Terms of Reference for Enterprise to Digitalize EAC Migration Management at the One Stop Border Post (OSBP) Manual
1. Context of the Project
The International Organization for Migration (IOM) in Rwanda, through its work on cross-border trade facilitation and regional integration within the East African Community (EAC), is currently enhancing its efforts to support the efficiency and harmonization of One Stop Border Posts (OSBPs) in the region. In 2024, IOM, in collaboration with the EAC, developed the first comprehensive training manual on Migration Management at the One Stop Border Post for the EAC region, which provides comprehensive guidance on procedures, coordination mechanisms, and institutional roles across EAC Partner States. The Manual is a critical reference tool to ensure consistent and efficient implementation of OSBP operations across the region.
However, the Manual currently exists primarily in static formats, limiting its accessibility, usability, and real-time application by border officials and relevant stakeholders. To address this gap, IOM aims to leverage digital technology to transform the EAC OSBP Manual into a tailored, interactive digital platform to enhance access to information, improve usability in operational contexts, and support consistent application of OSBP procedures across Partner States.
2. Nature of the Consultancy
Under the supervision of IOM Rwanda’s Head of Programmes, and in coordination with the Project Officer (PO) in Kigali, IOM is seeking a social enterprise or service provider to support the digitalization of the EAC OSBP Manual, which includes 8 topics on migration management, the legal framework for migration, travel documents, migration clearance procedures, professional conduct in migration management, management of cross-border communities, transnational organized crime, and managing orderly migration in time of crises, as well as 45 sub-topics. Specifically, an enterprise or service provider will be contracted to create a tailored digital interface/platform that transforms the EAC OSBP Manual into a structured, interactive, and user-friendly format.
The objective of the platform is to enhance accessibility and usability of OSBP procedures by enabling users (border officials and relevant stakeholders) to easily navigate, search, and apply the guidance contained in the Manual. The platform will be pilot tested in one EAC Partner State to assess usability and functionality. Based on the results of this testing, the platform will be refined and finalized to ensure relevance and effectiveness. The service provider will be expected to design an initial proof of concept and refine the digital interface based on feedback collected during testing.
3. Core functions/responsibilities
- Create an initial proof of concept for how the EAC OSBP Manual will be digitalized and structured into an interactive platform;
- Develop the digital interface (web and/or mobile compatible), incorporating search, categorization, and cross-referencing functionalities;
- Deploy the digital platform in one selected EAC Partner State for pilot testing, and update and refine the platform based on feedback from testing;
- Deliver a final digital product ready for broader regional rollout.
4. Timeline
The timeline indicated for the development of the digital curriculum is 4 months, including the following breakdown:
- August-September: development and digitalization of EAC OSBP Manual
- October: Testing in one EAC Partner State and incorporation of feedback:
- November: Finalization and submission of digital EAC OSBP Manual
5. Objective
Inclusion and efficiency are promoted through the creation of a digital platform for the EAC Migration Management at the OSBP Manual, which enhances access to information and supports consistent application of OSBP procedures across Partner States. The platform will improve usability of the Manual and contribute to more efficient and harmonized border management operations.
6. Qualifications of Successful Enterprise
The enterprise must provide evidence of the technical capacity to undertake this assignment. This includes capacity to deliver results within the timeframe provided as well as demonstration of prior experience in application and platform development, coding, and programming.
Experience:
- At least five years of relevant and demonstrated experience in the planning, design, analysis, and maintenance of software, including web and mobile-based applications;
- Demonstrated fluency in web frameworks and programming languages (e.g., Angular JS, Python/Django, Rust and/or Kotlin/Java);
- Demonstrated experience launching applications using relevant technologies;
- Demonstrated experience in management of similar projects;
- Experience working with government or regional institutions is an asset;
- Previous experience in Sub-Saharan Africa is an advantage;
- Previous successful development of similar applications or digital knowledge platforms is required.
Competencies:
- Background in programming and application/platform development;
- Strong stakeholder engagement and communication skills;
- Ability to meet deadlines and work under pressure;
- Strong analytical and problem-solving skills;
- Ability to translate technical content into accessible formats.
Languages:
- Fluency in English required
- Fluency in another language of an EAC Partner State an asset
7. Financial Proposal
The indicative budget for this proposal is 30,000$. The project should fall within this allotted budget.