TERMS OF REFERENCE
Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. Across regions, from the local to the global, we work with people to bring change that lasts.
1. OVERVIEW
| Title and Brief Description of the Assignment | Consultancy to Develop the Oxfam in Southern Africa Cluster Communication Strategy |
|---|---|
| Assignment Location | Southern Africa Cluster: Zambia, Mozambique, Malawi, and Zimbabwe |
| Contract Start Date | 15th June 2025 |
| Application Deadline | 1st June 2025 |
| How to Apply | Interested candidates are invited to submit: 1. A proposal describing how the evaluation will be conducted (including a budget in a separate file) 2. CV(s) 3. A written example of an evaluation already carried out See Section 8: Application Process |
| Specific Considerations | Model Review findings will be provided to the successful Consultant and will serve as a key input into this assignment |
2. PURPOSE OF THIS CONSULTANCY
The objective of this consultancy is to lead the development of a comprehensive, unified, and contextually relevant SAF Cluster Communication Strategy that aligns with Oxfam’s regional vision, programming goals, and global brand standards. The strategy will guide internal and external communications, digital engagement, media relations, storytelling, and strategic visibility over the next 3–5 years.
3. BACKGROUND AND CONTEXT
The Southern Africa (SAF) Cluster is a regional Oxfam entity with offices and hubs in Malawi, Mozambique, Zambia, and Zimbabwe, working in close collaboration with local and national partners. Oxfam is part of a global movement advocating for transformative development models and systemic change by working alongside marginalized and vulnerable communities to challenge structural inequalities.
Our regional strategy is rooted in the belief that empowering local actors to influence systems and institutions is essential for achieving social justice. Guided by the values of equality, empowerment, solidarity, inclusiveness, accountability, and courage, Oxfam in Southern Africa contributes to national development plans, the UN Sustainable Development Goals (SDGs), and the African Union’s Agenda 2063.
In April 2025, Oxfam concluded a comprehensive review of the SAF Cluster Model, which identified strategic shifts and key areas for improvement. One of the core recommendations was the need for a unified and strategic approach to communications. Given the complexity of the regional landscape, a comprehensive communication strategy is essential to align efforts, strengthen advocacy, and amplify local voices across the Cluster.
4. SCOPE OF WORK
The consultant is expected to build on the SAF Cluster Model Review findings and recommendations by:
- Conducting a communication landscape analysis to assess existing communication channels, tools, platforms, and audience profiles.
- Conducting a detailed digital media analysis to inform effective engagement, including audience insights and an integrated content framework.
- Assessing internal capacities and gaps in the Communications function.
- Developing a draft Cluster Communication Strategy, covering:
- Strategic communication objectives
- Target audiences, segmentation, and channels
- Key messaging and brand alignment
- Guidelines for internal and external communications coordination
- A communications monitoring and evaluation framework
- Presenting and validating the draft strategy with key stakeholders.
- Finalizing the Communication Strategy incorporating feedback.
- Providing a Year-1 Communications Plan with a roadmap, roles, responsibilities, and capacity-building needs.
- Supporting the Communication Team with implementation over a 30-day period.
5. EXPECTED OUTPUTS
| Output | Description |
|---|---|
| Output 1 | Communication Strategy |
| Output 2 | Digital Media Engagement Plan |
| Output 3 | Communications Capacity Needs Assessment Plan |
| Output 4 | Year-1 Communications Plan |
6. METHODOLOGY & TIMELINE
The consultant is encouraged to propose their approach. The assignment will be conducted over 12 weeks (3 months).
Coordination:
The consultant will work closely with Oxfam in Southern Africa’s Policy Advocacy and Influencing Lead and other Communications staff.
| Activity / Milestone | Output / Deliverable | Estimated Days | Timeline |
|---|---|---|---|
| Inception | Inception Report | – | Week 2 |
| Landscape Analysis | Communication Reports | – | Week 4 |
| Strategy Draft | Communication Strategy | – | Week 8 |
| Final Delivery | Final Strategy & Implementation Plan | – | Week 12 |
7. DELIVERABLES & PAYMENT SCHEDULE
The consultancy, with a total budget of USD 12,000, will be remunerated upon submission of deliverables.
| Deliverable | Estimated Timeline | % of Budget |
|---|---|---|
| Inception Report | Within 2 weeks | [%] |
| Landscape Report | Week 4 | [%] |
| Strategy Package | Week 8 | [%] |
| Final Strategy + 30-Day Support | Week 12 | [%] |
| Total | 100% |
8. APPLICATION PROCESS
Submission Deadline: 1st June 2025, by 17:00 CAT
Submission Email: [email protected]
Subject Line: TOR Reference – Communications Strategy + [Name of bidder]
Required Documents (Administrative Criteria):
| Document | Status |
|---|---|
| Technical proposal including methodology, workplan, and timelines | Mandatory |
| Financial offer (in USD, with/without VAT, full breakdown by deliverables) | Mandatory |
| CV(s) of consultant(s), including roles/responsibilities | Mandatory |
| Two references for previous relevant assignments | Mandatory |
| Proof of registration (company or self-employed) | Mandatory |
| Evidence of similar previous work (e.g., strategy, media reports, protocols) | Mandatory |
Clarifications:
Questions can be submitted up to 7 days before the deadline. Responses will be shared with all applicants (anonymously).
9. EVALUATION AND AWARD CRITERIA
Only complete applications meeting all administrative criteria will be evaluated.
Technical Offer (70 Points Total)
| Category | Max. Points |
|---|---|
| Strategic Communications Expertise | 10 |
| Experience with Oxfam | 4 |
| NGO Sector Experience | 6 |
| References / Reputation | 5 |
| Quality of Sample Work | 5 |
| Knowledge of Regional Context | 5 |
| Portuguese Language Knowledge | 2 |
| Alignment with Oxfam Values | 3 |
| Application Quality | 4 |
| Understanding of Assignment | 6 |
| Methodology & Workplan | 7 |
| Staff Experience and Resources | 7 |
| Team Leadership Ability | 6 |
Financial Offer (30 Points Total)
| Category | Max. Points |
|---|---|
| Total Cost (all inclusive) | 25 |
| Budget Breakdown & Payment Terms | 5 |
Interviews:
Oxfam reserves the right to interview shortlisted applicants for further clarification.
10. OTHER CONDITIONS
- No Commitment: This ToR does not commit Oxfam to award or pay for bid-related costs.
- Validity: Proposals must remain valid for 90 days from 1st June 2025.
- Right to Select/Reject: Oxfam reserves the right to select, reject, or negotiate with any applicants and modify or cancel this process.
11. CODE OF CONDUCT
Oxfam is committed to integrity and ethical standards across its operations and supply chains. All suppliers are expected to comply with applicable laws and uphold high ethical standards, ensuring fairness and accountability.
Quotations and applications must reach Oxfam no later than 1st June 2025, 17: 00hrs CAT
More details are available on https://oxfam.box.com/s/vs5eri4p8t8m6fwwt1d3fb6pw3dh43wy