Terms Of Reference (ToR) For the Revision of the Information Technology Manual tender at Forum for African Women Educationalists (FAWE) Uganda

Introduction:
The Forum for African Women Educationalists (FAWE) Uganda Chapter is a Pan-African nongovernmental organization launched in 1997 as part of a regional movement to promote girls’ and women’s education across Africa. FAWE Uganda’s vision is “A Ugandan society where girls and women lead dignified lives,” and its mission is “To enhance opportunities for girls to attain quality education and skills through sponsorship, social protection, institutional strengthening, and advocacy.” To fulfill this mission, FAWE Uganda implements various education and empowerment programs in collaboration with government agencies, development partners, academic institutions, and civil society.

In line with its commitment to operational excellence and institutional strengthening, FAWE Uganda developed an ICT Manual in 2020 to guide the governance, use, and security of its information and communication technology resources. This manual provides foundational policies on hardware use, software licensing, data protection, backup, access control, and network security.

However, since 2020, the IT landscape has evolved significantly. There has been a rapid increase in cloud computing, digital communications, artificial intelligence (AI), mobile working, and cybersecurity threats. Additionally, legal and regulatory frameworks such as Uganda’s Data Protection and Privacy Act, 2019 require stronger measures to safeguard personal data and information systems. FAWE Uganda’s reliance on IT for project implementation, internal operations, monitoring, and stakeholder engagement has also grown.

FAWE Uganda seeks to engage a competent consultant or firm to review, revise, and update the existing ICT Manual to ensure it is future-ready, compliant with applicable laws, and aligned with international IT management best practices. This process will also provide an opportunity to strengthen internal IT governance, enhance operational efficiency, and ensure responsible use of digital technologies across the organization.

Scope of work:
The consultant/firm will be required to:

1. Review the existing FAWE Uganda ICT Manual (2020 Version).
2. Conduct consultations with key stakeholders (Management and FAWE Uganda staff) to assess emerging IT needs and gaps.
3. Benchmark against current IT governance frameworks, cybersecurity standards, and Uganda’s Data Protection and Privacy Act.
4. Update or develop new sections to address:
   • Artificial intelligence and automation
   • Cloud computing and data storage
   • Mobile device and remote work management
   • Cybersecurity frameworks and controls
   • Acceptable use, email, and social media policies
   • Data privacy and digital communication tools
5. Ensure integration with existing policies (e.g., HR Manual and Financial Manual).
6. Present a draft for review and incorporate feedback from FAWE Uganda management and staff.
7. Produce a final, professionally formatted IT Manual.

Deliverables:

• Inception report with a work plan and methodology.
• Stakeholder consultation summary report.
• Draft revised IT Manual.
• Final IT Manual (Microsoft Word and PDF formats).
• Presentation to FAWE Uganda management team.

Duration:
The assignment is expected to take 30 working days from the date of signing the contract.

Reporting:
The consultant will report directly to the Executive Director. The Head of HR & Administration and the IT Assistant will provide day to day support during the assignment.

Required Qualifications:

1. For Individual Consultants:

• A degree in Information Technology, Computer Science, or related field (master’s preferred).
• Minimum of 5 years of experience in IT policy development or systems audit.
• Knowledge of ICT governance, cybersecurity, and Ugandan ICT laws (e.g., Data Protection and Privacy Act).
• Demonstrated experience in similar assignments (samples of work to be provided).

2. For Consulting Firms:

• Registered firm with demonstrated capacity in IT consultancy.
• A qualified team with relevant academic and professional experience.
• At least three assignments of similar nature undertaken in the past three years.

Submission Requirements:

Interested applicants should submit a technical proposal detailing understanding of the assignment, methodology, and work plan, a financial proposal, CV(s) of proposed consultant(s) or team members and at least two relevant references or samples of previous work by 5:00 pm, Monday, 3rd November 2025.

Hand deliver your proposal to the address below;
The Chairperson – Procurement Committee,
Forum for African Women Educationalists (FAWE) Uganda Chapter,
Plot 328, Magulu Close, Bukoto, Kampala, Uganda

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