Terms of Reference
Consultancy: Website Administrator
INTRODUCTION
About Oxfam
Oxfam is a vibrant global movement of passionate, dedicated people fighting poverty together. People power drives everything we do. From saving lives and developing projects that put poor people in charge of their lives and livelihoods, to campaigning for change that lasts. That is Oxfam in action. If you share this vision and commitment, then you are exactly who we are looking for.
PURPOSE AND SPECIFIC OBJECTIVES
The localization commitments within the 2016 Grand Bargain of which Oxfam is a signatory are one of the major achievements of the World Humanitarian Summit. When it was launched in 2016, there was the potential to drive a truly transformative change across the humanitarian system. Our approach is to support local capacity, both in development and emergency contexts. We have also formally committed ourselves to increase our engagement with national actors by signing the “Charter for Change” – see here.
Related to this, Oxfam supported the launch of the LHL Network website https://www.localhumanitarianleadership.com/ in 2022 to promote better networking and interaction between LHL communities within and outside of Oxfam. It serves as means to reach out to fellow LHL groups locally and globally and complement existing platforms such as the C4C and NEAR network. With this, Oxfam seeks to engage the services of a qualified and experienced website administrator to keep web page content and links up to date, find and fix web page problems, and implement website security measures such as firewalls or encryption. This also include back-up and recovery procedures regularly.
SCOPE OF WORK
Specifically the website administrator will:
- Maintain the https://www.localhumanitarianleadership.com/ and upgrade with plug ins as needed for high optimization of both users and viewers especially highlighting the work of the members of the LHL Network hence increasing the visibility of their work.
- Update the manual for administrators of the website
The website is intended for use NGO staff to access information about local humanitarian work and good practices. Other technical specifications of this website are described in more detail below. Develop a user manual and webinar for Oxfam’s team, who will manage the day-to-day content upload, system maintenance and administration.
- Provide technical support the maintenance of the website for a period of two years.
- Source code handover: Full source code including all developed libraries shall be handed to Oxfam.
NOTE: Website hosting and plug ins will be paid for by Oxfam but quotes should be included in the proposal and must be pre-approved by Oxfam. Once approved, this will be paid on a per plug in basis and with attached invoices/proof of purchase.
Functional Requirements:
- Content Management System (CMS): This solution must have a CMS to enable Oxfam staff/Oxfam web administrator to easily update the content of the website without the need of programming, this CMS should be able to update content, add pages, update home page navigation menu, manage users, upload media content and any other operations needed to control and update the website without the need to contact the solution provider once the contract has ended.
- Security: Integration of a secure server, in compliance with the European Union General Data Protection Regulation, specifically on Cookie policy.
- Multi-language: The website interface and content will be mainly in English language but can be translated and adaptable to Filipino therefore the website CMS must enable the website administrator to upload all kind of data & content in both languages.
- Cross-browsing compatibility: The proposed website must be able to work on all kinds of web browsers (Edge, Firefox, Chrome, Safari, and Opera to name a few) and must be mobile-friendly.
- Responsive design updates with a strong focus on mobile: The website portal is responsive by design. The vast majority of users will be mobile users as responders and this should be factored in.
- Search engine: All content of the website must be indexed and searchable and the returning result must highlight the keywords and remove duplicated results, advanced search capability must be available to create a better searching mechanism.
- Media Gallery: The website should have ready-made tools to create photo gallery or video gallery.
- Other details: This list is not exhaustive and will further be discussed with the consultant in relation to site appearance, branding, layout, etc.
METHODOLOGY
- Methodology
The Website Administrator will work in close coordination with the Oxfam’s Local Humanitarian Leadership Advisor and IT support within the indicated timeframe below.
- Oxfam Branding Guidance Notes
All content must support Oxfam’s global brand identity. Please see Global Branding Guidelines which can be viewed here for additional reference.
Commitment to Feminist Communications Principles. Gender is at the heart and start of all that we do. The website administrator will be accountable for their commitments to integrate feminist principles in all stages of content creation. It isn’t just about including women and girls: it’s about ensuring that women and men’s specific needs and experiences are understood and accounted for. Please see Oxfam’s Guide to Feminist Influencing for additional reference: https://oi-files-d8-prod.s3.eu-west-2.amazonaws.com/s3fs public/file_attachments/oxfams_guide_to_feminist_influencing_english.pdf
Oxfam’s creative route
Our beliefs
We fight inequality to end poverty and injustice-now and for the long term. Join us today to create a future where everyone has an equal opportunity to thrive and not just survive.
Our problem
For too long, inequality has led to poverty and injustice.
Our promise
We must do more for each other and our future generations.
Our solution
Together with millions of people, we work tirelessly to save and improve the lives of people all around the world today. Tomorrow, a radically better world is within our grasp if we support people to have a say in the decisions that affect their lives and tackle systemic inequality that keeps them locked in poverty and injustice. Only then we can ensure everyone has an equal opportunity to thrive and not just survive.
Our call to action
Together, we can all shape the future. It starts now with one idea, one act, one donation, one voice – it starts with you.
Our vision
An equal future.
TIMEFRAME
The duration of this engagement will be two years from September 1, 2023 to September 30, 2025.
QUALIFICATIONS
- Demonstrated experience and reputable firm with at least 5 years of experience in managing user-friendly websites
- Familiarity with different Content Management Systems, including WordPress
- Expertise in web development strategies and design tools, softwares, and web programming languages, including HTML, XHTML, CSS, XML, XSLT, Java, and Marcomedia Flash
- Knowledge in graphic design, online video publishing, and social media networking
- Previous experience in developing websites for other international non-government organization is desirable
COST AND PAYMENT TERMS
The cost proposal to be submitted should cover the following:
a) Professional fees, with applicable taxes under country of operation to be deducted accordingly
- Website hosting fees and other plug ins
KEY CONTACT
- For application related query please write to OIRP HR
Sunila Pradhananga sunpradhananga@oxfam.org.uk
- For TOR and assignment related query, please write to
Hiring manager at Jermaine Baltazar Bayas JermaineBaltazar.Bayas@oxfam.org
Web administrators, sometimes called webmasters, keep web page content and links up to date, find and fix web page problems, and implement website security measures such as firewalls or encryption. They follow back-up and recovery procedures regularly
What is a Web Administrator? Web administrators design, develop, maintain and troubleshoot websites. Most importantly, they ensure a safe and efficient user experience. This may include implementing security protocols, modifying programs, creating backups, resolving software problems, updating content and more
The Webmaster is responsible for all website updates, ongoing optimization, troubleshooting, ADA compliance, SEO execution, and UX/UI website innovation. Oversees all technical interfaces related to the company’s web presence, including the Content Management System (CMS). WordPress CMS experience preferred. Ensures website is well managed and healthy. Implements coding best practices related to site performance, SEO and User Experience. Responsible for maintaining mobile responsiveness and visual accessibility for all web content. Works with vendors and internal teams for Google Analytics and Google Tag Manager implementations for event-based tracking, data layer execution, and ensures website analytics are working properly. Works directly with marketing technology project manager who will provide calendar and schedule for all upcoming website updates, both cohesively defining priorities and timelines as well as level of effort associated.
How to apply
To apply, please send your Expression of Interest (EOI) to consultancy_oxfam@oxfam.org.ukno later than 19 July 2023 with “Web Administrator” as the subject.
EOI must include a letter of intent, stating the firm’s availability and capacity to deliver the scope of work within the specified timeframe. Additionally, the website administrator firm must also submit its profile, portfolio of sample works, and the CV with experience and qualifications of the team proposed to deliver the work by the firm.