Terms of Reference (ToR) for Engaging an agency for Social Media & Website Management

Vijayavahini Charitable Foundation (VCF)

1. About VCF

At Vijayavahini Charitable Foundation (VCF), we walk alongside communities—listening, learning, and building hope together. Supported by Tata Trusts, we collaborate with communities to create solutions that are local, sustainable, and led by the people themselves. Since 2017, we have been working to uplift rural and tribal households across Andhra Pradesh and Telangana. Our mission is to empower communities through innovative and impactful initiatives that address their most pressing challenges. We seek to partner with a qualified agency to manage our social media presence and official website, with the aim of enhancing our visibility, engagement, and outreach to stakeholders. The selected agency will work closely with VCF’s assigned Coordinator to create and help in publishing content, maintain our website, and actively grow our digital audience. 

2. Objectives

• Present VCF’s mission, work, and impact effectively through digital channels.
• Increase our digital reach, brand awareness, and audience engagement.
• Help in maintaining an updated, functional, and mobile-friendly website.
• Support specific campaigns, events, and fundraising initiatives online.

3. Scope of Work A. Social Media Management Platforms: Facebook, Instagram, LinkedIn, X (Twitter), YouTube Tasks:

• Develop a monthly content calendar aligned with VCF’s programs and events.
• Create high-quality creatives, infographics, short videos/reels, and other formats.
• Draft engaging captions with appropriate hashtags and calls-to-action.
• Publish posts as per schedule and ensure timely responses to comments and messages.
• Propose and execute strategies for organic audience growth and engagement improvement.
• Support event promotions and campaigns (paid promotions if approved separately).
• Submit a monthly analytics report with reach, engagement, follower growth, and recommendations.

B. Website Management Tasks:

• Curate and upload new content provided or approved by VCF — news, stories, reports, photos, videos.
• Design and update page layouts, banners, and visuals to keep the site fresh and engaging.
• Ensure content presentation is consistent with VCF’s branding guidelines.
• Coordinate with VCF’s technical vendor if changes require backend or coding work.
• Provide monthly updates summarizing content changes made.

4. Coordination Process

• VCF Coordinator will act as the single point of contact.
• VCF will provide raw content inputs (photos, stories, data) and approve all final content before publishing.
• The agency will ensure proactive communication and meet all timelines.

5. Deliverables

• Monthly social media calendar.
• Minimum agreed number of posts/reels/videos per platform.
• Monthly social media and website analytics reports.
• Updated website with all required content and features.
• Growth strategies and actions documented quarterly.

6. Proposal Submission Requirements Agencies must submit:

• Company profile and relevant experience
• Portfolio of similar work.
• Approach/methodology for managing social media and website for VCF.
• Proposed team structure and key personnel.
• Fee structure (monthly retainer and any optional paid promotion budget).

7. Terms & Conditions

• Ownership of Content: All content, creatives, and materials developed during the engagement will be the sole property of VCF.
• Confidentiality: The agency must maintain confidentiality of all VCF data, materials, and communications.
• Approval Process: No content will be published without VCF’s written (email) approval.
• Payment Terms: Payment will be on a monthly basis against invoice and satisfactory delivery of agreed scope.
• Termination: Either party may terminate the agreement with 30 days’ written notice.
• Non-Disclosure: The agency shall not disclose or use any confidential information for any purpose other than delivering the agreed services.
• Performance Review: VCF reserves the right to review performance quarterly and make necessary changes to scope or contract terms.

10. Submission Proposals should be submitted via email to:careers@vijayavahini.org
 Subject line: Proposal – Social Media & Website Management for VCF Deadline for submitting the proposals: 10-10-2025

Job Email ID:

careers(at)vijayavahini.org