Terms of Reference (TOR)
Agency for Outsourced Headcount – Face-to-Face Fundraising Operations
1. Background
ChildFund India proposes to expand its face-to-face (F2F) fundraising operations across priority locations through a model comprising an in-house leadership and compliance structure, supported by outsourced field-level fundraising staff deployed through qualified agencies.
To ensure ethical fundraising, regulatory compliance, financial sustainability, and long-term donor retention, ChildFund India seeks to appoint an agency to recruit, employ, train, and manage fundraising personnel who will operate under ChildFund India’s strategic direction, campaign guidelines, and quality standards.
This TOR outlines the scope, responsibilities, deliverables, and compliance requirements for agencies proposing to provide outsourced fundraising headcount.
2. Objective of the Engagement
The objective of appointing the agency is to:
- Provide required face-to-face fundraising headcount as per monthly deployment plans
- Ensure the full head count every month
- Ensure full statutory and labour-law compliance for all deployed staff
- Deploy an initial team of 10 fundraisers, with scope to scale up based on business requirements
- Operate under ChildFund India’s fundraising, safeguarding, and data-protection policies.
- Act as the legal employer and manage HR, payroll, attendance, and statutory benefits
3. Nature of the Engagement
- The agency shall be the legal employer of all fundraising personnel.
- All deployed staff shall work exclusively on ChildFund India campaigns during assignment periods.
- The agency shall remain responsible for HR administration, recruitment of headcounts, payroll, statutory benefits, discipline, and replacement staffing.
4. Scope of Work
4.1 Recruitment & Deployment
All face-to-face fundraisers deployed by the agency must meet minimum qualification and competency standards approved by ChildFund India. Candidates shall have at least a graduate-level education or equivalent field experience, with strong interpersonal and communication skills. Fluency in English and the relevant local language(s) can be added benefit to ensure clear donor engagement and ethical representation of the organisation. Fundraisers must demonstrate aptitude for consultative selling, the ability to work in target-driven environments, resilience in high-rejection public settings, and adherence to structured sales processes and scripts. Willingness to work in outdoor locations, flexible shifts, and performance-linked evaluation systems is essential
The agency shall:
- Recruit candidates based on profiles approved by ChildFund India
- Prioritize candidates with good communication skills and basic sales aptitude
- Be open to hiring fresher’s and entry-level candidates
- Treat local language proficiency as an added advantage but not mandatory
- Conduct background verification and reference checks
- Maintain agreed monthly headcount
4.2 Statutory & Labour-Law Compliance
The agency must ensure full compliance with all applicable laws and regulations, including but not limited to:
- Provident Fund (PF)
- Employees’ State Insurance (ESI), where applicable
- Professional Tax
- Gratuity provisions
- Minimum wages and wage notifications
- Paid leave, sick leave, weekly offs, and statutory holidays
- Insurance coverage for deployed staff
- Timely salary disbursement through bank transfer
- Maintenance of statutory registers and filings
The agency shall provide:
- Monthly compliance certificates.
- Proof of PF/ESI remittances.
- Wage slips and attendance records.
- Audit access to ChildFund India or its nominated auditors.
5. Deliverables from the Agency
As part of the headcount outsourcing model, the agency will provide:
- Monthly active headcount report
- Payroll summary and statutory compliance proof
- Attrition and replacement report
- Incident logs.
6. Duration of Engagement
The contract will be for an initial period of one year, extendable based on mutual agreement and operational requirements.
ChildFund India reserves the right to:
- Increase or decrease headcount
- Pause deployments
- Terminate the contract in case of statutory non-compliance or persistent service gaps
7. Confidentiality, Safeguarding & Ethics
All deployed staff shall adhere to:
- ChildFund India safeguarding and child protection policies
- Ethical fundraising standards
- Data protection and privacy protocols
- Brand-use and code-of-conduct guidelines
8. Eligibility of Agency
The agency must demonstrate:
- Ability to recruit Face to face fundraiser field staff at scale
- Established HR and payroll management systems
- Proven statutory and labour-law compliance capability
9. Commercials & Payment Structure
Payments shall be:
- Linked to active deployed headcount.
- Adjusted for absenteeism or vacancies.
- Inclusive of all statutory costs.
- Supported by valid invoices and compliance documentation.
How to Apply:
The deadline for the applications is 31 MARCH 2026. Only the shortlisted trainers will be contacted. For further information, please contact us at the above email.
Please do mention reference number in your proposal i.e. PRA/CFI/BAN/2025-26/066