TERMS OF REFERENCE PROFESSIONAL …

1 T. +254 204978000 | E. | Shelter Afrique Centre |Longonot Road, Upper Hill 41479 |00100 Nairobi |Kenya TERMS OF REFERENCE PROFESSIONAL CONFERENCE ORGANISER FOR THE AFRICAN HOUSING CONFERENCE 2014 ON: RENTAL HOUSING IN AFRICA: A CRITICAL OPTION IN THE CHALLENGE OF PROVIDING AFFORDABLE HOMES FOR ALL 1. INTRODUCTION Shelter-Afrique (SHA-F) is a pan African housing finance and development institution established by African governments to address the need for sustainable housing delivery system and related infrastructure projects in Africa.

2 Shareholders include 43 African countries, the African Development Bank, and the African Re-Insurance Corporation. Shelter-Afrique s mandate is to provide financing by way of debt, quasi-equity and equity to both public and private institutions for housing and urban infrastructure projects in its member countries. More information can be obtained from our website: The Company - with its partners such as Agence Fran aise de Developpment (AFD) - seeks to organize in April 2014 in Nairobi/Kenya, an international conference on the topic of Rental Housing.

3 A concept note thereof is provided in the annexure of this TOR. 2. PURPOSE In order to ensure the success of the above-mentioned conference it is necessary to appoint a PROFESSIONAL Conference Organiser to organise the conference in conjunction with SHA-F staff. 3. SCOPE The successful Consultant will have responsibility for the budgeting, preparation and management of all logistical issues and arrangements related to hosting a successful and PROFESSIONAL Meeting. Working closely with SHA-F staff, the Consultant will also review the event concept note and recommend articulation of proposed topics and format of the event.

4 Furthermore, the Consultant shall identify suitable service providers, as needed, and liaise with these service providers regarding rooming, banqueting, IT equipment and support and other related arrangements. T. +254 204978000 | E. | Shelter Afrique Centre |Longonot Road, Upper Hill 41479 |00100 Nairobi |Kenya Additionally, the Consultant will oversee the invitation and registration process and coordinate air travel and transportation arrangements for ALL participants. A detailed breakdown of responsibilities is outlined below: Preparation and Management of the Conference: Review of the Conference concept note to recommend improvements on topics, articulation of the same and format of the conference; Budgeting for the conference; Ensure that all contacts and actions taken with suppliers are noted and communicated to SHA-F for approval; Negotiate TERMS and conditions and appoint sub-contractors; Monitor budget vs.

5 Disbursements; Identifying and liaise with potential sponsors. Participants management: Establish with SHA-F staff the list of participants; Send out Invitations to ALL participants, including meeting chair(s), speakers, facilitators, etc; Follow up on invitations via telephone, email, fax; Administer registration through website and compile confirmed registration list of participants, speakers, support staff, event management team, ushers, etc; Identify and secure accommodation block booking for self paying participants at alternate hotels and manage travel bookings/reservations for speakers; Send out Information Note to all participants (arrival details, hotels, visa requirements, general city info; etc.)

6 ; Facilitate arrangements for visas for participants, as needed; Protocol arrangements for VIPs, including arrival and departure at airport with the relevant Ministries. Conference Venue arrangements: Arrange and ensure all Meeting rooms (for plenary and break-out sessions) are arranged and ready for the Meetings as required (as per specified meetings schedule); Ensure all required audiovisual equipment is available in all the rooms as required; Ensure light catering as well as service maintenance are promptly available as would be required for all equipment/services and facilities in and around the meeting rooms.

7 Arrange and manage participants registration on site; Design and make up name tags/badges for all participants, speakers, Media, VIPs, etc; T. +254 204978000 | E. | Shelter Afrique Centre |Longonot Road, Upper Hill 41479 |00100 Nairobi |Kenya Support the preparation, production and efficient distribution of materials that will be used at the conference; Organize and keep notes/minutes of all conference sessions. Communication & PR: Prepare and set- up a one-stop general information support service/information kiosk for participants; Arrange simultaneous interpretation for all sessions as required (English-French); In liaison with SHA-F Communication Officer, arrange publication of print media articles in local and international newspapers (one 10 days before, other on first day of the Conference and other day after the Conference); High profile interviews -TV during the Conference.

8 Press conference. Other general logistical arrangements and event management: Arrange and manage VIP transport; Set up a secretariat room incl. adequate staff; Planning and organization of all the meals, cocktails and other social events during the Conference; Design and printing of banners for the Conference; Design or source conference bags; Arrange for pens and writing pads for participants; 4. CONTRACT DURATION The assignment will run from March 2014 until the Conference takes place, on a part-time basis.

9 5. LOCATION This posted will be recruited for as a consultant and will be located in Nairobi, Kenya. No relocation allowances etc. will be available. The consultants will work from SHA-F premises located longonot road 3 in Upperhill, Nairobi. Expenses incurred in relation to the tasks described above will be reimbursed as and only when authorization is given by the SHA-F line manager. 6. REPORTING The Consultant will be accountable to SHA-F Director of Operations. The day-to-day assignment and contact will be managed through a Focal Person the Team Leader Special Products - to whom the Consultant will report directly.

10 7. EVALUATION CRITERIA T. +254 204978000 | E. | Shelter Afrique Centre |Longonot Road, Upper Hill 41479 |00100 Nairobi |Kenya Technical Criteria The following criteria will be used for the evaluation of the bids: Ability of staff and staff compliment to provide required services (detailed CVs of the person/s of staff to be included); 30% Company profile (Include the latest Annual Financial Statements); 25% REFERENCE to previous major conferences organised; 25% General management and financial/budget reporting.