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