Terms of Reference (ToR): Request for Proposals for Job Grading, Role Clarity, and Salary Structure Review

TERMS OF REFERENCE 

Request for Proposals: Job Grading, Role Clarity and Salary Structure Review

CIVICUS | Duration: 40 working days: up to US$15,000

About CIVICUS

CIVICUS is a global civil society alliance working to strengthen citizen action and civil society around the world. Our Secretariat has approximately 85 colleagues and registered hubs in South Africa, Geneva and New York. Colleagues work across different countries, and their locations may change over time. 

Background and purpose

CIVICUS currently operates a common global salary scale, rather than separate country salary scales. We provide location allowances for designated positions that the organisation requires to be based in New York or Geneva. Subject to applicable requirements and organisational arrangements, colleagues may also relocate to countries where they have, or obtain, the right to live and work. This mobility is an important feature of our operating context. The assignment is not intended to commission a separate salary scale for every country where a colleague happens to be based as staff location is fluid. 

In 2021, CIVICUS reviewed job descriptions and grading using the Paterson approach. A separate review of the broad-banded salary structure sought to address historical anomalies, and a revised structure was implemented in 2022. We would now welcome an independent assessment of the continued suitability of our grading, role descriptions and remuneration arrangements, including how they compare with relevant organisations in the sector. 

We have not determined what the findings or preferred approach should be. We are seeking consultants who can bring independent judgement, relevant evidence and practical options for consideration.

Objectives and Scope

Working with the HR team and relevant stakeholders, the consultants will:

• Review the existing job grading framework and assess the consistency of role levels, responsibilities and accountabilities.
• Consider the clarity and consistency of job descriptions, including expected deliverables, and recommend a practical approach to strengthening them.
• Undertake proportionate salary benchmarking against relevant international civil society, NGO or comparable mission-driven organisations, explaining the choice of comparators and limitations of the data.
• Assess internal equity, external competitiveness, affordability and the practical implications of different remuneration approaches in a mobile, globally dispersed workforce.
• Present evidence-based findings and feasible options, with their advantages, risks, indicative cost implications and implementation considerations.

Expected Deliverables

1. Brief inception plan confirming methodology, consultations, information requirements and benchmarking approach.
2. A concise assessment of job grading, job-description consistency, and internal equity, with recommended principles or templates to promote fairness, transparency, and consistency in future use.
3. A salary benchmarking and structure review, clearly identifying sources, assumptions and any data gaps.
4. Equity and Fairness Assessment: An assessment of equity considerations within the proposed grading and salary structure, with recommendations appropriate to CIVICUS' global operating context.
5. A final report and presentation setting out findings, options, recommendations and a proportionate implementation roadmap.

Duration and Budget

The assignment is expected to be undertaken over a period of 40 working days, with a maximum available budget of US$15,000. Consultants are invited to propose a realistic workplan and indicate what can be delivered within this envelope. Please specify whether fees, taxes and any external salary-data costs are included. 

Consultant Experience

We welcome proposals from specialist consultants or teams with demonstrated experience in job evaluation, remuneration design and benchmarking for international NGOs, civil society organisations or similarly distributed workforces. Access to credible comparator data, sound analytical skills and the ability to communicate clearly with diverse stakeholders will be important. Physical presence in a specific location is not required. The assignment will be conducted remotely with no travel.

Submitting a Proposal

Please provide a concise proposal outlining your understanding of the assignment, suggested methodology, relevant experience, proposed team, 40 working days workplan, deliverables, and itemised budget. We welcome alternative approaches and will assess proposals on their technical quality, relevant experience, independence, feasibility, and value for money.

Please submit your proposals by Monday, 23 November 2026. Anticipated start date: 7 December 2026. Further organisational information and supporting documentation will be shared with shortlisted consultants as appropriate.

We appreciate and consider each application submitted. However, given the large volume of applications received, we find it impossible to respond to each applicant immediately. You will hear from us within three weeks only if you’re shortlisted for the next steps. We will update all applicants once the position has been filled.

CIVICUS reserves the right to withdraw any of our vacancies at any time.