TENDER FOR:
REVIEW AND UPDATE OF HUMAN RESOURCES MANUAL & RELATED POLICIES
1. Background
Mantis Kivu Marina Bay Hotel; a four-star hotel managed under the Accor/Mantis brand standards.
As part of strengthening corporate governance, improving operational efficiency, ensuring statutory compliance and addressing recommendations from recent operational and financial audits, the Company intends to engage a qualified consulting firm to undertake this independent assignment:
2. Objective
The objective is to review the existing Human Resources Manual and develop a modern, legally compliant and operationally practical HR Manual aligned with:
- Rwanda Labour Law
- Rwanda Social Security Board (RSSB) requirements
- Rwanda Revenue Authority (RRA) requirements
- Occupational Health & Safety regulations
- International hospitality best practices
- Accor/Mantis operational standards where applicable
- Company organizational structure and operational needs
4. Scope of Work
The consultant shall undertake, but not be limited to, the following activities:
A. Review Current Documentation
Review all existing HR documentation including:
- HR Manual
- Employee Handbook
- Employment Contracts Format
- Standard Operating Procedures
- Staff Regulations
- Existing HR policies
- Organizational Structure
- Job Descriptions
B. Gap Analysis
Conduct a comprehensive assessment identifying:
- Legal compliance gaps
- Policy inconsistencies
- Missing procedures
- Outdated provisions
- Operational risks
- Governance weaknesses
- Best practice improvements
Submit a Gap Analysis Report.
C. Update HR Manual
Prepare a comprehensive HR Manual covering, but not limited to:
- Introduction
- HR Philosophy
- Code of Conduct
- Equal Employment Opportunity
- Recruitment & Selection
- Probation Management
- Employment Contracts
- Staff Induction
- Personnel Records
- Working Hours
- Attendance Management
- Leave Administration
- Public Holidays
- Overtime Management
- Performance Management
- Promotion & Career Development
- Training & Development
- Salary Administration
- Benefits Administration
- Acting Allowance
- Service Charge Administration
- Staff Welfare
- Staff Accommodation (where applicable)
- Medical Benefits
- Uniform Policy
- Employee Recognition
- Staff Discipline
- Exit Interviews
- Record Retention
- Retirement
- Grievance Procedures
- Appeals Process
- Conflict of Interest
- Whistle Blowing
- Anti-Harassment Policy
- Anti-Discrimination Policy
- Drug & Alcohol Policy
- Sexual Harassment Policy
- Data Protection & Confidentiality
- Occupational Health & Safety
- Employee Separation
D. Develop / Review Supporting Policies
Review and update all relevant HR policies including but not limited to:
- Recruitment Policy
- Leave Policy
- Attendance Policy
- Overtime Policy
- Service Charge Policy
- Tips Management Policy
- Staff Discount Policy
- Acting Allowance Policy
- Performance Management Policy
- Training Policy
- Learning & Development Policy
- Code of Conduct
- Disciplinary Policy
- Grievance Handling Policy
- Whistleblower Policy
- Sexual Harassment Policy
- Health & Safety Policy
- Employee Welfare Policy
- Staff Gym Membership Policy
- Staff Use of Hotel Facilities Policy
- Remote Working Policy (where applicable)
- Data Protection Policy
- Conflict of Interest Policy
- Salary Advance Policy
E. Capacity Building
Provide training to management and HR staff covering:
- Implementation of the revised manual
- Policy interpretation
- Legal compliance
- Practical application
4. Deliverables
The consultant shall provide:
- Inception Report
- Gap Analysis Report
- Draft HR Manual
- Draft HR Policies
- HR Templates
- Final HR Manual
- Final HR Policy Compendium
- Electronic editable copies (MS Word)
- PDF copies
- Training materials
- Final assignment report
5. Consultant Qualifications
The consulting firm should demonstrate:
- At least five (5) years' experience in HR consulting and/or fixed asset management assignments.
- Proven experience with hotels or hospitality businesses is an added advantage.
- Strong knowledge of Rwanda labour legislation, accounting standards and internal controls.
- Availability of qualified experts in Human Resources, Labour Law, Accounting, Internal Audit and Asset Management.
- At least three (3) similar assignments completed within the last five years.
6. Expected Timeline
The assignment is expected to be completed within 8 weeks, distributed as follows:
- Week 1: Inception meeting, document review and work planning.
- Weeks 2–4: HR Manual review and policy development.
- Weeks 5–6: Draft reports.
- Week 7: Training and presentation of findings.
- Week 8: Submission of final deliverables and project close-out.
7. Proposal Submission Requirements
Interested firms shall submit:
Technical Proposal
- Company profile
- Understanding of the assignment
- Detailed methodology
- Work plan and implementation schedule
- Team composition and CVs of key experts
- Relevant experience and references
- Similar assignments undertaken
Financial Proposal
- Professional fees
- Daily rates
- Breakdown of costs
- Taxes
- Any reimbursable expenses
- Total contract price
8. Evaluation Criteria
Technical proposals will be evaluated based on:
| Criteria | Weight |
| Understanding of the Assignment | 15% |
| Methodology & Work Plan | 25% |
| Relevant Experience | 20% |
| Qualifications of Key Experts | 25% |
| Similar Assignments | 15% |
Application dead line: 16th October 2026
All interested applicants must send their documents to the following emails:
fm@mantiskmb.com then cc fom@mantiskmb.com