Consultancy – Review and Update the Strategy – Handover Strategy of the Digital Platform

Review and Update the Strategy – Handover Strategy of the Digital Platform

 

1. Background

Oxfam Iraq, is developing a digital platform to provide young people across Iraq with reliable, evidence-based information on Reproductive Health and Rights (RHR) in Arabic, Kurdish, and English.

 

2. Purpose of the Assignment

As the platform matures, it is crucial to ensure its sustainability, relevance, and long-term impact. To achieve this, Oxfam seeks to engage a consultant to design a comprehensive handover strategy that will facilitate the seamless transfer of the platform’s management, technical operations, content creation, and user engagement to the partner that takes over the platform. The consultant will also review and enhance the current strategy of the platform that was developed earlier, to align with Project’s goals, adapting to the evolving needs of Iraq’s youth and ensuring continued compliance with regulations.

 

3. Objectives

Objective 1: Review Existing Strategy

The objective of this consultancy is to conduct a comprehensive review and update the current digital platform strategy to ensure its continued relevance, impact, and alignment with project’s goals. This includes:

• Platform Design: Evaluate and refine the platform’s structure to ensure it is intuitive, accessible, and effectively serves its target audiences. The design should support a user-friendly experience.
• Content Strategy: Review and update the content database of the platform to fill any gaps, making it more engaging, relevant, and tailored to the needs of the audience and the context of Iraq.
• User Engagement and Community Building: Assess current engagement strategies and develop new approaches to foster sustained interaction and community building among users, with clear guidelines and innovative content.
• Channel Strategy: Analyze the platform’s digital marketing and outreach strategies across various channels to maximize reach and effectiveness, using a SMART targeting approach.
• Strategic Vision: Ensure the strategic vision, mission, and long-term objectives of the platform are effectively reflecting the needs of the community and the Iraqi context.

Objective 2: Handover Strategy

The second objective is to develop a robust handover strategy that ensures the seamless transfer of the digital platform’s management, technical operations, and strategic vision to a partner. This includes but not limited to:

• Technical Handover: Clearly documenting and transferring all technical aspects, including maintenance, software updates, server management, security protocols, and technical support.
• Sustainability and Alignment: Ensuring the strategy provides a foundation for the platform’s long-term success, focusing on scalability, adaptability, and alignment with future needs.
• Risk Management: Identifying and developing mitigation strategies for potential operational, technical, and strategic risks associated with the handover process.
• Role Definition: Defining the roles and responsibilities of all parties involved in the handover, including the current platform team, the future managing team, and the roles of Oxfam and project’s stakeholders post-handover.
• Timeline and Communication: Establishing a clear timeline and work plan for the handover, ensuring all stakeholders are informed and aligned on the transition process.
• Ownership Transfer: Developing a plan and check list of requirements for the legal and operational transfer of ownership, including the codebase, repositories, and relevant accounts, to ensure a smooth and secure transition.

 

4. Methodology

A) Methodology for Reviewing the existing strategy includes, but not limited to the following:

Comprehensive Assessment:

• Document Review: Review strategy documents, and digital analytics.
• Stakeholder Consultations: Gather insights from Oxfam and the project stakeholders on the platform’s current statues.
• Contextual Analysis: Analyze the digital landscape in Iraq, focusing on the RHR information ecosystem and youth trends.

Strategic Revision:

• Mission and Vision Refinement: Update the platform’s mission and vision to align with the evolving needs of Iraq’s youth.
• Target Audience Segmentation: Refine target audience definitions using recent research.
• Content Strategy Enhancement: Revise and develop a content calendar and outline.

Channel Strategy Optimization:

• Channel Evaluation: Assess and optimize the platform’s presence on digital channels like the website, Instagram, and Facebook.
• User Engagement: Develop strategies to maximize reach and engagement across channels.

B) Methodology for Handover Strategy

Initial Assessment:

• Stakeholder Consultations: Engage with Oxfam, the project stakeholders (if needed) to understand the current operations and expectations for the handover.

Operational Handover Plan:

• Roles and Responsibilities: Clearly define the roles of the partner teams pre- and post-handover.

Technical Handover Plan:

• Technical Documentation: Create detailed documentation on platform architecture, security protocols, and maintenance schedules.
• Access and Permissions: Securely transfer all necessary access rights and credentials.

• Content and Channel Strategies: Provide guidelines for managing content and maintaining the platform’s presence across digital channels (Instagram, Facebook, and the website)

Sustainability and Alignment Plan:

• Scalability and Sustainability: Provide guidelines for scaling the platform and ensuring its long-term sustainability.

Risk Management Plan:

• Risk Identification and Mitigation: Identify potential handover risks and develop strategies to address them.

 

5. Deliverables

Inception Report:

A single report outlining the consultant’s understanding of both the review and handover assignments, proposed methodologies, and detailed work plans with timelines for each activity. This report should be submitted within the first week of the assignment.

Comprehensive Strategy Review and Handover Plan:

The consultant is expected to share two final documents. 

1. A) Revised platform strategy that assesses the existing strategy, incorporating the necessary changes according to the needs of the youth in Iraq, and the Iraqi context. It should provide recommendations for updating the platform’s mission, content strategy, and user engagement.
2. B) Handover plan detailing operational processes, roles and responsibilities, and technical documentation. It should include a training program, risk management strategies, and contingency plans to ensure a smooth transition for the partner who takes over the platform.

Final Presentation:

Two concise, and visually engaging presentations summarizing at the end of each document sharing key findings, and recommendations. These presentations, along with the final reports, will ensure that all stakeholders are fully briefed on both the updated strategy and the handover process, facilitating a smooth transition and continued effectiveness of the platform.

 

6. Payment

Payment to the consultant will be disbursed in two installments. The first installment will be 30% of the amount and issued upon signing the agreement. The second installment will be 70% and provided upon the satisfactory completion of the services.

 

7. Timeline

The consultant is expected to deliver the above-mentioned documents in two milestones.

• The revision of the existing strategy is expected to be completed within one month. Meaning the final revised strategy report and presentation should be submitted by November 1st, 2024.
• Meanwhile, the handover strategy should be completed within one and a half months. The final handover strategy report and presentation should be submitted by December 15th, 2024.

If the consultant finds it suitable both she/he/they can work on some elements of both documents in parallel, ensuring that the strategy revision still takes place in the requested duration.

 

8. Knowledge and Experience

The following key technical requirements will be considered when assessing consultants’ technical competencies:

• Relevant Academic Background: University degree in relevant fields, including digital media, communication, or other related areas.
• Proven Experience: Demonstrated experience in conducting similar assignments in Iraq and/or the MENA region, particularly in digital strategy development, user engagement, and technical support.
• Contextual Knowledge: Strong understanding of the RHR context in Iraq and the challenges facing its communities, including cultural, political, and technological factors.
• Communication Skills: Excellent communication and writing skills in English. Proficiency in Kurdish and Arabic is desirable.
• Team Composition: The consultant team should include members with expertise covering all aspects of the assignment, from assessment to strategy development, calendar creation and, technical support.

9. How to Apply

Interested companies/consultants with relevant experience are encouraged to submit an Expression of Interest (EOI) including the following:

• Technical Proposal:
  • Cover Letter: A cover letter (no more than one page) introducing the consultant/company and expressing the intention to deliver the assignment. The letter should also indicate the consultant’s availability for the proposed period.
  • Response to ToR: An offer that responds to the TOR and the deliverables.
  • Evidence of Capacity: References to experience with similar assignments and/or samples of previous similar assignments completed.
  • CVs and Profiles: CVs of all individuals involved in the assignment. For companies, please include the company profile.
  • Note: The technical proposal should not exceed five pages, excluding annexes.
• Financial Proposal: A one-page budget with a detailed breakdown of all major anticipated costs. An accompanying workplan must also be submitted. Consultants from Iraq are required to submit their financial offers in Iraqi Dinars.
• Statement of Compliance: A statement expressing willingness to adhere to Oxfam’s Code of Conduct and guidance regarding safe programming.

 

10. Deadline for Submission of Offers

The interested parties should send all the required documents listed above to the address:

irqconsultancy@oxfam.org.uk

Email Subject: Review and Update the Strategy

The deadline for submitting offers is October 10^th, 2024 at 11:59 PM (Iraq Time).

 

TOR LINK:

 https://oxfam.box.com/s/k4b6vaz8d5vvglr9y878amtvrl1brk05