TO PROVIDE PSYCHOSOCIAL SERVICES TO HUMANITY & INCLUSION (HI) STAFF IN KENYA

CONTEXT

Handicap International Federation (HI), operating as Humanity & Inclusion, is an international organisation working alongside people with disabilities and vulnerable populations. In Kenya, HI operates from Nairobi and from field locations including Kakuma and Dadaab, where staff often work in demanding, remote and humanitarian settings that expose them to stress, critical incidents and workplace hazards.

HI Kenya recognises that the mental health and wellbeing of its staff are central to delivering quality programmes and to caring for its people. Staff working in humanitarian and field settings may be exposed to prolonged stress, burnout and distressing events, and need access to professional, confidential support.

To support this, HI is seeking a qualified service provider to offer psychosocial services for HI staff in Kenya

DESCRIPTION OF THE EXPECTED SERVICE

The contracted service provider is to provide the following services: -

Specific objectives of the assignment

• To provide confidential, professional and accessible psychosocial support services that promote the mental health and wellbeing of HI staff in Kenya.

• To provide timely psychological support to individuals and teams affected by critical incidents.

• To strengthen the capacity of managers and Human Resources staff to recognize distress and support staff wellbeing.

Responsibilities and Tasks

The service provider will carry out the following activities: -

a) Individual and Group Support

• Provide confidential individual counselling sessions, delivered in person or virtually, by qualified and licensed counsellors or psychologists, with the number of sessions per staff member to be agreed with HI.

• Facilitate group sessions and workshops on stress and burnout management, resilience, self-care and work-life balance.

• Refer staff requiring specialised psychiatric or medical care to appropriate providers, with

the staff member’s consent.

b) Critical Incident Response

• Provide psychological first aid and critical incident debriefing for individuals and teams following distressing events, such as accidents, security incidents or the loss of a colleague, within an agreed response time.

• Provide a mechanism for urgent support outside normal working hours, such as an on-call counsellor or helpline.

c) Manager and Human Resources Support • Orient managers and Human Resources staff on recognising signs of distress, supportive supervision and referral pathways.

• Advise HI on staff wellbeing initiatives based on anonymised trends.

d) Confidentiality and Inclusion

• Ensure strict confidentiality and safe handling of records in line with the Data Protection Act, 2019 and professional codes of ethics. HI will not have access to individual counselling content.

• Ensure services are inclusive and accessible, including for staff with disabilities, culturally sensitive, and available in English and Kiswahili.

Scope and Target

The assignment covers HI Kenya staff based in Nairobi and in the field locations of Kakuma and Dadaab. The estimated number of staff eligible for the service is 59

The scope of work shall include, but not be limited to:

• Providing individual and group psychosocial support to HI staff throughout the contract period.

• Providing psychological first aid and critical incident debriefing when required.

• Providing urgent support outside normal working hours.

• Referring staff to specialised care where needed.

• Orienting managers and Human Resources staff on supporting staff wellbeing.

• Preparing and submitting the reports and deliverables listed in this TOR.

Profile of the service provider

The service provider will need to have the following capacities:

• Registered business entity in Kenya with a proven track record of providing psychosocial or counselling services to organisations. Experience with NGOs or humanitarian organisations is an added advantage.

• Counsellors and psychologists must be licensed by the Counsellors and Psychologists Board of Kenya, with experience in trauma, stress and burnout management and critical incident debriefing.

• Demonstrated ability to maintain confidentiality and protect client data in line with the Data Protection Act, 2019.

• Ability to deliver services in Nairobi, Kakuma and Dadaab (in person or virtually), in English and Kiswahili.

• Experience in or commitment to disability inclusion is an added advantage.

Duration and Place of Performance of the Service

The contract will be for a period of twelve (12) months from the date of signing, renewable subject to satisfactory performance. Psychosocial services will be available throughout the contract period. The service shall be carried out in Nairobi, Kakuma and Dadaab, with virtual counselling options where appropriate.

Work Plan

Based on the proposed assignment, the timeline shall be agreed upon by the service provider and HI. The service provider shall submit a service delivery plan within one (1) week of signing the contract.

Report

The service provider shall provide the following deliverables:-

• Psychosocial service delivery plan

• Quarterly psychosocial service report, with anonymised utilisation data, key themes and recommendations

• Summary report (without identifying details) for each critical incident response

• Final end-of-assignment report

All reports shall be submitted in both editable electronic format and PDF format. Reports shall not contain information that identifies individual staff members.

Contact Person

During the performance of the service, the service provider will be assisted by the Human Resources Officer – Kenya in coordinating schedules and logistics with the field offices.

Appendices

Willingness to adhere to Handicap International's Federation institutional policies (Prevention and fight against corruption, Child Protection, Protection of Beneficiaries against sexual abuse and harassment). Available on the website: https://hi.org/en/institutional-policies.

Evaluation

Application documents submitted will be evaluated in three (stages);

General Mandatory Evaluation Criteria

For firms or institutions

-Certificate of Registration

-Trade license Certificate/ Business Permit

-PIN/VAT Registration Certificate

-Current Tax Compliance Certificate

-Personal Accident Insurance cover

-Valid practising licences of the proposed counsellors and psychologists (Counsellors and Psychologists Board)

For Individuals

-National ID

-Relevant certifications, professional licences and accreditations

-PIN/VAT Registration Certificate

-Current Tax Compliance Certificate

-Personal Accident insurance cover

Technical Capacity Evaluation

(a) Profile and experience of the service provider:

The firm should have proven expertise and experience in providing psychosocial services. Attach three reference letters.

Provide a list of assignments of similar scope of work undertaken within the last 2 years, along with names of clients (including contact person, email contacts, postal address and telephone numbers – this must include the three referees provided above)

(b)Professional/technical capacity/ capability:

The proposed counsellors and psychologists should have relevant experience and professional qualifications in the relevant field.

The proposal should describe the proposed approach to service delivery and the measures to ensure confidentiality and protection of staff data.

Financial Evaluation

- At the Financial stage, the Lowest Competitive Evaluated bidder and within budget estimates will be considered for the award of the contract.

NB: Your Financial proposal should Include flights, meals, accomodation,communication and any other contigency / miscelleneous costs for Kakuma ,Dadaab and Nairobi.

How to apply

Potential service providers who meet these requirements and are available within the time period indicated should submit an application letter and curriculum vitae indicating their relevant qualifications, skills and experience, their understanding of the TOR, a detailed budget (with a breakdown of costs for the psychosocial services) as well as three recommendation letters by the current and previous institutions where similar services are/were provided.

The deadline for submission of expression of interest (technical and financial budget proposal) is 25th November 2026 4PM

Interested and eligible bidders are requested to send soft copies of application and company profile documents listed below to the following email address: consultancy@kenya.hi.org

(Please indicate Psychosocial Services on the subject line in your email application)

The electronic copies of the application to reach Handicap International office on or before 25th November 2026 4PM

For any enquiries on this expression of interest send an email to : procurement.tenders@kenya.hi.org

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