Facilitation Support and Financial Administration for LFS 2026 — Joint Survey Design

PROJECT BACKGROUNDGeneral and Project BackgroundThe Iraq Labour Force Survey (LFS) 2026 is a national statistical exercise designed to produce reliable, internationally comparable labour market statistics in compliance with the 21st International Conference of Labour Statisticians (ICLS) standards. The survey builds upon the successful LFS 2021 conducted jointly by the Authority of Statistics and Geographic Information System (ASGIS) at the federal level and the Kurdistan Regional Statistical Organization (KRSO), with technical support from the International Labour Organization (ILO).The LFS 2026 is supported under the EU–UN Joint Programme on Social Protection in Iraq. The survey covers all governorates of Iraq and aims to produce nationally representative data on employment, unemployment, labour force participation, working conditions, and related indicators, with full disaggregation by sex, age, and geography.2. ASSIGNMENT BACKGROUNDUnder this Implementation Agreement, an Implementation Partner (IP) is engaged to provide facilitation support and financial administration for Phases 1 and 2 (Joint Survey Design) of the LFS 2026. The IP acts as a conduit partner responsible for disbursing project allowances to National Statistical Office (NSO) staff, managing logistics for technical workshops and meetings, procuring translation services, and providing administrative and coordination support throughout the survey design process.The IP’s role is facilitative and logistical. Technical survey design decisions — including agreement on the questionnaire, sampling methodology, and workplan — are the responsibility of the ILO in coordination with ASGIS and KRSO. The IP ensures that all necessary services, meetings, and documentation are in place to support these technical processes. The entirety of the IP’s services are governed under the formal ‘Working Mechanism’ (MOU) signed by the ILO with the ASGIS and KRSO.3. ASSIGNMENT OBJECTIVESThe objectives of this Implementation Agreement are to:1) Secure professional facilitation support and logistical coordination to enable ASGIS and KRSO to jointly conduct Phases 1 and 2 of the survey design process (survey planning, questionnaire design, sampling methodology, CSPro application development, and interviewer manual production).2) Provide efficient and transparent financial administration for the timely disbursement of project allowances and fees to NSO personnel across multiple governorates.3) Ensure all key LFS documentation is translated into English, Arabic, and Kurdish to professional standards.4) Maintain comprehensive documentation and reporting to support programme monitoring and accountability.4. SCOPE OF WORK and METHODOLOGYThe IP’s role is facilitative: ensuring services, logistics, and documentation are in place to support the technical work led by ASGIS, KRSO, and ILO.1. Workshop and Meeting LogisticsThe IP shall organise and manage logistics for technical workshops and coordination meetings, including:1) Identification and booking of suitable workshop venues in Baghdad and the Kurdistan Region, with provision of catering, workshop materials, and technical facilities (audio-visual equipment, internet connectivity). In light of current security situation, the plan and implementation of these and any other public events will be decided only with a formal approval of the ILO.2) Scheduling and coordination with ASGIS and KRSO to ensure optimal timing and participation.3) Preparation of logistics reports documenting attendance, costs, and any issues encountered.Note on DSA-covered expenses: Expenses covered by Daily Subsistence Allowance (travel, accommodation, and meals — except for lunch/refreshments provided during events) are reimbursed or advanced by the IP directly to NSO staff, who arrange their own travel and accommodation. The IP may assist staff through information-sharing and coordination but does not book accommodation or travel on behalf of NSO staff.2. Allowance AdministrationThe IP shall manage all project-related allowances for NSO staff, consistent with ILO administrative guidelines:1) Calculation and timely disbursement of Daily Subsistence Allowance (DSA) to ASGIS and KRSO staff for workshop attendance, based on rates and mechanisms pre-determined by the ILO.2) Processing of technical allowances and honoraria according to the approved budget.3) Maintenance of clear records and supporting documentation for all allowance payments, including signed attendance records.4) Coordination with NSO financial officers to ensure transparency and compliance with ILO and national regulations.5) Reconciliation of allowance payments against budget allocations at IA completion.3. Translation CoordinationThe IP shall procure and coordinate translation services to ensure all key LFS 2026 documentation is available in English, Arabic, and Kurdish:1) Identification and engagement of qualified translators with technical expertise in labour statistics.2) Translation of the LFS 2026 questionnaire (~15–20 pages) into Arabic and Kurdish.3) Translation of the interviewer manual and supporting guidance materials (~80–120 pages).4) Quality assurance and back-translation of critical documents to ensure accuracy. One round of revisions to translated materials following technical review by ILO and NSOs is included in the translation scope.5) Maintenance of a comprehensive translation glossary for consistency across all project materials.4. Equipment SupportThe IP shall provide CAPI tablet maintenance support, SIM card purchase and data plan management for approximately 150 existing CAPI tablets across ASGIS and KRSO, and contingency equipment support. No new tablet procurement is authorised — CAPI tablets already exist at both NSOs.5. Administrative and Coordination SupportThe IP shall provide essential administrative and coordination infrastructure, IT support, administrative staffing, communication facilitation between ILO/ASGIS/KRSO, and project documentation management. Based on feasibility and internal coordination, the IP would have access to ASGIS and KRSO office facilities in Baghdad, Erbil, and other locations across Iraq, strictly for work related to the LFS. Smaller internal coordination meetings and technical discussions may also be organised in these offices based on availability.6. Monitoring and ReportingThe IP shall monitor implementation progress and provide regular reporting to ILO, including a mid-point progress report, deliverable tracking, financial reporting, lessons learned, and a final comprehensive report covering all activities under this IA.7. Indicative Activity ScheduleThe following table provides indicative specifications for key activities under this IA, derived from the LFS 2026 workplan. Final details will be confirmed in the Joint Workplan at the start of the IA. Bidders should use this schedule for cost estimation purposes. The ILO may consolidate or restructure individual events based on implementation context; the deliverables listed in Section 6 remain the binding outputs regardless of how activities are organised.Note: DSA disbursements for NSO staff attending workshops are budgeted separately and administered by the IP at rates pre-determined by the ILO, preferably through Zain Cash or Mastercard. The bidder prices venue, catering, materials, translation, printing, and other event services in the financial proposal (see Section 12 and Annex 1).Activity Location Duration Est. Participants Key LogisticsPlanning and Coordination Workshop (workplan finalisation, JTC formation, sampling design consultation) Baghdad or virtual 2–3 days 15–20 Venue (if in-person), catering, AV, materialsSurvey Design Workshop (questionnaire review, adaptation, and finalisation) KRI (Erbil) or Baghdad 2–3 days 20–30 (ASGIS + KRSO staff) Venue, catering, AV, materials, translation, simultaneous interpretation (English-Arabic-Kurdish)Questionnaire Translation (Arabic, Kurdish; English back-translation) — 5 days — Translation services procurementCSPro Application Development and Testing NSO offices (Baghdad / Erbil) Throughout 10–15 (NSO technical staff) Led by NSO IT units using existing infrastructure; IP provides coordination and connectivity support as neededInterviewer Manual Development, Translation, and Printing — 8–10 days — Translation services, printing of approximately 35 Arabic and 15 Kurdish sets of the interviewer manual and questionnaire for the pilot phase, split in proportion to ASGIS and KRSO staff numbersCoordination Meetings (ongoing throughout IA) Virtual / hybrid Throughout 5–10 Communications platformKRSO Steering Committee Session (optional, max. one meeting) Erbil 1 day 9 members Venue, catering (subject to KRSO request and ILO approval)5. REQUIRED EXPERTISE OF THE IMPLEMENTING PARTNERThe IP shall be a registered non-governmental organisation (NGO) or international organisation meeting the following criteria. Each criterion specifies the documentary evidence required for verification.1. Organisational Capacity and Legal StatusLegally registered non-profit entity (NGO, research institution, educational institution, or intergovernmental organisation) with at least 3 years of operational experience in Iraq or the Middle East region. Must have established governance structures and internal controls.Evidence required: Registration certificate; organisational profile; governance charter or by-laws; at least 2 years of audited financial statements.2. Financial Administration and Disbursement CapacityDemonstrated capacity to manage donor funds exceeding USD 100,000 and disburse allowances to 100+ government personnel across multiple governorates. Experience with transparent financial management in accordance with international standards.Evidence required: Audit reports from 2 prior projects of similar scale; reference letters from 2 prior funders confirming financial management capacity; bank statement showing dedicated project account capability.3. Technical Understanding of Survey OperationsBasic technical understanding of national household survey methodology, data collection operations, and coordination with national statistical offices. This understanding is necessary for the IP to effectively coordinate survey logistics and manage the workplan.Evidence required: Description of prior experience supporting survey or data collection operations; CVs of proposed key personnel demonstrating relevant knowledge; reference to at least 1 completed project involving statistical or survey support.4. Workshop and Event ManagementProven experience organising technical workshops and training events involving government officials, including venue management, catering, materials production, and multi-city logistics.Evidence required: Portfolio of at least 3 similar events managed in the past 3 years.5. Coordination and Stakeholder EngagementDemonstrated ability to coordinate with government bodies, international organisations, and multiple stakeholders simultaneously. Experience working in conflict-affected or fragile contexts.Evidence required: Description of stakeholder coordination experience in at least 2 prior projects; organisational reference letters from government or international organisation partners.6. Geographic Presence and Local KnowledgeOperational presence in (or demonstrable access to) both Baghdad and the Kurdistan Region. Familiarity with the local context, government structures, and logistical challenges in Iraq.Evidence required: List of office locations in Iraq; description of local staff and operational footprint; evidence of prior project implementation in both Federal Iraq and KRI.SELECTION CRITERIA OF THE IMPLEMENTING PARTNERTo be eligible for selection under this call, applying organisations must meet all of the following mandatory eligibility criteria:• Be a legally registered non-profit entity, including non-governmental organisations (NGOs), research institutions, educational institutions (including universities), intergovernmental organisations established under international law, or any other entity of a similar non-profit nature.• Be an ILO constituent organisation or an affiliated member of such a constituent, including governmental, employer, and worker organisations; or alternatively, a non-constituent organisation that satisfies all other criteria in this section.• Demonstrate at least 3 years of operational experience in Iraq or the Middle East region, with established governance structures and internal financial controls.• Not be listed on any United Nations system ineligibility or debarment list, and have no history of failed obligations, proscribed practices, or prohibited conduct in relation to previous institutional arrangements or donor-funded projects.• Have no conflict of interest with the ILO, the LFS 2026 programme, or any of the national counterparts (ASGIS and KRSO).Selection of the implementing partner will follow a Quality and Cost-Based Selection (QCBS) approach with a 70/30 weighting as detailed in Section 14. A minimum technical score of 49 out of 70 is required to qualify for financial evaluation. The ILO reserves the right to reject any or all proposals without assigning reasons and to accept a proposal other than the lowest in price, where this is in the best interest of the programme.6. DELIVERABLES AND TIMELINEThe IP shall ensure timely delivery of the following outputs. Technical agreement on survey instruments is secured by the ILO; the IP’s responsibility is to facilitate the process and produce documentation.S. No. Deliverable Target Completion Responsibility1 Signed Joint Workplan and Meeting Minutes Week 1 from contract signature date IP / NSOs (ILO secures agreement)2 Joint Technical Committee (JTC) Terms of Reference Week 1 from contract signature date ASGIS / KRSO (facilitated by IP)3 Final Sampling Frame and Sample List Week 3 from contract signature date ASGIS / KRSO (facilitated by IP)4 Final LFS 2026 Questionnaire (English, Arabic, Kurdish) Week 4 from contract signature date ASGIS / KRSO (translation by IP)5 Tested CSPro Data Entry Application Week 4 from contract signature date ASGIS / KRSO (coordinated by IP)6 Interviewer Manual (Arabic and Kurdish), including printed copies for pilot Week 4 from contract signature date ASGIS / KRSO (translation and printing by IP)7 Pilot Testing Protocol and Field Readiness Plan Week 4 from contract signature date ILO / NSOs (facilitated by IP)8 CAPI Device Inventory and Readiness Report Week 4 from contract signature date IP (with NSO cooperation)9 Handover Package (pending actions, risk register, lessons learned, NSO contact lists) Week 8 from contract signature date IP10 Final Comprehensive Report and Financial Reconciliation Week 10 from contract signature date IP7. DURATIONThis Implementation Agreement shall be effective from 17 May to 31 July 2026 (2.5 months), aligned with Phases 1 and 2 of the survey design process. Final reporting and financia…