Terms of Reference for hiring a Communications Specialist A. Project Title: ENHANCING RESILIENCE OF COASTAL COMMUNITIES OF SAMOA TO CLIMATE CHANGE B. Project Description or Context and Background: The project Enhancing Resilience of Coastal Communities of Samoa to Climate Change (ERCC) financed by the Adaptation Fund (AF) and supported by UNDP is managed by the Government of Samoa through the Planning and Urban Management Agency (PUMA) of the Ministry of Natural Resources and Environment (MNRE). Overall, the project will reduce the vulnerability of Samoa s population and natural environment to climate risks, and enhance the capacity of natural systems and coastal communities to recover from impacts (chronic and acute) associated with climate change and extreme weather events. The Adaptation Fund (AF) project supported by UNDP intends to strengthen the ability of Samoan communities and the public service to make informed decisions and manage likely climate change driven pressures in a pro-active, integrated and strategic manner. This can be achieved through reduction in vulnerability to adverse impact of climate change; and increase in the adaptive capacity to respond to the impacts of climate change. The objectives of this consultancy; The Communications Consultant is expected to work with AF Project Team with MNRE-PUMA to design, produce and promote communication materials to raise awareness on and increase access to information relevant to the projects and programmes outlined in this terms of reference. This includes: Communication Strategy Knowledge products (such as reports and infographics) Public communications (such as media releases, social media updates and web stories) CIMP Documentary C. Scope of Work: The Communications consultant will lead the development and implementation of a communications strategy. S/he will liaise with staff and key stakeholders and lead the coordination of communication efforts to ensure seamless collaboration and successful delivery of high quality communications operations and products. The Communications Specialist will liaise with MNRE-PUMA project staff and 1
UNDP staff at the Country Office and government counterparts as appropriate, as well as liaising with the communications focal point for UNDP Asia Pacific. The Communications Consultant will undertake the following tasks: Develop the Communication Strategy; Lead in the implementation of the communications SOP & work plan for the 2017 period; Draft material in coordination with AF-Samoa technical experts, bring content developed by experts to reader-friendly format, and review and edit final products to bring up-to UNDP publication standards; Raise awareness of the project with target audiences, including CIMPs work, Relocation/Resettlement work, Small Grants, Climate Proofing works for roads and drainage; Build on MNRE new website, integrate old contents into new site, with the support of web developer in MNRE, develop key content and team management methods to organize the website publishing guidelines; Build on and advance the project s digital presence through social media, especially through MNRE and UNDP existing Twitter account and Facebook pages; Produce quarterly newsletters for the project; Draft media advisories and press releases; Liaise with media for press releases and events, establish media connections and aim to get maximum media attention for press releases, special events, press interview either through broadcast or print media; Create database for all CIMP Photos and Maps produced during the project Liaise with stakeholders and lead the coordination of efforts to ensure seamless collaboration and successful delivery of communications operations and products; Compile contents for all planned communication efforts; Provide photographic coverage of the work and events associated with the projects referenced in this TOR, and all other events as required; Lead the editing, selection and captioning of all photos for accession into the MNRE Website; Troubleshoot all technical issues in electronic files for web and on-screen viewing graphic linking, file size and venue execution; Generate ideas and lead development and design of various publicity materials, including web content, brochures, and short stories Update, design, and develop project-related brochures; Assist in collecting most significant change stories to support annual reporting and editing/popularizing project specific and related news updates; Maintain close contact with media outlets to ensure speedy dissemination and widest possible usage of AF-Samoa photos; and to arrange for exchange of materials; 2
Regularly report on the impact of communications activities, including media outreach and online efforts; Share communications products and updates with the UNDP Asia Pacific communications focal points, for regional and global visibility of the project; Any other tasks related to communication activities in the project. Expected Outcomes and Deliverables: Finalized communication strategy within first month of consultancy; A communication work plan within the first month, which includes objectives, a set of key messages to be promoted among target audiences and a timeline with key milestones for communicating. It will define the means necessary for implementation, recommending media and communication tools. The plan will point out the content and campaigns recommended for implementation for the year. Operationalize Communications Standard Operating Procedures with plans and implementation for all project key phases. Quarterly AF Samoa Newsletter which will highlight the communications products being produced every three months; it will be closely monitored for opening rate, readership and other evaluation data for immediate improvement. Production of photo essays, blog entries, success stories to highlight lessons learnt from adaptation initiatives in the country. Produce at least 6 publicity materials by [insert timescale]; namely, brochures, fact sheet, photobook and the like; Boosted media coverage, measured by newspaper clippings, TV current affairs programmings, etc. Reports/press releases/speeches/multimedia project pitches/campaign/events (online/offline) to raise brand awareness, at least twice a year. At least 10 Photo stories of specific sites of the project by [insert timescale]; Link all the knowledge products produced by the project to the DKIF system in MNRE; Video products, at least 1 documentary video to highlight the CIMP review process/small Grants; Other visual materials support; Before the close of the contract, a final report that will sum up the work done, the lessons learnt and recommendations to further the communication effort of the program.. Additional Assignments; - Communications Strategy Launch; - Documentary Launch. Final products Days Required 3
Communication Strategy + Workplan and SOP Finalizing pending 2 newsletters for Q3&4 Final Production of factsheets, 6 success stories + lessons learnt and 4 publicity materials Finalizing the documentary for the CIMP and Small Grants Linking the knowledge products produced to the DKIF system Database of CIMP photos and maps produced for CIM Plans Updating the PUMA-AF Samoa page on Facebook, Twitter and MNRE Website Final report to indicate recommendations + lessons learnt 2 1 1 30 Total 100 D. Institutional Arrangement: The hired consultant will be based at PUMA- MNRE and will be responsible to the CEO, MNRE (through the ACEO PUMA) and will work closely with the project specialists and stakeholders for communication efforts. Reports and documentation will be shared with the CEO-MNRE and ACEO-PUMA in a timely manner, with copy to the UNDP MCO Programme Officer for the project. E. Duration of the Work: The estimated number of working days is 100 and may be subject to change based on the development and progress of the project. F. Duty Station: Planning and Urban Management Agency, Ministry of Natural Resources and Environment Apia Samoa. 4
G. Competencies: Corporate Competencies: Demonstrates commitment to the Gov. of Samoa mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Focuses on result for the client and responds positively to feedback Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humoured even under pressure Demonstrates openness to change and ability to manage complexities Good inter-personal and teamwork skills, networking aptitude, ability to work in multicultural environment Qualifications of the Successful Contractor: Master s degree in Communications, Journalism, Public Relations or related field, (1 points). At least 4 years of experience in generating communications, communication strategies, media operations and advocacy material via various media (i.e. print, video, websites). (30 points). Experiences in development of communication issues and demonstrated experience in communicating climate change and climate change adaptation work tailored to different audiences a distinct advantage. (30 points). Computer proficiency and experience with media software, applications and communication tools. (10 points) Excellent organizational skills, interpersonal communication skill, self-motivated, proactive and reliable with good communication and ability to work in harmony with staff members and technical specialists; (10 points) Excellent in oral and written communication skills in English and Samoan language. ( points) Evaluation criteria: 70% Technical, 30% Financial combined weight Technical Evaluation Criteria (based on the information provided in the CV and relevant documents must be submitted as evidence to support possession of the below required criteria. Master s degree in Communications, Journalism, Public Relations or related field, (1 points). At least 4 years of experience in generating communications, communication strategies, media operations and advocacy material via various media (i.e. print, video, websites). (30 points). Experiences in development of communication issues and demonstrated experience in communicating climate change and climate change adaptation work tailored to different audiences is a distinct advantage. (30 points). Computer proficiency and experience with media software, applications and communication tools. (10 points) Excellent organizational skills, interpersonal communication skill, self-motivated, proactive and reliable with good communication and ability to work in harmony with staff members and technical specialists; (10 points) Excellent in oral and written communication skills in English and Samoan language. ( points)
H. Scope of Bid Price & Deliverables: DELIVERABLES DUE DATE % Upon submission and approval by ACEO-PUMA & UNDP MCO of the following: - Final and endorsed Communication Strategy, Work plan and SOP 30 th June 2017, 20% AMOUNT IN USD TO BE PAID AFTER CERTIFICATION BY UNDP OF SATISFACTORY PERFORMANCE OF DELIVERABLES and UNDP MCO of the following Final Production of factsheets + Newsletters for Q2, Q3 and Q4 30 th July 2017, 10% and UNDP MCO of the following; Finalizing the documentary for the CIMP and Small Grants Upon submission and approval by ACEO-PUMA & UNDP MCO of the following: 6 success stories + lessons learnt and 4 publicity materials 30 th August 2017, 20% 1 h September 2017, 1% and UNDP MCO of the following: Complete linking the knowledge products produced to the DKIF system Updating the PUMA-AF Samoa page on Facebook, Twitter and MNRE Website and UNDP MCO of the following: Final report to indicate recommendations + lessons learnt Preparation of the Communication Strategy launch and documentary launch. Total Working Days (100) 100% 30 th September 2017, 10% 1 th October 2017, 20% 30 th October 2017, % 6
I. Recommended Presentation of Proposal: Given below is the recommended format for submitting your proposal. The following headings with the required details are important. Please use the template available (Letter of Offer to complete financial proposal) CVs with a proposed methodology addressing the elements mentioned under deliverables must be submitted by 22 nd June 2017 electronically via email: procurement.ws@undp.org. Incomplete applications will not be considered and only candidates for whom there is further interest will be contacted. Proposals must include: CV or P11 form addressing the evaluation criteria and why you consider yourself the most suitable for this assignment. The selected candidate must submit a signed P11 prior to contract award. 3 professional references most recent A brief methodology on how you will approach and conduct the work, Financial Proposal specifying the daily rate and other expenses, if any Letter of interest and availability specifying the available date to start and other details Queries about the consultancy can be directed to the UNDP Procurement Unit procurement.ws@undp.org 7