Information Management System Consultancy (IT) – Hargeisa, Somaliland

Term of Reference

Organisation/Agency: CARE International/Somali NGO Consortium

Consultancy Assignment: Information Management System Consultancy (IT)

Assignment Location: Hargeisa, Somaliland

Reporting To: Somali NGO Consortium

Duration: 40 Days

Possible start date: November 2022

1. Background

Somali NGO Consortium (SNC) is a voluntary coordination mechanism of NGOs working in Somalia and Somaliland. It provides a coordination platform and a common voice for the hundreds of International and National non-governmental organizations (NGOs) working in a highly insecure and complex operating environment. Effective coordination has significantly facilitated the successful delivery of humanitarian and development aid in Somalia and Somaliland. Established in 1999, SNC has since grown to become a platform for networking and coordination of NGOs to improve international aid coordination and raise the NGOs’ presence and profile within the aid coordination structures for Somalia and Somaliland. It has been supporting NGOs through its core activities in coordination, representation, information sharing and advocacy.

A core objective of the Somali NGO Consortium is the proactive sharing of information to facilitate an informed NGO community to be able to implement the best possible work in Somalia/Somaliland. The SNC provides a communication mechanism for NGOs working in Somalia/Somaliland, as well as for various external stakeholders including donors, UN agencies and governments. It strives to ensure members are equipped with adequate and relevant information on the political, humanitarian, security and development issues collated from different forums. The Consortium’s linkages with key stakeholders enables regular and appropriate dissemination of information to member agencies and others. Papers, positions and all updates pertaining to NGO activities and concerns are shared widely with NGOs and with other actors where appropriate. Members are also provided with a space in which they can share information on their products reflecting on their experience and thereby creating awareness on lessons learnt and best practices. However, the SNC has been experiencing challenges in information management that necessitated the need to develop an online Information Management Systems (IMS).

1. Objectives of the assignment

It is in this context that the SNC is desirous of developing an integrated online information management system that will help capture, store, display, update, retrieve and share with partners and other key stakeholder. The system will also help SNC to monitor the progress easily and for analysis, and to make informed decision. The IMS will also quickly provide analysed information/data in different forms such as graphs, charts, ranges, trends, etc.

• Specific objectives

The SNC is thus seeking to engage a Management Information Systems Consultant with a clear skillset to develop an effective system that can be utilized to manage and provide an avenue of sharing/using data. The assignment will also include trainings SNC staff on how to feed information to the systems and various analysis, and interpretation of the data. The consultant will report to the SNC’s Communications Officer and where he or she will have a second reporting line to the Advocacy and Communication Specialist.  The consultant will specifically undertake the following tasks.

• Develop easy to use Inform Management System (IMS) where information can be stored, saved, displayed, easily retrieved and readily accessible to aid and support informed decision-making.
• A system that can be accessed online via both phones and computers. The system should be able to keep all information from the partners and stakeholders.
• It should also be able to analyse the information to different forms such as graphs, charts, etc.
• Integrate the IMS to the SNC website/server with access control option.
• Train staff on how to input data, carry out analysis and interpretation.
• Prepare a manual on how to navigate the systems and carry out analysis.

1. Key deliverables

The expected deliverables from the consultant include but not limited to.

• A report based on the findings of the assessment of SNC information framework and flows for information management to identify existing gaps and options for implementation.
• Fully functional SNC database/Information Management System (IMS), in line with the option selected by the SNC, populated with existing SNC information and data.
• A users’ friendly manual for use, editing and maintenance of the IMS.
• Delivery of a training workshop for SNC staff and partners.
• All submitted reports will be reviewed by the SNC Communications team before stages are accepted as completed.

1. Methodology

Submission of Expression of Interest

Interested candidates or organizations are requested to submit the following information as part of their application.

• Technical proposal detailing their proposed approach to accomplish the required deliverables.
• Details of individual/firm’s prior experience in web-based applications development with at least three references from the organizations received similar services.
• The development language(s) or technologies to be used should be clearly explained.
• A Financial Proposal highlighting the estimated costs to be charged for the services. Quotations should be inclusive of taxes.
• Timelines demonstrating how long the consultant / firm is expected to deliver the services.
• Sample (preferably links) for previous similar works done for other organizations.