Design, layout, typesetting and proofreading ILO publications in English, Arabic and Kurdish

Assignment

ILO Office in Iraq seeks to recruit an individual consultant to provide design, layout, typesetting and initial proofreading for 3 policy papers on the extension of social security coverage to informal workers in the agricultural, construction and manufacturing sectors, each produced in English, Arabic and Kurdish languages, in strict compliance with the ILO corporate identity guidelines as well as ODI and EU branding policies. `

Tasks

Consultant will perform the following tasks towards fulfillment of the assignment:

1. Review in detail the ILO corporate identity guidelines developed by BRAND (https://brand.ilo.org/hub/2) and ILO House Style Manual, as well as ODI and EU branding policies to ensure full compliance of the proposed design and layout solutions with the corporate design codes;
2. Review other ILO publications produced at the global, regional and national levels to identify design and layout elements to be proposed to the 3 policy papers on the extension of social security coverage to informal workers in the agricultural, construction and manufacturing sectors;
3. From the photos shared by the ILO Iraq, select those that seem most appropriate to illustrate the policy papers on the extension of social security coverage to informal workers in the agricultural, construction and manufacturing sectors and complement the selected design elements;
4. In full compliance with the ILO corporate identity guidelines and the House Style Manual, propose design for charts, graph, maps and tables;
5. Provide a draft design, layout and typesetting mock-ups of up to 15 pages from selected sections of each report containing textual and graphic elements (to be selected jointly with the ILO) to agree on the proposed solutions;
6. Pre-finalise the design, layout and typesetting of 3 policy papers on the extension of social security coverage to informal workers in the agricultural, construction and manufacturing sectors in English based on the ILO Iraq feedback on the mock-up version, ensuring consistency and visual harmony of the objects on the page for a user-friendly and accessible design;
7. Replicate design and layout as well as conduct typesetting of 3 policy papers on the extension of social security coverage to informal workers in the agricultural, construction and manufacturing sectors in Arabic and Kurdish based in the approved English versions.
8. Collaborate with the ILO team and external consultant-proofreaders to conduct thorough proofreading of all 9 papers (3 in English, 3 in Arabic and 3 in Kurdish) and carefully check for errors in the text and fix minor spelling and punctuation mistakes, typos, formatting issues and inconsistencies, including typesetter’s errors.
9. Finalise the design of the 3 papers in English, 3 papers in Arabic and 3 papers in Kurdish based on the final comments and suggestions received from ILO Iraq and ILO BRAND to the pre-final versions.

Inputs Provided by the ILO

The ILO Iraq will share with the external collaborator:

• The final text of the 3 policy papers in English, Arabic and Kurdish. The manuscript volumes in English are as follows (versions in Arabic and Kurdish are of a similar size):
• Extending social security to own-account workers and unpaid family workers in the agriculture sector in Federal Iraq and the Kurdistan Region of Iraq, 12260 words, 29 pages
• Extending social security to casual workers in the construction sector in Federal Iraq and the Kurdistan Region of Iraq, 13419 words, 37 pages
• Extending social security to wage workers in the manufacturing sector in Federal Iraq and the Kurdistan Region of Iraq, 14381 words, 41 pages
• The copyright pages in English, Arabic and Kurdish with the ISBN and DOI numbers;
• Selected samples of ILO global, regional and country-level publications compliant with the ILO Branding guidelines as visual references;
• Selected photo collections from the ILO corporate libraries;
• ILO corporate branding guidelines (accessible at https://brand.ilo.org/hub/2) and ILO House Style Manual, and detailed explanations to them, if and when required.
• Information on the ODI and the EU branding guidelines.
• Support with proofreading, identification of spelling and punctuation mistakes, typos, formatting issues and inconsistencies, including typesetter’s errors.

Deliverables, Timeline and Payment Schedule

#

Deliverable

Timeline

Payment share

1

Draft design, layout and typesetting mock-ups of up to 15 pages from selected sections of each report containing textual and graphic elements (to be selected jointly with the ILO) to agree on the proposed solutions

1 week after contract signature

10%

2

Pre-finalised design, layout and typesetting of 3 policy papers in English

3 weeks after contract signature

20%

3

Pre-finalised design, layout and typesetting of 3 policy papers in Arabic

4 weeks after contract signature

20%

4

Pre-finalised design, layout and typesetting of 3 policy papers in Kurdish

5 weeks after contract signature

20%

5

Proofreading of 9 papers (3 in English, 3 in Arabic and 3 in Kurdish)

7 weeks after contract signature

20%

6

Final publishable versions of 3 papers in English, 3 papers in Arabic and 3 papers in Kurdish in PDF formats produced in compliance with the ILO, ODI and EU corporate branding guidelines and ILO House Style Manual.

8 weeks after contract signature

10%

The work will be performed between 1 December 2024 and 28 February 2025 (up to 8 weeks). The precise contract duration will be defined in the course of selection.

Experience / Qualifications

The successful candidate for this assignment will need to demonstrate significant expertise and experience in design, layout, publishing, typesetting and proofreading services. The following qualifications and experience are required:

• At least 3 years of demonstrated on the market experience and competency in design and layout of publications, typesetting and publishing services, with a portfolio showcasing high-quality products, including produced for the ILO/UN.
  • Strong knowledge of and expertise in using software for designing, laying out and typesetting publications, such as InDesign, Data Wrapper and other, as well as technical capacity (availability of required software and equipment) to ensure quality design, layout, typesetting and proofreading services in English, Arabic and Kurdish;
  • Strong ability to meet deadlines and incorporate edits and changes effectively.
  • Proficiency in English and Arabic, knowledge of Kurdish is an advantage;
  • Attention to detail, orientation to quality and compliance with corporate branding policies and guidelines.
  • Experience with UN organizations is an advantage.

Proposal Submission Requirements

Interested candidates should submit the below documents forming technical and financial proposals. Incomplete applications will not be considered:

1. CV: Brief CV in English, specifying educational background, experience in designing and typesetting publications, as well as prior experience with corporate branding and the UN.
2. Portfolio: 4-5 examples of previous work – design and layouts of publications in English, Arabic and/or Kurdish. Successful experience in working with the United Nations, and the ILO in particular, will be considered as advantage.
3. Timeline: feasible production timeline.
4. Financial Proposal: Detailed and comprehensive budget in USD or IQD[1]. Budget has to be submitted in Excel and PDF formats. Each page of the budget in PDF format must be duly stamped and signed.

All documents must be submitted in English, in PDF formats. Both technical and financial proposals should be duly dated.

Evaluation Process and Criteria

Proposals will be reviewed and evaluated by an Evaluation Panel to ensure they meet the requirements outlined in the ToRs. Each submission will be assessed following the two-tier approach. First, technical side of the proposal (70% of the total grading) will be evaluated based on the criteria listed below, with each criterion rated on a scale from 1 to 10 or 1 to 5, where 10 and 5 are the highest scores. The total maximum score is 30 points, the minimum passing is 20 points.

• At least 3 years of proven experience in designing, layout and typesetting of publications, confirmed technical skills in utilizing design software (InDesign, Data Wrapper and other) as well as availability of relevant equipment and software (10 points);
  • Portfolio with work samples is available and comprises of at least 4 pieces of high-quality work of similar nature, including produced for the UN/ILO (10 points);
  • Timeline is clear and feasible (5 points);
  • Proficiency in English and Arabic, good knowledge of Kurdish (5 points);

During the second stage of the evaluation, the Financial Proposals (30% of total grading) of all qualified candidates which have attained at least the minimum score during the technical evaluation will be compared. The maximum number of points – 10 points – will be assigned to the lowest Financial Proposal submitted by applicants. All other Financial Proposals will receive points in inverse proportion.

The process of evaluating the proposals will be based on the percentage combination of Technical and Financial elements.

[1] In October 2024, the official ILO exchange rate is 1 USD = 1,310 IQD

ILO Website:

https://www.ilo.org/resource/vacancy-notice/individual-consultant-rfq-007-24

Submission and Deadline

Interested consultants the required qualifications and experience should submit their technical and financial proposals in English to the following email addresses: iraq-procurement@ilo.org with the subject line “Typesetting, design, layout and proofreading ILO publications”, no later than 18 November 2024. Questions on the current Terms of Reference may be forwarded to iraq-procurement@ilo.org until 12 November 2024.