Job Description

Subject: Advertisement on International Consultant /Firm for BVR System Auditing BACKGROUND 

Somaliland multiparty system and elections began with a constitutional referendum in 2001. Elections and Somaliland Democracy is a home initiative started from the grassroots, since that time, Somaliland has successfully held three municipal elections in 2002, 2012, and 2021; three presidential elections in 2003, 2010, and 2017; and two parliamentary elections in 2005 and 2021 with great success.

Over this period, the Somaliland National Electoral Commission (NEC) also implemented a voter registration system, including manual voter registration in 2005 and computerized Fingerprint based in 2009 and Biometric Voter Registration (BVR) in 2016, 2020 and 2023. Biometric voter registration technology was always intended to serve as a technological safeguard that complements the operational guidelines and procedures that also facilitate the conduct of free, fair, and credible elections in Somaliland by removing the margin of human error that could ostensibly call into question the public trust in elections.

Eight years since the inception of the iris-recognition biometric voter registration system, the voter register now holds significant data, and in line with good practice, NEC intends to carry out 1st Audit system exercise ever since the establishment of Iris BVR, to ensure that the system is functioning properly.                                    

JUSTIFICATION AND RATIONALITY OF THE SYSTEM AUDIT 

In light of the above, ahead of any future electoral processes in Somaliland, it is therefore highly recommended that substantial attention is paid to the following areas of focus in wide ranging system audit exercise:

-          A review and update of NEC data security procedures, including recommendations to improve any potential security gaps. 

-          Assessment of the health and security of the NEC server, which holds the voter register

-          Assessment of the voter registration and server software to ensure it is fully compatible with the latest hardware and operating systems, as well as other NEC technology such as the voter verification system

NEC servers are continuously audited and stress tested for any potential breaches in digital security and voter data protection so as to ensure the integrity of any future electoral processes.

AUDIT PURPOSE 

The overall aim of this system audit is to assess the current voter registration system of the Somaliland National Electoral Commission and produce an Audit report. Technical and administrative recommendations regarding the areas needed for further enhancement in terms of technicality, policies, procedures, and security.  

SPECIFIC OBJECTIVES 

• To assess the accuracy, completeness, and status of the voter registry.
• To study the current Voter Registration System in place and recommend ways to improve its continuation. 
• To provide recommendations on the voter registration update process. 
• To provide recommendations on how the current system will integrate the voter verification system.
• To scrutinize all lessons learnt regarding the NEC BVR System and propose solutions.
• To review the legal policies and procedures and provide recommendations on how to improve the legal framework of NEC’s BVR systems.

TASKS: The system audit consultant/firm will perform the following tasks: 1.      System Analysis 

• To Identify V.R. gaps and weaknesses and recommend any necessary modifications, upgrades, reconfigurations, and changes to the current hardware, including Servers, Electronic Biometric Voter Registration Kits (BVR), etc.
• To Review the voter registration process, Kit configuration, and data backup mechanisms.
• To ascertain ways to improve the current voter registration system in terms of software, hardware, licenses, storage, backup, security, communication, environment, and standard operating procedures.
• To Assess the accuracy of the final voter list in terms of completeness of the details of voters' data, order numbers, sequential Alphabetic order, and the procedures to generate final voter lists.
• To assess the data management system’s cycle from the point of entry of registration to the voting stations    

2. Voter Registration Update  

• Review the process of removing, editing, and adding new records to the database.
• Assess possible risks & challenges of updating the voter register, specifically changing polling station address, adding new registrants, and replacing lost voter cards. 
• Provide recommendations on best practices of voter registration updating process globally and regionally. 

3. Security  

• Review the security of the V.R. infrastructure and provide all the necessary data & system security measures. 
• Review and assess the security of the voter registration field data transfer process to the main systems at HQ.
• Audit the server and system’s access procedures, users, user levels and authorization of system’s access.
• To provide recommendations on the integration of the BVVS to the BVRS (synergy)
• Provide recommendations to enhance data protection from internal and external data manipulations and promote broad public confidence in the Voter registration process. 

4. Deduplication  

• Assess the accuracy of the deduplication system in terms of completeness, matching, speed, and accuracy rate, i.e., FAR- False Acceptance Rate & FRR - False Rejection Rate.
• Assess the speed of the deduplication process and provide possible options to speed up the deduplication system. 

METHODOLOGY 

1. Documents Review: Auditors and technical experts should conduct a full review of any official documentation including international observer’s report and post-election reports.
2. Interviews: should be conducted with:
3. a)Senior management of the NEC
4. b)Any other Relevant stakeholders 
5. System Audit: The BVR kit, Final Voter List, Server, and registration information therein are all fully audited and evaluated for any gaps at technical, procedural, policy and administrative levels. 

DELIVERABLES The Consultant/firm will deliver the following outputs:

1. Inception report outlining the methodology, workplan and timeline prior to the commencement of the audit process.
2.  Provide Regular updates and report to NEC Commissioners throughout the audit process.   
3. A draft Audit Report highlighting key findings, analysis and recommendations
4. A Final comprehensive Audit Report incorporating feedback received during the review process with clear recommendations – the final audit report should focus on the following areas, including those issues that require immediate actions:

a        Legal, policy, and procedure

b        Voter registration Infrastructure (Software and hardware)

c         BVR kit and field operation procedures. 

d        Data quality 

e        Database and data security and

f          Generate all the necessary statistics.

5. A Presentation summarizing the audit findings and recommendations to NEC and other relevant stakeholders.

  EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

• Technical expertise and experience (50%)
• Methodology and approach (20%)
• Financial proposal (30%)

  CONTRACTUAL ARRANGEMENTS:

The selected consultant(s) or Firm will enter into a contract with NIMD outlining the terms and conditions of the consultancy, including deliverables, payment schedule, and reporting requirements.

CONFIDENTIALITY:

All information obtained during the course of the consultancy should be treated as confidential and used solely for this assessment.

Experiences and Qualifications

        Master’s degree or equivalent in process management or related field with an emphasis on democratic systems (elections, voter registration, etc.). 

• Knowledge of Voter Registration Databases and Iris Biometric systems. 
• Specific expertise in design, technical specification writing, and implementation of electoral/voter registration tender processes, ideally including tenders following Donor/Governmental rules and procedures. 
• Minimum 10 years’ professional experience in the area of electoral knowledge, with an emphasis on biometric voter registration and biometric voter verification system.
• In-depth technical expertise in Registration database, Result Management System analysis, security and management.
• Detailed knowledge of the challenges and solutions that may face the Biometric Voter Registration process and the continuation of the Voter Registry system.
• Knowledge of and wide experience on the logistical challenges of voter registration in areas with limited infrastructure.
• Free from conflict of interest (the firm or individual consultants should not be part of any companies/individuals that are associated (developed/worked) the system, or those made the procurement on behalf of NEC)
• Ability to give special attention to details.
• No data will be taken out of NEC’s premise. 
• Experience in working countries with similar environmental conditions & projects will be preferable. 
• Strong communication skills & Fluency in English.

DURATION OF THE ASSIGNMENT

The duration of the assignment is 21 days, including travelling to Hargeisa to carry out the system audit physically.

Skills Required

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