Terms of Reference (ToR): Training on Developing and Implementing Internal and External Communication plans and SOP’s

Reports to: Juzoor Project Manager

1. Background:

As part of the ongoing partnership between Global Communities and Juzoor for Health and Social Development under the Active Citizenry Activity (ACA) project, funded by USAID, Juzoor is committed to enhancing and upgrading the capacities of its staff. To achieve this goal, Juzoor is seeking a consultant to develop both an internal and external communication plan, along with Standard Operating Procedures (SOPs). Additionally, the consultant will conduct a two-day training for 30 Juzoor staff members on the newly developed plan. This task is expected to be completed by the end of September 2024.

2. Rationale:

Effective communication is crucial for the success of any organization. Internal communications ensure that all staff members are aligned with the organization's goals, policies, and procedures, fostering a collaborative and productive work environment. External communications, on the other hand, are essential for building and maintaining the organizational image, managing relationships with stakeholders, and ensuring transparency and accountability.

Developing comprehensive communications plans and Standard Operating Procedures (SOPs) can streamline communication processes, enhance clarity, and improve overall efficiency. This training aims to equip staff with the necessary skills and knowledge to create and implement these plans and SOPs effectively, leading to better organizational performance and stakeholder engagement.

جميع الحقوق محفوظة لموقع جوبس.

3. Training Elements:

The training will include the following key elements:

• 1. Introduction to Communications Strategies:
  • Understanding the role and importance of communication within an organization.
  • Differentiating between internal and external communications.
• Developing Internal Communications Plans:
  • Identifying internal communication goals and objectives.
  • Mapping out communication channels and tools.
  • Creating a content calendar and communication schedule.
• Developing External Communications Plans:
  • Identifying external stakeholders and their communication needs.
  • Crafting key messages and communication objectives.
  • Selecting appropriate channels for external communication.
• Creating Standard Operating Procedures (SOPs):
  • Understanding the role of SOPs in standardizing communication processes.
  • Steps to develop clear and concise SOPs.
  • Integrating SOPs into daily communication activities.
• Implementation Strategies:
  • Best practices for rolling out communication plans and SOPs.
  • Training staff on new communication procedures.
  • Ensuring consistency and adherence to communication plans and SOPs.
• Deliverables:
  • Develop an internal and external communications plans and SOPs (5 days)
  • Conducted a two-day training for Juzoor’s staff the developed internal and external communications plan and SOPs (2 days)
• Experience required:
  • Proven academic qualification and related experience in this area of no less than three years, supported with reference letters, reports, and recommendations from clients.
• Contract Duration:
  • The contract is scheduled for September- October 2024, it may be subject to extension upon funds availability and the successful performance evaluation.

7. Working code and Methodology:

The consultant/ consulting company, and any of its team/ representatives commits to the following during their engagement with Juzoor as follows:

• Commitment to Juzoor’s code of conduct and rules and regulations at all times.
• Promote the development of relationships with partner organizations based on a concept of partnerships founded on shared values, mutual respect, reciprocity of learning and transparency.
• Maintain close and continuous relations with the target population and its grassroots organizations, and provision to listen to their expectations.
• The consultant/ consulting company acknowledges that they have read and agree and abide by Juzoor’s policies and manuals, including but not limited to the following:

1. Juzoor Child Protection Policy.
2. Anti-Fraud, Bribery, Corruption policy general protection policy.
3. Juzoor Gender Equality Policy.
4. Juzoor Sexual Harassment Policy.
5. Safeguarding Policy.
6. WHISTLEBLOWING POLICY.
7. IT& Data Policy
8. Code of conduct Policy.

• The consultant Consulting company acknowledges that all information is confidential to Juzoor such as documents, manuals, designs, applications of all sorts, agree that these documents are the sole custody of Juzoor and should not be used outside Juzoor organization unless it is cleared by Juzoor management and the board of directors, as stipulated in Juzoor’s IT& Data Policy.
• The consultant/ Consulting company understands and agrees to fulfill tasks related to her/his TOR, and for the benefit of Juzoor’s activities, as requested by her/his immediate supervisor.

8. Application submission:

• The Deadline for the application is Wed. August 28th 2024.
• All Technical and financial offers must be sent to [email protected] with the subject line: [Consultant] - internal and external communication training.
• The Consultant/ Consulting Company must provide a source of deduction.

9. Donor Compliance:

• The Supplier/ Service provider is aware that this contract/ purchase order is funded through the ACA project by the United States Agency for Development (USAID), Therefore, the supplier/ service provider commits in writing to adhere to the donor’s terms and requirements.
• The Supplier/ Service provider commits and signs to the donor’s mandatory documents and adhering to all the requirements including signing (Attachments A1. And A.5)
• This procurement/solicitation falls under the ACA citizenship project, funded by the United States Agency for Development (USAID), where the supplier (s) must adhere to all Donor requirements and sign and comply with its needed documentation.