TERMS OF REFERENCE

Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. Across regions, from the local to the global, we work with people to bring change that lasts.

1.    BACKGROUND AND CONTEXT

Oxfam has been working in Iraq for several decades, supporting communities affected by conflict, displacement, and protracted socio-economic challenges. In Al-Anbar Governorate, Oxfam’s programming focuses on strengthening local governance, promoting inclusive and participatory planning, and supporting climate-resilient development through improved state–citizen engagement.

Under the GIZ-funded Iraq Climate Change Adaptation Initiative (ICCA), Oxfam is implementing the project “Strengthening Community Engagement and Citizen–Government Relations in Local Development Planning” in the districts of Ramadi, Heet, and Fallujah. The project aims to enhance citizen participation and inclusive dialogue to strengthen trust between communities and local government institutions, and to support the implementation of Local Development Plans (LDPs) and Climate Action Plans (CAPs).

In Ramadi, existing urban development plans are significantly outdated and no longer reflect current demographic, social, environmental, and climate-related realities. Challenges such as unregulated urban expansion, pressure on infrastructure and services, informal settlements, environmental degradation, and limited public spaces have intensified over time. These challenges are further compounded by the impacts of climate change, including rising temperatures, water scarcity, and increased environmental health risks.

Historically, urban planning processes in Ramadi have been largely top-down, with limited opportunities for meaningful community participation. As a result, the priorities and needs of residents, particularly women, youth, and other marginalized groups are often insufficiently reflected in planning decisions. This has contributed to gaps between community needs and local development outcomes, undermining trust in public institutions.

To address these challenges, the ICCA project includes Measure 13, which aims to support a Local Government–led Community Consultation on Urban Planning in Ramadi. This measure seeks to initiate a participatory urban planning process by bringing together local authorities, community representatives, civil society organizations, and technical stakeholders to jointly identify key urban challenges, priorities, and opportunities for more inclusive, climate-responsive urban development.

Within this context, Oxfam seeks to engage an Urban Planning Expert to provide technical and facilitation support to the Ramadi local authorities. The consultant will support the design and facilitation of participatory consultations and contribute to the identification of priority areas and a preliminary outline to inform future updates of Ramadi’s Urban Development Plan, while ensuring local ownership and institutional leadership of the process.

2.    SPECIFICATION OF SERVICES/SCOPE OF WORK REQUIRED

The Urban Planning Expert will provide technical expertise and facilitation support to Ramadi local authorities to initiate a participatory, inclusive, and climate-responsive urban planning process, under Measure 13 of the ICCA project.

The scope of this assignment is focused and time-bound, aiming to support community consultation, priority-setting, and preliminary planning inputs, rather than the development of a full urban master plan.

The consultant will be responsible for the following key tasks:

1. Preparatory and Technical Review:

• Lead the situational analysis, including spatial analysis, SWOT, and review of existing plans and policies.
• Review existing urban development plans, relevant sections of Local Development Plans (LDPs), Climate Action Plans (CAPs), and other available urban planning documents related to Ramadi.
• Conduct a rapid assessment of key urban challenges, with attention to climate risks, service gaps, environmental concerns, and social inclusion.
• Coordinate with Ramadi local authorities and Oxfam to agree on the consultation objectives, agenda, and methodology.
• Support the local government to develop future growth scenarios and lead the drafting or improving the existing Urban Plan/Master Plan/Strategic Framework, including clear spatial and land-use policies, zoning regulations, and urban design guidelines.
• Support the local government in Integrating cross-cutting themes climate change adaptation & mitigation (green-blue infrastructure), social inclusion (gender, disability, age), economic development, and disaster risk reduction.

2. Design of Participatory Urban Planning Consultations:

• Design a participatory consultation framework for the Local Government–led Community Consultation Workshop on Urban Planning.
• Facilitate stakeholder mapping and ensure an inclusive participatory planning processes (community meetings, workshops with government and private sector).
• Develop facilitation tools and discussion formats to support structured dialogue on:
• Unregulated urban expansion and land use challenges.
• Infrastructure and basic service gaps.
• Informal settlements and vulnerable neighbourhoods.
• Environmental and climate-related risks.
• Access to public spaces, mobility, and urban services.
• Ensure that consultation methods are inclusive, gender-sensitive, and conflict-sensitive, enabling meaningful participation of women, youth, and marginalized groups.

3. Facilitation and Technical Support to the Urban Planning Workshop:

• Provide technical and facilitation support during the urban planning consultation workshop in Ramadi, working alongside local government representatives.
• Support local authorities to guide discussions, capture community inputs, and manage stakeholder engagement effectively.
• Ensure that the process reinforces local government leadership and ownership of the consultation.

4. Documentation and Planning Inputs

• Consolidate workshop outcomes, community priorities, and technical observations into a structured summary report.
• Support the identification of priority urban planning areas and actions that can inform the future updating existing Ramadi’s Urban Development Plan.
• Prepare a preliminary planning outline or framework, highlighting key themes, priorities, and recommended next steps for consideration by local authorities.

5. Coordination and Reporting

• Engage the local government in lead role throughout the urban planning process (meetings/consultations/stakeholders mapping and design phase)
• Coordinate closely with Oxfam’s project team, community, private sector and relevant local government departments throughout the assignment.
• Integrate feedback from local authorities and stakeholders into the final deliverables.
• Submit all deliverables in English (and Arabic summaries, if required), in formats agreed with Oxfam.

If the supplier wishes to propose modifications to the specification (which may provide a better way to achieve Oxfam ´s objectives) these must be considered as an alternative offer. The Supplier must make alternative offers in a separate letter to accompany the offer. OXFAM is under no obligation to accept alternative offers.

3.    METHODOLOGY

The key steps to be followed though not explicit and the detailed modality and work plan will be agreed during consultation meeting include:

The assignment will be implemented using a participatory, evidence-informed, and locally anchored urban planning approach, ensuring that technical expertise is combined with community perspectives and local government leadership.

The Urban Planning Expert will apply the following methodological principles:

• Desk-based review and rapid technical analysis: Review of existing urban plans, Local Development Plans (LDPs), Climate Action Plans (CAPs), and relevant urban and environmental data to inform the consultation process.
• Participatory and inclusive consultation design: Use of structured facilitation tools and dialogue formats that enable meaningful participation of diverse stakeholder groups, including women, youth, and marginalized communities, while ensuring conflict sensitivity and gender responsiveness.
• Local government-led facilitation: Support and guide local authorities to lead the consultation process, ensuring institutional ownership and sustainability of outcomes.
• Integration of climate and environmental considerations: Embed climate resilience, environmental risks, and sustainability considerations into urban planning discussions and priority-setting.
• Iterative reflection and validation: Review and refine consultation outcomes in coordination with local authorities and Oxfam, incorporating feedback to ensure accuracy and relevance.

A detailed workplan and consultation methodology will be finalized at the outset of the assignment, in coordination with Oxfam and Ramadi local authorities.

Planned timeline

4.    TIMEFRAME AND PAYMENT SCHEDULE

Remuneration is based on submission of final deliverables according to the schedule below.

5.    EXPERIENCE OR PROFILE REQUIREMENTS

The consultant (individual or team leader, in the case of a firm) should meet the following requirements:

Essential

• Advanced university degree Bachelors or master’s in urban planning, urban design, architecture, civil engineering, environmental planning, or a closely related field.
• Demonstrated experience in participatory urban planning or community-based planning processes, preferably in fragile, post-conflict, or rapidly urbanizing contexts.
• Strong understanding of urban development challenges in conflict-affected or climate-vulnerable settings, including informal settlements, infrastructure gaps, and environmental risks.
• At least 8–10 years of professional experience in urban planning, spatial planning, or urban development assignments.
• Experience integrating cross cutting themes such as gender, disability, climate resilience and environmental considerations into urban planning or development processes.
• Excellent analytical, facilitation, and reporting skills.
• Fluency in Arabic (written and spoken), working knowledge of English is a strong asset.

Desired

• Strong links and connections with the local government in Anbar, and the Ministry of Planning.
• Strong knowledge of Urban Planning Context in Iraq, Legal and administrative procedures for Urban Planning.

6.    APPLICATION PROCESS

Submission instructions

Quotations and applications must reach Oxfam no later than 28/02/2026 16:00 pm Baghdad time.

Responses must be submitted in English or Arabic, electronically to:irqconsultancy@oxfam.org.uk

The subject of the mail should be: [RFQ-IQRMD-26-0004 – Proposal Submission + [Name of bidder]]

Any questions, remarks or requests for clarification can be sent up to 7 days before the submission deadline in writing. The (anonymised) questions will be answered to all applicants.

Administrative requirements

To be shortlisted for evaluation against award criteria, the following documents must be submitted with this application:

Evaluation and award criteria

The proposals will be assessed according to the following criteria and distribution of points:

Only proposals scoring at least 40 out of 70 points in the technical evaluation will proceed to the financial evaluation.‎

Oxfam withholds the right to conduct interviews with one or more potential suppliers before an award decision is ‎made. The purpose of the interview is to seek further clarification on the submitted quotations and learn more about ‎the background and previous experiences of the potential suppliers and their teams.‎

7.    OTHER CONDITIONS

Conditions for participating in the procurement process are detailed in the Terms & Conditions of Bidding

8.    CODE OF CONDUCT

Oxfam is committed to integrity in its operations and supply chains and ensuring high ethical standards. Complying with all laws and regulations and ensuring fair competition are fundamental to this commitment. We actively promote these principles and standards and expect all Oxfam suppliers to demonstrate commitment towards them.

All consultants/applicant are required to agree and adhere to the Oxfam Supplier Code of Conduct, whereas individuals (including consultants) must sign the Oxfam Non Staff Code of Conduct[1]. These Codes of Conduct set out the specific standards and principles in the areas of human and labour rights, environmental impact and anti-corruption that suppliers must follow.

9.    ANNEXES

• Conflict of interest declaration form for 3rd parties
• Safeguarding policy
• Oxfam child safeguarding policy

[1] Non-Staff Code of Conduct applies for any self-employed individuals or contracted employees of suppliers who are working on Oxfam sites, or who have access to Oxfam materials, or who may represent Oxfam in any manner but are not part of Oxfam’s legal entity)

1.   متطلبات الخبرة أو الملف الشخصي

ينبغي على المستشار (سواء كان فرداً أو قائد فريق في حالة الشركة) أن يستوفي المتطلبات التالية:

• شهادة جامعية متقدمة بكالوريوس أو ماجستير في التخطيط الحضري، أو التصميم الحضري، أو الهندسة المعمارية، أو الهندسة المدنية، أو التخطيط البيئي، أو مجال ذي صلة وثيقة.
• خبرة مثبتة في التخطيط الحضري التشاركي أو عمليات التخطيط المجتمعي، ويفضل أن تكون في سياقات هشة أو ما بعد النزاعات أو سريعة التحضر.
• فهم قوي لتحديات التنمية الحضرية في المناطق المتأثرة بالنزاعات أو المعرضة لتغير المناخ، بما في ذلك المستوطنات غير الرسمية، ونقص البنية التحتية، والمخاطر البيئية.
• خبرة مهنية لا تقل عن 8-10 سنوات في التخطيط الحضري أو التخطيط المكاني أو مهام التنمية الحضرية.
• خبرة في دمج المواضيع الشاملة مثل النوع الاجتماعي، والإعاقة، والقدرة على التكيف مع تغير المناخ، والاعتبارات البيئية في عمليات التخطيط أو التنمية الحضرية.
• مهارات تحليلية وتيسيريه وإعداد تقارير ممتازة.
• إتقان اللغة العربية كتابةً وتحدثاً ومعرفة اللغة الإنجليزية بشكل عملي (يعتبر ميزة قوية).
• روابط وعلاقات قوية مع الحكومة المحلية في الأنبار، ووزارة التخطيط.
• معرفة قوية بسياق التخطيط الحضري في العراق، والإجراءات القانونية والإدارية للتخطيط الحضري.

Submission instructions

Quotations and applications must reach Oxfam no later than 28/02/2026 16:00 pm Baghdad time.

Responses must be submitted in English or Arabic, electronically to:irqconsultancy@oxfam.org.uk

The subject of the mail should be: [RFQ-IQRMD-26-0004 – Proposal Submission + [Name of bidder]]

Any questions, remarks or requests for clarification can be sent up to 7 days before the submission deadline in writing. The (anonymised) questions will be answered to all applicants.

Administrative requirements

To be shortlisted for evaluation against award criteria, the following documents must be submitted with this application:

Evaluation and award criteria

The proposals will be assessed according to the following criteria and distribution of points:

Only proposals scoring at least 40 out of 70 points in the technical evaluation will proceed to the financial evaluation.‎

Oxfam withholds the right to conduct interviews with one or more potential suppliers before an award decision is ‎made. The purpose of the interview is to seek further clarification on the submitted quotations and learn more about ‎the background and previous experiences of the potential suppliers and their teams.‎

1.    OTHER CONDITIONS

Conditions for participating in the procurement process are detailed in the Terms & Conditions of Bidding

2.    CODE OF CONDUCT

Oxfam is committed to integrity in its operations and supply chains and ensuring high ethical standards. Complying with all laws and regulations and ensuring fair competition are fundamental to this commitment. We actively promote these principles and standards and expect all Oxfam suppliers to demonstrate commitment towards them.

All consultants/applicant are required to agree and adhere to the Oxfam Supplier Code of Conduct, whereas individuals (including consultants) must sign the Oxfam Non Staff Code of Conduct[1]. These Codes of Conduct set out the specific standards and principles in the areas of human and labour rights, environmental impact and anti-corruption that suppliers must follow.

3.    ANNEXES

• Conflict of interest declaration form for 3rd parties
• Safeguarding policy
• Oxfam child safeguarding policy

[1] Non-Staff Code of Conduct applies for any self-employed individuals or contracted employees of suppliers who are working on Oxfam sites, or who have access to Oxfam materials, or who may represent Oxfam in any manner but are not part of Oxfam’s legal entity)    

1.   عملية التقديم

تعليمات التقديم

يجب أن تصل عروض الأسعار والطلبات إلى منظمة أوكسفام في موعد أقصاه 28/02/2026 الساعة 16:00 بتوقيت بغداد.

يجب تقديم الردود باللغة الإنجليزية أو العربية، إلكترونيًا إلى: irqconsultancy@oxfam.org.uk

يجب أن يكون عنوان البريد الإلكتروني: [RFQ-IQRMD-26-0004 - تقديم مقترح + [اسم مقدم العرض]]

يمكن إرسال أي أسئلة أو ملاحظات أو طلبات توضيح كتابيًا حتى 7 أيام قبل الموعد النهائي للتقديم. سيتم الرد على الأسئلة (مع إخفاء هوية المتقدمين) لجميع المتقدمين.

المتطلبات الإدارية

لكي يتم إدراج اسمك في القائمة المختصرة للتقييم وفقًا لمعايير الجائزة، يجب تقديم المستندات التالية مع هذا الطلب:

معايير التقييم والمنح

سيتم تقييم عروض الأسعار وفقًا للمعايير التالية وتوزيع النقاط:

لن تنتقل إلى مرحلة التقييم المالي إلا المقترحات التي تحصل على 40 نقطة على الأقل من أصل 70 نقطة في التقييم الفني.

تحتفظ منظمة أوكسفام بحق إجراء مقابلات مع مورد واحد أو أكثر من الموردين المحتملين قبل اتخاذ قرار الترسية. والهدف من المقابلة هو طلب مزيد من التوضيحات حول عروض الأسعار المقدمة والتعرف أكثر على خلفية الموردين المحتملين وخبراتهم السابقة وفرقهم.