Terms of Reference (ToR) - Partnership for Global Background & Reference Check Services at Living Goods

Objectives of the Assignment

The primary objective is to strengthen hiring assurance through high-quality, reliable, and insightful background and reference checks.
Specifically, the partner will:

• Verify candidate information provided during recruitment processes
• Identify and clearly flag potential risks (reputational, integrity, or compliance-related)
• Support safeguarding, governance, and donor accountability requirements
• Enable informed, risk-aware hiring decisions through both data and professional judgement

Scope of Work and Deliverables

• The selected partner will provide end-to-end background and reference check services, including but not limited to:

Core Checks

• Employment history verification
• Academic and professional qualification verification
• Identity verification
• Criminal record checks (where legally permissible)
• Professional reference checks (including senior-level referencing where required)

Enhanced / Executive-Level Checks

• Politically Exposed Person (PEP) screening
• Global watchlist and sanctions checks
• Litigation and court record checks (where accessible)
• Media and reputational scans (including adverse media)
• Social media checks (where appropriate and compliant)

Contextual & Insight-Based Reporting

• Identification and escalation of potential risks, inconsistencies, or reputational signals
• Clear differentiation between:
• Verified findings
• Unverified but relevant signals
• Professional judgement on risk level and relevance

Deliverables

• Comprehensive, structured background check reports per candidate
• Clear flagging and categorisation of risks (e.g. low / moderate / high)
• Defined turnaround times (target: 3–5 working days for standard checks; timelines for enhanced checks to be agreed)
• Periodic summary reports (monthly/quarterly), including:
• Volume of checks
• Risk trends
• Turnaround performance

Methodology

The partner is expected to adopt a rigorous, ethical, and compliant approach, including:

• Obtaining and verifying candidate consent prior to checks
• Use of credible, verifiable, and diverse data sources
• Strong triangulation of information, especially for senior roles
• Clear escalation protocols for discrepancies or sensitive findings
• Secure handling, storage, and transmission of personal data
• Full compliance with:
• Local data protection laws
• International standards (e.g. GDPR-equivalent frameworks)

Reporting and Engagement Model

• The partner will report to the Talent & Capability Management Team (or designate)
• A dedicated account manager / point of contact is required
• Regular engagement will include:
• Operational check-ins
• Periodic performance reviews
• Continuous improvement discussions

Qualifications and Experience

Interested partners should demonstrate:

• Proven experience delivering multi-country background checks, particularly in Africa
• Strong understanding of regulatory and data protection environments across regions
• Experience supporting NGOs, INGOs, or complex multi-country organizations
• Ability to handle senior and executive-level screening
• Access to reliable verification networks and databases
• Capacity to provide insight, not just data

Roles and Responsibilities

Partner Responsibilities

• Conduct agreed background and reference checks
• Ensure accuracy, completeness, and clarity of reporting
• Flag and escalate risks in a timely manner
• Maintain strict confidentiality and data security
• Meet agreed service levels and timelines

Living Goods Responsibilities

• Provide accurate candidate information
• Ensure candidate consent is obtained
• Review and act on reports provided
• Make final hiring decisions