Activity Title

"تطوير نظام أتمتة لمكتب التخطيط والتعاون الدولي لمعالجة تصاريح الفعاليات وتوقيع مذكرات التفاهم للمشاريع".

Development of an Automation System for the Office of Planning and International Cooperation to Process Event Permits and Sign Memorandums of Understanding for Projects

نبذة تعريفية مؤسسة التعايش الاجتماعي:-

مؤسسة غير حكومية تهدف الى تعزيز ثقافة السلام والتفاهم المتبادل بين مختلف فئات المجتمع 
تأسست المؤسسة  لتكون منبرا للعمل المجتمعي الفعال الذي يسعى الى بناء مجتمعات مستقرة ومتماسكة حيث يسود فيها الاحترام والتعاون بين الافراد بغض النظر عن خلفياتهم الثقافية او الدينية او العرقية 
تعمل مؤسسة التعايش على مواجهة التحديات التى تؤثر على التماسك الاجتماعي مثل التمييز والعنف والنزاعات من خلال تنفيذ برامج ومشاريع تهدف الى تعزيز الحوار بين المجتمعات وتقوية الرابط الاجتماعية والمساواة وحماية حقوق الانسان بما يسهم في خلق بيئة صحية وامنة لجميع افراد المجتمع 
تسعى المؤسسة الى تقديم حلول مبتكرة ومستدامة من خلال التعاون مع المنظمات المحلية والدولية والقطاع الحكومي والمجتمع المدني والقطاع الخاص لتعزيز ثقافة السلمي وتنمية المجتمعات المستدامة 
كما تهتم المؤسسة بتطوير برامج تدريبية وورش عمل تهدف الى تمكين 

الافراد والمجتمعات من معالجة النزاعات وتحقيق المصالحة الاجتماعية.
كما تسعى المؤسسة الى استخدام التكنولوجيا الحديثة لتوسيع نطاق مشاريعها مثل انشاء منصات الكترونية للتوعية وتقديم الدعم النفسي والاجتماعي عن بعد .

من خلال تاريخنا الطويل استطاعت مؤسسة التعايش الاجتماعي ان تساهم بشكل كبير في تعزيز ثقافة السلام والتعايش السلمي في المجتمع.
ورغم التحديات التى واجهتها فان المؤسسة تواصل سعيها لتحقيق بنلء مجتمع اكثر تماسكا وتعاونا وتوفير بيئة صحية وامنة لجميع الافراد .
وقد جاء تاسيس المؤسسة في وقت كانت فية المجتمعات تواجه تحديات كبيرة مثل العنف الطائفي والتمييز الاجتماعي والصراعات العرقية فضلا عن الوضع السياسي والاقتصادي الذي كان يساهم في زيادة الفجوات بين مختلف شرائح المجتمع.

رؤيتنا

نحو مجتمع آمن ومزدهر يسوده التعاون والعدالة والفرص المتساوية لجميع أفراده.

رسالتنا

 نسعى إلى بناء مجتمع آمن ومزدهر يسوده التعاون والعدالة، من خلال تقديم الدعم للفئات الضعيفة والمهمشة. نركز على تنفيذ برامج فعالة في مجالات الحماية والتعليم والتمكين، ونعمل على تعزيز قدرات الأفراد من خلال شراكات استراتيجية مع مختلف الجهات، مما يسهم في تحقيق التنمية المستدامة وضمان الحقوق والفرص المتساوية للجميع.

القيم 

• العدالة: الالتزام بالمساواة وتوفير الفرص للجميع.
•  التعاون: تعزيز العمل الجماعي والشراكات الفعالة.
•  الاحترام: تقدير التنوع والاختلاف بين الأفراد.
•  المسؤولية: الالتزام بتحقيق الأهداف والتأثير الإيجابي في المجتمع.
•  الشفافية: التواصل الواضح والمفتوح مع جميع الأطراف المعنية.

مجالاتنا

• بناء السلام وحل النزاعات
• حقوق الانسان وقانون الدولي الإنساني 
• الحماية 
• التعليم والتمكين الاقتصادي
• التنميه المستدامة

Project Title: Enhancing Civic Space for Inclusive Development and Empowerment of Civil Society Organizations

Donor: European Union

1.    Brief on the project

The project titled "Enhancing the Civic Space for Inclusive Development: Empowering Civil Society Organizations in Yemen" represents an innovative partnership between the SOS Foundation for Development, Care Yemen, and BFD, generously funded by the European Union. The aim of this project is to strengthen Civil Society Organizations (CSOs) as independent entities that contribute to promoting good governance and sustainable development in Yemen.

2.    Project Outcomes

The project is designed to achieve the following outcomes:

• Enhanced Enabling Environment for CSOs: Create an environment conducive to the inclusion, participation, and empowerment of Civil Society Organizations (CSOs) within the governorate of Aden.
• Improved Contribution of Yemeni CSOs: Bolster the contribution of Yemeni CSOs towards addressing community needs within the governorate of Aden. This includes endeavors related to integrated human and social development, economic stability and growth, as well as the promotion of peace and security.

3.     Organizational Capacity Enhancement

Internally and collectively organizing local civil society organizations in Yemen constitutes a cornerstone of our program. Presently, many of these organizations encounter challenges such as unqualified staff and insufficient organizational and planning capabilities. Notably, they operate with minimal strategic direction, lack long-term plans or internal monitoring and control systems, experience high turnover rates among staff and members, grapple with internal mismanagement, and exhibit a deficiency in transparency and consistency in management, operations, and finances. Addressing these issues is imperative to bolstering the efficacy and sustainability of their endeavors.

In addition, civil society organizations also face increasing restrictions on civic space, as well as lengthy and bureaucratic procedures for obtaining permits to organize events, conferences, trainings, and workshops. Similarly, the process of signing agreements and memorandums of understanding for projects is often delayed by prolonged administrative steps. These challenges hinder their ability to operate efficiently and effectively.

4.    Introduction

The role of civil society organizations (CSOs) in Yemen is increasingly vital amid the ongoing political, economic, and social challenges. However, many CSOs face significant internal and external obstacles that limit their effectiveness and sustainability. Internally, organizations struggle with weak institutional capacities, lack of strategic planning, poor administrative structures, and limited transparency and accountability mechanisms. Externally, they operate in a constrained civic space, burdened by prolonged bureaucratic procedures for obtaining activity permits and signing project-related agreements.

This activity aims to address these challenges by developing an automation system for the Office of Planning and International Cooperation (MOPIC) to streamline the process of issuing permits for events and signing memorandums of understanding. By facilitating more efficient interaction between CSOs and MOPIC, the initiative contributes to enhancing institutional performance, reducing administrative delays, and ultimately strengthening the enabling environment for civil society operations in Aden Governorate.

5.    About the activity

This activity focuses on the development and deployment of an integrated digital system to automate key procedures within the Office of Planning and International Cooperation (MOPIC) in Aden Governorate. Specifically, the system will be designed to manage the issuance of permits for civil society events, conferences, trainings, and workshops, as well as facilitate the review and signing of project agreements and memorandums of understanding.

The goal is to reduce the time and complexity associated with these processes, improve transparency, and enhance coordination between OPIC and civil society organizations. The digital platform will include features such as online application submission, document tracking, automated notifications, data management, and reporting tools. The system will be user-friendly, secure, and aligned with the local administrative and legal frameworks.

Ultimately, this activity will contribute to improving the operational environment for CSOs and support broader efforts to strengthen institutional governance, promote civic engagement, and enhance service delivery in the region.

6.    The main objective of the activity

The main objective of this activity is to enhance the efficiency, transparency, and responsiveness of the Office of Planning and International Cooperation (MOPIC) in Aden by developing and implementing a digital automation system. This system will streamline the issuance of permits for civil society activities and the processing of agreements and memorandums of understanding, thereby reducing bureaucratic delays and improving service delivery to civil society organizations (CSOs).

7.    Methodology

The implementation of this activity will follow a participatory and results-oriented approach, ensuring close collaboration with the Office of Planning and International Cooperation (MOPIC), local civil society organizations (CSOs), and relevant stakeholders. The methodology will be structured around the following key phases:

Needs Assessment

• Conduct consultations and assessments with MOPIC staff and CSOs to identify current challenges, workflow bottlenecks, and specific functional requirements for the automation system.

System Design and Planning

• Based on the findings, a tailored digital solution will be designed to reflect the operational and legal frameworks of MOPIC. The system will include modules for permit processing, MoU management, document tracking, and reporting.

Development and Testing

• The system will be developed using modern, secure, and scalable technologies. A pilot version will be tested in coordination with MOPIC to gather feedback and make necessary adjustments.

Capacity Building and Training

• Comprehensive training sessions will be provided to MOPIC personnel and relevant CSO representatives to ensure smooth adoption and usage of the system.

Deployment and Handover

• The final system will be officially launched, with full documentation and technical support provided. The activity will conclude with a handover of the system and its maintenance guidelines to MOPIC.

Monitoring and Feedback

• Post-deployment monitoring will be conducted to ensure functionality, address any arising issues, and collect feedback for future enhancements.

8.    Service Provider Responsibilities and Tasks

The service provider shall be responsible for:

• Conducting a needs assessment with MOPIC and CSOs.
• Designing a secure, user-friendly, and Arabic-enabled automation system.
• Developing modules for permit applications, processing, notifications, and reporting.
• Ensuring the system allows authorized MOPIC officials to access and approve requests online remotely, even outside office hours.
• Testing the system and conducting a pilot run with MOPIC.
• Deploying the system on a secure hosting environment.
• Providing training for MOPIC staff and selected CSO representatives.
• Delivering user manuals and training materials in Arabic.
• Offering technical support and maintenance during the initial post-deployment period.
• Coordinating closely with the project team and ensuring timely delivery.

9. Specifications for Electronic Systems and Automation for the Office of Planning

1. System Overview

• A comprehensive digital platform designed to automate workflows related to permit issuance, event approvals, and project agreements.
• User-friendly interface supporting Arabic and English languages.
• Secure access for internal staff and authorized external users.

2. Functional Requirements

Online Application Submission:

• Allow civil society organizations (CSOs) to submit permit requests, event proposals, and MoU drafts electronically.

Workflow Automation:

• Automated routing of applications to relevant departments and officials for review and approval.

Remote Access and Approval:

• Enable authorized OPIC officials to access and approve requests online anytime, including outside regular office hours.

Notifications and Alerts:

• Automated email/SMS notifications to applicants and staff on application status changes.

Document Management:

• Secure storage and retrieval of submitted documents, approvals, and signed agreements.

Reporting and Analytics:

• Generation of periodic reports on applications, approvals, and system usage metrics.

3. Technical Requirements

Web-Based Platform:

• Accessible via standard web browsers without the need for additional software installation.

Security:

• Role-based access control, data encryption, secure authentication, and audit logs.

Scalability and Performance:

• System capable of handling multiple concurrent users with minimal downtime.

Backup and Recovery:

• Regular data backup procedures and disaster recovery plans.

Integration Capability:

• Ability to integrate with existing governmental systems if required.

4. User Management

• Multi-level user roles (applicants, reviewers, approvers, administrators).
• Ability to assign, modify, and revoke permissions.

5. Training and Support

• Provision of user manuals and training sessions for all user levels.
• Technical support during and after deployment.

9.    Application requirements:

• Valid commercial registration.
• Valid tax card.
• Valid insurance card.
• Company profile.
• Samples of similar previous work.
• Financial & Technical offer in US dollars.

The deadline for applications is 23 September 2025.

Interested applicants should submit their applications to aden.marketer@gmail.com 

Please indicate "Development of an Automation System for the Office of Planning and International Cooperation to Process Event Permits and Sign Memorandums of Understanding for Projects" as the subject line.