Objectives

The primary objective of this tender is to appoint a qualified and independent service provider to preside over a disciplinary enquiry for a period of 12 months. The appointed Chairperson will ensure that disciplinary proceedings are conducted fairly, impartially, and in accordance with applicable labour legislation, organisational policies, and principles of procedural and substantive fairness. This supports the organisation’s commitment to sound labour relations, transparent decision-making, and the protection of rights of both employees and employers during disciplinary processes.

Scope

The scope of work includes:

• Acting as an independent and impartial Chairperson for disciplinary hearings.
• Reviewing charge sheets, investigation reports, and supporting documentation prior to hearings.
• Familiarising with relevant organisational policies and procedures.
• Explaining hearing processes and ensuring procedural fairness.
• Guiding parties on hearing procedures and rules of evidence.
• Maintaining order and professionalism during proceedings.
• Assessing evidence, considering mitigating and aggravating factors.
• Applying principles of fairness to make determinations on the merits of cases.
• Recommending appropriate sanctions where misconduct is proven.
• Providing clear, reasoned outcomes based on evidence.
• Compiling and submitting a written outcome report, including proceedings summary, findings, reasons, and recommendations.
• Maintaining confidentiality and declaring conflicts of interest.
• Being available for scheduled hearings and conducting them in-person or virtually as required.
• Providing references demonstrating experience in presiding over disciplinary hearings.

Technical Requirements

The service provider must demonstrate:

• Capacity to independently preside over disciplinary hearings.
• Experience in handling disciplinary processes, supported by at least four reference letters from recent clients (not older than three years).
• Availability to conduct hearings as scheduled.
• Adherence to confidentiality and professional conduct standards.
• Provision of a detailed methodology outlining how the disciplinary hearings will be conducted fairly and impartially.
• Provision of a pricing proposal with hourly and daily rates, and a clear breakdown of costs.
• Submission of all compulsory returnable documents, including management practices and bid determination forms.

Skills Requirements

• Legal expertise in labour law and disciplinary procedures.
• Proven experience in presiding over disciplinary hearings, with references.
• Strong understanding of organisational policies and procedures related to disciplinary matters.
• Excellent communication and facilitation skills to manage hearings professionally.
• Ability to evaluate evidence objectively and make fair, well-reasoned decisions.
• Confidentiality and high ethical standards.
• Capacity to prepare comprehensive reports with clear outcomes and recommendations.