Terms of Reference (Service Consultancy for Visa Processing) at Première Urgence Internationale (PUI)

Applications are invited for:

Title: Terms of Reference (Service Consultancy for Visa Processing)

Ref. / Funds: NGA/HR/MD/25064-25112-25045
Location: Nigeria
Programs: Multi-Donor
Field Responsible - Zakari M. Maryah (HR Co): Email: hr@premiere-urgence-nga.org
CD Referent - Félicie MAIRE (CD): Email: hom@premiere-urgence-nga.org

Background

• Première Urgence Internationale (PUI) requires the services of a qualified and experienced Visa Consultant to support the processing, renewal, and advisory related to expatriate visas.
• Given the operational nature of the mission, these services will be required on an ad hoc/need basis.

Objective of the Consultancy

• The objective of this consultancy is to ensure efficient, compliant, and timely visa processing for PUI expatriate staff, including advisory on immigration regulations and requirements in Nigeria and other relevant jurisdictions.

Scope of Services
The Visa Consultant will be responsible for:

• Providing advisory on visa requirements, regulations, and compliance
• Processing:
  • Entry visas (STR, Subject-to-Regularization, etc.)
  • Business visas (if applicable)
  • Residence permits (CERPAC)
  • Visa renewals and extensions
• Liaising with relevant government authorities (e.g., Immigration Services)
• Facilitating document preparation and submission
• Monitoring application status and providing timely updates
• Advising on changes in immigration laws and procedures
• Supporting emergency or fast-track visa services where required
• For each request, the Consultant shall advise PUI on the required documents, estimated processing timeline, applicable official fees, possible risks, and any specific immigration requirement linked to the case.
• Any official government fee must be supported by official receipts or acceptable proof of payment.

Deliverables
The consultant is expected to:

• Submit complete and accurate visa applications
• Provide status updates within agreed timelines
• Ensure compliance with immigration regulations
• Maintain proper documentation and records of all processed visas
• The consultant shall provide documentary evidence of service delivery, including submission confirmation, application tracking information where available, visa approval, renewal confirmation, CERPAC processing evidence, or any other relevant proof of completed service.

 Duration of the Consultancy

• This TOR will lead to a consultancy framework agreement, valid for a period of one year [12 months], from the date of signature, subject to satisfactory performance, operational needs, and availability of funding.
• Services will be requested on an ad hoc basis via email, depending on PUI Nigeria Mission’s visa and immigration needs.
• The framework agreement will not constitute a commitment by PUI to request a minimum volume of services.

Cost Structure and Breakdown
The consultant shall provide a detailed and transparent pricing structure, including but not limited to:

• Visa processing fee (per application type)
• Renewal processing fee
• All applicable taxes must be clearly stated.
• The consultant must indicate:
  • Whether fees are inclusive or exclusive of VAT
  • Applicable Withholding Tax (WHT) in line with Nigerian tax regulations
• PUI will deduct statutory taxes where required by law.
• All costs must be clearly separated between professional/service fees, official government fees, taxes, and reimbursable costs.
• Any cost not clearly stated in the financial offer may not be accepted for payment.

Insurance (Expatriate Coverage)

• The consultant shall ensure that all visa applications and related processes align with requirements that may affect expatriate insurance coverage (if applicable).
• PUI will remain responsible for arranging and maintaining appropriate health, travel, and/or evacuation insurance for its expatriate staff in accordance with organizational policy.
• The consultant shall promptly notify PUI of any immigration requirements or changes that may impact the validity of such insurance or the expatriate’s legal status.

Payment Terms
Payments will be made based on:

• Approved invoices
• Evidence of submission or completion of services
• Delays in invoice submission will not be accepted. Any late submission may result in delayed processing or non-payment, as PUI’s funding is derived from donor grants.
• Payment timeline: within 15 days after receipt of a complete and accurate invoice.
• No payment shall be processed without a valid service request via email, valid invoice, and acceptable proof of service delivery.

Confidentiality Agreement
The consultant shall:

• Maintain strict confidentiality of all staff personal and official documents
• Not disclose any information to third parties without prior written consent, unless required by law
• The consultant shall immediately notify PUI in case of loss, damage, unauthorized disclosure, or suspected misuse of any staff document or personal information.

Evaluation Criteria
Offers will be assessed in two (2) stages:

Mandatory Requirements:
Bidders must submit the following documents:

• Company profile
• CAC registration certificate or equivalent legal registration document
• Tax Identification Number (TIN)
• At least three relevant client references, preferably from INGOs or international organizations
• Detailed financial offer with unit prices per service type, applicable taxes, and official fees clearly stated
• Only bidders who meet the mandatory requirements will proceed to the technical and financial evaluation.

Technical and Financial Evaluation:
Eligible offers will be evaluated using the following criteria:

• Proven experience in visa and immigration processing — 30%
• Understanding of Nigerian immigration procedures and expatriate documentation — 25%
• Experience working with INGOs or international organizations — 15%
• Responsiveness and capacity to manage urgent requests — 10%
• Financial offer and value for money — 20%.

Total: 100%

Performance Monitoring and Evaluation
The consultant’s performance will be evaluated based on:

• Timeliness of processing
• Accuracy and completeness of submissions
• Compliance with regulations
• Responsiveness and communication
• Ability to manage urgent requests when required.

Termination Clause

• PUI may terminate the agreement immediately in case of fraud, attempted fraud, corruption, request for unofficial payments, breach of confidentiality, misuse of documents, nonperformance, or any conduct that may expose PUI to legal, financial, or reputational risk.
• Termination may be effected with 30 days' written notice.

Supervision and Reporting Line:

• The consultant will report to the Human Resources Department of PUI Nigeria Mission. The HR Department shall initiate service requests and confirm service delivery.

Required Qualifications
The consultant should have:

• Proven experience in visa and immigration services
• Strong knowledge of Nigerian immigration laws
• Existing relationships with relevant authorities (preferred)
• Track record of handling expatriate documentation
• Proven experience providing similar services to an international non-governmental organization (INGO)
• Be duly registered, licensed, and authorized to provide immigration and visa services by relevant Nigerian regulatory authorities
• The consultant must demonstrate capacity to handle sensitive documents, maintain confidentiality, and provide reliable follow-up with relevant authorities.

Application Closing Date
15th July 2026.

How to Apply
Interested and qualified bidders should submit their application documents by email to: tender@premiere-urgencenga.org using the title as the subject of the email.

Application Documents
Bidders must submit the following documents:

• Company profile
• CAC registration certificate or equivalent legal registration document
• Tax Identification Number (TIN)
• At least three relevant client references, preferably from INGOs or international organizations
• Detailed financial offer with unit prices per service type, applicable taxes, and official fees clearly stated
• Only bidders who meet the mandatory requirements will proceed to the technical and financial evaluation.