About Orbis

Orbis is an international nonprofit delivering sight-saving programs in over 200 countries and regions worldwide so that individuals, families, and communities can thrive. Currently, around 1 billion people across the globe live with completely avoidable blindness and vision loss. For over four decades, Orbis has been tackling this challenge by building strong and sustainable eye care systems that leave a lasting legacy of vision. Orbis runs dedicated in-country programs in Africa, Asia, the Caribbean, and Latin America; develops and implements innovative training and technology, including an award-winning telemedicine and e-learning platform, Cybersight; and operates the world’s first and only Flying Eye Hospital, a fully accredited ophthalmic teaching hospital on board an MD-10 aircraft. To learn more, visit orbis.org.

Project Background

The Orbis Flying Eye Hospital will be implementing a project in Kigali, Rwanda, from July 21-August 1, 2025. Through this two-week project, the Orbis Flying Eye Hospital simulation and surgical project will focus on training Rwandan ophthalmologists, anesthesiologists, ophthalmic nurses, eye care professionals in-training, and biomedical engineers and technicians.

Orbis is seeking a communications professional to steward all communications activities for the project. The consultant must be familiar with, have strong contacts in, and be able to effectively navigate the Rwandan media landscape and provide administrative support for all communications efforts regarding the project, with the overall goal of uplifting the public image of Orbis in Rwanda and around the globe. The consultant should also be familiar with working with regional and international media in Rwanda. Experience working with social media influencers is a plus. The consultant should be comfortable working in English and Kinyarwanda, with a level of proficiency suitable for public-facing communications.

Scope of Work

Time Requirements: The duration of the contract will last from March 2025 – August 2025. The consultant will be needed on a part-time basis (about 10-20 hours per week) from March through June. The majority of this work can be done from home; however, visits to government offices, media offices, the airport, printers, partner hospitals, etc. will be essential. The consultant is expected to respond to emails within 24 hours during this time period. Dedicated work hours each week will slowly increase as the project dates get closer (e.g., 10-15 hours from March – May, 20 hours in June and July, and 40 hours during the project). The consultant will be needed on-site and full-time for the duration of the two-week project from July 21-August 1, 2025 (and potentially starting full-time hours July 1 or July 14, depending on how project planning is unfolding). After the project, for the remainder of August 2025, the consultant will be needed on a part-time basis (about 5-10 hours per week).

*Full-time might need to start as early as July 1, depending on planning needs.

*Dates are subject to change and the consultant must be flexible.

Media Outreach: The consultant should have experience working with Rwandan media and understand the process for communicating with them, how to pitch them for earned media opportunities, distribute press releases, make invitations to attend events on behalf of Orbis, etc. The consultant should be able to provide insight into any unique cultural elements about working with the Rwandan media and advise on how to appropriately communicate with them. Tasks will include:

• Create a list of media targets to pitch to cover the Flying Eye Hospital project, including broadcast, radio, print, and social media outlets. Determine how each outlet should be pitched, e.g., to attend the opening ceremony and tour the plane, to interview Orbis spokespeople, or to visit the plane on a specific media day separate from the opening ceremony.
• Create unique pitches for each outlet, follow-up on pitches that did not receive a response, and work with reporters to schedule dates/times for interviews/visits to the project.
• Create a list of popular Rwandan bloggers and social media influencers with relevant interests in the project (e.g., aviation, women and girls, health care, eye care, social impact, etc.) and that align well with Orbis’s brand. Make contact with them and coordinate how best they can work with Orbis to feature the project on their platforms.

Administrative Duties:

• Translate any necessary documents from English into Kinyarwanda, e.g., press releases, signs and banners, brochures, speeches/remarks, tour scripts, talking points, etc.
• Work with communications contacts at the airport to determine special access for press, if needed
• Work with communications contacts at government ministries to determine access and visa requirements for international journalists
• Work with communications contacts at the partner hospitals to determine if and when media can visit, who they can interview, and where this can take place
• Acquire a minimum of three quotes and timelines for printing jobs from local printers for various collateral, including an opening ceremony backdrop, banners, and brochures.
• Ensure signage and brochure artwork is delivered to the selected printer on time, pick up printed materials from the printer, and deliver them to the appropriate Orbis staff members to display.
• Work closely with the Orbis Flying Eye Hospital team, and Orbis International (OI) Communications team to complete all tasks.
• Update the Flying Eye Hospital project visitor spreadsheet with media and influencer visits to the project.

Event Planning and Management:

• Take a leading role in planning the opening ceremony for the project. Working closely with the Orbis Flying Eye Hospital team and OI Communications, plan a ceremony that will be attended by high-level Rwandan dignitaries, local media, and Orbis partners and supporters.

Duties include:

• Drafting, printing, and delivering invitations for VIP visitors to the opening ceremony.
• Coordinating with the Ministry of Health, VIPs, and the airport
• Ensuring visitor/media access, creating tour schedules, etc.
• Setting up before the event and breaking down after the event
• Coordinating catering, rental equipment (tables, chairs, stage, speakers, etc), transportation needs, etc.
• Help coordinating any cultural elements (dancers, performers, etc.)

Full-time duties during the two-week project from July 21 – August 1, 2025

• Be on site at the airport or the partner hospital every day throughout the project to provide support where needed, including for translation.
• Be at the airport for specified media days and the opening ceremony location
• Work closely with OI communications staff to coordinate with members of the media as they arrive, accompany them on tours of the plane, and coordinate interviews with Orbis spokespeople.

The scope includes any other duties as requested by the Orbis Flying Eye Hospital Program Manager and the Vice President of Global Communications and Marketing. The consultant will submit monthly reports and invoices to Jenna Montgomery, Associate Director, Global Communications and Marketing with a CC to Alana Calise, Program Manager, Flying Eye Hospital, detailing activities, action items, and follow-up plans.

Other reports may be requested by the Flying Eye Hospital team and the OI Communications team.

Pricing

Vendor must submit a quote for an hourly rate.

RFP Submission Process

In order to finalize the selection of the most appropriate provider, the following information is required in each proposal. The proposal MUST contain all of the information requested below:

• Bid proposals must provide a narrative that conveys understanding of the objectives of the RFP and the nature of the work, outline services covered within the retainer, and demonstrate the ability to successfully complete the work described in the Scope of Work section.
• The proposal should be submitted with the name and professional background of the project manager who will serve as the primary point of contact and any other individuals who will be assigned to the Orbis account.
• Please clearly indicate your past experience with the Rwanda media, international media, and other nonprofit organizations.

Evaluation Weight Table

The review committee will evaluate each proposal and, at their discretion, will select one vendor to complete the work specified in the Scope of Work section.

RFP Timeline

Submission of Proposals

Please submit your proposal using the apply link no later than Friday, January 17, 2025. Multiple attachments may be added.

Contract award and notification

Orbis will award the Contract to the notified successful Bidder(s) whose bid has been determined as the best evaluated bid considering price/performance factors, provided further that the Bidder is determined to be qualified to enter into a master service agreement.

Disclaimer

Orbis reserves the right to alter the dates of the timetable.

Orbis does not bind itself to accept the lowest or any proposal

ORBIS IS AN EQUAL OPPORTUNITY EMPLOYER

As a global organization, we welcome qualified applicants from diverse backgrounds, cultures, and marginalized communities who are underrepresented in the international NGO sector who reflect the five Orbis values of Accountability, Commitment, Equity, Innovation, and Integrity.