Terms of Reference (ToR) for Recruitment of an Individual Consultant: Photographer, Videographer, and Documentary Filmmaker tender Practical Action

Background and Purpose

Practical Action is implementing the “Results-based Financing for Refugees (RBF4R)” project across five refugee camps in Rwanda. To effectively document and communicate the project’s impact, Practical Action seeks to engage an experienced individual consultant to deliver professional photography, videography, and produce a 7–10-minute documentary film. The consultant will capture high-quality visual content, edit, and deliver materials that align with Practical Action’s communication and branding standards.

Scope of Work

• Capture high-resolution photographs and broadcast-quality video footage of RBF4R project activities across the five refugee camps in Rwanda.
• Produce a fully edited 7–10 minutes documentary movie (splitted into 3 parts) that tells the story of the RBF4R project, highlighting key activities, beneficiary success stories, results, and impact.
• Create a highlight video (2–3 minutes) and short social media clips (30–60 seconds) summarizing key moments and testimonials.
• Deliver both raw and edited images and video files, ensuring all content is suitable for print, web, and social media use.
• Embed complete metadata in all images (photographer’s name, event/activity name, date, venue, camp name, and descriptive captions).
• Ensure all photographs (in JPEG format) and videos are accompanied by accurate captions describing the who, what, when, and where.
• Obtain and document informed consent from all individuals featured in the content, respecting privacy and dignity.
• Work closely with Practical Action’s communications team to ensure alignment with organizational messaging, branding, and safeguarding standards.

Deliverables

• A collection of high-resolution, edited photographs (minimum 100), representing diverse project activities, locations, and beneficiaries.
• A 7–10 minute professionally edited documentary film, with English narration and subtitles as required.
• A 90 seconds highlight video and at least three short (30–60 seconds) social media clips.
• All raw footage and images.
• All deliverables submitted in agreed digital formats (e.g., JPEG/TIFF for photos, MPEG4/MOV for videos).
• Delivery of all content within 15 working days after completion of fieldwork.

Technical Requirements

• Use of professional-grade cameras, audio, and lighting equipment.
• All video recordings must be in HD quality (minimum 1920x1080).
• High-quality audio capture, with dedicated microphones and minimal background noise.
• Proficiency in professional editing software (e.g., Adobe Premiere, Final Cut Pro, Photoshop, Lightroom).
• Ability to embed metadata and captions as required.
• All content must adhere to Practical Action’s branding and technical guidelines.

Qualifications and Experience

• Proven experience in professional photography, videography, and documentary filmmaking, preferably for development or humanitarian projects.
• Strong portfolio demonstrating relevant work, including at least one documentary film.
• Ability to deliver high-quality content within tight deadlines and in challenging field environments.
• Experience working with NGOs or international organizations. 
• Excellent communication and interpersonal skills; fluency in English required, Kinyarwanda or French an asset.
• Knowledge of consent, privacy, and safeguarding procedures.

Duration and Location

• Assignment duration: Up to 60 working days (including fieldwork in all five refugee camps and post-production).
• Duty station: Rwanda (all five refugee camps and Practical Action office as required).

Reporting and Supervision

• The consultant will report to the RBF4R Project Coordinator and work closely in collaboration with the Communications Officer of Practical Action (Rwanda).
• Regular coordination with the RBF4R project team and communication officer is required for approvals and guidance.

Application Process

Applicants must submit:

• Detailed CV highlighting relevant experience.
• Portfolio of sample work (photos, videos, and at least one documentary film).
• Technical proposal outlining approach, methodology, action plan and equipment to be used, and proposed timeline.
• Financial proposal with a detailed breakdown of fees and expenses.
• At least three reference letters from past clients.
• Sample of a previous work done 
• Proof of relevant insurance, permits, and tax compliance as applicable.

Evaluation Criteria

• Technical expertise and relevant experience (15%)
• Quality and relevance of portfolio, with emphasis on documentary filmmaking (20%)
• Compliance with technical and ethical requirements (15%)
• Value for money and financial proposal (20%)
• References and past performance (15%)
• Methodology and action plan (15%)

Intellectual Property and Consent

• All intellectual property rights for the produced materials will belong to Practical Action.
• The consultant must ensure all necessary permissions and consents are obtained for use of images and videos, in line with Practical Action’s safeguarding policies.

HOW TO APPLY

Interested candidates should submit their application to recruitment.rwanda@practicalaction.org

The application deadline is 5th September 2025.

Practical Action is an equal opportunities employer, and we encourage applications from under-represented groups. We stay committed to cultivating an inclusive and diverse working environment and believe that people from different backgrounds or cultures give us different perspectives, and the more perspectives we have, the more successful we will be. By building a culture where everyone feels heard, respected, and valued we give everyone working with us the opportunity to achieve their full potential.