Contract TERMS OF REFERENCE – CONSULTANT OR FIRM TO PROVIDE ICT SERVICES
Job Description
Background
Youth Challenge Vanuatu (YCV) is a registered charitable organisation in Vanuatu and has been working with Vanuatu’s young people since 2001. YCV aspires to empower young people to reach and realise their potential through community development, leadership, business, career and employment programs and services.
Oxfam and YCV are collaborating on a five-year project, known as Enhancing Youth Employment and Leadership in Vanuatu (EYEL), which aims to empower young women and men to lead economic and social development in Vanuatu. To achieve this, YCV will improve and expand its services in youth employability, entrepreneurship and leadership; strengthen its organisational, academic and programme management; and develop income generating products.
Gender equality and social inclusion are central to EYEL, and all activities and outputs of this contract must consider, integrate and promote gender equality and social inclusion.
YCV is now at an exciting point. While still facing challenges, YCV has started to thrive over recent years with the development of its Strategic Plan 2022 – 2032, which will aim to take YCV to the next level of sustainability, impact and professionalism over the ten-years period. It proposes continued growth in programs and services as well as continuing to strengthen YCV as an organization while aiming to achieve both these aims at a measured, sustainable pace and ensure YCV continues to develop into one of Vanuatu’s leading NGOs with a reputation among youth, the community, employers and other key stakeholders as a dynamic, innovative, high impact and professional organisation.
ICT Services
Purpose
YCV has recently completed a new ICT Plan to support operations for the coming two years of transition of a range of ICT requirements. YCV is seeking an ICT Consultant or Firm to provide a range of services to the organisation. YCV can provide a copy of our ICT Plan on request.
Objectives
The overall objective of these services is to ensure that YCV has fit-for-purpose ICT equipment and services to fulfil its mandate..
Scope of Work
The scope of work for the Consultant / Firm may include the following:
(Note consultants / firms can provide proposal on one / multiple / all of the required services).
1. Review and upgrade of YCV MS Office Suite .(YCV seeking Microsoft Charity Grant for free license provision).
2. Review and update of YCV’s Member Database (built in Knack.com).
3. Support the administration of YCV’s Google Workspace account, staff access and staff emails.
4. Upgrade of internet connectivity and implementation of voucher-based internet service for members.
5. Ongoing IT support for YCV’s HP Server (including Windows Server) and Computing Server (L300 Series Virtual Desktop) and various hardware devices.
6. Scope and implement digital solution for email marketing to members & the wider community.
7. Scope and implement digital solution for staff, community and member online surveys.
8. Scope and implement digital solution(s) for member booking of YCV services (such as booking of computer, counselling support session).
Deliverables
Deliverables are as aligned to the Scope of Work items above.
Timespan
Initial assignments are to be carried out as soon as practicable after engagement, with some services being ongoing (two-year agreement term) as noted in the Scope of Work
Expertise
The consultant or firm will have:
- A relevant ICT / business degree.
- At least five years demonstrated, professional experience in the provision of ICT services to clients.
- Ability to work with minimal supervision.
- High level written and oral communications skills in English and Bislama.
- Demonstrate excellent interpersonal and professional skills.
Methodology
- Consultants / firms are invited to propose a suitable approach for services provision
Governance and Management
On engagement, consultant(s) / firm(s) will report directly to the Executive Director of the Youth Challenge Vanuatu. YCV will provide relevant background documents necessary for the assignment.
YCV Protection from Sexual Exploitation and Abuse (PSEA) POLICY
YCV has a policy of zero tolerance towards SEA. All Youth Challenge Vanuatu employees and related personnel are expected to uphold the highest standards of personal and professional conduct at all times, and to provide assistance and services in a manner that respects and fosters the rights of beneficiaries and other vulnerable members of the local communities.
The Youth Challenge Vanuatu has safe and PSEA-sensitive human resources practices and processes in place during a recruitment of a contractor. Therefore, YCV explicitly states in its PSEA policy standard paragraph, in its job announcements its zero-tolerance policy regarding SEA.
The Youth Challenge Vanuatu systematically vets all prospective job candidates in accordance with established screening procedures, to ensure YCV does not hire potential employees that would pose a risk to staff and our beneficiaries.
The Youth Challenge Vanuatu is committed to uphold a culture of transparency and a safe environment where personnel and beneficiaries can report SEA allegations as soon as possible without any adverse or punitive action being taken against them.
The Youth Challenge Vanuatu does not tolerate any kind of retaliation, or threat thereof, against anyone who reports a situation of SEA or cooperates in any investigation process related to a SEA allegation. Youth Challenge Vanuatu has safe, confidential and accessible mechanisms and procedures for personnel, beneficiaries and communities, including children, to report any consideration of retaliation against them.
Having the PSEA policy in place, the Youth Challenge Vanuatu asks selected applicants to sign self-declarations committing not to have committed SEA in the past and not to commit SEA in their new role within the Organization. Failure to sign self-declarations form, your contract shall constitute grounds for termination.
Performance Standards and Conditions
Oxfam and YCV are committed to protecting the health, safety and wellbeing of staff, managers, workers and others while work is carried out. Successful consultant(s) are expected to operate in accordance with the standards and good practice and obligations contained in the New Zealand and Safety at Work Act 2015 (effective 4 April 2016) and Australian Work Health and Safety legislation.
All equipment and materials required for the assignment are to be provided by the contractor, except where otherwise indicated in these Terms of Reference.
Payment will be on submission of a Tax Invoice.
YCV may request written evidence of necessary coverage in relation to insurance (including workers’ compensation), superannuation and taxation prior to commencement of any assignment.
Consultant(s) / firm(s) be responsible for their own workspace in Port Vila and travel around Port Vila.
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