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