ToR - Empanelment of vendors for Recruitment Services.

About the Organization:

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.

Scope of Work:

The selected firm will provide the following Empanelment of vendors for recruitment Services:

1. Searching and headhunting: The emplaned vendor shall explore prospective candidates from its rich database, other sources, and/or by headhunting to match the skills and qualifications required by the specific job description. To achieve this, the agency may be required to undertake labor market analysis, tap networks of professional affiliations, and leverage social media and other non-traditional methods of candidate sourcing.
2. Screening: The emplaned vendor will analyze profiles received through applications or other sources and identify the ones who match the position profile.
3. 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.
4. Interview Invite: The emplaned vendor will coordinate and set up interview and send invite to potential candidates to be interviewed. Recruitment agency 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.
5. 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 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.
6. On-Demand Dedicated Recruitment Support: The empaneled vendor may, on request by Room to Read, deploy one or more recruitment resources to support periods of high recruitment volume or time-bound hiring requirements. The deployed resource(s) shall work exclusively on Room to Read recruitment assignments for the agreed duration and scope, either on-site at Room to Read premises or remotely, which may include sourcing, screening, shortlisting, interview coordination, follow-ups, and recruitment tracking. The engagement should be need-based and time-bound.
7. CV Screening and Shortlisting from Room to Read Database: The empaneled vendor may, on request by Room to Read, review and screen a set of 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 criteria and submit a structured shortlist of suitable candidates along with screening remarks with assessment summary.

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.

Evaluation Criteria:

1) Should have PAN India hiring experience.

2) Must have a minimum of 5 years of experience in recruitment.

3) Experience of hiring Professionals working in the education sector within NGOs.

Duration of Agreement: One year

HOW TO APPLY

Proposals are invited from the interested agency for the above assignment and the last date for receiving the proposal is 14^th Feb 2026 at procurement.india@roomtoread.org  [do not copy anyone from RtR]

Kindly submit two separate emails with the following subject lines:

o EMAIL (1): TECHNICAL PROPOSAL –Recruitment Services - 2026

o EMAIL (2): FINANCIAL PROPOSAL – Recruitment Services - 2026

Submission terms:

• All agencies are advised to thoroughly review the SoW 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 will be contacted and may be requested for face-to-face/online interaction/presentation.

For queries, please contact:

Vivek Shrawat

vivek.shrawat@roomtoread.org

*Room to Read is a child-safe organization. All personnel are expected to adhere to Room to Read’s Child Protection Policy and Child Protection Code of Conduct.