Job Description

Islamic Relief Somalia

Terms of Reference (ToR)

Training of Trainers - Protocol and Etiquette

1. Introduction:

Islamic Relief Somalia is an International Humanitarian Organization working in Somalia since 2006, providing humanitarian assistance to communities affected by conflict, natural disasters, and climate shocks. IR Somalia’s humanitarian emergency and development projects are carried out in the South-Central, Somaliland and Puntland regions. The humanitarian operations are needs based, delivered according to core humanitarian standards, and well-coordinated with the Somalia cluster structures, and are aligned with the Somalia Humanitarian Response Plans (HRPs).

2.0 About this TOR

Every year, Islamic Relief receive guest from external donors, IR partners and business groups, media team who fund our projects and conduct community evaluation in Somalia. This special group of visitors requires special support in the management of their visit ensuring that they complete their task and travel visits with their objective achieved. During these visits, IR is expected to coordinate and provide the visitors with the highest professional support required. This enables them to deliver their goals and events as planned, in the best professional manner with clear protocol and etiquette. IR organizes meetings with stakeholders ranging from governments to community members, from peer agencies and other special groups.

1. The task

IR is looking for a consultant firm/trainer who will deliver this training on protocol and event management with a view to equip participants with skills that are required to plan, organize and execute events in professional manner. The training is also expected to build participants with skills on formal management of visits and diplomatic etiquette. The training should also focus on providing skills and expertise tools in management of various events, travel, visitors meetings from planning through to post events evaluation with focus on guest handling, media engagement and the crisis management, and in particular, the training should aim to cover the following areas.

1. Importance of protocol
2. Protocol etiquette
3. Event planning and guest handling
4. Working with the media, communication best practices
5. How to manage high level delegates, donors and media groups
6. Practical case studies/role play and actual simulation where necessary
7. Need for consultants in the project and issues to be resolved

The consultant(s) are required to develop training modules on specific areas identified under these terms of reference with focus on Protocol and event management with key deliverables being a skilled guest management and protocol orientation. The consultancy will provide relevant, up to date and high-quality training materials and provide the trainers with the required skills to improve guest management and protocol

and media communication. The consultant should be very conversant with all contents and specialist knowledge on protocol, etiquette in the management and handling of guest and events.

An interested consultant or firm should consider submitting a detailed understanding of this TOR, the methodology to be used, detailed work plan and budget breakdown. The proposal should articulate various ways and approaches upon which the training and the whole approach will be delivered. The training timeline should be 10days (inclusive of field level practical with case studies where necessary).

1. Expected Outcomes

• By the end of the training, participants understand protocol and its significance in event management targeting high profile delegates
• The participants can effectively budget and have techniques for different event types including resource allocation and supplier management
• Ability to understand clearly the VIP protocols and guest hierarchy including best practices for welcoming guests and management of the process
• The participants will be able to develop a media management plan for high-profile events.

1. Submission

The consultant should provide in detail various sub-topics (part of training plans) under the above theme and how each will be executed. The consultant should also explain in his/her application how they plan to deliver practical class sessions and field level visits.

Training venue/Location

• Hargeisa
• August 2025 (exact date to be communicated with the selected firm or consultant)

1. Training participants.

Teams that consist of Logistic, media, Admin, Liaisons and field team shall be key participants of this training and therefore considered critical unit in linking IR with high level guest and external visitors. The consultant is expected to design and deliver the training that suits these groups of field teams.

1. Financial resources

Islamic Relief request the potential and interested consultant/firm to submit a detailed financial proposal. Islamic Relief will facilitate internal logistical movements and security during the assignment. The consultant should submit an itemized quotation in the financial application.

1. Reports and Schedule of Deliveries

Deliverables

· Inception report interpreting the TOR and the scope of work adequately.

· 5 Draft TOT modules

· Final TOT manuals (as per the sectors mentioned), after incorporating comments from all stakeholders involved in the project.

· Deliver the training of trainers

Experiences and Qualifications

1. Minimum master’s degree in business management and administration, project management. B)
2. Special skills and experience in organization and management of high level guest handling and protocol oversight
3. Updated CV and cover letter explaining your strength and expertise in relation to the task provided.
4. Detailed and clear interpretation and analysis of the ToR (how the firm will undergo in executing the task)
5. Detailed implementation plan
6. Drafts Reports and Manuals as per the 9.0 above
7. Detailed budget and breakdown of what cost covers (IR will cover in-country logistical arrangements, organize for training venues and other facilitation required)

Skills Required

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