The consultant's services concern "the organization of the regional forum for youth employment and the visibility of actions implemented by initiative holders".
ECOWAS's objective in organizing the regional forum is to bring together the main private and public players in West Africa to share a common understanding of the challenges of youth employability in West Africa, and to put forward proposals for measures and strategies to better meet the challenges and promote the attraction, installation, integration and retention of young people in the agricultural sector and agri-food value chains.
The ECOWAS Commission, represented by ARAA, hereby invites eligible consultants (firms) to express their interest in providing these services. This notice calls for firms/agencies that are legally constituted and qualified (experience and operating capacity) to carry out the study. To this end, the firm/agency must have the following minimum experience and qualifications:
Experience and references
- At least 5 years' experience in organizing forums, trade shows, conferences or large-scale institutional events;
- Verifiable references from at least three successfully organized international or regional events;
- Master the standards and requirements for organizing institutional events involving international organizations, governments and the private sector;
- Proven experience in organizing hybrid events, integrating digital and interactive solutions for remote participation;
- Knowledge of issues related to youth employment, agriculture and economic development in West Africa (asset).
Technical and organizational skills
- A qualified team including specialists in project management, logistics, communication and audiovisual.
- Master the organization of hybrid events (face-to-face and online).
- Technological solutions for live broadcasts and interactive participation.
Communication and public relations skills
- Ability to develop an effective communications strategy to maximize the Forum's visibility.
- Experience in managing press and media relations.
- Expertise in multimedia content creation and audiovisual production.
Knowledge of the ASPH sector and youth employability (asset)
A good understanding of issues related to agriculture, youth entrepreneurship and employment in West Africa will be a plus.
- Be legally incorporated for at least 5 years;
- At least five (5) years of successful consulting experience in West African and Sahelian agribusiness and agri-food market operations ;
- Good knowledge of agricultural, commercial and industrial policies, regional players and business law.
Key skills required
- Ability to design and execute a structured organization plan, with strict adherence to deadlines and budget.
- Competence in logistics management and coordination of service providers (accommodation, catering, transport, technical equipment).
- Mastery of safety protocols and health standards to ensure the smooth running of the event.
- Development and implementation of a multi-channel communications strategy (press relations, social networks, audiovisual media).
- Ability to mobilize national and international media to ensure optimum coverage of the event.
- Creation of engaging multimedia content (videos, articles, interviews) before, during and after the event.
- Ability to set up a digital platform enabling remote participation.
- Experience in managing live streaming and interactive tools (polls, Q&A, online networking).
- Mastery of software and technological tools to optimize the experience of virtual participants.
- Expertise in managing and facilitating panels, thematic workshops and plenary sessions.
- Ability to ensure effective exchanges between participants and speakers.
- Experience in organizing and managing competitions (e.g. "Pépites de l'ASPH" competition).
- Expertise in post-event data collection and analysis (satisfaction questionnaires, impact studies).
- Production of detailed evaluation reports, with recommendations for future editions.
- To carry out the assignment, the firm must have a staff comprising :
- K1: A senior event project manager, responsible for the overall coordination of the event and main contact with ECOWAS, at least 10 years' experience, having completed 2 similar assignments, experience in Senegal is an asset.
- K2: A logistics and technical manager, responsible for managing infrastructure, service providers and technical requirements, at least 5 years' experience, must have participated in at least 2 similar assignments, experience in Senegal is an asset.
- K3: A specialist in communications and public relations, in charge of media strategy, press relations and social network management. At least 5 years' experience, must have participated in at least 2 similar assignments.
- K4 : A digital events expert, responsible for setting up and managing the digital platform for online participants. At least 5 years' experience, must have participated in at least 2 similar projects.
- K5 : A speaker and guest coordinator: Management of speakers, VIPs and young entrepreneurs who are finalists in the competition. At least 5 years' experience, must have participated in and carried out at least 2 similar assignments.
NB: The agency must also be able to mobilize specialized technical service providers (videographers, graphic designers, translators, session leaders).
The estimated duration of the mission is three (03) months, divided into two (2) months of pre-forum work, five (5) days of forum and twenty-five (25) days of post-forum work.
Further information is contained in the terms of reference, which can be accessed via the drive link: https://bit.ly/4iOoVm9 or downloaded from the ARAA www.araa.org website in the Opportunities section.
Firms/agencies may join forces with other firms/agencies to reinforce their respective skills in the form of a joint venture. In the event of a joint venture, all members of the joint venture will be jointly and severally liable for the entire contract, if selected.
Following evaluation of the expressions of interest, a firm will be selected using the "Selection based on Consultant Qualification (SQC)" method, in accordance with the ECOWAS Procurement Code.
EOI files in the form of a single PDF file must contain the following elements:
- A letter of expression of interest ;
- If the consultant is part of a consortium, a copy of the consortium agreement or a letter of intent to form a consortium;
- A brochure presenting the firm or group (including administrative documents) ;
- Provide a technical offer including:
- a detailed presentation of the agency and its team (a summary of staff CVs clearly highlighting: (i) the academic background of each professional, (ii) their technical skills, (iii) a list of similar work carried out, as well as the contact details of reference persons for each of the assignments indicated);
- references and past experience in organizing international events.
- the proposed methodology and approach for organizing the Forum.
- a communication and media plan.
- a logistical and technical management plan.
- A separate financial offer in the form of a single PDF file clearly indicating fees and other costs (air tickets, perdiem, local transport and communication).
To meet the qualification criteria listed in point 4 above, these consultants must provide tangible evidence and detailed references for all statements made in terms of experience and capabilities, similar assignments, availability of appropriate skills among their staff, etc.
Each reference supplied must be summarized on a project sheet and will only be considered and accepted if the applicant encloses supporting documents indicating the contact details of the contracting authorities in order to facilitate verification of the information supplied, the contracts quoted or copies of certificate(s) of satisfactory performance of each contract presented, as issued and signed by the Customer.
Expressions of interest must be submitted no later than April 18, 2025 - at 9 :59 PM GMT through a download on OneDrive whose link is https://bit.ly/4hNHshs
Interested consultants may obtain further information by writing to the following e-mail addresses:procurement@araa.org cc : ctienon@araa.orgLbarnabo@araa.org, with " AMI003-Forum CEDEAO-PRAOP" in the subject line.