Consultant: Development of an Online Application for Labour Migration Management in the Ministry of Labour and Social Protection at International Organization for Migration (IOM)

Responsibilities

Tasks to be performed under this contract.

Objectives of the Assignment

• To design, develop, test, deploy, and maintain an online application system for managing labour migration in Kenya.
• To provide a centralized digital platform to be used by migrants, private recruitment agencies, employers, and government agencies.
• To ensure real-time access to migration data and enhance transparency and accountability.
• To build the capacity of key government officers from relevant ministries, departments and agencies through in-person training.

Scope of Work

The selected consultant will be responsible for the following outputs:

Requirements Gathering & System Design

• In consultation with MoLSP conduct stakeholder consultations with key government and non-governmental actors in the labour migration sector.
• Lead in mapping of existing systems, applications, processes and recommend digital workflows to the Ministry of Labour and Social Protection.
• Design system architecture including database, Application Programming Interface (API), and user interfaces.

Development of core system modules

• Migrant workers registration and profiling.
• Licensed recruitment agencies management.
• Overseas employment contracts verification.
• Pre-departure orientation requirements and clearances.
• Monitoring and case management.
• Data analytics and reporting dashboard.
• User management and role-based access.

Systems Integration

• Integrate the application with national ID systems, immigration, Embassy systems etc.
• Enable mobile access and short message service (SMS)/email notifications.
• Ensure proper integration with existing Konza Technopolis data center infrastructure and security protocols.

Data Security

• Ensure compliance with data protection laws and security standards of the Government of Kenya.
• Implement multi-factor authentication and data encryption.

Training and documentation

• Develop and provide user manuals and training to government officials and other key stakeholders within the labour migration cycle.
• Offer post-deployment support in system implementation and maintenance.

Main deliverables

• Submit inception report, functional architectural design and technical documents and workplan for the whole duration of the assignment.
• Functional Online Labour Migration System (Web & Mobile Responsive)
• API Integration with external systems within relevant government Ministries, Departments and Agencies (MDAs).
• User and technical documentation, User Acceptance Testing (UAT) report.
• Training sessions for key users, administrators and materials.
• Final project report and maintenance plan
• Hardware components to be installed and hosted at Konza Technopolis, including: 
• Production servers (application and database)
• Backup/disaster recovery infrastructure
• Network equipment for system connectivity
• Security appliances (firewalls, intrusion detection systems)
• Required workstations for system administrators
• Biometric devices for identity verification where applicable

All required software licenses for the system operation, including:

• Database management system licenses
• Operating system licenses
• Security software licenses
• Any third-party integration licenses 
• Infrastructure deployment and configuration at the Konza Technopolis data centre.

Performance indicators for the evaluation of results
Assignment Timelines

The duration of the assignment is expected to be 4 months, to start from 15th of August 2025. The assignment duration broken down as follows:

• Inception & requirements gathering: 3 weeks
• Development & Testing: 8 weeks
• Deployment & training: 3 weeks
• Final adjustments and handover: 2 weeks

The consultant must have demonstrated experience in:

• Bilateral project implementation in international development contexts
• Government Analytics and Digital Governance
• Digital solutions for Inclusive Development & Sustainability
• E-government systems implementation in Kenya or similar contexts
• Data centre infrastructure deployment at Konza Technopolis or similar facilities

The lead consultant should possess or propose a team with expertise in:-

• Web application and database development
• Cybersecurity and data protection compliance
• UX/UI design
• Labour migration and government systems
• Project management
• Infrastructure planning and deployment
• Government data systems integration

Payment Terms:-

• Payments will be made upon completion of each of the agreed milestones which will include submission of inception report, system development and testing, system deployment and training and submission of final project report. The provider must submit a detailed financial proposal along with the technical proposal.
• Hardware and Licenses Payment Terms: All hardware components and software licenses will be paid at 100% upon delivery and verification by the Ministry of Labour and Social Protection.

Other milestone payments will be structured as follows:

• 30% upon approval of inception report
• 30% upon completion of system development and testing
• 30% upon system deployment and training
• 10% upon submission and approval of final project report

Evaluation Criteria

• Relevant experience and qualifications, including experience in bilateral projects
• Demonstrated experience in Government Analytics and Digital Governance for Inclusive & Sustainability
• Prior experience with projects involving Konza Technopolis infrastructure
• Understanding of the assignment and Kenya's labour migration ecosystem
• Technical approach and methodology for both software development and hardware deployment
• Proposed infrastructure design and alignment with data protection requirements
• Cost-effectiveness of the proposal
• Implementation schedule and sustainability approach

Interested applicants should submit:

• Technical and Financial proposal.
• Work plan and Gantt chart.
• Individual and Team CVs.
• Portfolio of similar past projects

Qualifications

Education

• Bachelor’s degree or higher in Computer Science, Information Technology, Software Engineering, or a related field.
• Professional certifications in relevant areas such as Project Management (PMP/PRINCE2), Cyber Security (CISSP, CISM), UX/UI Design, or Cloud Infrastructure are an added advantage.
• Knowledge of the Kenya Data Protection Act and compliance standards for data security and privacy

Experience

• Minimum of 5 years’ proven experience in software development and project management, with a focus on ICT projects for government, public sector, or development agencies.
• Demonstrated experience in technical and financial proposal preparation for international organizations or development agencies.
• Prior involvement in analytics, digital governance, and large-scale system implementation, preferably within the public or labour sector.
• Experience working with or integrating solutions into Government of Kenya systems (e.g., e-government platforms, data system integrations).
• Hands-on experience in Konza Technopolis Data Center infrastructure projects or similar environments is an asset.
• Proven track record in technical approach and methodology for both software development and hardware deployment.
• Experience in UX/UI design for web and mobile applications.
• Practical knowledge of cyber security and ensuring data protection compliance as per local policies.
• Expertise in server environment setup, including production and backup servers, network infrastructure, and firewall configurations.
• Experience with integration of bulk SMS, email notification systems, and identity management solutions (e.g., linkage with Immigration Department, Identification Card/ID systems)