Consultancy for Documentary Video Production for UP-Women project

1. Background

HELVETAS Swiss Inter-cooperation is a long-standing development partner in Ethiopia, committed to fostering sustainable growth and economic empowerment among disadvantaged communities. In alignment with these goals, the UP-Women project has been initiated to support young women in Sidama Region to access skill development and employment opportunities. This project offers vocational skills training, integrated functional adult literacy, and sexual and reproductive health education, empowering young women to achieve financial independence and enhanced life prospects.

A core component of the UP-Women project is the use of results-based financing (RBF) to ensure high-quality training outcomes and meaningful employment. Training and Employment Providers (TEPs) are selected based on their capacity to deliver relevant, demand-driven skills, as well as their track record in job placement. TEPs receive payments only upon meeting predefined quality and placement metrics, fostering accountability and alignment with project objectives.

To effectively communicate the impact of UP-Women, HELVETAS seeks to commission a video documentary to document the project’s achievements, challenges, and lessons learned. This documentary will spotlight the transformative impact of the UP-Women project on the lives of young women and the community at large.

This documentary aims to share and communicate the achievements, experience, and unique approach of the UP-Women project; it will highlight both the successes and challenges encountered through implementation, offering valuable insights for learning and improvement.

The target audience includes:

• Sidama Region Government partners: to showcase project impact and strengthen collaboration
• Donors: to demonstrate the effectiveness of the approach and the tangible outcomes achieved
• HELVETAS: for internal learning, reflection and potential replication in similar initiatives

By capturing real stories and experiences, the video will serve as a powerful tool to promote the impact of the UP-Women project and inform future programming.

2. Objectives of the Consultancy

The overall objective is to produce a high-quality video documentary showcasing the UP-Women project’s impact, challenges, and lessons learned. Specific tasks include:

• Developing a comprehensive shot list, including interviews with beneficiaries, government representatives, partners, and other stakeholders.
• Conducting field visits to project sites to interact with participants who have been impacted by the UP-Women project.
• Creating an engaging script and capturing high-quality footage.
• Delivering a concise, informative draft documentary for feedback from the UP-Women project team.
• Producing:
  • A 8 to 10 minute documentary video with English subtitles.
  • A one-minute promotional clip derived from the footage to engage a broader audience.
• Collaborating with UP-Women staff to develop interview questionnaires and ensure effective storytelling.

3. Expected Deliverables

• Draft storyboard and script for review and approval prior to filming.
• Final storyboard and script incorporating UP-Women project feedback.
• Draft documentary presented to the project team for review and comments.
• Finalized documentaries including:
• • A 8 to 10 minutes main documentary video with English subtitles.
  • A one-minute promotional video.
  • casting and acknowledgement are followed at the closing
• Master copies: Three DVDs or USB of the final documentaries and two copies of raw footage.
• High-resolution photographs for promotional use.

4. Consultant’s Main Tasks and Activities

• Conduct interviews with selected stakeholders, including project staff, beneficiaries, and government officials.
• Capture real-life stories on project sites, showcasing the impact of UP-Women interventions.
• Work closely with the Senior MEAL Officer, Project Manager, and communications team to align visuals and graphics with key project messages.
• HELVETAS’s Corporate standard for communication should have to be complied

5. Methodology

• Seeking the consent for any interview recording and photo shooting and being conflict is required
• Conduct field visits to observe and document project activities.
• Conduct structured interviews with stakeholders and beneficiaries.
• Work in close collaboration with the Project Manager and communications officer for direction and content alignment.

6. Time-frame

The consultancy is expected to last 10 days from the date of contract signing, planned between March 15 to 24, 2025.

7. Requirements

Experience

• Minimum of 3 years of experience in film production with a strong portfolio in development or educational projects.
• Demonstrated expertise in producing documentaries, short films, or news features (proof of experience required).
• Ability to produce high-quality broadcast-ready videos under tight timelines.
• Include if any letter of appreciation/Recommendation you have on preparing documentary.

Technical Requirements

• Full HD video production (1920 x 1080p).
• Professional audio recording (minimum 96 kHz/24-bit).
• Final deliverables in both HD web format and DVD quality.

8. Payment Modalities

UP-Women project follows a results-based approach, with payments structured as follows:

• 20% upon submission and approval of the work plan and storyboard.
• 30% upon submission and approval of the draft documentary.
• 50% upon submission of the final deliverables, incorporating all project feedback.

9. Copyright

All materials produced under this consultancy will remain the property of HELVETAS Swiss Inter-cooperation.

10. Application Procedure

Interested firms/individuals should submit a proposal in response to this ToR, including:

• A signed cover letter explaining suitability for the consultancy.
• CV and a technical proposal with details on crew composition, recent relevant projects, and references.
• Detailed financial proposal (submitted in a separate envelope).
• At least three sample videos of similar work.
• Valid tax registration certificate (indicating TIN and VAT).
• Full contact details including physical, postal, telephone, and email address.
• Renewed business license.