TERMS OF REFERENCE FOR THE PROVISION OF CONFERENCE SERVICES AND ACCOMMODATION

Type of job: Goods and Services provision – Short Term
Unit: Programmes
Cluster: Child Participation
Contract Period: 4 working days
Location: Lusaka
Reports To: Programme Manager
Application Deadline: 14th March 2024

1.0     BACKGROUND

Zambia Civic Education Association (ZCEA) is a non-governmental not-for-profit organization that promotes and protects children’s rights through advocacy and civic education. Established in 1993, ZCEA works to promote and protect children’s rights in line with the basic principles and standards contained in the international and regional human rights instruments. ZCEA’s vision is a society in which all people enjoy fundamental human rights, justice and human dignity prevails and the mission of promoting and protecting children’s rights through advocacy and civic education for children’s well-being.

ZCEA is currently implementing the Participation First, Children’s Voices Matter with support from Kindernothilfe e.V(KNH) and German federal ministry for Economic Corporation and Development (BMZ). The project overall goal is concrete benefits for the boys and girls are initial approaches for better access to social services and improved service delivery by the Ministry of Education, the Ministry of Health, the Ministry of Community Development and Social Services and the Ministry of Sports, Youth and Child Development in Zambia. The concrete benefit for the Human Rights Council is the opportunity to follow up on recommendations.

2.0     PURPOSE

ZCEA under the Participation First, Children’s Voices Matter Project is looking for a Hospitality provider to offer conference services for 49 participants for three days and accommodation for 43 participants for 4 days from the 24th of March to the 28th of March 2024.

The overall objective of this assignment is to provide the following services:

(i)  Conference services for 49 participants and

(ii) Accommodation for 43 participants:

3.0     SCOPE OF WORK

Reporting to the Executive Director, and working under the guidance of the Programmes manager, the service provider is expected to afford conference and accommodation services.

Specifically, the service provider will undertake the following responsibilities:

Provide Conference services for 49 participants for three days from the 25th of March to the 27th of March 2024 (bed and breakfast, morning tea break, lunch with 1 beverage or water, afternoon tea break, and space for breakaway sessions.
Provide standard accommodation for 43 participants for four (4) nights, from the 24th of March to the 27th of March 2024.

5.0     REQUIREMENTS

• Must be registered with PACRA.
• Must have a valid Tax clearance certificate.
• Must have valid certification to operate under the Tourism and Hospitality Act, No. 13 of 2015
• Must have a conference that can accommodate 49 participants.
• Must have an accommodation capacity enough for 43 persons.
• Must have the capacity to provide Lunch and dinner for 43 persons.
• Must have a dining capacity of 49 participants.

Skills and Competencies

• Excellent communication.
• Ability to work efficiently and adhere to the time modalities of the customer.

6.0     CONDITIONS

• Payment shall be as per agreement between ZCEA and the service provider.
• ZCEA reserves the right to withhold all or a portion of the consideration if service is deemed unsatisfactory.
• ZCEA reserves the right to modify these terms of reference at any time.

7.0     TIME FRAME

The service provider is expected to provide service for a period of 4 working days spread according to the work plan.

8.0     INSTRUCTIONS FOR APPLICATION

To apply, please submit the following in PDF format:

• Cover letter, expressing your interest.
• The Profile
• Valid necessary Certificates
• Financial Proposal
• Names and contact details of 3 referee organizations.

Submit to:

The Executive Director,

Zambia Civic Education Association

The Lucy Sichone Memorial House

Plot No. 2/1836 Azikiwe Close

Off Manchinchi Road

Northmead, Lusaka

Zambia

Email:   accounts@zamcivic.com.zm or nzila.siabalima@zambiacivic.onmicrosoft.com

9.0     CLOSING DATE

Closing date for all applications: Wednesday, 14th March at 17:00 hours.

ONLY shortlisted candidates will be contacted.