TOR FOR DESIGN AND ROLL OUT OF A DATA BACK UP SYSTEM AND DEVELOPMENT OF A DATA BACKUP POLICY

TOR Reference: ADA-SOM/DATA BACKUP POLICY/2023/020

ADA is seeking a qualified consultant to provide consultancy services for design and roll out of a data back system and development of a data backup policy for ADA’s use at organisation level.

I.                     BACKGROUND INFORMATION

Active in Development Aid (ADA) is a non-profit community-based organisation. ADA has implemented various projects in different sectors. The organisation is currently implementing projects with Trócaire, SHF OCHA, UNICEF, FAO and WFP. ADA’s primary objective is to provide quality, accessible and life-saving humanitarian assistance to vulnerable host communities, returnees and IDP populations in Somalia. ADA’s HQ is located in Kismayo and where the consultancy services will take place. Currently, ADA is utilising organisational Google drive to store program documents and requires shifting to a more advanced mode of data back-up systems. ADA currently has a data management policy, Information and communication policy and incident management policy in place.

In reference to the organization’s needs to be identified through an initial assessment, the consultants is required to develop a data backup system and policy to be used internally to strengthen ADA’s internal data management systems and processes. The lack of a secure and effective data back-up system has been identified as a gap which requires improvements to further enhance safety of data in line with best practice in the sector and donor requirements.. ADA would like to engage a qualified expert to design and roll out a data back system and the draft a policy or manual providing clear directions of how to deploy it and proper way for the organisation data backup Apart from Kismayo there are other field offices such as Elwak Gedo region, Baidoa,Bay region, Luuq, Bardhere and Belethawa Gedo region. There is data generated at these subsidiary offices, the data backup system should cater to the other local offices if centralised. 

II.                   OBJECTIVES OF THE CONSULTANCY

1.    Consultant to develop a data backup system that caters all aspects of information guided by international principles, best practices and donor data protection requirements such as GDPR, HIPAA, SOX.

2.    Design and roll out of the data back-up policy.

III.                 MANAGEMENT RESPONSIBILITY

1.    ADA will be responsible for providing all the necessary support for a smooth process.

2.    The organisation shall also provide specific information on systems, policies relevant to data protection and other critical issues.

3.    ADA is required to inform specific and extent of data backup system and policy required to meet the overall objectives of donors.

IV.                 STANDARDS FOR THE CONSULTANCY

The consultant will carry out the development of data backup policy using best practices internationally including donor data protection requirements such as GDPR, HIPAA, SOX.

V.                  CONSULTANT’S RESPONSIBILITIES

1.    The consultant should conduct a baseline survey to understand the context and submit a survey report.

2.    The Consultant is required to provide and roll out a platform for onsite and off-site backup.

3.    The Consultant should develop a clear data back-up policy giving guidance to the data back-up.

4.    Train key staff on the data back-up system and policy.

5.    The Consultant should provide a separate manual handbook within the policy that will guide ADA on matters of data privacy for staff internally.

VI.         DELIVERABLES OF THE CONSULTANCY

1.   Inception report

2.    Survey report of data backup situational analysis and needs

3.    Data backup systems implementation

4.    Data policy

5.    Final report - end of assignment

6.  Deliver all the above within the timeframe of 30 days (Feb 15th to March 15th, 2023)

VII.             ESSENTIAL REQUIREMENTS FOR THE POSITION

The auditor must satisfy the following minimum requirements:

1.    Must hold a degree in Information Security or similar and related field.

2.    Must possess required experience of more than 10 years in information management in Somalia or Kenya.

3.    Technically competent and able to conduct the assignments in line with the international standards.

4.    Experience doing similar work for NGO’s especially in Somalia.

VIII.     ETHICS AND SAFEGUARDING

The consultant should adopt policies that respect ethical principles of all people. The policy should respect confidentiality of information and put in place strict measures for potential leakage of data. The policy should outline what type of data backup will be employed and how it has worked previously.

The consultant is expected to demonstrate unwavering commitment to our safeguarding policy, and it is imperative to note that a thorough vetting process will be conducted to ensure the absence of any safeguarding indiscretions in their professional history.

IX.                OTHER MATTERS

1.    At the beginning, the consultant shall be allowed to hold a meeting with ADA’s management team to discuss policy development related matters including inputs to the plan.

2.    ADA shall request after development of the policy for further engagements on implementation guidelines and how to pilot the manual with support from consultant and

ADA’s staffs.

3.    The consultant is expected and should be willing to travel to ADA offices in Kismayu or Gedo where the assignment will be rolled out. If the consultant will require travel costs, it should be quoted as travel costs, in a different line from professional fees.

Interested candidates should submit a complete application package -Resume, academic documents, detailed proposal (maximum 5 pages) -including proposed consultancy fees, examples of past assignment and references for previous work to [email protected] or submit hardcopies to the ADA Kismayo office not later than 15th February 2024 before COB. Incomplete applications will not be considered.

Persons with disabilities and female candidates are encouraged to apply.