Terms of Reference (TOR): Tree Tracking Platform Development & Implementation

Consultancy
Sierra Leone, Freetown
February 12, 2026
Full Time
Application ends: February 25, 2026

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Job Description

Terms of Reference (TOR): Tree Tracking Platform Development & Implementation

 

The Conservation Society of Sierra Leone (CSSL) is a national non-governmental, non-profit environmental organization established in 1986 with the mission of conserving and promoting the wise use of Sierra Leone’s natural resources. It is a membership-based organization open to the general public and includes members from many different backgrounds. 

The Society provides policy advice, undertakes environmental education, facilitates learning and advocacy on good conservation practices, implements conservation and sustainable livelihoods projects and facilitates biodiversity research. 

CSSL is at the forefront of protecting endangered species and their habitats in Sierra Leone, working in collaboration with several partners both in-country and internationally to deliver its programmes and get its message out. These partners include grassroots community-based groups, other NGOs, schools, government agencies, academic institutions and international conservation and sustainable development organizations.

As the  BirdLife Partner in Sierra Leone, CSSL has collaborated for many years with the Royal Society for the Protection of Birds (RSPB – our BirdLife UK Partner) and the wider BirdLife Africa Partnership (for example in collaborative management with the government of Sierra Leone and forest-adjacent communities, of the world-class Gola Forest conservation program). CSSL raises  community awareness and has led a long-running campaign to save the country’s critically threatened forests including the Western Area Peninsula National Park (WAP-NP) which is located West of Yawri Bay MPA including through a “Rare Pride Campaign” with Conservation International (2003-2005).

 

  1. Background

The Client requires a robust, scalable, and secure technological solution to manage large-scale reforestation and conservation efforts. The objective is to deploy a cloud-based Tree Tracking Platform that facilitates the registration, real-time monitoring, and verification of up to 170,000 trees. This system is intended to bridge the gap between field operations and administrative oversight, ensuring data integrity through GPS tracking, photo documentation, and rigorous verification workflows, governed under the laws of Sierra Leone.

 

  1. Scope of Deliverables

The Service Provider shall deliver a comprehensive ecosystem comprising the following components:

  1. Software & Platform Access
  • Cross-Platform Applications: Deployment of mobile-responsive web applications and native mobile apps (iOS and Android compatible).
  • Field Data Toolkit: Features including unlimited tree registration, photo uploads, and offline data capture with automatic synchronization once connectivity is restored.
  • Monitoring Suite: Tools for periodic re-tracking, health status monitoring, and historical record keeping.
  1. Administrative & Management Tools
  • Backend Dashboard: A central command center for administrators to oversee projects and organizations.
  • Verification Workflow: A structured system for moderators to approve or reject tree data entries.
  • User Access Control: Implementation of multi-level roles (Admin, Moderator, and Tracker).
  • Audit & Analytics: Comprehensive activity logs, audit trails, and data export capabilities (CSV, Excel).
  1. Geospatial & Visualization Engine
  • Interactive Mapping: Tree maps featuring clustering, geographic data visualization, and distribution analytics.
  • Real-time Tracking: GPS-enabled location mapping with both public and private view settings.
  1. Infrastructure & Security
  • Cloud Architecture: Secure storage with automated daily backups (30-day retention) and data redundancy.
  • Security Protocols: Bank-level TLS/SSL encryption and row-level data security.
  • Performance Standards: A guaranteed 99.9% monthly uptime and page load speeds of under 3 seconds.
  1. Onboarding & Support Services
  • System Configuration: Full setup of the organization structure, project parameters, and branding (logos/names).
  • Training: A 4-hour initial training session for designated staff, complemented by full technical documentation.
  • Ongoing Maintenance: Bug fixes, security patches, monthly system reports, and technical support during standard GMT business hours.
  1. Operational Requirements
  • Data Ownership: The Client shall retain 100% ownership of all uploaded data, photos, and information, with the right to export data at any time.
  • Privacy Compliance: The platform must adhere to GDPR, CCPA, and local data protection regulations.
  • Project Timeline: Initial term of [Insert Months] with specific milestones for planting and two (2) distinct tracking cycles per year.
  1. Financial Terms Summary
  • Advance Payment: 70% of the invoiced amount due upon initiation.
  • Tracking Volume: Subscription coverage for 100,000 trees, including physical tags and operational costs for planting and tracking.
  1. Expertise of the Consultancy

   Minimum qualifications:

  • A master’s degree or higher in Environmental Studies, Forestry, Agriculture, Natural Resource Management, Development Studies, Economics, Statistics, Geography, Information Systems, Computer Science or a related field.
  • Professional experience:
  • At least 7 years of proven experience conducting baseline studies, impact assessments, or research related to deforestation, land use, smallholder agriculture, monitoring and evaluation preferably in conservation related project.
  • Demonstrated expertise in forest governance, landscape restoration, or climate-smart agriculture, particularly in smallholder contexts.
  • Strong background in quantitative and qualitative data collection methodologies, including tree tracking applications, key informant interviews, GIS/remote sensing, and participatory rural appraisal (PRA).
  • Experience using geo-spatial mapping tools (GIS, satellite imagery) to assess land cover change and deforestation trends.
  • Familiarity with international environmental and social safeguards, BMZ

 

  • Skills and competencies:
    • Excellent analytical and report-writing skills with the ability to synthesize complex data into actionable insights.
    • Proven capacity to engage with local communities, farmer organizations, government institutions, and private sector actors.
    • Strong interpersonal and communication skills; fluency in English required (working knowledge of Liberian English/Krio is an asset).
  • Ability to deliver high-quality outputs within tight timelines and under minimal supervision.

 

  1. Technical and Financial Offer 

Interested consultants or evaluation firms are invited to submit a detailed proposal including:

  • A technical proposal outlining the proposed methodology, data collection tools, and work plan.
  • Profiles and CVs of the evaluation team.
  • A detailed financial proposal (budget in leones) showing daily rates, travel costs, accommodation, and other related expenses, plus the respective GST (Goods and Services Tax) in line with Sierra Leone NRA.
  • Evidence of previous work or references relevant to the assignment.

 

Proposals should be submitted by Thursday 12th February to Wednesday 25th February 2026, to CSSL on the following email address or hard copy: 

 

  1. Email: info@cs-sl.org.

 

  1. Hard copy: Addressed to the Human Resource Officer @ 86A Main Road Congo, Freetown, Sierra Leone

 

Shortlisted applicants may be invited for an interview or further discussion before final selection.