• Introduction and background to assignment

Gender-Based Violence (GBV) has become a serious predicament in Southern Africa with the phenomenon taking place in a widespread manner in different forms and facets. In contemporary society, every individual can become a target of GBV whether it is at home, in the workplace or on the street. It affects individuals of all ages, including children and elders, and taints the lives of the most vulnerable segments of the population. With GBV potentially influencing the lives of over 250 Million individuals in the SADC region, and with COVID-19 acting as a catalytic ingredient, GBV has become an unrestrained social phenomenon that called for the attention of SADC Parliamentarians.

In this regard, the Plenary Assembly, which is the highest policy making body of the SADC Parliamentary Forum (SADC-PF) resolved that the institution needs to proceed with the development of the SADC Model Law on GBV which would bolster regional GBV Strategies such as the SADC Regional Strategy and Framework for Action for GBV (2018-2030), and other commitments such as those made under the Abuja Declaration, Sustainable Development Goal 5 on Gender Equality and the goals relating to the protection of women under AU’s Africa Agenda 2063. 

Due to the importance of the SADC Model Law on GBV for the region, the SADC-PF  embarked on widespread GBV stakeholder consultations in August, September  and October, 2021,  which need to be documented from a media perspective. Accordingly, a Compedium and a  Newsletter is to be developed and compiled, as part of a multipronged media strategy, to capture the  keen interest in GBV raised through the GBV consultations as well as highlight the  importance of the Model Law for the SADC region.

The development of the Newsletter is in line with the standing Resolution by the SADC-PF Executive Committee and Plenary Assembly directing the Secretariat to ensure the sustained visibility of SADC-PF through implementation of robust media and publicity initiatives.

In this vein, the SADC-PF has resolved that a Compendium of Speeches and a  16-page Newsletter should be compiled (Tabloid Size) documented in English, French and Portuguese, capturing the essential highlights and gist of the GBV consultations in the form of text and pictorials. The GBV Stakeholders’ Consultative Meetings to be covered in the Newsletter are to be based on the formal Calendar for the GBV Model Law Stakeholders’ Consultative Meetings (attached to this contract as Annex I) together with any other Meetings to be indicated for coverage in October 2021. Thus, a Media and Communication Expert (hereinafter the “Consultant” or “Assignee”), is being engaged who shall write the requisite media stories, source pictures, compile and design the Newsletter in the three official languages of the Forum based on the recorded content of the Consultative Meetings. Translation of the Documents will be the responsibility of the Forum.

2. Objectives and deliverables of the assignment

The Consultant will be required to report to the SADC-PF Secretary General through the designated Officer.

The following are the required key deliverables in the form of tasks to be performed:

  • Develop and conduct the layout of a Compendium of all Speeches delivered during the Launch and all Consultations (Opening Remarks, Key-Note Address and Solidarity Speeches); total of approximately 20 meeting recordings.
  • Write media stories to depict each Consultation by capturing content and pictorial highlights from the Stakeholder Consultative Meetings based on recordings provided by SADC PF and attendance to virtual meetings in line with the Calendar, paying due regard to inclusivity and diversity;
  • Take photos from virtual meetings by extracting still photos from recorded meetings and soliciting photographs from stakeholders in consultation with the SADC PF Secretariat;
  • From the various statements made, pull out and develop a story on the contextual framework for Model Law development by SADC PF;
  • Compile, conduct the layout and design a 16-page Tabloid Size Newsletter covering the entire stakeholders’ consultative meetings process by covering the snippets in terms of content and pictorials. The Newsletter is to be designed in English, French and Portuguese (the 3 working languages of the Forum).

3. Time frame for the assignment

All the deliverables for the assignment, including the Newsletter, should be delivered to the SADC PF Secretary General by 22nd December 2021 for review. The final versions of the Newsletters in all the 3 languages should be submitted in word and pdf format by 22nd  December, 2021.

This document, with the time frames for the assignment above, shall constitute a valid contract between the Forum (the Assignor) and the Assignee (the Consultant) and shall remain in duration until 1st January 2022, by which time the Assignee shall submit the final versions of the Newsletter.

 4. Qualifications

a. Education, competencies and experience

  • Degree in Media and Communication with proven experience in designing and implementing media plans.
  • Experience in facilitating media engagement for regional organisations.
  • In-depth knowledge of socio-economic and gender equality issues.
  • Experience in working for regional organisations an added advantage.
  • Experience in design and layout.
  • Proof of similar works will be an added advantage

b. Language and other skills:

  • English, or French, or Portuguese language fluency and strong writing skills is mandatory.
  • Computer skills: full command of Microsoft word and common Internet applications will be required.

c. Core Values:

  • Professionalism: knowledge and understanding of the context of the SADC PF within the institutional framework of the SADC in Southern Africa;
  • Planning and Organizing: allocates appropriate time and resources for completing assignment within the set deadline.
  • Assignment fee

The Assignee will be paid a total flat assignment fee of USD 4,000. Part payments may be accepted on such terms and conditions as may be mutually agreed between the parties.

The SADC PF shall ensure that the deliverables meet acceptable standards as per the Terms of Reference and that the deliverables are endorsed and approved by the Secretariat. SADC PF reserves the right to withhold payment for the services rendered if the deliverables are of unacceptable quality, provided that the Assignee shall, as soon as possible and in writing, be furnished with a detailed report of such inadequacies. Should the Assignee fail or neglect to address the said inadequacies forthwith after receipt of the notice advising of the need to address any identified inadequacies, the SADC PF reserves the right to decline payment altogether.

6. Execution of the Assignment

In the execution of this Assignment, the Assignee is encouraged to consult regularly with the SADC PF Media and Communication Specialist to ensure that the contractual expectations are met. In case of inadequacy of the work performed, the Media and Communication Specialist will provide a consolidated verbal/ written feedback on the first draft of the deliverables after which the Assignee will incorporate the feedback and return the final copy via the electronic mode of communication.

7. Termination of the Assignment

In the event that the Assignee terminates his/her Assignment before submission of the deliverables in accordance with the time frames, or in the alternative, the Forum terminates the Assignment, no payment will be made. The Forum’s obligations to the Assignee will cease, except for payment of expenses incurred up to the date of termination.  Termination may be based on, but not limited to, lack of work; change in position description; uncooperative attitude and unsatisfactory relationship with the Forum; counterpart personnel, or co-workers; conflict of interest; incompetence; carelessness; insubordination; failure or refusal to work; or other acts of misconduct as determined by the Forum.

8. Confidentiality

The Assignee shall not disclose or use at any time, either during or subsequent to the expiry of this Assignment, any confidential information or knowledge obtained or acquired by their being party to this Assignment, unless such information or knowledge is in the public domain without their own wrongdoing. The Assignee further agrees not to impart information relating to work or services performed hereunder to any person not entitled to receive it, and to safeguard any confidential or other classified data that may come into his/her possession by virtue of this Assignment.

9. Copyright

The SADC PF shall retain ownership and copyright of all materials delivered under this Assignment, and shall reserve the right to reproduce, edit or amend the material for official use by the Forum. The Forum shall, however, acknowledge the intellectual contributions of the Assignee.

10. Enforceability

In the event that any provision of these Terms of Reference shall be held invalid or unenforceable, such invalidity or unenforceability shall apply only to that provision and shall not affect or render invalid or unenforceable any other provision of these Terms of Reference.

11. Medical Cover

The Forum shall NOT be responsible for any costs relating to the Assignee’s medical expenses during the course of this Assignment. The Assignee shall, therefore, be personally responsible for his/her own medical cover for the duration of the assignment.

12. Management of Assignment and Domicilium and Correspondence

The management of the assignment shall be conducted by the Secretary General of the SADC PF, Ms Boemo Sekgoma, and the address for correspondence shall be:

SADC Parliamentary Forum

SADC Forum House

Parliament Gardens

P/Bag 13361



Tel: +264 61 287 0000

Fax: +264 61 247 569



13. Closing Date for Expressions of Interest

22 November 2021

About Us

The Southern African Development Community Parliamentary Forum (SADC PF) was established in 1997 in accordance with Article 9 (2) of the SADC Treaty as an autonomous institution of SADC It is a regional inter-parliamentary body composed of Thirteen (14) parliaments representing over 3500 parliamentarians in the SADC region. Read More

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Address: ERF 578, Love Street off Robert Mugabe Avenue Windhoek, Namibia

Tel: (+264 61) 287 00 00