Terms of Reference – Expert Design, Communications and Logistics Support Services
Organization: 3iS
Office Address: Calle 92 #15-78
Name of Services: Design, Communications and Logistics Support Experts
Contractual Domicile: Bogotá DC
Type of Contract: Service Provision Contract
Expected Start Date: December 15, 2025.
Contract termination date: April 30, 2026.
Fees: COP 6,000,000 – COP 8,000,000
Organization
3iS is an international non-profit organization that provides information management services to humanitarian and development organizations, enabling partners to make informed decisions that ultimately deliver high-quality, targeted assistance to the world’s most vulnerable populations. 3iS transforms data into information and creates knowledge for decision-makers operating in conflict, disaster, post-disaster, and recovery environments, as well as other complex emergency and development contexts.
Context
The main objective of this project is to strengthen coordination among humanitarian actors through the analysis, evaluation, and provision of synergistic information management services. This initiative will promote information sharing among humanitarian actors to improve decision-making and optimize response capacity.
EVIDEM organizations will share their experiences, knowledge, and lessons learned to achieve this goal. The proposed activities, along with the expertise of each organization in the consortium, not only complement each other but also align with Flagship Initiative 1, establishing a collective coordination structure for information management to serve humanitarian organizations. This will facilitate a people-centered approach, ensuring that their priorities, needs, and capacities are at the heart of all actions.
Leveraging its expertise in humanitarian coordination mechanisms and capacity building in information management, 3iS seeks to strengthen and empower humanitarian partners, enabling them to leverage and optimize tools, technologies, platforms, and best practices in information management to respond more effectively to humanitarian crises.
Description of Services
The consultancy aims to provide technical assistance in the design, communication, and visibility of the Innovation and Technologies in Humanitarian Affairs event, through the creation of graphic and communication products that strengthen its identity, disseminate its objectives, promote the participation of key actors, and document its results.
The consultant will be responsible for conceptualizing and producing visual materials and strategic content, aligned with the institutional identity and thematic priorities of the event. They will also provide support in updating, designing, and visualizing graphic products, and in the production of visual communication materials.
Additionally, they will participate in the planning and execution of the innovation event, ensuring visual consistency, proper documentation, and compliance with established communication standards.
Activities
A. Specific Activities
- Develop the work plan and communicate its progress, difficulties, and challenges in a timely manner.
- Conceptualize and develop graphic materials for communication in accordance with the organization’s style and brand guidelines.
- Design and produce graphic pieces and audiovisual products (infographics, newsletters, videos, etc.) aimed at disseminating information about the project.
- Design and develop the visual identity and branding of the event.
- Create specific graphic materials for the event, such as banners, programs, signage, and promotional material.
- Support the logistics of the event, coordinating the arrangement of spaces, the visual setup and the production of content for its dissemination.
- Document the event using photographs, videos, and other graphic materials.
- Prepare the event records, organizing and editing the visual and written records.
- Maintain communication with the internal team to ensure the alignment of graphic and communication materials with the objectives of the event and the project.
- Prepare periodic progress reports on the development of design and support activities for the event.
- Ensure the timely and orderly delivery of the products agreed upon in the work schedule.
- Participate in team meetings and knowledge management spaces organized by the entity.
B. Management activities
- Prepare the work plan and promptly communicate its progress, difficulties and challenges to the contract representative.
- Attend to the in-person spaces of the project.
- Carry out field missions when their participation in the project is required.
- Prepare monthly progress reports.
- Guarantee the timely delivery of products.
- Participate in cross-cutting groups in a timely manner.
- Contribute to the organization’s knowledge management strategy.
MINIMUM QUALIFICATIONS:
Education
Professional with a university degree in Graphic Design, Social Communication, Visual Design, Advertising, Multimedia Design, or related fields. Additional studies in digital communication, multimedia production, digital marketing, branding, corporate design, or disciplines related to innovation or technology will be valued.
Experience
To be eligible, applicants for this service must have at least three (3) years of proven experience in activities similar to those described in these Terms of Reference. Demonstrable experience in designing materials for technical events (agendas, banners, digital kits, social media visuals, presentations) will be given special consideration. Experience working with humanitarian or innovation projects, or with international organizations, is also desirable. An up-to-date portfolio demonstrating creative ability and technical proficiency is required.
Technical Skills
- Advanced proficiency in design and editing programs: Photoshop, Illustrator, InDesign, Corel Draw, Canva, Adobe Creative Suite and other relevant tools.
- Excellent visual and verbal communication skills, with the ability to convey information and ideas clearly, creatively, and effectively.
- Solid understanding and application of data processing and handling principles, guaranteeing the integrity and confidentiality of information.
- Advanced handling of Microsoft Office tools (Word, Excel, PowerPoint) and digital management platforms.
- High attention to detail, rigorous visual quality, and the ability to ensure graphic consistency across all products.
- Ability to work towards results, meet goals and monitor management indicators.
- Knowledge of the dynamics of humanitarian affairs, its actors and associated institutional guidelines.
- Ability to coordinate and provide logistical support, including organization of materials, support in the preparation of events, coordination with internal and external teams, and support in operational tasks related to communication and visibility activities.
Languages
Fluency in Spanish (spoken and written) is required, as well as intermediate knowledge of English (spoken and written).
Responsibility to the beneficiaries
Staff are expected to respect the principles of accountability to beneficiaries of 3IS programs in line with international standards, while actively involving beneficiary communities as equal partners in the design, monitoring and evaluation of 3IS projects.
GUIDING PRINCIPLES:
Staff are expected to respect local culture and 3IS policies, procedures and values ​​at all times.
3IS has zero tolerance for harassment, sexual exploitation and abuse, human tracking, and child abuse and exploitation. Any violation of these principles and policies will be treated as a serious offense.
3IS is an equal opportunity employer regardless of background. 3IS may conduct reference checks with other organizations regarding matters related to sexual harassment, exploitation, and abuse.
Deadline December 11, 2025: Statement: Candidate assessment will be ongoing and the position may be filled before the application deadline.