Terms of Reference for Baseline Study

1.  Context

Project Name
Export Capability Programme
Project aim
To strengthen export capabilities for small holder coffee farmers
Project Outcomes
Outcome 1: Increase in quality of coffee sold in targeted CWS in
Rwanda and Burundi  
Outcome 2: Increased amount of coffee sold to speciality markets
in targeted CWSs in Burundi and Rwanda
Outcome 3: Export processes streamlined for coffee within Uganda,
Rwanda and Burundi
Project Period
February 2016 - February 2018
Beneficiaries
10 Rwanda Cooperatives[1]
10 Burundi Cooperatives[2]

This project will look to establish good Coffee Washing Stations (CWS) practices and provide training for technical staff to meet these practices. Furthermore the project will work with the producer organisations to attain certifications particularly, UTZ, Rainforest alliance and Fair Trade which will increase their marketability in Europe, UK, US and Japan. 

Additionally, work will be done in Uganda, Rwanda and Burundi focused on increasing the number of auditors/inspectors for international certification, which will help to decrease price of getting certified for producers and washing stations. And finally, within each of the landlocked countries there are similar challenges relating to the burdensome export processes for coffee. There is an opportunity to streamline and harmonise these processes to ease the time and delays relating to the export of coffee. This project will look to establish good Coffee Washing Stations (CWS) practices and provide training for technical staff to meet these practices. Furthermore the project will work with the producer organisations to attain certifications particularly, UTZ, Rainforest alliance and Fair Trade which will increase their marketability in Europe, UK, US and Japan.

The overall aim is to improve export capabilities of the regional coffee market system, so that the sector is more inclusive and delivers better revenues for farmers from increased exports, thus impacting on poverty outcomes within the region.  This project will create a demonstration effect by encouraging market actors to adopt higher standards for coffee processing through both national level and regional focused interventions that will contribute to regional poverty reduction and improved export trade goals through the following actions:

  • Developing and harmonising good coffee washing practices in Rwanda and Burundi and providing training for technical staff to meet these practices will increase the amount of quality coffee available for sale on speciality markets. 
  • Improving buyer linkages will provide access to speciality markets and higher prices.
  • Streamlining and harmonising export processes for coffee will reduce the barriers to trade in these countries, decreasing delays and facilitating export. 
  • Increasing the number of auditors certified in these countries will improve services needed to facilitate trade in certified coffee, thus increasing its value on the international coffee market.  

These interventions address a number of key issues relating to; improving regional trade in coffee, supporting access to markets and improving on trade efficiencies, reducing trade costs and challenges and constraints related to women especially focusing on improving women’s access to markets for their coffee. 

2.  Scope of Assignment

The objective of this consultancy is to conduct a Baseline study to provide Twin with an analysis of the cooperatives’ production and export capacity, export processes highlighting bottlenecks for the cooperatives within, Rwanda, Uganda and Burundi and the current level of expertise with regards to certification in the region. The baseline report will provide Twin and TMEA with information upon which they can assess the change brought about by the project at mid-term and completion stages.   

3.  Expected Outputs

The required outputs of this consultancy will be as follows:

  1. An inception report for the baseline study (maximum 10 pages) outlining the approach/methodology and execution programme/timetable. This report shall be submitted for review and approval by Twin & TMEA within ten (10) days after the signing the contract before commencement of the work. The inception report should also include proposed data collection tools.
  2. Draft baseline study report which shall be submitted within fifteen days (15) days after completion of the field work and shall be accompanied with the data sets and raw data collected by the data collection tools.
  3.  Facilitate a meeting to disseminate the findings  for the key stakeholders
  4. The final report which shall be submitted within two (2) days after the stakeholders’ dissemination workshop and shall incorporate and stakeholders’ inputs.

4.  Outline of the Report

The Baseline report should contain the different elements mentioned below. All parts should be clearly distinguished from each other and of sufficient quality.

  1. Cover page
  2. Table of contents
  3. An executive summary. This should be able to be used as a document in its own right. It should include the major findings of the baseline research.
  4. Background / introduction (some context)
  5. Methodology
  6. Findings
  7. Conclusion
  8. Report annexes.

A copy of the power point presentation of the findings and the analyses to the stakeholders should also be shared. The reporting style should be clear and accessible. References to sources used, such as interviews, literature, reports, must be given.

5.  Timeframe

Contract signing is scheduled for the 5th of August, 2016 and the selected firm will have 39 working days to complete the assignment. A final report should be submitted by 29th of September, 2016.

6.  Qualification / past experience (competency to undertake the assignment)

  • Demonstrable expertise in the agricultural sector and knowledge of the coffee market within East Africa.
  • Track record in developing and conducting various types of evaluation.
  • Experience in managing and coordinating evaluation/research exercises, delivering agreed outputs on time and on budget.
  • Ability to work with the producer organisations in Kinyarwanda and Kirundi
  • Ability to write high quality, clear, concise reports in English

7.  Evaluation Criteria

 
Criteria
Points
1
Expertise in the agricultural sector particularly work in the coffee sector.
30
2
Experience in conducting baselines
20
3
Organisation
- Profile including administrative and logistic capacity
- Experience of the proposed team
- Language proficiency (Kinyarwanda & Kirundi)
30
4
Financial Proposal
20
 
Total points
100

 8.  How to apply

Interested consultancy firms or independent consultant(s) can apply. The application should be accompanied by:

  • Technical proposal not exceeding 5 pages including a summarized firm profile, CVs of the lead and associate consultants.
  • Financial proposal.

Interested firms should send their proposal to jobs@twin.org.uk by midnight 19th July, 2016.


[1] Cocagi, Koakaka, Buhanga Coffee, Kigembe Coffee, Shyoli Coffee, Kopakaki, Cocamu, Twongere Kawa Coko, Abakundakawa, Kopakama

[2](Ubwizabwikawa, Yagikawa, Societe cooperative d‘etude et de realisation technique, Dusangirijambo, TweseTwoterimbere, Kanovera, Ruziba-Nyamakarabo, Umucowikawa)

Administrative Assistant - Kigali Office

Twin is a development through trade NGO working with 33 producer organisations representing 300,000 coffee, cocoa and nut smallholders in 17 countries across Latin America, Africa and Asia. Our coffee company, Twin Trading, works to access value-added markets for our producer partners and offers quality coffee with development impact.

We unlock the power of trade to strengthen producer organisations and deliver social justice, economic development and environmental sustainability for smallholder farmers. We are engaged throughout the value chain to balance producer support with creating market demand, building partnerships that deliver sustainable, scalable and meaningful change.

JOB PURPOSE:

Twin through its Kigali office is looking to recruit Administrative Assistant to provide support to ensure the smooth running of the office and provide support on daily administrative activities including support on office financial management.

RESPONSIBILITIES:

Office Management

  • Ensuring the security of the office information and documents is maintained
  • Purchasing all office supplies
  • Ensure that all office equipment is in good working order
  • Liaise with other staff and associates all day-to-day issues in relation travel facilitation
  • Organise couriers for coffee sample collections, oversee general post (opening & posting)
  • Act as first point of contact for cleaner
  • Keeps and use of books of accounts

Health and safety

  • Ensure that office is up to date on all legal requirements
  • Ensure risk assessment is carried out in relation to the health of employees and equipment safety (excluding staff and associates overseas)
  • Ensure that staff are aware of fire safety, act as fire marshal and arrange fire safety training as required
  • Assist staff when required in taking necessary safety precautions when travelling oversees on company business

IT and network management

  • Assisting staff where possible in the best use of Twin’s IT System and seeks support from Twin London
  • Ensure staff adhere to Twin’s IT policies e.g. storage of emails and in shared directory.

Finance

  • Enter purchase invoices and record payments in accounting systems
  • Enter payments for invoices onto the banking system
  • Check all invoices are authorised and coded
  • File invoices and bank statements/correspondence
  • Perform bank reconciliations for Twin’s bank accounts
  • Manage petty cash

Other duties

  • Make travel arrangements for staff, associates and trustees when required
  • Obtain travel visas when required
  • Logistical arrangements for producer visits (i.e. hotel accommodation, flights bookings, visa application letters) when required
  • Support Quality Officer to organise sample cupboard
  • Coordinate in-house events
  • Co-ordinate recruitment activities in conjunction with relevant recruiting manager, including placing job adverts, collating CVs, organising interviews and liaising with new starters

 PERSON SPECIFICATION:

  • Excellent administrative skills
  • Outstanding communication skills
  • Book-keeping experience essential ( minimum 3 years ), Accounting degree desirable
  • The ability to adapt and learn new accounting systems quickly
  • Competence in the use of IT tools including Word, Excel and PowerPoint
  • Highly efficient, organised and superb attention to detail
  • Ability to prioritise multiple tasks and work in a structured manner ensuring all deadlines are met
  • Highly developed, demonstrated teamwork skills
  • Affinity with aims and vision of Twin
  • Knowledge of English and French (desirable)
  • Previous work in an International Organisation ( Desirable)

Reports to

Regional Manager

Salary

Competitive salary based on experience

Hours

Full-time (5 days a week), 3 months probation

Location

Kigali, Rwanda

Contract Term

Permanent

Holiday Allowance

25 days per year plus bank holidays and other statutory holidays

The deadline for applications is Friday 27th May 2016 5pm. Interviews will take place from the week of 6th June 2016.

Please send a CV and covering letter to jobs@twin.org.uk.  Note: Only pre selected candidates will be contacted.

Other pro bono work

We welcome support from experts or professionals looking to share or develop their experience in fair trade and development. 

We would also welcome help from communications and marketing professionals in developing our organisation’s profile and those of our members.

If you would like to donate your time and expertise to Twin pro bono please get in touch.