Consultant_Refinement and Updating of Heatwave Infographics

IFRC ARC opened a consultancy position to “undertake Refinement and Updating of Heatwave Infographics”. Interested candidates should submit their expression of interest along with the required documents (as mentioned below) no later than 29 April 2026, to Ms. Aliza Baidya, e-mail: aliza.baidya@ifrc.org

Terms of Reference (TOR)

For engaging an Individual consultant to undertake

Refinement and Updating of Heatwave Infographics

April 2026

I. BACKGROUND AND OBJECTIVES 

Nepal is increasingly experiencing extreme heat events and heatwaves, particularly in the Terai region, posing significant risks to public health, livelihoods, agriculture, and vulnerable populations. In response, the Nepal Red Cross Society (NRCS) has developed a series of infographic materials to support awareness, preparedness, and early action for heatwaves.

With the upcoming summer season, there is a need to refine and update these existing infographics to ensure they are:

• Clear and easily understandable for diverse audiences
• Technically accurate and aligned with national guidelines
• Visually engaging and accessible
• Inclusive and contextually relevant
• The main objective of this assignment is to refine and update existing heatwave infographics through:
• Language editing and simplification (clear, concise, audience-friendly)
• Technical validation of contents in consultation with the related government agencies
• Visual enhancement and graphic redesign to reflect the affected area and vulnerable communities 
• Clarity of the messaging

II SCOPE OF WORK OF THE INDIVIDUAL CONSULTANT

The consultant will be responsible for:

1. Reviewing existing heatwave infographic materials (content and design)

2. Editing and simplifying language for clarity, readability, and audience-friendliness

3. Ensuring consistency in terminology and messaging

4. Validating technical content in consultation with relevant government authorities and national guidelines

5. Incorporating updated information based on seasonal plans and advisories

6. Ensuring inclusive, gender-sensitive, and context-appropriate language

7. Improving visual design elements, including layout, typography, color contrast, and readability

8. Harmonizing icons, illustrations, and overall visual con-sistency

9. Adapting materials for different target groups (e.g., el-derly, children, outdoor workers)

10. Preparing final outputs in multiple formats:

• Print-ready versions
• Social media formats
• Mobile-friendly versions

11. Incorporating feedback from NRCS, IFRC/American Red Cross, and relevant stakeholders during the review process

III TIMEFRAME AND EXPECTED DELIVERABLES

3.1. Timeframe (indicative) 

The level of effort will be for a maximum of 10 working days after commencement of contract, and the final deliverable will have to be submitted on 15 May 2026.

3.2. Expected Deliverables 

• Refined and updated set of heatwave infographics
• Print-ready files (high resolution)
• Social media–optimized versions
• Source/editable design files
• Final versions incorporating feedback from review rounds

IV OPERATIONS

4.1. Administrative and Logistic Support

The individual consultant is expected to use their own laptop/computer and any other required equipment; all other necessary administrative and logistical costs will be borne by the consultant.

4.2. Reporting Relationship

The individual consultant will report to the Senior Program Officer of IFRC/American Red Cross, in consultation with the Nepal Red Cross Society.

4.3. Quality Assurance and Ethics

All materials produced by the consultant must be in line with ethical values and Principles of the Red Cross and Red Crescent Movement, and validated and approved as needed. All compliance requirements as well as the key institutional policies and standards of NRCS and IFRC, such as the Community Engagement and Accountability (CEA), Protection, Gender, and Inclusion (PGI), Child Protection, etc. must be adhered to by the consultant at all times of the assignment.

4.4. Copyright

NRCS, together with IFRC and American Red Cross, will have full rights to the materials produced under this Terms of Reference, and will have the right to edit/modify as needed and share the materials with relevant stakeholders through websites, social media, cloud space, etc. The product or parts of it cannot be used anywhere else without the written permission of the IFRC, NRCS and American Red Cross.

4.5. Dissolution of Contract / Penalty Clauses:

In case of failure to produce the deliverables (due to technical difficulties, natural disaster, unavoidable situation, etc.) within the due period, the consultant must inform IFRC in advance or immediately with justification. Otherwise, a penalty of 0.5% of the total contract amount will be charged per day.

4.6. Line of Communication and Coordination

The individual consultant will work closely with designated focal points from NRCS, IFRC/American Red Cross, and relevant technical partners.

V QUALIFICATION, APPLICATION, AND SELECTION

5.1. Qualification of Individual consultant

The required qualifications and experience are as follows:

• Proven experience in graphic design and visual communication
• Experience working on development, DRR, climate, or public health communication materials
• Strong skills in design software (e.g., Adobe Illustrator, InDe-sign, etc.)
• Understanding of inclusive and risk communication approaches
• Experience working with humanitarian or government organizations is an asset

5.2. Application Procedures 

Interested individual consultants should submit:

• Technical Proposal (methodology, work plan, understanding of assignment)
• Financial Proposal
• CV of an expert
• Samples of similar translation work (preferably policy or technical documents)

Please submit your proposal to aliza.baidya@ifrc.org , no later than 29 April 2026.

5.3. Disclaimer on Submission of Proposal

Submission of an application or proposal in response to these Terms of Reference does not constitute or guarantee an award of a contract. IFRC/American Red Cross and Nepal Red Cross Society reserve the right to select the consultant at their sole discretion, to accept or reject any or all submissions, to request additional information, or to cancel the procurement process at any stage without obligation to provide justification. Only the selected individual consultant will be formally notified.

VI. PAYMENT SCHEDULE

The total payment will be made upon satisfactory completion of the assignment and submission of all agreed deliverables.

The individual consultant will receive 100% of the contract amount after:

• Submission of all finalized and approved heatwave infographics
• Delivery of all required formats, including print-ready and editable source files
• Incorporation of all feedback from NRCS, IFRC/American Red Cross, and relevant stakeholders

Payment will be processed upon formal approval of the deliverables by NRCS and IFRC/American Red Cross.