TOR for Communication Guideline for BPDO

Introduction

Beza Posterity Development Organization (BPDO) established in the year 2000 GC as anti-HIV/AIDS club, when HIV/AID was prime cause to the death of countless number of youths and children and high discrimination and stigma from any social and cultural engagements in the operation areas. The club was initiated by a group of committed and volunteer youngsters whom their hearts were touched by the HIV epidemic.

Having passed through a serious phase, from being anti-HIV/AIDS Club to an Association BPDO is now a non-governmental humanitarian organization which is legally registered and licensed by the FDRE Authority for Civil Society Organization Proclamation No. 1113/2019 as local civil society organization with registration No of 1221.

BPDO’s head office is in the capital cities of Ethiopia, Addis Ababa and extended its areas of operation and area coordination offices in eight regional states of the country (Amhara, Addis Ababa, Oromia, Afar, Dire Dawa, Harar, Somali and Tigray regions) in collaboration with various international and Local NGOs, government and private sectors, and community-based organizations.

BPDO has the following Three major programmatic interventions

• Health Program (HIV/AIDS prevention & care & support, Sexual Reproductive Health (SRH) Nutrition, WASH)
• Socio -economic Program (Migration protection &reintegration, Child protection, Education and Livelihood support
• Capacity building and Advocacy (Capacity building for CBOs, peace building and conflict resolution, good governance, Human right advocacy like GBV and others

This Terms of Reference (TOR) covers an overall requirement to undertake a Communication Guideline for BPDO. The purpose of this Communication guideline is to establish communication guiding principles, and methodologies and to make effective communication at all levels. The expected outcome of this consultancy work will be to develop a Communication Guideline for BPDO’s long-term growth and having an effective communication strategy. The communication strategy should entail essential components of communication within the organization and outside the organization.

Objective

• The objective of this Communication guideline is to have an effective communication strategy and principles while communicating with stakeholders, donors, beneficiaries and any relevant bodies. In addition, BPDO staff will have clear guidance on how to communicate with each other and external bodies.

Duration of the Assignment

• The total duration of this assignment will be 30 days including preparation, validation and finalization. The assignment shall be carried out within 5 days after signing the agreement.

Methodology

• The detailed methodology will be elaborated by the team/consultants/firm on the basis of this TOR and documented in the inception report which is subject to approval by the management. These include but not limited to:

• Inception meeting and finalization of work plan

• Meetings are to be held with BPDO as deemed appropriate, to review and discuss the process of developing the Communication Guideline, clarify the roles and responsibilities and receive correspondence.

Document Review

• The consultant will review all relevant documents, list of stakeholders, including the existing policies and other background information and status of relating to the context of this assignment.

Field Visit

• It is highly recommended that the consultant(s) make field visit, particularly go to government stakeholders ,Donors,and beneficiaries in order to understand the field realities, as well as meeting key actors of each sub-sector

Key Informant Interview (KII)

• The consultant will conduct a key informant interview covering development partners, clients, and other relevant stakeholders

Interview with representatives of BPDO

• Conduct extensive interviews and consultations with BPDO (board members, management, employees) so as to understand current status, challenges and future trajectory. Before formally incorporating inputs taken from the KII and interview of BPDO representatives, a validation meeting should be organized so as to show the results and analysis are made based on their inputs and suggestions.

Key Outputs/Key Deliverables

• Set communication strategies and principles-final communication guideline word file
• Articulate essential components of communication guideline
• Standard set of strategies to improve the visibility of the organization
• Suggest the motto of the organization
• Define standard brands of communication including head letter, PowerPoint presentation, media, email usage, etc.

The consultant/Firm should have:

• At least 10 years of experience and significant professional background in communication strategy development, guidelines and policy development and related field

• Knowledge about Civil Society Organization, particularly Local NGOs and the country strategic polices
• Previous experience in conducting similar work for CSOs will be preferred

Qualification

• Consulting Firms / Consultant submitting the proposal must be a legal entity, must have a valid trade license, TIN number, and VAT Registration number
• All the communications to BPDO including the proposal and the bid documents shall be signed on each page by the authorized representative of the bidder and authority letter should be attached with the bid
• The consultants are required to submit a technical and financial proposal addressing all the requirements mentioned in the terms of reference along with a detailed financial proposal which provides a clear breakdown of all expenditures which are associated with the assignment
• The firm should also provide a company profile including CVs of the team members who will be involved in this assignment including a list of their own experiences and certificates.

Right of BPDO

• BPDO, if deems necessary for the purpose of clarification or elaboration of any specific task, may, modify the TOR document by an amendment.
• The bidders are allowed to resubmit their bid-if required, after such amendments.
• This agreement shall be subject to Ethiopian Law.
•  Before undertaking legal steps, the parties shall enter into discussion in order to find an acceptable settlement of such dispute by direct negotiation.