TOR: For the Development of an Organization-Wide Communications Strategy for Fairtrade Africa

Background

Fairtrade Africa (FTA) is the umbrella network representing Fairtrade certified producers across the African continent. With operations spanning 29 countries, Fairtrade Africa plays a central role in promoting fairer trading conditions and empowering producers and workers. Communication plays a critical role in amplifying impact, driving engagement, and building strategic alignment across the organization.

Currently, the communications function at Fairtrade Africa is implemented across regional and thematic teams. To ensure greater alignment and cohesion, Fairtrade Africa seeks to develop a comprehensive, unified communications strategy to guide both the Communications Department and the Leadership Team.

Objective of the assignment:

To develop a consolidated, forward-looking Communications Strategy for Fairtrade Africa that provides a shared vision, defines strategic priorities, strengthens cross-functional collaboration, and guides all communications work across the organization.

Scope of work:

The selected agency/consultant will be expected to:

• Conduct a situational analysis of Fairtrade Africa’s current communications landscape (internal and external).
• Facilitate consultations with internal stakeholders including the Communications Department and the Leadership Team.
• Map current communication efforts, tools, audiences and channels.
• Identify strengths, gaps, and opportunities in Fairtrade Africa’s current communications practice.
• Conduct research on best practices in communications structures and strategies collaboration for matrix organizations as well as other Fairtrade producer networks: CLAC (Latin America and the Caribbean) and NAPP (Asia and the Pacific).
  • This should include a mix of desktop research, stakeholder consultations, and comparative analysis.
  • Based on this, propose a fit-for-purpose communications structure or collaboration model for Fairtrade Africa that supports stronger alignment and coordination within FTA as well as other producer networks under the global Fairtrade system.
• Develop a comprehensive communications strategy, including:
  • Vision, mission, and guiding principles for communications.
  • Clear strategic objectives and success metrics.
  • Key audiences and engagement strategies.
  • Integrated messaging framework.
  • Roles and collaboration structures across regional and thematic teams.
  • Guidelines for streamlining processes and improving internal communication flow.
  • Recommendations for capacity development and resourcing, if necessary.
• Present the draft strategy to key stakeholders and incorporate feedback.
• Deliver a final, board-ready strategy document.

Deliverables:

The following deliverables are expected:

1. Inception report detailing the workplan, methodology, and consultation schedule.
2. Stakeholder consultation summary and situational analysis report.
3. Develop Internal Communications Playbook
4. Draft Communications Strategy for review and feedback.
5. Final Communications Strategy Document, including an executive summary and a presentation deck.

Timeline:

The consultancy is expected to run for a maximum of 6 weeks from the date of the contract signing. A detailed timeline will be finalized during the inception phase.

Consultant/Agency profile:

The selected consultant or agency should have:

• Proven experience in developing communications strategies for non-profit or international organizations.
• Strong understanding of strategic communications, organizational change, and stakeholder engagement.
• Experience working in or with Africa-based organizations or networks.
• Excellent facilitation, analytical, and writing skills.
• Familiarity with the Fairtrade movement or sustainability sector is an added advantage.

Application requirements:

Interested consultants or agencies are invited to submit the following:

• A brief technical proposal outlining approach, methodology, and timeline.
• A financial proposal in Euros.
• CVs or organizational profile, including references or samples of similar work.
• Company registration documents, bank details and tax pin for procurement.