Terms of reference - Data Entry Services

Background and Rationale

The compounded economic crisis that erupted in Lebanon in late 2019 has had a profound impact across all sectors, leaving the Lebanese population highly vulnerable to economic and social shocks.  Public sector institutions have also been impacted and continue to bear the brunt of the crisis. They face severe challenges on multiple fronts, including financial sustainability, operational efficiency, and resource allocation, resulting in a significant decline in the quality, accessibility, and adequacy of the benefits and services they provide.

The National Social Security Fund (NSSF) has been no exception. Like other public entities, it has struggled to navigate the enduring effects of the crisis, grappling with limited resources, reduced revenues, and increasing social protection needs from the population. Even before the crisis, the efficiency of the NSSF's internal processes was constrained by the lack of a robust IT infrastructure and insufficient digitization. The situation deteriorated further, leading to significant delays in updating the digital database and processing individuals' contribution data.

In light of the above and in line with its commitment to supporting the National Social Security Fund (NSSF), the ILO, under the project “Supporting Social Security and Institutional Reforms towards a Strengthened Social Protection System in Lebanon,” funded by the FCDO and the project on “Addressing life-cycle vulnerabilities through social protection – Establishing Social Grants in Lebanon” funded by the EU, is seeking a data entry company to efficiently manage and expedite the data entry process at the NSSF. An up-to-date and accurate database at the NSSF is essential for the efficient delivery of benefits, support to in-depth analyses and assessments of the different schemes, and the eventual transition towards the new pension scheme, established by virtue of law 319 approved by parliament in December 2023. 

Objective

The primary short-term objective of this assignment is to ensure the timely and accurate digitization of NSSF member contribution records. This entails processing and entering backlogged data into the NSSF’s digital system, ensuring the institution maintains an up-to-date and reliable database crucial for effective service delivery and operational stability.

Scope of Work

The selected company will be required to carry out the assignment entirely within the premises of the National Social Security Fund (NSSF). The company must adhere to strict data protection protocols and coordinate closely with NSSF administration throughout the mission.

The data entry process will involve numeric data (Two fields: NSSF ID & annual declared salaries) requiring attention to accuracy and consistency across all records.

The data entry work will be overseen and guided by the NSSF team, with final review and approval for data submission granted by NSSF supervisors.

The scope of work will include the following:

Planning:

• Conduct meetings with NSSF staff members and management to gain a comprehensive understanding of the requirements and objectives of the assignment.
• Assess the current state of the paper-based data, including its organization and condition.
• Quantify the volume of backlogged data to be processed and conduct any necessary pilots
• Based on the volume of data and the agreed timeframe, conduct a hardware requirement analysis to determine any additional IT equipment needed to perform the mission efficiently and within the agreed timeframe.
• While the NSSF will provide available IT hardware, the company must complement any shortages by supplying the necessary equipment to meet the mission's requirements.
• Develop a detailed work plan and timeframe for completing the data entry process, ensuring alignment with project goals and NSSF expectations.

Data Collection and Organization:

• Collaborate with NSSF staff to access and organize physical and electronic records requiring data entry.
• Verify the completeness and accuracy of the data before processing.

Data Entry:

• Accurately and efficiently input individual declarations into the NSSF database.
• Follow strict data entry protocols and quality control measures to ensure data accuracy and consistency.
• Maintain confidentiality and security of all sensitive data.

Data Validation:

• Ensure the entered data is accurate and reliable through multiple layers of quality controls
• Conduct regular data quality checks by supervisor /technical lead to identify and correct errors.
• Implement data validation procedures to ensure data integrity and accuracy.

Reporting:

• Provide weekly progress reports detailing the volume of data entered, issues encountered, and corrective measures taken.
• Submit a final report summarizing the outcomes of the assignment and recommendations for improving future data management processes.

Data Security:

• Implement robust security measures to protect sensitive data from unauthorized access.
• Comply with all relevant data privacy and security regulations.

Timeline and Deliverables

The mission will commence on February 28^th, 2025, and conclude on June 30^th, 2025. Confirmed completion of the deliverables, up to the satisfaction of ILO, will be provided by NSSF team, within the agreed reporting mechanism. 

Please review the attached ToR for the deliverables and payment percentage.

Qualifications and Selection Criteria

The selected data entry company must possess the following qualifications and experience:

• Proven track record in executing large-scale data entry and database management projects, preferably in social sectors.
• Experience in working with public institutions or social protection systems is a strong advantage.
• Demonstrated capacity to handle high volumes of data entry within tight deadlines while maintaining accuracy and efficiency.
• Familiarity with modern IT tools and software relevant to data entry and database management.
• Expertise in data quality control and validation procedures.
• Experience with data security and privacy regulations.
• Availability of a qualified and experienced data entry team with the necessary skills to complete the assignment effectively.
• Capacity to meet project deadlines and deliverables
• Readiness to complement any shortages in IT hardware not provided by the NSSF, ensuring smooth operations throughout the mission.
• Demonstrated commitment to adhering to strict data security and confidentiality protocols.