TERMS OF REFERENCE
Open Call for the Selection of an Expert on the Organization’s Physical Security System
1. General Information
The Trans National Coalition Human Rights NGO (hereinafter referred to as the Contracting Authority) has launched the project “Strengthening the Physical Security, Travel Security, and Community Protection Systems of LGBTQI Human Rights Defenders, Community Leaders, and Activists in Armenia” with the financial support of the Eurasian Coalition on Health, Rights, Gender and Sexual Diversity (ECOM).
Within the framework of the project, the Contracting Authority announces an open call for the selection of an Expert (Consultant) on the Organization’s Physical Security System.
The selected expert will be responsible for conducting a physical security risk assessment, developing the organization’s physical security policies and procedures, and delivering an information session/training for the organization’s staff and volunteers on the newly developed security system.
2. Objective and Scope of the Assignment
The selected expert (hereinafter referred to as the Consultant) will be responsible for developing and supporting the implementation of the organization’s physical security system.
In particular, the Consultant shall:
- Conduct a physical security risk assessment by reviewing the organization’s office premises, events, meetings, and forms of cooperation with external partners;
- Identify the organization’s key security risks, vulnerabilities, and priority areas requiring intervention;
- Develop and submit the organization’s Physical Security Policy to the Contracting Authority;
- Develop Event Security Guidelines/Procedures;
- Develop Emergency Response and Evacuation Procedures;
- Develop Safe Cooperation Guidelines for External Partners;
- Present implementation mechanisms for all developed documents and revise them, if necessary, based on the Contracting Authority’s feedback;
- Organize and conduct one information session (or short training) for the organization’s staff and volunteers, presenting the developed security system, its implementation principles, and the role and responsibilities of each staff member and volunteer in ensuring organizational security.
All documents prepared by the Consultant must be practical, tailored to the specific needs and activities of the organization, and designed to ensure the sustainable implementation of the organization’s physical security system.
3. Timeline
- The consultancy services shall be provided during the project implementation period according to a timeline agreed upon with the Contracting Authority.
- Location of the assignment: Yerevan, Armenia (with online meetings where necessary).
- Prior to the commencement of the assignment, the Consultant shall agree with the Contracting Authority on the work plan, document development schedule, and the agenda for the information session/training.
- Upon completion of the assignment, the Consultant shall submit the following deliverables to the Contracting Authority:
- Physical Security Risk Assessment Report;
- Physical Security Policy;
- Event Security Guidelines/Procedures;
- Emergency Response and Evacuation Procedures;
- Safe Cooperation Guidelines for External Partners;
- Supporting materials confirming the delivery of the information session/training.
4. Required Qualifications of the Consultant
Applicants should possess:
- At least three (3) years of professional experience in physical security, organizational security management, risk assessment, crisis management, or related fields;
- Proven experience in developing security policies, procedures, or internal regulatory documents for organizations;
- Experience in conducting security risk assessments and developing practical recommendations;
- Experience in organizing and delivering trainings, workshops, or information sessions;
- Knowledge of international security standards and practical approaches to risk management;
- Experience working with civil society organizations, human rights defenders, or vulnerable communities will be considered an asset;
- Excellent command of Armenian and good working knowledge of English;
- Strong analytical, communication, and report-writing skills.
5. Remuneration and Contract Conditions
- The Consultant’s remuneration will be determined based on the results of the open competitive selection.
- Applicants must submit a financial proposal covering the total cost of the consultancy services, including the physical security risk assessment, development of all required documents, delivery of the information session, and any other activities necessary for the completion of the assignment.
- Payment shall be made in accordance with the Service Agreement signed between the Contracting Authority and the selected Consultant.
- Payment terms, assignment deadlines, acceptance procedures for deliverables, as well as the rights and obligations of both parties shall be specified in the contract.
- The Consultant shall ensure the originality of all developed documents, maintain the confidentiality of all information obtained during the project, and transfer all usage rights related to the deliverables to the Contracting Authority in accordance with the contract.
6. Evaluation Procedure
Applications will be evaluated by the Selection Committee established by the Trans National Coalition NGO based on the following criteria:
- Relevant professional experience and compliance with the requirements of the assignment;
- Experience in organizational security, security risk assessment, and development of security policies;
- Quality and feasibility of the proposed technical approach, methodology, and work plan;
- Reasonableness of the financial proposal and its correspondence to the scope of the assignment.
The Contracting Authority reserves the right to invite shortlisted candidates for an interview and to request additional information or clarifications where necessary.
The Contracting Authority also reserves the right to reject any application without providing justification.
7. Application Procedure
Interested applicants are requested to submit the following documents:
- Curriculum Vitae (CV);
- A brief Motivation Letter or Technical Proposal describing the proposed approach and methodology for implementing the assignment;
- Financial Proposal;
- Where available, samples or a list of previously developed similar policies, procedures, or consultancy assignments.
Application documents must be submitted to the email address announced by the Contracting Authority no later than 15 August 2026 (inclusive).
The subject line of the email must clearly state:
“Open Call – Expert on the Organization’s Physical Security System”
Late applications, incomplete applications, or applications that do not include the required documentation will not be considered.