Background and Context
The International Labour Organization (ILO) has been supporting the Ministry of Labour and Social Affairs (MoLSA) in the Kurdistan Region of Iraq (KRI) under its broader agenda to strengthen social security systems and promote the formalization of employment. Within this framework, a series of Technical Working Group (TWG) meetings have been organized to provide a platform for tripartite constituents to discuss policy priorities, share progress, and coordinate ongoing and planned activities related to social security and formalization.
The upcoming Sixth Technical Working Group on Social Security and Formalization continues the consultative process established to support social security reform in the Kurdistan Region of Iraq (KRI). This meeting serves as a technical forum for tripartite dialogue, providing advisory inputs to the Ministry of Labour and Social Affairs (MoLSA) and the Social Protection Steering Committee.
ILO requires a service provider in Erbil to provide the logistics and arrangements required to organize this meeting based on the description that follows in this document.
Objectives
The objective of this Terms of Reference is to engage a service provider to support the organization of the Sixth Technical Working Group meeting. The service provider will be responsible for:
1. Venue: Providing a suitable conference hall in Erbil for 30 participants that meet security (UNDSS) and accessibility standards.
2. Catering: Providing high-quality catering services, including coffee breaks, lunch, and continuous refreshments throughout the meeting duration.
3. Technical Support: Ensuring the availability and functionality of all necessary audio-visual equipment (screens, microphones, audio systems) and reliable high-speed internet.
4. Logistics: Providing necessary workshop materials (stationery, flipcharts) and ensuring proper room setup to facilitate technical discussions.
Duration and Venue
• Duration: 1 Day
• Dates: 23 February 2026
• Location: Erbil, Kurdistan Region of Iraq
• Number of Participants: 30 including ILO staff (2 people)
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Logistics Requirement:
# Description Quantity Days Unit
Price /USD Total Price /USD
Interpreter: English-Kurdish full day for 23 Feb
English-Kurdish interpreter: half day for 24 Feb in MOLSA office 2
interpreter s on 23
Feb, and 1 interpreter
24th Feb 2 days
2 Coffee Break – 1 time
Normal ☐ Rich ☒
Minimum requirements:
Coffee (espresso), herbal C Iraqi tea, dates, mixed nuts, dried fruits, cookies/biscuits, salty biscuits or crackers with za’atar (or similar savory flavors), croissants,
assorted sweet and salty pastries, fresh fruits, fresh juices,
low-sugar muffins (sweet). 30 EA 1 day
3 Printing materials / Agenda C documents (laser printing) Colored ☒
• Agenda in Kurdish – 1 page
• Agenda in English – 1 page
• Attendance list – 2 pages (1 copy)
30 Copies 1 L.S
4 Lunch (Open buffet) ☒ for 30 People 30 EA 1 day
5 Accommodation: 18 Individuals
Check In: 22 February 2026
Check Out: 23 February 2026 18 Person 1 night
6 DSA for participants from other governorates 18 Person 1 day 71.60 USD 1,288.8 USD
7 Transportation: 23 Individuals
Duhok 2
Sulaimaniyah 3
Halabja 5
Soran 3
Zakho 3
Garmiyan 2
Erbil 5 23 Person 2 ways 830.00 USD 830.00USD
Total Amount (USD)
Conditions that must be met in the hall:
1. The halls should have enough space for sitting including registration table at the entrance, per each day
2. The hall should have easy access to a minimum of 2 toilets
3. The Hall should be sufficiently bright with good light and air conditions.
4. The hotel shall arrange for fully functional electronic and audio-visual equipment and workshop materials (such as banners and/ or flags and/or roll-ups, data shows, wireless microphones, audio systems, teleconference equipment, etc.)
5. Flipcharts with stands, whiteboard with paper, and markers
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6. Meeting signage including company logo to guide your guests.
7. The hotel must be approved by UNDSS.
8. Room on ground floor or higher (not basement floor)
9. On specific occasions, disability accessible premises and technical arrangements might be requested
10. Free Wi-Fi internet connection in the training room.
11. A minimum of 5 Universal Adapters.
12. Pens and notepads per participants
Coordination
The company will liaise and report to Gashaw Shareef, shareef@ilo.org Miran Bakragha at bakragha@ilo.org , and marina@ilo.org
Payment
According to the ILO policy, the payments of services are performed 30 days after receipt of service. The payment schedule will consist of a single payment, issued after the completion of the service and upon receipt of the invoice and required documents from the supplier, in line with ILO’s satisfaction with the service.
Means of payment: the payment will be paid via wire transfer to the designated bank account of the supplier.
Important Notes:
The supplier will be billed to ILO based on the actual number of participants and service.
How to apply
To apply for the job, please click on the provided link and follow the instructions on the website. Make sure to read the job description carefully before submitting your application. You may be asked to create an account.
UNGM Link: https://www.ungm.org/Public/Notice/290426