Job Description

TERMS OF REFERENCE (TOR) FOR THE DEVELOPMENT AND IMPLEMENTATION OF A TRAVEL MANAGEMENT SYSTEM

1. Background

Somalia, located in the Horn of Africa, has faced decades of political instability, conflict, and economic challenges. Despite ongoing efforts toward stabilization and development, the country continues to grapple with complex humanitarian crises, including food insecurity, displacement, and limited access to basic services. These challenges are exacerbated by climatic shocks, such as droughts and floods, which significantly impact vulnerable communities.

World Vision Somalia operates in key regions of Somalia, focusing on delivering humanitarian aid, fostering resilience, and supporting sustainable development. Our primary areas of operation include: Mogadishu, Puntland, Somaliland, Jubaland, and South West States.

Given the scale of operations and the dynamic nature of the working environment in Somalia, a streamlined Travel Management System is critical. It will enhance operational efficiency, ensure staff safety, and enable effective resource utilization across our diverse areas of intervention.

World Vision Somalia requires an efficient and comprehensive Travel Management System (TMS) to streamline the planning, approval, booking, and reporting of official travel. This system will enhance operational efficiency, and security, improve compliance with organizational policies, and provide real-time data for monitoring travel-related expenses.

2. Objectives

1. Streamlined Travel Planning and Approval:

Automate the travel request, approval, and booking workflows to minimize delays and reduce administrative burdens, and Provide clear and transparent approval hierarchies aligned with World Vision Policies.

2. Centralized Travel Management:

Create a unified platform to manage all aspects of travel, including transportation, accommodation, and related services. And enable centralized data storage and easy access to travel records for auditing and reporting purposes.

3. Enhanced Policy Compliance

Ensure all travel arrangements comply with WV Somalia’s travel policies and budgetary guidelines and Incorporate automated checks and alerts for deviations from approved policies.

5. Improved Expense Management

Automate expense tracking and reimbursement processes, reducing errors and processing times and enable seamless integration with financial systems for accurate accounting and reconciliation.

6. Real-Time Tracking and Reporting The system should be able to offer real-time visibility into travel plans, itineraries, and associated costs and Generate detailed reports on travel trends, expenditures, and compliance metrics to support decision-making.

8. Employee Safety and Risk Mitigation The system should allow real-time tracking of staff locations during travel to ensure safety and rapid response in emergencies and incorporate risk management features, such as notifications for high-risk destinations or travel disruptions.

9. Mobile Accessibility Provide mobile-friendly access to the TMS for on-the-go travel requests, approvals, and itinerary updates. Ensure users can easily access travel documents, policies, and support from anywhere.

10. Scalability and Future Integration Develop a flexible and scalable system that can accommodate future growth and evolving organizational needs. Allow for integration with other systems, such as HR and procurement platforms, to enhance functionality.

3. Scope of Work

The selected vendor will be responsible for:

1. System Design and Development
• Designing a user-friendly interface accessible to all staff.
• Ensuring integration with existing organizational systems (e.g., finance and HR).
• Incorporating multi-level approval workflows.
• Including features for travel planning, itinerary management, and notifications.
• Ensure the system meets the security standards of the organization
2. Implementation and Deployment
• Deploying the system across all organizational offices.
• Ensuring data migration from existing travel records (if applicable).
• Providing secure access control and data protection measures.
3. Training and Capacity Building
• Conducting training sessions for staff and administrators on system usage.
• Developing user manuals and providing ongoing support during the transition period.
4. Support and Maintenance
• Offering technical support post-implementation.
• Providing regular system updates and addressing any emerging issues.

5.       Key Features of the Travel Management System (TMS)

The Travel Management System (TMS) should include the following essential features to meet World Vision’s travel management needs:

1. Travel Request and Approval Workflow

• Automated travel request submission and approval process.
• Multi-level approval hierarchy based on World Vision Somalia policies.
• Real-time notifications and alerts for pending approvals or updates.

2. Policy Compliance and Budget Controls

• Built-in WV Somalia’s travel policies to ensure compliance.
• Automated checks and alerts for non-compliance with policies (e.g., exceeding budget limits or unauthorized travel classes).
• Tools for allocating and tracking travel budgets at departmental and project levels.
• System alignment with the GDPR: The system should be well aligned with the data protection regulations

3. Expense Management

• Expense tracking from pre-trip estimates to post-trip reimbursements.
• Automated workflows for submitting and approving travel expense claims.
• Integration with financial systems for accurate reconciliation and reporting.

4. Reporting and Analytics

• Customizable dashboards for tracking travel trends, costs, and compliance.
• Detailed reporting capabilities to monitor key metrics, such as travel frequency, vendor performance, and expenditure patterns.
• Exportable reports for audits and strategic decision-making.

5. Mobile Accessibility

• Mobile-friendly interface for on-the-go access to travel requests, approvals, and bookings.
• Ability to view itineraries, receive notifications, and submit expense claims via mobile devices.

6. Real-Time Updates and Alerts

• Real-time notifications for itinerary changes, approvals, and deadlines.
• Alerts for travel disruptions, safety risks, or policy violations.

7. Role-Based Access Control

• Role-specific permissions to ensure secure and appropriate access to system features.
• Differentiated access for administrators, managers, and general staff.

9. Centralized Data Management

• Unified storage of travel-related information, including requests, approvals, itineraries, and expenses.
• Easy retrieval of travel records for audit, compliance, or historical reference.

10. Risk Management and Employee Safety

• Features for assessing and mitigating travel risks, such as high-risk destination alerts.
• Tools for real-time tracking of employee locations during travel for safety purposes.
• Emergency response mechanisms, such as quick access to support contacts and travel advisories.

11. Scalability and Customization

• Scalable design to accommodate the organization’s growth and evolving needs.
• Customizable workflows, reports, and features to align with specific requirements.

12. User Training and Support Tools

• Intuitive interface with minimal learning curve.
• Built-in help guides, FAQs, and access to customer support.
• Training modules and resources for users at all levels.

6. Deliverables

• Fully functional Travel Management System deployed and operational.
• User training sessions and training materials.
• Comprehensive system documentation.
• Post-implementation support plan.

6. Duration of Assignment

The assignment is expected to take 3-6 months from the start date, including design, development, testing, and deployment.

Experiences and Qualifications

• Demonstrated experience in designing, developing, and deploying Travel Management Systems or similar enterprise software solutions.
• Proficiency in software development technologies and platforms relevant to the project (e.g., cloud-based systems, APIs, mobile applications).

• Strong understanding of workflow automation, data integration, and user-centred design principles.
• Proven track record of successfully delivering similar projects for organizations of comparable size and complexity, preferably for NGOs, INGOs, or multinational organizations.
• Familiarity with travel booking systems, expense tracking tools, and policy compliance features.

• Expertise in integrating software solutions with existing systems (e.g., finance, HR, or ERP platforms).

• Strong knowledge of data security protocols, including compliance with GDPR or other relevant data protection regulations and ability to implement robust access controls and encryption mechanisms to ensure the security and confidentiality of data.
• Clear project management methodologies and a structured approach to deliverables.

• Ability to propose creative and scalable solutions tailored to the organization’s specific needs and operational context.

• At least three references from previous clients attesting to the vendor’s expertise and performance on similar projects.

The selected vendor will be evaluated based on these qualifications alongside their proposed methodology, timeline, and cost-effectiveness

The application document should include the following;

·         Company Profile-Organization Or CV for individual

·         Demonstrate clear Understanding of the ToR

·         Demonstrate ability to meet the functionalities sought

·         Clearly articulate the proposed software development methodology

·         Proposed architecture and system design of the Travel Management System

Samples of proof of similar work undertaken – shared as attachment or URL/link

Evaluation Criteria

The Selection of the individual or firm will be made based on cumulative analysis (i.e., mandatory requirements and technical qualifications as follows:

1. Mandatory Documents Requirements

a)      Provide a certified copy of a certificate of business registration, Certificate of incorporation, business license or similar document (for Companies/Organizations)

b)      Provide a certified copy of tax registration, tax clearance certificates or similar documents (Companies/Organization)

NB: Failure to provide the Mandatory Documents requirements will lead to automatic disqualification.

1. Technical Evaluation

Applicants need to clearly articulate on the following, but not limited to: -

a)      A cover letter outlining the suitability of the consultant in undertaking the assignment and summarizing relevant experience in development of similar systems

b)      Precise technical proposal clearly indicating an understanding of the terms of reference, proposed software development methodology and Proposed architecture and system design of the information management system

c)       Clear work plan including outputs/deliverables and time frame for the system development

d)      References including names and contact information from previous clients who can be contacted regarding relevant experience, at least three.

e)      Samples of proof of similar work undertaken – shared as attachment or URL/link

f)       Post-implementation support and maintenance plans.

1. Financial Evaluation

a)      Financial proposal (budget) in USD and which should be inclusive of all applicable taxes and project related cost clearly tabulated including maintenance and support cost after handover of the system.

b)      Payment Terms

c)       Credit Period

d)      Any other cost related to the assignment

Financial proposal should not be part of the technical proposal, it should be a separate document

Skills Required

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