Terms of Reference
Empanelment of agency / Individual for recruitment Services.
Duration of Contract: One Year
1. Organization Overview
Founded in 2000 on the belief that World Change Starts with Educated Children®, Room to Read develops children’s foundational literacy skills, as well as life skills that promote gender equality. Committed to accelerating learning outcomes for more children, more quickly, we have benefited 45 million children across 28 countries. In India, we are working since 2003 and have positively influenced lives of more than 18 million children. Presently, we work across the 12 Indian states of Bihar, Himachal, Chhattisgarh, New Delhi, Jharkhand, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand, and Uttar Pradesh. Learn more at www.roomtoreadindia.org.
2. Scope of Work:
The empaneled firm will provide the following Empanelment of vendors for recruitment Services:
1. Candidate Sourcing and Screening: The empaneled vendor shall source prospective candidates through its database, applications received, professional networks, headhunting, social media platforms, and other traditional and non-traditional sourcing channels to match the skills, qualifications, and experience required for the specific job description. The vendor shall conduct an initial screening and assessment of candidate profiles received through applications or other sources, evaluate their suitability against the defined position criteria, and identify and shortlist candidates who best match the role requirements.
2. Shortlisting: The emplaned vendor shall then share a shortlist of a maximum of seven of the most qualified prospective candidates to Room to Read for Panel interview and selection. If any of the shortlisted candidates do not meet the hiring managers’ expectations, Room to Read shall ask for additional candidates to be added to the shortlist.
3. Interview Invite: The emplaned vendor will coordinate and set up interviews and send invites to potential candidates to be interviewed. Recruitment agency / Individuals will conduct the written self or/and technical assessments as well aimed at assessing each individual’s potential. appointments with the Room to Read and share it with hiring panel and hiring manager.
4. Replacement: If the candidate placed by the emplaned vendor leaves the organization on his/her own accord within the first 3 months from his/her date of joining, the recruitment agency / Individuals within the initial fees, would suggest alternative candidate (s)for the position. Room to Read would also have an option of considering the second-best profile from the list of interviewed candidates for the position.
5. Room to Read Database CV Screening Services: The empaneled vendor may, upon request by Room to Read, review and screen candidate profiles shared from Room to Read’s internal database, past applications, or data dump. The vendor shall assess the profiles against the relevant job description and defined selection criteria, conduct preliminary screening discussions with candidates, and submit a structured shortlist along with screening remarks and assessment summaries. Payment shall be applicable only for profiles that meet the defined quality parameters and are accepted by the Talent Acquisition team for progression to the further interview process.
5.a What should count as a “Qualified CV”?
A CV will be considered qualified only if the Vendor has completes the following:
- Reviewed the resume against the JD.
- Conducted a telephonic screening (10–20 mins).
- Confirmed candidate interest and availability.
- Verified basic eligibility (Alignment with the Key pointers in the JD, experience, location, salary range, notice period).
- Shared screening notes with the hiring team.
5.b Important additions:
- Duplicate profiles: No payment for duplicate CVs already in process.
- Rejection due to poor screening: Payment may be withheld if the profile clearly does not meet mandatory criteria.
- Monthly invoicing: Vendor should raise invoice monthly with list of accepted CVs.
- Turnaround time: screening within 72 hours of CV allocation.
- Confidentiality: Candidate data cannot be shared externally.
3. Area of Operations:
The operations will be conducted all over India especially at the functional area of Room to Read India Trust. Presently we are operating in various states of India like, Telangana, Karnataka, Bihar, Jharkhand, Chhattisgarh, New Delhi, Maharashtra, Rajasthan, Madhya Pradesh, Uttar Pradesh, Himachal and Uttarakhand. Room to Read India Trust may plan to add few more states for implementation of its program in future that will also include in the same as and when we communicate it to Vendor.
4. Technical Evaluation Criteria for Selecting the Agency / Individual:
- Should have PAN India hiring experience.
- Must have a minimum of 5 years of experience in recruitment.
- Experience of hiring Professionals working in the education sector within NGOs.
HOW TO APPLY
Proposals are invited from the interested agencies / individuals for the above assignment and the last date for receiving the proposal is 5th August 2026 at procurement.india@roomtoread.org [do not copy anyone from RtR]
Kindly submit two separate emails with the following subject lines:
- EMAIL (1): TECHNICAL PROPOSAL –Recruitment Services
- EMAIL (2): FINANCIAL PROPOSAL – Recruitment Services
Submission terms:
- All agencies / individuals are advised to thoroughly review the ToR before applying.
- Technical and Financial proposals are to be shared in two different emails separately and not in a single email (mandatory)
- Incomplete applications or deviations from the prescribed process will result in automatic rejection.
- Proposals received after the prescribed deadline will not be considered.
- Only shortlisted agencies / individuals will be contacted and may be requested for face-to-face/online interaction/presentation.
For any queries, please contact:
Kailash Vaishnav