TERMS OF REFERENCE
Project Title: ArtXchange
Location: Nairobi (Kenya)
Duration: From 18th July 2022 till 9th October 2022 part-time (20 hrs a week)
Reports to: AXC Project Manager
Objective: Event Organizer Consultancy – Arts and Culture sector
1. Background
CISP – Comitato Internazionale per lo Sviluppo dei Popoli (International Committee for the Development of Peoples) is a rights-based international NGO established in 1983 in Rome. CISP implements humanitarian, rehabilitation and development projects through its cooperation with public and private local actors in over 30 countries globally. Since 1997 CISP has been working in Kenya to carry out projects in areas of development by supporting national and county authorities to provide quality, equitable, transparent and accountable services in various sectors. Over the past 23 years, CISP Kenya has expanded its activities across more than 12 Counties in both rural and urban areas in various sectors of intervention, including Agriculture and Food Security, Conservation, Livelihoods, Health and Nutrition, Protection (children, refugees, GBV), Education (early childhood, university), Governance, and Arts and Culture.
CISP is the lead agency of a consortium of partners implementing a multi-year and multi-country EU-funded project entitled ArtXchange “Connecting creative youth in Africa and Europe”, aimed at promoting intercultural dialogue, collaboration and exchange among youth professionals from the creative sector in Kenya, Somalia and Europe (mainly Sweden and Italy).
Over the course of the first 2 years of project, ArtXChange trained over 130 young artists on creative skills, innovation and management of creative projects, connected over 1,400 creatives and stakeholders of the sector through artists residencies, workshops on promotion of creative industries, local and international events.
Service: CISP seeks the service of an Event Organizer, to plan, budget and manage all events due in thenext months of project implementation, in line with ArtXChange priorities and objectives.
General Objectives: CISP is looking for an event organiser to manage the organisation of all activities with an Event component in Nairobi (Kenya). The event organiser will support CISP team, working closely with project staff to strategize, plan and implement the project scheduled events (capacity building and networking events sessions, international event performances and exhibitions and others).
2. Objective of the Assignment
Under the supervision of CISP Project manager, the service provider is expected to
A. Plan, coordinate and strategize on events
- Discuss and set the events goal, timelines and vision jointly with the ArtXChange team
- Look for the right venues, securing, booking and managing relations with venues
- Request for all quotations connected to the events needs
- Suggest accommodation options for guests, coordinate on their logistics and bookings
- Discuss and coordinate with communication team on events visibility needs (banners, posters, badges, media, etc.)
- Define target audience based on the nature of the events and check on their needs (interpretation, potential streaming, etc)
- Ensure security measures (safety, health measures, guests’ policy) are in place.
- Be responsible for tests, rehearsals, and quality check of all venues
- Define guests’ speakers and delegates needed and ensure communication and coordination with them. Arrange their bookings and transports in coordination with CISP team
- Ensure all required IT and audio-visual equipment required are available and tested before the start of the event.
- Discuss and search potential services needed (technicians, catering, etc)
- Coordinate with CISP team on travel bookings/room reservations
- Prepare and set-up invitation to guests and invitees
- Liaise with all service providers and endure coordination with CISP procurement office for contracts and payments
- Check and ensure venues are ready and all is in place for the event implementation
- Coordinate the set down of the event after execution by coordinating with the vendors.
B. Cost and financial management
- Budget all costs and consider different options based on budget availability
- Monitor disbursements of payments to suppliers, guest speakers and other in coordination with CISP administration and project manager
- Liaise and book with exhibitors and venues
- Search for potential events sponsors and donor
3. Scope of Services, Deliverables & Timelines
The assignment will be undertaken from 18th July to 9th October 2022, and a calendar of the actions will be agreed upon with the supervisor.
Events: The estimated number of events is 3 in total (2 local conferences/workshops and one International Event).
Topics:
- Capacity building sessions on policy development for promoting creative industries in the presence of governments, private and public sector, creative youth and key stakeholders
- Launch of Digital platform service for the project beneficiaries
- International event with Partnership and Networking initiatives, performances, talks and exhibition
4. Service timeframe
The consultancy assignment is expected to take from 18th July to 9th October 2022
Part time: 20 Hrs per week (modality discussed with the employer)
5.Consultancy delivery methodology
The assignment will be undertaken on objective achievement base, the service provider is expected to appoint a referral contact for all the implementation period.
Both online and in-person meetings and services (i.e. trainings to beneficiaries) will be required. The Service Provider will make its own logistic arrangements within Nairobi.
6. Contract Award Criteria
The contract will be awarded based on the following evaluation process in chronological order:
- Preliminary Evaluation: Applications will be assessed against the application instructions (see below, preliminary evaluation). Non-compliance or lack of meeting any of the minimum requirements will result in automatic disqualification of the application. Applicants that comply with all the minimum requirements will pass on to the Technical Evaluation stage.
- Technical Evaluation: Applications that pass the preliminary evaluation will be assessed only on their Technical Proposal. Only applications that obtain a score of 35 out of 50 or higher on the Technical Evaluation will proceed to the Financial Evaluation.
- Financial Evaluation: Applications that proceed to the Financial Evaluation stage will be assessed on their Financial Proposal against the application instructions. Non-compliance or lack of meeting any of the minimum requirements for the Financial Proposal will result in automatic disqualification of the application.
7. Payment
The payment will be made at the end of each assignment/milestone agreed upon (30% when signing the contract, 40% at mid-service, 30% after final report from service provider with achievements).
Final Payment by EFT/Cheque once confirmation of work well done by the ArtXChange Project manager and issuance of an invoice for the work.
8. Service Provider Profile
The profile of the Service Provider must meet the following minimum requirements:
The profile of the Service Provider must meet the following minimum requirements:
- Must be based in Nairobi (Kenya)
- Minimum 5 years in leading high-level conference planning and event management
- Ability of staff and staff compliment to provide required services (CVs of the person/s of staff to be included)
- Excellent organisational skills with the ability to plan and meet deadlines through and with teams of people and individuals from diverse, cross-cultural backgrounds
- Knowledge of the cultural and creative industry, venue and relevant stakeholders of the sector in Kenya and in the Region
- Proven reference to previous major conferences and/or arts and cultural events organised.
- Experience with creative youth is an advantage.
- Strong project management and financial/budget reporting is a preference
- Fluency in English
- Excellent communication skills with the ability to write clearly, concisely and with strong verbal communication skills.
- Ability to work effectively and efficiently under tight deadlines and on multiple projects simultaneously
- Strong customer service orientation.
- Preferred experience with youth and exchange between Africa and Europe in line with ArtXChange objectives
- Knowledge of the CCI and policies of the sector, the public and private actors involved and to be targeted
CLICK ON THE LINK BELOW TO DOWNLOAD THE TOR
How to apply
9. MODE OF APPLICATION
Applications should be submitted on or before 17:00 EAT 8th July 2022 via email as follows:
TO kenya@cisp-ngo.org CC
CC artxchange@cisp-ngo.org
SUBJECT: Application Event Planner Consultancy
All applications must include all of the following:
Curriculum Vitae of one of the Funders and/or Organisation Portfolio (maximum 1 page)
- The above should describe the Service provider profile, emphasising previous experience in this kind of work in Kenya and other countries.
Technical Proposal (max 10 pages): The technical Proposal should include:
- Proposed short narrative with approach with clear justifications, understanding of the TOR and the tasks to be accomplished highlighting the bidder has capacity to perform all aspects of the assignment and deliver the services.
Supporting Documents
- At least 2 samples of previous work for similar assignments (shared as links of file).
- At least 2 Letters of recommendation from Companies/Organisations served in the past.
Financial Proposal (max 3 pages): The Financial Proposal should include:
The Financial Proposals should be clear and effective to achieve output-based deliverables and key performance measures while demonstrating Value for Money.
The Financial Proposals should be inclusive of all costs required to render the services, should be VAT/withholding tax included, and achieve the deliverables of this TOR.
The consultancy fees should include daily service costs all inclusive to cover the assignment.
Period in object: part time – 20 hrs a week (modality will be discussed with CISP but can also be suggested in the proposal)
From 18th July 2022 till 9th October 2022
Any financial risks must be highlighted. The currency used for the Financial Proposal shall be in Kenya Shillings and should include all relevant taxes in Kenya where applicable.
Prospective bidders requiring any clarification on Technical and Financial proposal matters may submit questions to CISP via the email addresses indicated above no later than the close of business on 5th July 2022, which will be responded to by CISP if received before the deadline.
At the discretion of CISP, applicants may be invited to supply additional information on the contents of their Proposal during the Evaluation and award process; this will be communicated via Email should the need arise.
CISP is strongly committed to ending child abuse, all forms of sexual exploitation and abuse, and to building a work environment that is safe and welcoming for all, where sexual harassment does not take place. The desired candidate for any position should share and support this commitment in all aspects of their personal and professional behavior. Any history implicating that the applicant has a history of child abuse, sexual exploitation and abuse, or sexual harassment, is a reason for excluding him or her from employment with CISP.