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( EoI)-Part-Time Communications Consultant for ABAKIR

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Expression of Interest ( EoI) Part-Time Communications Consultant for ABAKIR

1.1 About GIZ

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology).

1.2 About the Lake Kivu and Ruzizi River Basin

Lake Kivu is one of the African Great Lakes and lies on the border between the Democratic Republic of the Congo (DRC) and Rwanda. The hydrographical basin of the Lake Kivu covers nearly 5,340 km2.To the south, Lake Kivu empties into the Ruzizi River, a 117 km long river that connects Lake Kivu to Lake Tanganyika. The Ruzizi River runs through a deep gorge that opens into the Ruzizi plain. Nearly 40km of the Ruzizi River forms the border between DRC and Rwanda, before entering Burundi. The Lake Kivu and Ruzizi River basin are both sub-basins of the Congo River Basin.

The Lake Kivu and Ruzizi River basin faces manifold challenges relating to the unsustainable use of water and related resources, and the lack of integrated management of these resources across sectors. The basin suffers from low regulatory compliance, high environmental degradation, poverty, and insufficient access to electricity and drinking water supplies. This has led to negative impacts beyond the natural resources sector that affect both socioeconomic development and regional cooperation opportunities.

A Basin Baseline Study was conducted in 2020 that identified the following priority issues in the basin: climate change, erosion and bank stability, water quality, soil degradation, water pollution, natural hazards (landslides, floods, volcanic eruptions and seismic risks), and support of forest ecosystems. These issues are exacerbated by human activity, including groundwater exploitation, urbanisation, deforestation and extension of agricultural areas, low access to electricity and WASH, low levels of wastewater treatment, growth in irrigated and rainfed agricultural systems, hydroelectricity production on the Ruzizi River, gas extraction in Lake Kivu, oil extraction in Lake Kivu, animal husbandry, fishing and fish farming, industrial development, mining, navigation needs, and tourism.

1.3 About the Lake Kivu and Ruzizi River Basin Authority (ABAKIR)

On July 6th 2011, the authorities of Burundi, Democratic Republic of the Congo, and Rwanda established the International Convention for the Integrated Management of the Water Resources of the Basin of Lake Kivu and the Ruzizi River (the Convention). After several years of delay, the three countries also signed a trilateral agreement creating the Authority for the Lake Kivu and the Ruzizi River Basin (Autorité du Bassin du Lac Kivu et de la Rivière Ruzizi, ABAKIR) on November 4th, 2014.

The mission of the transitional body of ABAKIR is:

  1. Facilitate the ratification of the Convention
  2. Prepare and implement a proces for establishing a permanent structure of ABAKIR
  3. Initiate the studies necessary for the kick-off of ABAKIR’s activities, taking into consideration existing projects that relate to the area of ABAKIR’s mandate.

The current situation is insufficient for ensuring the long-term sustainable development of the natural resources and the populations in the Lake Kivu and Ruzizi River Basin. There have been significant delays in the establishment of ABAKIR and the ratification of the Convention. The Convention has yet to be ratified by the signatory states, and thus ABAKIR still remains a transitional body. Due to its transitory nature, ABAKIR faces chronic staff shortages and has a limited operating budget. Currently, ABAKIR staff include only the three political-level Co-Directors of the Secretariat, representing the three riparian states. Most of the Co-Directors have additional professional responsibilities outside of their role in ABAKIR. In addition, ABAKIR has the support of the Technical Advisory Committee (TAC), which includes three members that work at National Ministries, representing the three riparian states. The TAC is normally convened twice per year to provide budgetary control and management decisions on ABAKIR’s annual plan. ABAKIR is governed by the Council of Ministers (COM), which encompasses the corresponding Ministers of Water/Environment of the three riparian states. The COM is normally convened once per year.

1.4 About the Project, Support to the integrated management of water resources of lake Kivu and the Ruzizi River

The European Union and the German Federal Ministry for Economic Cooperation and Development (BMZ) selected the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) to implement a project that will improve the hydrological and operational management of Lake Kivu and the Ruzizi River. The Project “Support to the Integrated Management of Water Resources of Lake Kivu and Ruzizi River” pursues a Water-Food-Energy Nexus-based approach that builds on a sound understanding of the basin’s resources and their integrated management across sectors and national boundaries. It underscores the necessity to have a strong regional institution with the capacity to ensure the long-term sustainable and cooperative development of the basin’s resources in order to meet the needs of both the environment and the populations across national boundaries that depend on it. The Nexus approach is a paradigm shift away from a separate, sectoral approach towards managing the food, water, and energy sectors in an integrated resource use approach based on horizontally and vertically integrated interventions.

The Project’s overall objective is to improve the hydrological and operational management of Lake Kivu and the Ruzizi River. This will be accomplished via two Specific Objectives:

  1. Preparation of a strategic action plan for the basin, based on the basin’s baseline study
  2. Improving the hydrological and operational management of Lake Kivu and the Ruzizi River

1.5 Zone of intervention and key groups

ABAKIR is responsible for the zone of intervention in the map found on page three. The Strategic Action Plan (SAP) shall cover this same zone of intervention. The target groups for the SAP include:

  1. Ministry Representatives from the three basin states
  2. Local and provincial authorities from each of the three basin-states
  3. Regional institutions, including the Lake Kivu Monitoring Programme (LKMP), Autorité du Lac Tanganyika (ALT), Communauté Economique des Pays des Grands Lacs (CEPGL), Energy of the Great Lakes Countries (EGL), La Société Internationale d'Electricité des pays des Grands Lacs(SINELAC), and others
  4. ABAKIR and its TAC
  5. Civil Society and Non-Governmental Organisations (NGOs)
  6. Any other water management actors in the basin

1.6 Rationale for a Communications Consultant for ABAKIR

In March 2021, a Strategic Communications Plan and accompanying Workplan (please see Annex) was developed in partnership with ABAKIR and the GIZ by an external communications consultant. The Plan provides a short- and medium-term vision and strategy for ABAKIR’s communications moving forward and includes a SWOT analysis of ABAKIR, the identification of key messages, target audiences, and communication channels, as well as an implementation plan.

ABAKIR currently does not have any professional internal communications staff who can begin to implement the Strategic Communications Plan and accompanying Workplan. Therefore, GIZ is seeking to hire a Communications Expert who will be able to work part-time in cooperation with ABAKIR to implement the most urgent elements of the Strategic Communications Plan. These elements are identified in red in the Workplan and will also be further confirmed and elaborated with ABAKIR at the start of the contract.

0. Tasks to be performed by the consultant

The consultant is responsible for providing the following services:

  • Task 1: Review existing Strategic Communications Plan and accompanying workplan, establish working relationship with ABAKIR, and discuss specific steps for accomplishing the most urgent items identified on the workplan with ABAKIR and GIZ. This includes the set-up of an implementation workplan with a time frame for all activities.
  • Task 2: Develop communication channels and tools for ABAKIR
  • Task 3: Develop key messages to disseminate these via identified communication channels to target groups
  • Task 4: Implement other areas of Workplan with agreement of ABAKIR and GIZ, e.g. institutional identity
  • Task 5: Assist ABAKIR in planning messages and activities for ABAKIR Day and other relevant events (planning, coordinating and messaging)
  • Task 6: Evaluation of success of communication efforts: After each communication campaign and at the end of assignment, a detailed evaluation and assessment of communication success shall take place, based on the communication plan (with the help of a survey, interview, and/or metrics such as number of clicks and outreach on social media and other web-based platforms)
  • Task 7: Prepare documents for project handover to internal ABAKIR Staff at end of assignment

The consultant must convene with ABAKIR and GIZ monthly to provide a status update either in person or online. Every three months the consultant will provide a progress report. A final report will be submitted at the close of the contract.

Certain milestones, as laid out in the table below, are to be achieved by certain dates during the contract term, and at particular locations:

Milestone

Deadline

Task 1 Completed (Review of existing documents)

2 months after contract signature

Task 2 Completed (Develop communication tools)

3 months after contract signature).

Task 3 Completed (Develop key messages)

4 months after the contract signature (development of key massages), other tasks ongoing until May 30th 2022

Task 4 Completed (Implement other areas of Workplan)

Ongoing until May 30th 2022

Task 5 Completed (Event Planning)

Ongoing until May 30th 2022

Task 6 Completed (Evaluation of success)

6 months after contract signature and May 30th 2022

Task 7 Completed (project handover)

May 30th 2022

Progress Reports

3, 6, and 9 months after contract signature

Submission of final report

May 30th 2022

Period of assignment: From July 12th 2021 until May 30th, 2022.

2 a. Elaboration of Tasks

It is anticipated that the Communications Consultant will work on a part-time basis, providing an average of 8 working days per month. 5 of these working days will be spent working in Rubavu at ABAKIR Headquarters, located in the CEPGL Building in Rubavu or on a travel assignment when deemed appropriate. The remaining 3 working days will be desk work/home office. Depending on planned communication activities, certain months may have less days and others may have more. This will be determined between the communications consultant and ABAKIR with consultation by GIZ. The total amount of staff days in the contract must not be exceeded.

Task 1: Review existing Strategic Communications Plan and accompanying workplan, establish working relationship with ABAKIR, and discuss specific steps for accomplishing the most urgent items identified on the workplan with ABAKIR and GIZ

The following deliverables/activities must be included in task 1:  

  • The Consultant will review existing relevant documents to provide context to the Communications work needed by ABAKIR. This includes but is not limited to the following documents, which will be provided:
  • Strategic Communication Plan and ABAKIR Workplan
  • 2020 Basin Baseline Study of Lake Kivu and Ruzizi River
  • 2019 Organisational Analysis of ABAKIR
  • Documentation relating to GIZ project
  • ABAKIR Convention
  • The Consultant will hold a kick-off workshop in person with ABAKIR and GIZ where the consultant will share their analysis of the documents reviewed and provide recommendations for the communication priorities of ABAKIR for the duration of the contract. The final workplan, based on the Workplan Provided by the Strategic Communication Plan will be decided with ABAKIR and GIZ.
  • Deliverables: Inception report identifying analysis of relevant documents, summarizing kick-off workshop, and identifying the workplan for the duration of the contract based on discussions with ABAKIR

Task 2: Develop communication channels and tools for ABAKIR

The following deliverables/activities must be included in Task 2:

  • There are a number of priority communication channels and tools identified in the Strategic Communication Plan Workplan that are foundational to ABAKIR Communications. These must be developed for further activities to continue:
    • Create Social Media Accounts for ABAKIR (Facebook, Twitter, and Instagram)
    • Establish a contact list of all partners working in the basin, in coordination with ABAKIR and identify priority partners
    • Create ABAKIR Website – Communications consultant will assist GIZ in finding an appropriate webmaster and designer for the website and will work with this individual on website development. GIZ will pay for website separately.
    • Identify Media Outlets for potential partnerships with ABAKIR
    • Develop templates for ABAKIR visual identity
      • PowerPoint Template
      • Fact Sheet Template
      • ABAKIR Brochure Template
      • ABAKIR Report Template
      • ABAKIR Newsletter Template
      • ABAKIR Electronic Invitation Template
      • ABAKIR Official Letter Template
      • Improve digital quality of ABAKIR Logo
    • Assist ABAKIR staff in establishing ABAKIR domain for e-mail addresses

Deliverables: Progress report, delivery of tools/channels to ABAKIR and GIZ

Task 3: Develop key messages and tools for ABAKIR

All tools developed as part of Task 2 will need to have key messages and content created for their use. These include:

  • Content development and maintenance of Social Media Accounts for ABAKIR (Facebook, Twitter, and Instagram)
  • Creation of an e-mail newsletter for the established contact list of all partners working in the basin, in coordination with ABAKIR
  • Content development and updating of ABAKIR
  • Templates for ABAKIR Visual Identify will have content/key messages added to them
    • PowerPoint
    • Fact Sheet
    • ABAKIR Brochure
    • ABAKIR Report Template (if necessary)
    • ABAKIR Newsletter
    • ABAKIR Electronic Invitation (if necessary)
    • ABAKIR Official Letter (if necessary)

Key Message development in partnership with ABAKIR:

Specific key messages for each target group shall be developed:

  • Communication products (incl. e.g. articles, brochure, posts etc.) that are the medium for communicating the key messages shall be developed which fit to the respective communication channels of target groups based on the Strategic Communication Plan.
  • Dissemination of communication products through the identified communication channels

The consultant is expected to continue to disseminate and maintain key messages and content throughout the duration of the contract. (i.e. update website, Facebook, twitter, send newsletters, etc.)

Deliverables: Progress report, delivery of basic content and key messages to ABAKIR and GIZ, communication products (final version) and report on their continued dissemination

Task 4: Implement other areas of Workplan with agreement of GIZ and ABAKIR

In addition to the key messages and tools in Tasks 2 and 3, the consultant will, in Task 1, have identified other ongoing activities with ABAKIR that require the support of the communications consultant. These activities will be elaborated on an ongoing basis as part of Task 4.

  • Deliverables: Include explanation of activities in Progress Report

Task 5: Assist ABAKIR in Planning Messaging and Activities for ABAKIR Day and other relevant events

  • To commemorate the signature of the ABAKIR Convention on November 04, 2014, ABAKIR wishes to organize an “ABAKIR Day” in the Lake Kivu and Ruzizi River Basin
    • The consultant will assist ABAKIR and create a concept note that identifies the goals and key messages of ABAKIR day, and provides a list of potential activities that could be undertaken in the basin to commemorate this day
    • The consultant will assist ABAKIR in doing a “soft launch” of ABAKIR day on November 4th 2021
  • In addition, the consultant will support ABAKIR in their participation at any other relevant local, national, regional, or international events upon mutual agreement between GIZ and ABAKIR (for example, Africa Water Week, World Water Forum, or others). The nature of the consultant support will be defined upon discussion with ABAKIR and GIZ.

Deliverables: Concept note providing a framework to implement ABAKIR day in 2021 and in the future, support documents for any further events where consultant support is requested

Task 6: Evaluation of success of communication efforts:

  • After each communication campaign and at the end of assignment, a detailed evaluation and assessment of communication success shall take place, based on the communication plan (with the help of a survey, interview and number of clicks and outreach on social media and other web-based platforms)
  • The consultant creates a work plan and holds interviews for monitoring the success of implemented communication activities
  • The consultant monitors regularly the outreach on social media and other web-based platforms via click rates, times pent on platform etc. The indicators must be validated with GIZ and ABAKIR.

Deliverables: two reports which summarise the monitoring results, one due at 6 months into the contract and the other at the close of the contract.

Task 7: Prepare documents for project handover to internal ABAKIR Staff at end of assignment

  • The GIZ Project will end on June 30th, 2022. As such, all project activities must be completed prior to May 30th 2022 due to internal regulations. With this in mind, the Communications Consultant must prepare all materials and activities for a handover to ABAKIR staff by May 30th
  • Communications Consultant will prepare a Conclusion workshop in May 2022 where the Final report will be presented to ABAKIR and GIZ and next steps and recommendations will be discussed for the handover of communications activities to ABAKIR.

Deliverables: Final Report that 1) summarizes all activities undertaken during the consultancy and 2) provides all needed information on next steps and suggestions for moving forward to ABAKIR, Execution of Conclusion workshop between ABAKIR, GIZ, and Consultant.  This should include clear steps for moving forward.

1. Concept

In the offer, the contractor is required to show how the objectives defined in Chapter 2 are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept). In addition, the contractor must describe the project management system for service provision.

Technical-methodological concept

Strategy: The contractor is required to consider the tasks to be performed with reference to the objectives of the services put out to offer (see Chapter 1). Following this, the contractor presents and justifies the strategy with which it intends to provide the services for which it is responsible (see Chapter 2).

The contractor is required to present the actors relevant for the services for which it is responsible and describe the cooperation with them. This primarily entails collaborate work with ABAKIR and the GIZ, as well as certain local stakeholders.

The contractor is required to present and explain its approach to steering the measures with the project partners and its contribution to the results-based monitoring system. The activity primarily refers to in-person and digital meetings with ABAKIR and GIZ via planning workshops and interim steering meetings (progress updates). The activities of the consultant are steered by ABAKIR together with the GIZ. Planning, preparation and elaboration of activities should be realized in close coordination with the GIZ team and ABAKIR. The Consultant must report to GIZ in all matters of execution and financial management. The Consultant must report to ABAKIR and GIZ on all technical elements of the communication and deliverables.

The contractor is required to describe the key processes for the services for which it is responsible and create a schedule that describes how the services according to Chapter 2 are to be provided. In particular, the contractor is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors in accordance with Chapter 2.

The contractor is required to describe its contribution to knowledge management for the partner and GIZ and promote scaling-up effects (learning and innovation). The contractor must acknowledge that all the products, intellectual property, and materials as a result of the contract are the sole property of ABAKIR.

Other specific requirements

PLEASE NOTE: all written deliverables, correspondences, templates, communication activities, etc. must be provided in English and French. The majority of workshops and correspondence with ABAKIR will be in French only.

Project management of the consultant

  • The consultant manages costs and expenditures, accounting processes and invoicing in line with the requirements of GIZ.
  • The contractor is responsible for the planning and implementation of all workshops, meetings, or other similar activities. Upon approval by GIZ, GIZ will provide funding to secure meeting venues or provide funding for other communications-related activities
  • The consultant should include a budget for the printing of materials in their offer
  • The consultant makes available equipment and supplies (consumables) and assumes the associated operating and administrative costs for any equipment and supplies personally required for their work.

The contractor is required to explain its approach for coordination with the GIZ project.

The contractor is required to draw up a personnel assignment plan with explanatory notes that lists all the experts proposed in the offer; the plan includes information on assignment dates (duration and expert days) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule.

2.Personnel concept

The contractor is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 7), the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points.

Communications Expert

Tasks of the Communications Expert

  • Overall responsibility for the advisory packages of the consultant (quality and deadlines)
  • Coordinating and ensuring communication with GIZ, partners and others involved in the project
  • Regular reporting in accordance with deadlines

Qualifications of the Communications Expert

  • Education/training (2.1.1): University qualification (Master or Bachelor) in Communications, Public Relations, or a related field
  • Language (2.1.2): Good business language skills in English and French (C1 level in both)
  • General professional experience (2.1.3): 10 years of professional experience in communications, public relations, and or/communications consulting sector
  • Specific professional experience (2.1.4): 5 years in communications or public relations in the context of public organizations, international development, or regional organizations. 5 years' experience in the water sector
  • Leadership/management experience (2.1.5): 6 years of management/leadership experience as project team leader or as an individual consultant
  • Regional experience (2.1.6): 5 years of experience in projects in Central Africa (region), of which 2 years in projects in Rwanda, the Democratic Republic of the Congo, or Burundi (country)
  • Soft skills required

In addition to their specialist qualifications, the following qualifications are required of team members:

  • Team skills
  • Initiative
  • Communication skills
  • Sociocultural competence
  • Efficient, partner- and client-focused working methods
  • Interdisciplinary thinking

3.Costing requirements

Assignment of personnel

Consultant: Assignment for 88 expert days, which are anticipated to be divided into 8 exepert days per month for a period up to 11 months. This includes approximately up to 5 expert days per month in Rubavu or another location required for the assignment and up to  3 expert days per month as home office.

  • Total expert days: up to 88 expert days
  • Total travel days: up to 55 expert days (majority in Rubavu at ABAKIR offices)
  • Total home office days: up to 33 expert days

Travel

The contractor is required to calculate the travel it has proposed based on the places of performance stipulated in Chapter 2 and list the expenses separately by daily allowance, accommodation expenses, flight costs and other travel expenses.

Workshops, training

The consultant implements the following workshops/study trips/training courses:

  • Kick-off Workshop with ABAKIR and GIZ
  • Conclusion and Next Steps Workshop with ABAKIR and GIZ
  • Up to three regional trips for communications-related activities are anticipated (i.e. travel to Kinshasa, Bujumbura, or other locations within Kivu/Ruzizi Basin such as Bukavu, Ruzizi, etc. depending on established Workplan with ABAKIR)

Other costs

  • Visa costs
  • Limited printing materials

4.Inputs of GIZ or other actors

GIZ and/or other actors are expected to make the following available:

  • Limited assistance with workshops logistics
  • Financing, upon approval and discussion between ABAKIR, GIZ, and Consultant for workshop or other communications-related activities (website development, publicity activities, etc.)

5.Submission and evaluation of your EoI

The structure of the offer must correspond to the structure of the ToR. In particular, the detailed structure of the concept (Chapter 3) is to be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). It must be legible (font size 11 or larger) and clearly formulated. The offer is drawn up in English and French (language).

The complete offer shall not exceed 10 pages (excluding CVs).

The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long. The CVs can also be submitted in English and French (language).

If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.

Evaluation criteria  

The EoI will be evaluated based on the following criteria:

  • Company or individual profile,
  • Relevant experience,
  • The strategies to assure agility, flexibility and responsiveness,
  • and financial offer.

Submission of EoI

Individuals or companies are eligible to apply to this assignment

The EoI should contain the following:

For Technical Proposal:

  • A Cover letter expressing interest in this assignment;
  • Technical Proposal with a brief description of why you or your Consulting Firm would be considered as the most suitable for the assignment, relevant expertise, and a detailed clear methodology, on how will be your approach and complete the assignment;
  • Company registration certificate if applicable;
  • VAT registration certificate
  • Proof of successful completion of similar assignments.
  • Latest tax clearance certificate

For the Financial Proposal: 

The Financial Proposal indicates the contract price, supported by a breakdown of consultancy fee per day + all other costs such us (if needed)  daily allowance, accommodation expenses. The cost must be in RWF and VAT excluded.

Please submit your EoI documents in two separate envelopes (1 for technical offer and 1 for financial offer) until latest Friday 25th June 2021 at 4:00 pm, at the front desk of:

 

GIZ Office Kigali/Rwanda

KN 41 Street / Nr.17 – Kiyovu

B.P 59 Kigali – Rwanda

  GIZ reserves all rights

 6.Annexes

  1. 2021 Strategic Communications Plan and Workplan
  2. 2020 Basin Baseline Study
  3. 2019 Organisational Analysis of ABAKIR
  4. 2014 ABAKIR Declaration
  5. 2011 Convention
  6. ABAKIR organisational chart

List of abbreviations

ABAKIR  Lake Kivu and Ruzizi River Basin Authority  

ALT         Autorité du Lac Tanganyika 

AVB       General Terms and Conditions of Contract (AVB) for supplying services and work 2018

BMZ        German Federal Ministry for Economic Cooperation and Development  

CEPGL     Communauté Economique des Pays des Grands Lacs  

COM         Council of Ministers 

DRC         Democratic Republic of the Congo  

EGL          Energy of the Great Lakes Countries  

EU           European Union 

GIZ             Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH

LKMP           Lake Kivu Monitoring Programme

SINELAC     Société Internationale d'Electricité des pays des Grands Lacs

TAC                Technical Advisory Committee 

ToRs               Terms of reference

WASH             Water, Sanitation and Hygiene