Planning, Scheduling, Problem solving)

Community organization skills (promoting groups, conflict management at

group level, inclusion, ability to convince)

Attitudes

Pro Poor facilitative orientation – understanding of the poor, seeing him/her self

as a co- learner with the poor, low stereotyping

Colleague Orientation – Colleague,, Supportive, low stereotyping

Work Style: i) Performance, willingness to work under stress;

ii) Self Driven/proactive, risk taking, result oriented

Thought Orientation – creative, critical thinking, willingness to learn, openness

Values Honesty, Commitment, Accountability, Transparency

The set of knowledge, skills, attitudes and values would vary from position to position of the project. For teams

working directly with the community, attitudes like empathy, pro poor orientation are more crucial than for those

P a g e 22 | 24

for example at the state level. Similarly task orientation, mentoring etc. assume criticality for those at State and

District teams.

The selection methodology would take these into account and accordingly identify instruments through which

these attributes could be tested. Hence along with tests that judge an applicants knowledge, skill, attitudinal

tests too would be conducted to get the right fit between the job requirements and the candidates.

Selection Methodology

The Selection Methodology for BGSYS would be an amalgamation of the following components.

Use of multiple, and formal, tests of selection. This allows for a more wholesome understanding

of the person to be selected. In order to be able to understand and rate candidates, three kinds of

Tests would be used.

Psychometric Tests. These are tests designed to indicate how psychologically comfortable an

individual is with the kind of work expected to be taken up in BGSYS. There are various types of

psychometric test which could be used depending on what we want to assess in an individual.

Sociometric Tests. These Tests are used to indicate an individual’s ability work in grou Usually

Group Discussions are used as instruments.

Knowledge Test. The test designed to know the knowledge of the candidate with regard to the

subject relevant to the position.

1 Month Panchayat Immersion Program for the position of Community Resource Person/ Panchayat

Facilitator, only after successful completion of the program the candidates shall be finally selected

for the position. The HR Agency will have to review the performance of the candidate during the

immersion program.

3.3.1 Evaluation Interview. It is a test, if handled well, which gives an overall v i e w o f what makes an

individual tick.

3.3.2 System of Outsourcing Support Services

Service of individuals to man the positions like Data Entry Operator, Security, Receptionist, House Keeping,

Driver, and Office Boy may be outsourced by entering into a contract with a single or multiple service

provider agency/ies. The service provider/s could be empanelled by the project and their services sought as

per the procurement norms of the project. The Project Director will hold the authority of engaging and

contracting such agencies.

The Project Director will have the authority to renew the contract with the out sourcing agencies based on

the satisfactory performance. In case of unsatisfactory performance by the person whose service is hired,

the Project Director will warn the service provider agency and ask for necessary action. If required, Project

Director will annul the contract made in this regard. The individuals whose service is hired through

outsourcing will be the employees of service provider agencies; they shall not be the staff of BGSYS. Hence

all liabilities of such person will lie upon the service provider agency.

3.4 Re-employment of Staff

BGSYS would consider reappointing staff that leave the Project due to personal reasons and wish to join

back. This would be applicable only if they had no reported disciplinary action against them and were not

asked to leave on disciplinary grounds.

In cases of re-employment, selection process of BGSYS as described earlier shall apply.

P a g e 23 | 24

4 STAFF CONTRACT POLICY

4.1 Terms of deputation of employees from the Government

Once selected, the appointment of employees from the Government departments and other instrumentalities

of the State on deputation shall be in accordance with the terms and conditions stipulated by the

Government of Bihar. A provision of an additional Project Allowance for those being appointed on deputation

will be made. Once appointed, the deputed employee will be governed by the rules and regulations of the

Society, to the extent that they are not in contradiction of the terms and conditions of service of their parent

department. They would go through the process of Performance Appraisal2 and would be entitled to rewards

as prescribed by the Society.

4.2 Appointment of persons on Contract

4.2.1.1 The authority to appoint CEO cum Project Director will be with the Government of Bihar.

4.2.1.2 The authority to appoint rest of the positions in the Society will be with Project Director.

4.2.1.3 If and when the Society requires personnel with specific skills/ expertise in handling specific

subjects/ special qualifications, such personnel shall be contracted for a consultancy assignment

following the procurement norms of the BGSYS.

4.2.1.4 The duration of contract of staff employed with Society will be for three years, further extendable

based on performance.

4.2.1.5 Those appointed on contract shall be initially on probation for a period of 3 (extendable to 6) months

and on their successfully completing probation, will be retained for a period of three years including

the period spent on probation. In case the probation is not extended even after one extension (a

total of 6 months), the candidate would be terminated.

4.2.1.6 Probation would be assessed on the following parameters

Performance on tasks given during the period of contract

Task orientation and Team work

Communication skill displayed

Sensitivity towards the target population

4.2.1.7 The panel for assessing the performance during probation would be as follows

Positions Panel Members

Category II

( Directors, SPM,

etc,)

CEO

Category II

(Others)

CEO, Concerned SPM.

Category III CEO, Concerned SPM (wherever necessary), SPM – HR, and

concerned DPM

Category IV SPM – HR, and concerned DPM/BPM

4.2.1.8 The candidate whose performance and character and conduct are not up to the mark while on

probation shall be discharged after giving them a fair hearing. They may be discharged without any

notice.

The authority to renew contract for all employee lower than Project Director will be with Project

Director.

P a g e 24 | 24

Tabular Format for submitting information by intending Human Resource Agency

Sl.No. Particulars Details

1 Number of years of overall relevant experience.

2

Major Assignments of recruitment undertaken by the agency/consortium in the last five years (attach separate sheet for each assignment along with proof of assignment with following brief details):- Name of Client:- Details of assignments:- Value of Assignment:- Period of Assignment:- Sector:- a) In Government Sector, Semi Government & Autonomous bodies. b) In other sectors Number of Persons recruited per assignment:-

Use separate sheet for each

3 Average Annual turnover in the last three years

Year Amt. in

Rs.

2012-13

2013-14

2014-15

Average

4 Constitution of Agency/Consortium

5

a) Total Manpower strength - b) Strength of Key Professionals of the proposed core team for the assignment–

6 Net worth of the Agency/Consortium:-

7 Head Office with Address, Phone number and e-mail ID.

8 Branch Offices with Address, Phone number and e-mail ID.

Short listing will be made on above criteria. Attach supporting documents with EOI.

SIGNATURE WITH SEAL OF THE AGENCY