TERMS OF REFERENCE (ToRs)

Recruitment of a consulting construction company to support Help a Child and Partners
construction&renovation projects 2026-2028.

1. Background

Help a Child Rwanda is a Christian international non-profit organization committed to improving the wellbeing of vulnerable children, families, and their communities through child-centered community development programs. Through its current projects in Rwanda-Turakura Kids Rwanda, Natwe, and Nkuza Neza-the organization implements integrated interventions that combine capacity and resilience building with infrastructure development. In collaboration with its partners, Help a Child Rwanda undertakes the construction and rehabilitation of Early Childhood Development (ECD) centers and other facilities that support sustainable community development.

2. Purpose of the assignment

The purpose of this assignment is to recruit a qualified Construction Company to provide technical consultancy support in the planning, initiation, supervision, and quality assurance of construction and rehabilitation works under Help a Child and its partners’ projects -Turakura Kids Rwanda, Nkuza Neza, and Natwe. The consulting company will ensure that all works comply with the building codes and regulations of the Rwanda Housing Authority (RHA), national ECD standards, environmental and climate change regulations, donor requirements, safeguarding principles, and recognized best practices in construction and infrastructure development.

3. Objectives

• Ensure quality, timely, and cost-effective implementation of all construction and renovation activities.
• Provide technical oversight and guidance throughout the construction lifecycle.
• Ensure compliance with Rwanda Building Codes, environmental, child safeguarding, and safety standards.
• Strengthen accountability and transparency in infrastructure investments.

4. Scope of Work

The Construction company will undertake the following key responsibilities:

A. Planning and Design

• Participate in project planning processes, site assessments, and feasibility studies for infrastructure interventions implemented by Help a Child and its partners during the assignment period.
• Develop and/or review technical drawings, site plans, and Bills of Quantities (BoQs) for construction and rehabilitation works for ECD facilities and related infrastructure components, including playgrounds and complementary structures, ensuring cost-efficiency and compliance with approved engineering standards.
• Ensure that all designs comply with national construction standards, ECD infrastructure guidelines, environmental and climate change regulations, safeguarding principles, and other applicable regulatory requirements.
• Provide comprehensive technical specifications and documentation to support transparent and competitive tendering processes.

B. Procurement and tender support

• Support procurement processes, including participation in site visits with interested bidders.
• Provide technical clarifications and guidance to bidders during the tender process.
• Participate in contractor evaluation and support contract initiation.
• Meet with selected contractors prior to site installation to provide technical orientation and clarifications on designs, quality expectations, and compliance requirements.

C. Construction supervision and quality assurance

• Supervise construction and rehabilitation works on a regular basis to ensure adherence to approved designs, budgets, timelines, and quality standards.
• Engage and collaborate with local construction engineers (foremen, district and sector engineers) to ensure continuous verification and quality control.
• Monitor occupational health and safety standards, environmental protection measures, and safeguarding compliance at construction sites.
• Conduct monitoring visits at pre-determined milestones and document progress.

D. Certification and financial verification

• Verify completed works against approved BoQs and technical specifications.
• Review and certify contractor invoices and payment requests, providing technical verification notes to inform payment processing.
• Ensure that certified works align with contract terms and physical progress on site.

E. Reporting and Handover

• Prepare regular technical progress, quality assurance, and compliance reports.
• Conduct pre-handover inspections and prepare detailed technical reports highlighting any defects, pending works, or corrective actions required.
• Participate in the formal handover of constructed facilities.
• Submit a comprehensive final consultancy report summarizing activities undertaken, challenges encountered, lessons learned, and recommendations.

F. Technical advisory support

• Provide ongoing technical advice to project staff, partners, and relevant community structures to strengthen infrastructure planning and sustainability.

5. Detailed deliverables

6. Reporting and Coordination

The construction company will report to the HaC Programs Manager and/or the Program Development and Quality Manager. The consulting firm will work in close collaboration with Project Coordinators, PMEAL staff, Help a Child and partner procurement teams, relevant local authorities, and community representatives, including ECD management committees.

7. Duration of assignment

The assignment is expected to run over a period of three (3) years. The initial contract will be for one (1) year, renewable annually based on satisfactory performance and project needs..

8. Required Qualifications and Experience for key staff

• Bachelor’s Degree (A0) in Civil Engineering or Construction Management with at least three (3) years of relevant professional experience, OR
• Diploma (A1) in Civil Engineering or related field with at least five (5) years of proven experience.
• Demonstrated experience in public or community construction initiation and supervision, preferably in an NGO setting.
• Strong knowledge of Rwanda construction standards, procurement procedures, and site supervision.
• Experience working with donor-funded projects is an added advantage.

9. Skills and Competencies for key staff

• Strong technical and analytical skills.
• Ability to develop, to read and to interpret engineering drawings and BoQs.
• Good report writing and documentation skills.
• Excellent communication and coordination skills.
• High level of integrity, accountability, and attention to details.
• Proficiency in English; knowledge of Kinyarwanda is mandatory.

10. Ethical Standards and Compliance

The construction company and its key personnel involved in the assignment shall strictly adhere to Help a Child’s safeguarding, child protection, gender equality, integrity, PSEAH (Prevention of Sexual Exploitation, Abuse and Harassment), and anti-corruption policies. The company shall also ensure that all contractors, subcontractors, and service providers engaged in the works fully comply with these policies throughout the implementation period.

11. Application requirements

Interested companies should submit the following documents:

• A cover letter expressing interest in the assignment.
• The company profile highlighting relevant experience in similar assignments, including at least three professional references.
• CVs of key proposed staff demonstrating relevant qualifications and experience.
• Copies of relevant company registration documents and valid professional licenses issued by the authorized regulatory bodies, where applicable.

All application documents should be combined into a single zipped file and submitted via email
to info@hacrwanda.org no later than 30^th March 2026 at 5:00 PM.

The email subject line must read:
“Application for Construction Company – Company name”.

Only shortlisted companies will be contacted.