Job Description
TERMS OF REFERENCE (to be completed by Hiring Office) Hiring Office:
UNFPA Arab States Regional Office (ASRO) — Communications Unit
Purpose of consultancy:
The UNFPA Arab States Regional Office (ASRO) frequently produces digital and print publications requiring fast, high-quality, and brand-compliant visual design. The purpose of this consultancy is to establish non-binding Framework Agreements (Individual Retainer Contracts) with pre-vetted freelance graphic designers to provide high-quality graphic design, visual layout, and Desktop Publishing (DTP) services on an on-demand, as-needed basis across the Arab region. Engagement under this retainer framework enables the office to execute work orders via standardized design briefs without initiating new procurement cycles for individual assignments.
Scope of work:
(Description of services, activities, or outputs)
When activated via an individual design brief, the retainer holder shall provide high-quality graphic design and layout services. The scope of work encompasses:
- Visual identity and brand alignment: Ensuring all creative assets flawlessly follow the UNFPA branding toolkit guidelines.
- Layout and creative concept development: Submitting three distinct initial cover and layout concept options for review based on the provided design brief.
- Iterative proof corrections: Executing progressive sub-rounds of text and design corrections in coordination with the communications and technical units until full layout integrity is achieved.
- Structuring and adjusting layouts to account for multilingual requirements: Ensuring correct right-to-left (RTL) formatting logic for Arabic text, and left-to-right (LTR) formatting logic for English and French text, including proper text-flow adjustments across bilingual or trilingual layouts.
- Digital accessibility compliance: Designing all digital products to meet international accessibility standards for persons with disabilities (WCAG 2.1 mapping). This includes embedding proper alternative text (alt-text) tags for images, charts, and maps provided by the technical unit, defining a logical document reading order for screen readers, ensuring high color contrast thresholds, and formatting tagged structural headings within the final PDF asset.
- Sustainable design practices: In line with UN green mandates, prioritizing digital-first, screen-optimized products. If physical printing is requested, files must be structurally optimized for local, recycled-paper printing contexts.
Strict prohibition on raw AI asset generation and automated layouts
The utilization of unedited artificial intelligence image generators, automated layout software, or raw machine-generated design elements (e.g., Midjourney, DALL-E, automated Canva layouts, or generic AI vector wrappers) to execute the required graphic design interventions is strictly prohibited. While professional layout software utilities, digital drawing applications, and standard design tools are necessary for technical and mechanical precision, the final output must completely reflect human analytical judgment, custom visual harmonization, and creative design polish. Submissions that display a reliance on generic templates, robotic visual generation loops, or superficial machine adjustments will be rejected as non-responsive, and final vendor payment will be frozen.
Duration and working schedule:
Duration:
Initial duration of
11 months from the date of contract signature. Subject to satisfactory performance assessments and ongoing operational needs, contracts may be considered for renewal following a mandatory
one-month break in service in full compliance with UNFPA consultancy policy.
Schedule:
On-demand retainer basis (as-needed). Turnaround parameters, deadlines, and page counts will be negotiated case-by-case upon issuance of each design brief.
Place where services are to be delivered:
Remotely
Delivery dates and how work will be delivered (
e.g. electronic, hard copy etc.):
Work deliverables will be delivered electronically according to the negotiated project schedules in the individual design briefs. Turnaround parameters, deadlines, and total page counts will be negotiated case-by-case at the time of the specific design brief issuance.
Upon completion of each work order, the consultant must submit a complete asset package including:
- Pre-press printable files: High-resolution, print-ready PDFs with crop marks and bleeds.
- Digital-optimized files: Low-resolution, interactive web-ready PDFs (with hyperlinked tables of contents and URLs) and standalone social media graphics if requested.
- Open source working files: Complete packaged source files (e.g., Adobe InDesign .indd, Illustrator .ai, Photoshop .psd) including all linked high-resolution imagery and vector assets.
All layout and design work executed under this retainer framework must strictly comply with:
- The UNFPA Global Branding Toolkit (corporate typography, color palettes, logo placement rules, and grid structures). The full toolkit is accessible via this Link: http://unf.pa/brand using this Password: Guidelines2025_Live!
- The UNFPA Global Brand examples.
Monitoring and progress control, including reporting requirements, periodicity format and deadline:
Day-to-day art direction:
The consultant will work under the direct day-to-day creative supervision of the Communications Unit to ensure design quality control.
Substantive review, and final approval ownership:
The respective Technical Requesting Unit remains responsible for content accuracy, proofreading text inside the proofs, and granting the final written sign-off and approval on both the final text and design layout before public distribution or printing.
Performance evaluation and quality assessment:
Upon completion of each work order, the Communications Unit, and the Requesting Technical Unit, will conduct a formal performance assessment of the deliverables (evaluating criteria such as design quality, visual creativity, brand compliance, speed/adherence to deadlines, and communication responsiveness). Satisfactory evaluation scores are required to process payment clearances and maintain roster eligibility. In cases of repeated poor performance, failure to adhere to branding guidelines, or unsatisfactory layout quality, UNFPA reserves the right to issue a formal warning or immediately terminate the retainer contract without obligation for future work order activations.
Supervisory arrangements:
The Communications Unit, led by
Samir Aldarabi, Regional Communications Adviser, will serve as the technical gatekeeper and managing authority for this retainer contract.
Expected travel:
None. (100% remote assignment).
Required expertise, qualifications and competencies, including language requirements:
Educational requirements:
- A First-level university degree (Bachelor’s degree) in Graphic Design, Fine Arts, Visual Communications, Digital Media, or a related field.
- A relevant technical diploma or secondary education combined with two (2) additional years of qualifying professional experience may be accepted in lieu of a university degree.
Years of experience:
- A minimum of two years of progressively responsible professional experience in graphic design, publication layout, Desktop Publishing (DTP), and corporate brand management.
- Demonstrated track record producing high-level publications (e.g., annual reports, complex policy briefs, data-dense infographics, and social media visibility asset packs).
Technical competencies & software proficiency:
- Expert mastery of industry-standard professional software (Adobe Creative Cloud: InDesign, Illustrator, Photoshop, Acrobat Pro).
- Demonstrated experience in native InDesign file packaging, master page configuration, layer management, and layout grid setup.
- Proven technical proficiency in formatting right-to-left (RTL) Arabic typography and left-to-right (LTR) English/French typography.
- Strong technical familiarity with WCAG 2.1 digital accessibility tagging and screen-reader optimization within PDF publications.
Language requirements:
- Fluency (written and spoken) in English and Arabic is required. Working knowledge of French is an asset.
Inputs / services to be provided by UNFPA or implementing partner (e.g support services, office space, equipment), if applicable:
The Communications Unit and Technical Requesting Unit will make available:
- The final copyedited, proofread narrative text file in an editable format (MS Word).
- All mandatory institutional reference links (UNFPA global branding toolkit, corporate templates, and photo libraries).
- The design brief, including specific dimensions, layout constraints, or presentation goals required for the final product.
- The exact, approved text for all mandatory legal disclaimers, funding acknowledgments, or institutional notices.
Other relevant information or special conditions, if any:
We require the retainer holder to provide:
- An assigned, responsive point of contact or rapid communication workflow to coordinate assignments.
- A clear, structured execution timeline ensuring full adherence to the negotiated design milestones.
- The complete, multi-asset deliverable package as defined under the specific activities section below.
Payment safeguard:
- Final consultant payment against an activated Purchase Order (PO) will remain frozen until both the Communications Unit and the technical requesting unit issue a joint technical clearance confirming all assets have been satisfactorily received.
Selection and awarding of retainer contracts:
Because this process aims to select qualified freelance designers for individual retainer contracts, candidates will be evaluated on a Pass/Fail baseline of portfolio quality and technical compliance, with contract awards and task matching dictated by the most competitive financial rates provided. Candidates will be evaluated covering:
- Technical portfolio check
- Submission of a professional-level portfolio demonstrating advanced creative design capability.
- Submission of a professional portfolio showcasing corporate layout design (reports, policy briefs, infographics).
- Demonstrated experience in typography hierarchy, grid layouts, and accessible digital documents.
- Result: Pass/fail
- Multilingual and tool proficiency
- Mastery of industry-standard software (Adobe Creative Suite: InDesign, Illustrator, Photoshop). Candidates must provide one sample packaged native file (InDesign package) or an IDML file accompanied by a PDF showing the hidden layout grid and structural characters to verify professional grid alignment, master page configuration, and clean layer management.
- Proven capability in formatting right-to-left (RTL) Arabic layouts and left-to-right (LTR) English/French layouts.
- Result: Pass/fail
- Financial rate sheet (per-page/product retainer basis)
- Bidders must submit fixed, standard rates using the financial matrix below. Oncoming work orders will be matched primarily to the lowest-priced available roster member for that product type.
Required financial rate matrix
Bidders must outline their flat rates based on the following standard office products. Hourly rates or raw Word-document page counts will not be accepted. All page billing is calculated based on final designed publication pages:
Product type Unit
Proposed retainer rate
EGP
Standard report layout (Text, images and basic tables) Per final designed page Highly complex document (Dense data layout with multiple tables, charts, and custom infographics) Per final designed page Complex policy brief (High infographic density) Per final designed page Brochure / leaflet / visibility asset Flat rate per product Social media asset pack (Set of 4 static cards/covers) Flat rate per pack Animated GIF / short motion graphic (Up to 15 seconds) Flat rate per product Social media reel / video edit (Up to 60 seconds with subtitles) Flat rate per product
Submission instructions
Interested freelance designers must submit:
- A written application containing their CV.
- A link to their creative portfolio.
- Their completed Financial Rate Sheet.
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