GRAPHIC DESIGN CONSULTANCY

TERMS OF REFERENCE GRAPHIC DESIGN CONSULTANCY Number: CINA-015/EOI/2026 BACKGROUND Community in Need Aid (CINA) is a non-governmental, non-profit making humanitarian and development organization formed in 2010 operating in South Sudan. CINA South Sudan is mandated to save lives, protect dignity and develop resilience of children and families from effects of conflicts and disasters and the organization mainly focuses on empowering the community, advocating for the rights of children and their caregivers, youth, women and persons with specific needs. CINA South Sudan is committed to attaining sustainable socio-economic development founded on community ownership, peaceful co-existence in diversity, improved quality of life, and self-reliance. CINA South Sudan envisions a society where children and families prosper beyond conflicts and disasters. To strengthen its institutional systems, governance, accountability and operational effectiveness, CINA has developed several organizational policies, procedures, guidelines and manuals. To ensure that these important institutional documents are presented in a professional, user-friendly and consistent manner, CINA intends to engage a qualified Graphic Design Expert to design, format and professionally lay out its organizational policies and manuals. The assignment will involve transforming approved policy and manual content into professionally designed documents that are visually appealing, easy to navigate, accessible to users and consistent with CINA’s organizational identity and branding requirements. 2. Purpose of the Assignment The purpose of the assignment is to engage a competent Graphic Design Expert to provide professional document design, layout and formatting services for CINA’s organizational policies and manuals. The expert will ensure that the documents have a consistent visual identity, professional appearance and clear structure while maintaining the integrity and accuracy of the approved content 3. Objectives of the Assignment The specific objectives are to: • Professionally design and format CINA’s organizational policies and manuals. • Develop a consistent visual identity and layout across all policies and manuals. • Improve the readability, accessibility and usability of the documents. • Incorporate appropriate graphics, icons, diagrams, tables and other visual elements where they enhance understanding. • Ensure that all documents comply with CINA’s branding and visibility requirements. • Produce high-quality digital and print-ready versions of the final documents. • Provide editable source files to enable CINA to update the documents in the future. 4. Scope of the Assignment 4.1 Review of Documents The expert will: • Review the policies and manuals provided by CINA. • Assess the structure, formatting and presentation requirements of the documents. • Identify opportunities for improving visual presentation without altering the approved content. • Consult with CINA’s designated focal person on the preferred design approach. 4.2 Development of Design Concept The expert will develop an appropriate design concept for CINA’s policies and manuals, including: • Cover page design. • Consistent page layout. • Typography and font selection. • Heading and sub-heading styles. • Color scheme. • Page numbering. • Headers and footers. • Tables and figures. • Icons and visual elements. • Table of contents. • Section dividers. • Document control pages. • Appropriate use of CINA’s logo and other approved branding elements. The proposed design concept shall be submitted to CINA for review and approval before full production. 4.3 Design and Layout of Policies and Manuals The expert will professionally format and lay out the approved policy and manual documents, which may include, but are not limited to: • Human Resources Policies and Procedures Manual. • Finance Policies and Procedures Manual. • Procurement Policies and Procedures Manual. • Field Office Administration and Operations Manual. • Safeguarding Policy and Procedures. • Anti-Fraud and Anti-Corruption Policy. • Code of Conduct. • Information and Communication Technology Policy. • Monitoring, Evaluation, Accountability and Learning (MEAL) Manual. • Programme/Project Management Manual. • Grants Management Manual. • Risk Management Policy. • Security and Safety Policy. • Complaints and Feedback Mechanism. • Other institutional policies, guidelines and manuals identified by CINA. The final list and number of documents will be confirmed by CINA at the commencement of the assignment. 4.4 Visual Enhancement Where appropriate, the expert will incorporate: • Infographics. • Process-flow diagrams. • Organizational charts. • Icons. • Tables and call-out boxes. • Process maps. • Checklists. • Illustrations and other visual aids. Visual elements should improve understanding of the content without unnecessarily increasing the length or complexity of the documents 5. Key Deliverables Deliverable 1: Design Concept • Proposed overall design concept. • Sample cover page. • Sample internal page. • Proposed color palette and typography. • Sample table, heading and section design. Deliverable 2: Professionally Designed Policies and Manuals • Fully formatted and professionally designed policy and manual documents. • Consistent branding and visual identity across all documents. • Professionally formatted tables, figures, diagrams and annexes. • Proper table of contents and page numbering. Deliverable 3: Final Files For each completed document, the consultant shall provide: • High-resolution PDF suitable for printing. • Optimized PDF suitable for electronic distribution. • Fully editable source file(s). • Supporting graphic assets/templates where applicable. 6. Expected Design Standards The final documents should: • Present CINA as a professional and credible organization. • Have a clean, modern and consistent appearance. • Be easy to read and navigate. • Maintain consistency in fonts, colors, headings and page layouts. • Have clear differentiation between chapters, sections and sub-sections. • Ensure tables and figures are properly aligned and legible. • Maintain consistent margins, spacing and paragraph formatting. • Include appropriate page numbering and document navigation. • Be suitable for both printing and digital use. • Comply with CINA’s approved branding guidelines. The consultant shall not change the substance, meaning or approved wording of the policies and manuals without written authorization from CINA. 7. Coordination and Review Process The consultant will work closely with CINA’s designated focal person. The proposed workflow will be: CINA provides the approved policy/manual content and branding materials. Consultant reviews the documents and proposes the design concept. CINA reviews and approves the design concept. Consultant develops the first draft of the documents. CINA provides consolidated comments. Consultant incorporates agreed revisions. CINA conducts final technical/content verification. Consultant produces final print-ready and electronic versions. Consultant submits all editable source files and final deliverables. The consultant should allow for at least two rounds of reasonable revisions per document. 8. Duration of the Assignment The assignment is expected to take approximately 2 weeks, commencing from the date of signing the contract. The exact timeframe will depend on the number and length of policies and manuals to be designed. The consultant should provide a clear workplan and proposed turnaround time for each document. 9. Required Qualifications and Experience The consultant should possess: • A Bachelor’s degree, diploma or professional qualification in Graphic Design, Visual Communication, Publishing, Communication, Information Design or a related field. • At least 3 years of demonstrated professional experience in graphic design and document layout. • Demonstrated experience designing policies, manuals, reports, guidelines or other institutional documents. • Experience working with NGOs, civil society organizations, development organizations or similar institutions is highly desirable. • Excellent knowledge of professional design and desktop publishing software, including Adobe InDesign, Illustrator, Photoshop, Canva or equivalent tools. • Strong understanding of typography, document structure, layout and visual communication. • Excellent attention to detail. • Ability to work within agreed timelines and respond to feedback promptly 10. Portfolio Requirements Interested consultants must submit a portfolio demonstrating relevant previous work. The portfolio should preferably include examples of: • Policy documents. • Organizational manuals. • Procedures manuals. • Annual reports. • Strategic plans. • Institutional guidelines. • Professional publications. • Infographics and process diagrams. Preference will be given to applicants who can demonstrate experience designing organizational policies and manuals for NGOs or development organizations. 11. Proposal Requirements A. Technical Proposal The technical proposal should include: • Understanding of the assignment. • Proposed design approach and methodology. • Proposed workplan and timeline. • Relevant experience. • Details of similar assignments undertaken. • Portfolio/sample designs. • Availability during the assignment. B. Financial Proposal The financial proposal should clearly indicate: • Cost for the overall assignment and/or cost per document. • Any applicable taxes. • Any other associated costs. • Payment schedule proposed. C. Supporting Documents • Updated CV/profile. • Company profile, where applicable. • Relevant registration/professional documents, where applicable. • At least two references from previous clients. Any interested competent consultant can send Expression of Interest quoting the number: CINA-015/EOI/2026 to barakagibson@cina-southsudan.org cc: bolmark@cina-southsudan.org not later than 5:00 pm GMT+3, Tuesday, 21st September 2