Selam is looking for an IT – Support Service!

TERMS OF REFERENCE FOR IT-SUPPORT SERVICE

1.Introduction
Selam is a Pan-African organisation headquartered in Sweden with regional offices in Addis Ababa and Nairobi. The organisation was created in 1997 and has since evolved into an international player, partnering with artists, cultural producers, the private sector, the media, institutions, researchers, and national and regional governments across the African continent as well in other regions in the world.
Selam participates in global and African culture networks, as well as annual networking meetings and Pan-African conferences in Africa, Europe, Latin America, the Caribbean, and Asia. Selam has implemented several regional and national projects and studies on the African continent.
Currently Selam implements, together with partners, two Pan-African projects (PANAF and Connect for Culture Africa (CfCA)) and one national project in Ethiopia.
Selam is seeking a qualified and experienced IT support service provider to assist with various tasks, including hosting maintenance, web design and development, digital banners, video and motion graphics, social media content support, and other design-related activities. The selected service provider will work closely with Selam to ensure smooth operation and high-quality output across all IT and digital media platforms. The consultant will be contracted through a framework
agreement and will be engaged on a needs- basis.

2.Objectives
The primary objective of this ToR is to outline the responsibilities and expectations for the IT support
service provider. The aim is to maintain and enhance Selam’s digital presence, ensuring efficient
operation and visually appealing content.

3.Scope of Work
The service provider will be responsible for the following tasks:

A. Hosting Maintenance
1. Website Setup and Migration:
– Setting up new websites as required.
– Migrating existing websites to new hosting environments without data loss or downtime.

2. DNS Records Management:
– Configuring and managing DNS records to ensure proper domain name resolution.

3. Mail Service Settings:
– Setting up and managing email services to ensure reliable communication.

B. Web Design and Development
1. Web Development:
– Designing and developing websites using WordPress or equivalent programs.
– Customizing themes and plugins to meet specific requirements.

C. Digital Banners
1. Development of Digital Banners:
– Creating digital banners for various platforms and purposes, ensuring they are visually
appealing and effective.

D. Video and Motion Graphics
1. Production of Videos and Motion Graphics:
– Developing high-quality videos and motion graphics for promotional and informational
purposes.

F. Other Design Tasks
1. Newsletters:
– Designing and creating newsletters that are visually appealing and effectively communicate
the intended message.
2. Album Covers:
– Designing album covers that meet the artistic vision and branding guidelines.
3. Stage Design:
– Assisting in the design of stages for events and performances.
4. Deliverables

The service provider is expected to deliver the following:
1. Regular maintenance and updates for all hosted websites.
2. Timely completion of website setups and migrations.
3. Accurate configuration and management of DNS records and mail services.
4. High-quality websites with customised themes and plugins.
5. Attractive and effective digital banners.
6. Professional videos and motion graphics.
The consultant should be flexible and ready to accept other tasks not mentioned in this ToR related to
IT-support as needed.

5. Duration
The contract will be a framework agreement starting in September 2024 and ending in December
2025. Selam will contact the consultant on a needs basis with requests for technical support. There is
a possibility of renewal based on performance and mutual agreement.
6. Reporting
The service provider will report to project managers operating from Selam’s head office and will
provide regular updates on progress and any issues encountered.

7. Confidentiality
The service provider must maintain confidentiality of all Selam’s data and information. Any data or
information provided by Selam must not be shared with third parties without prior written consent.

8. Qualifications
The service provider should possess the following qualifications:
1. Proven experience in hosting maintenance, web design, and development.
2. Expertise in WordPress development.
3. Proficiency in creating digital banners, videos, and motion graphics.
4. Experience in social media content creation and management.
5. Strong design skills for newsletters, album covers, and stage design.
6. Excellent communication and reporting skills.

9. Submission of Proposals
Interested service providers should submit their proposals including the following:
1. Company profile and qualifications.
2. Detailed description of services offered.
3. Examples of previous work and references.
4. Cost proposal.
5. Any additional information that demonstrates the provider’s ability to meet Selam’s needs.
Expression of interest should be forwarded to info@selam.se no later than September 6 2024
(5:00pm EAT).
10. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
1. Relevant experience and qualifications.
2. Quality of previous work.
3. Understanding of Selam’s requirements.
4. Cost-effectiveness.
5. References and recommendations.

11. Contact Information
For any queries or additional information, please contact: info@selam.se