Terms of Reference (TOR) for Archivist at the Nyanza Visitor Centre tender at Nziza Organization

1. General Information


NZIZA Non-Governmental Organization (NGO) as a catalyst for transformative change within Rwanda's vibrant tourism sector aspires to join other public and private institutions in redefining and positioning Rwanda as the foremost cultural tourism destination. Central to this vision is an unwavering dedication to inclusivity, ensuring that every visitor enjoys authentic and enriching experiences. By fostering an environment that celebrates diversity, NZIZA is steadfast in its pursuit of providing unparalleled cultural encounters for all.

Building upon collaborative efforts, NZIZA NGO has formalized its commitment through a Memorandum of Understanding (MOU) with the District of Nyanza. This agreement entrusts NZIZA NGO with the oversight and management of the Tourist Information Centre in Nyanza, further solidifying its role as a key player in the region's tourism landscape. Embracing the principles of equality and diversity, NZIZA NGO proudly declares itself an equal opportunity employer.

With a vision for a gender-balanced working environment, NZIZA NGO actively seeks to enhance inclusivity, by welcoming staff members with disabilities. This commitment underscores the organization's belief that a diverse team fosters innovation, creativity, and an enriched experience for both employees and visitors alike.

1.2 Context

About Nyanza District

Nyanza District is a cultural tourism destination in Rwanda, known for its public museums, heritage sites, and cultural trails. It aims to become a cultural and historical tourism hub, fully functional with international competitiveness. Key stakeholders include the Rwanda Cultural Heritage Academy (RCHA), Rwanda Development Board (RDB), private sector, development partners, training institutions, and local government. Nyanza Tourism Information Centre is aimed at implementing the Nyanza Tourism Destination Management Plan with the following general and specific objectives: 

General objectives

  1. Contribute to the visibility of the tourism products in Nyanza.
  2. Increase the number of visitors to different tourism sites.
  3. Increase employment, especially for guides within the district’s tourism industry.
  4. Assist in capacity building and raising the service level of the tourism experiences.
  5. Assist local communities in selling tourism products.
  6. A well-functioning visitor’s center will assist in preserving and promoting the cultural heritage.

Specific objectives

  1. Enhance the quality of recreation and tourism opportunities for all visitors, Including visitors with disabilities.
  2. Provide information and market both the popular and lesser-known tourism products and cultural events.
  3. Restore and preserve the old Kings’ Court.
  4. Fill in the existing service gaps present within the destination.
  5. Contribute to more extended stays of people visiting Nyanza.

1.3. Stakeholders Involved in the Promotion of Nyanza District

Rwanda Cultural Heritage Academy (RCHA)

RCHA is a government institution with the main objective to preserve and promote the Rwandan language, culture, and historical heritage. It coordinates and promotes activities related to culture and creative activities. With the overall mandate to manage all national museums and heritage sites around the country, the academy is currently the core stakeholder in promoting cultural tourism in Nyanza and other parts of the country, with the aim of national economic development.

Rwanda Development Board (RDB)

RDB is a government institution set up by merging government institutions responsible for the entire investor experience under one roof. This includes key agencies responsible for business registration, investment promotion, environmental clearances, privatization, and specialist agencies that support the priority sectors of ICT, Tourism and small and medium enterprises (SMEs), and human capacity development in the private sector. RDB, in partnership with the RCHA, has been much involved in the development of the heritage sites, especially their signalization (both directional and informative). 

Private Sector (Rwanda Chamber of Tourism, Rwanda)

The Rwanda Chamber of Tourism (RCOT) is one of the 10 professional chambers that currently exist under the umbrella of the Private Sector Federation (PSF) with a mandate of enhancing business opportunities through effective lobbying and advocacy for the tourism and hospitality industry in Rwanda. RCOT, in particular the Rwanda Hospitality Association (RHA), has been involved in the capacity building and coordination of its members to offer quality services to tourists.  Apart from the RHA, other private sector stakeholders are to be involved in the marketing and promotion of this destination. This includes, amongst others, potential private investors, transport, retailers in different services used by tourists, the private museum, Rwanda Tours and Travel Association, Rwanda Safari Guides Association, and the Community-Based Tourism Association.

Development Partners

The districts work together with a variety of development partners on several projects. The districts have been and will continue to collaborate with various development partners in the execution of a destination management plan in the tourism sector. The development partners' experts will provide technical support to the consultant in completing the specified duties. 

Training Institutions

Training and skills development is key to ensuring that business has the necessary human resources to run successful businesses. There are several TVET schools as well as private training institutions which are key stakeholders to developing local destinations.

Local Government

The local government plays a crucial role in the development of tourism in their daily work. They are responsible for creating an environment that is conducive to tourism planning, promoting, and regulating tourism. Nyanza District local authorities are taking the lead in working to promote their destinations as tourists’ destination and create marketing campaigns to attract visitors. Additionally, the district local authorities will strive to provide support for local businesses through strategies that encourage tourism.

Stakeholders Coordination and Collaboration

Stakeholder coordination and collaboration are essential for the development and promotion of the destination. 

1.4 Timeframe of the Assignment

The contract will run for a duration of three (3) months with a possibility of a contract extension based on consultations with stakeholders and management of the visitor centre.

1.5 Key Responsibilities

The Nyanza Visitor Centre Archivist will play a crucial role in collaborating with Archivists from RCHA and Kabgayi Parish to access and digitize current archives, contributing significantly to the conservation of Rwanda's cultural heritage. Additionally, close collaboration with data entry personnel is essential for the efficient uploading of digitized and tagged materials to the database. Furthermore, the Archivist will work closely with the graphics designer, providing suitable materials for the Nyanza Visitor Centre gallery and promotional materials. In undertaking these responsibilities, it is imperative for the Archivist to uphold the integrity and confidentiality of project-related materials, recognizing the legal and ethical implications associated with their handling. These measures are fundamental to preserving the project's integrity and ensuring the ethical and legal treatment of sensitive materials throughout the project's duration. 

Responsibilities include:

  • Organize, catalogue, and maintain an efficient archival system for all project-related materials.
  • Digitize and document physical records for long-term preservation.
  • Implement best practices for archival management, ensuring accessibility and retrieval efficiency.
  • Collaborate with relevant stakeholders to gather and compile information for archival purposes
  • Collaborating with the archivist to understand the cataloguing system and database structure.
  • Entering data accurately and efficiently into the Visitor Centre Archives Database.
  • Assisting the archivist in sorting and organizing physical archives before data entry.
  • Verifying and correcting data discrepancies as necessary.
  • Ensuring that all data entry activities align with established standards and guidelines.
  • Uploading digitized archives into the Visitor Centre Archives Database.
  • Maintaining confidentiality and integrity of archival materials during the data entry process. 

1.5.1 Collaboration with RCHA and Kabgayi Parish Archivists

The Nyanza Visitor Centre Archivist will actively engage with Archivists from the Rwanda Cultural Heritage Academy (RCHA) and Kabgayi Parish. This collaboration aims to facilitate access to their current archives, fostering a comprehensive understanding of Rwanda's cultural heritage. The Archivist will also contribute to the digitization efforts of archival materials crucial for the preservation and promotion of Rwanda's rich cultural heritage.

1.5.2 Collaboration with Graphics designer

In collaboration with the graphics designer, the Archivist will supply materials suitable for the creation of visually appealing content. This content will be utilized for the Nyanza Visitor Centre gallery and promotional materials, aiming to showcase and promote Nyanza's cultural assets effectively.

1.5.3 Communication

Regular communication, updates, and clarifications will be facilitated through the current Nyanza’s Tourism Coordinator.

1.5.4 Confidentiality and Material Handling

The Archivist is entrusted with maintaining strict confidentiality concerning all project-related information and materials. This duty encompasses the following considerations:

a) Material Storage Restrictions

The Archivist is expressly prohibited from storing project materials on personal devices or any unauthorized locations. Materials are to be confined solely to designated hard drives, approved databases, and other secure locations agreed upon by supervisors.

b) Non-Disclosure Agreement

 The Archivist must refrain from disclosing project-related materials to unauthorized individuals or entities. Sharing materials for personal gain, recognition, or purposes beyond the project's scope is strictly prohibited.

c) Legal Implications

Any unauthorized dissemination of project materials in any form, including reproduction, distribution, or public display, may result in legal consequences. The Archivist acknowledges the potential for legal action, with associated implications for personal liability.

d) Return of Materials

Upon completion of the archival project or termination of the Archivist's role, all project-related materials must be promptly returned to designated authorities. Retaining copies or duplicates without explicit permission is not permitted.

1.6 Eligibility criteria

1.6.1 Qualification Requirements for the Applicant

  • A bachelor's degree in cultural heritage management, museum studies, or related field.
  • A background in archival studies, library science, or related field.
  • Knowledge of Rwandan cultural heritage, particularly Nyanza's history and traditions.
  • A strong track record of successful operations and management of archives, with measurable achievements and positive outcomes.
  • Strong interpersonal and communication skills.
  • Proficiency in English, French and Kinyarwanda, both spoken and written.

1.7 Application Process

Interested candidates should submit the following documents:

  • Certificate with a background in Cultural heritage or Historical Studies
  • Curriculum Vitae (CV)
  • Cover Letter outlining qualifications and motivation
  • Contact information for at least three professional references

While specific qualifications may vary, a combination of educational and training elements that would equip an Archivist with the necessary skills to successfully fulfil the outlined responsibilities at the Nyanza Visitor Centre will be considered.

Submissions of Offer

Interested applicants should send all their documents above to info@nziza.org. The application deadline is 6th March 2024. Shortlisted candidates will be contacted for interviews, and the successful candidate is expected to report on duty from 15th March, 2024. Please include "Visitor Centre Archivist Application" in the email subject line.

NZIZA NGO is an equal opportunity employer and welcomes applications from individuals of all backgrounds. Only shortlisted candidates will be contacted for further assessments and interviews.

With the right subject line when applying, you'll be sure that your application is placed in the appropriate folder to be seen in a timely manner. If not, you may be considered as disqualified.

Job Info
Job Category: Tenders in Rwanda
Job Type: Full-time
Deadline of this Job: Wednesday, March 13 2024
Duty Station: Kigali
Posted: 28-02-2024
No of Jobs: 1
Start Publishing: 28-02-2024
Stop Publishing (Put date of 2030): 28-02-2066
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