Internal IT Systems & Infrastructure Support Services at Flone Initiative Trust
Introduction
Flone Initiative Trust (“Flone Initiative”) is a women-led
charitable trust established in 2013 and registered in Kenya. The organization
works to end violence against women and girls in public spaces through
research, advocacy, capacity strengthening, and influencing behavioural change.
Flone Initiative receives funding from multiple donors, including private
foundations, bilateral partners, INGOs, and corporate CSR programs.
Purpose of the Assignment
To support its growing operations, Flone seeks to strengthen
its internal IT systems, infrastructure, and digital workflows to improve
efficiency, security, and collaboration across the organisation. The objective
of this exercise is to provide a comprehensive maintenance and technical
support for one printer, TV, 8 laptops and all IT accessories and systems
ensuring efficiency, security, and productivity across the organization.
Scope of Work
a. Laptop/Printer Maintenance & Servicing
- Full
inspection, repair, and optimization of all laptops.
- Installation,
update, and validation of all software ensuring licenses are current.
- Installation,
configuration, and regular updates of the existing antivirus software.
- Troubleshooting
of hardware and software issues.
- Preventive
maintenance to reduce system downtime.
b. IT Systems Support
- Configure
user accounts and shared storage.
- Maintain
secure data management and backups.
- Ensure
reliable network and system integration.
- Monitor
and optimize system performance.
Expected Deliverables
The IT Systems & Infrastructure Support Consultant is
expected to deliver:
- Fully
serviced and operational laptops and printers.
- Valid
and licensed software installed on all devices.
- Antivirus
installed, updated, and actively maintained.
- Staff
trained on device usage, security, and software compliance.
- Reports
detailing maintenance, system status, and recommendations.
Duration of Assignment
Flexible arrangement for ongoing laptop and IT system
maintenance.
Qualifications and Competencies of the Consultant
Consultant/Firm Requirements
- Proven
experience providing IT systems and infrastructure support; Complete
laptop maintenance, IT systems support, and antivirus management.
- Minimum
3 years of operational experience in IT systems, networks, and
infrastructure.
- Knowledge
of Kenya ICT laws, data protection (Data Protection Act), and
cybersecurity standards.
- Ability
to deploy qualified IT staff promptly if firm-based.
- Must
not have provided IT services or system management for Flone within the
last 3 years to ensure objectivity.
Confidentiality and Data Protection
The consultant must:
- Maintain
strict confidentiality of all IT systems, data, and infrastructure
information.
- Sign a
Non-Disclosure Agreement (NDA).
- Comply
with Kenya’s Data Protection Act.
- Ensure
secure storage, handling, and disposal of IT hardware, data, and
documentation.
Conflict of Interest
Declare any potential conflict before engagement. Must not
have provided IT services or system management for Flone within the last 3
years to ensure objectivity.
Proposal Submission Requirements
Technical Proposal:
- Consultant/firm
profile.
- Proposed
methodology for IT support and systems management.
- Experience
in similar IT assignments.
- Team
composition and CVs.
- Workplan,
deliverables, and timelines.
Financial Proposal:
- Detailed
pricing (daily rates, taxes, disbursements).
- Payment
terms.
Legal and Statutory Documents:
- KRA
PIN & Tax Compliance.
- Relevant
professional certifications.
- Registration
documents.
Graphic Designer at Flone Initiative Trust
Background
Flone is a mission-driven organisation reimagining what
public transport can be: safe, inclusive, and accessible for everyone. We train
operators, shift mindsets, and advocate for systems that serve people first. We
do this by uniting communities, policymakers, and stakeholders in a shared
mission to build equitable public transport systems. Our vision is a just
public mobility system.
Objective
Flone Initiative is looking to engage a qualified graphic
designer to develop user-friendly and visually appealing training manuals: one
for e-conductors and another for e-drivers. These manuals must effectively
communicate technical content while improving usability and engagement for
various learners.
Scope of Work
The consultant will be responsible for:
- Designing
the layout and visual identity of both manuals.
- Translating
technical content into engaging formats using infographics, icons, and
illustrations.
- Ensuring
consistency in branding and formatting across both documents.
- Incorporating
readable fonts and appropriate colour contrast.
- Preparing
both print-ready and digital versions of the manuals.
- Executing
design revisions based on feedback from the Flone team.
Qualifications and Experience
The consultant should have:
- Proven
experience in graphic design, particularly for manuals, publications, or
toolkits.
- Strong
design portfolio demonstrating the required experience.
- Understanding
of accessibility and inclusive design principles.
- Experience
working on transport and social impact projects (added advantage).
Reporting and Supervision
The consultant will report to Flone Initiative’s Executive
Director or a designated representative. Regular progress updates and
consultations will be required to ensure alignment with organisational
expectations.
Budget and Payment Terms
- 50%
payment upon contract signing.
- 50%
payment upon submission of approved final manuals.
Deadline: Not later than 24th April, 2026