FOOD AND AGRICULTURE ORGANIZATION OF THE UNITED NATIONS
Terms of Reference for Consultant
Minimum number of years of relevant experience required: 1yr 
Name:
5yrs 
12+yrs 
xxx
Job Title: : IT and database expert (Consultant)
Division/Department: FIPI
Programme/Project Number:
xxx
Location: Remote (home based), with visits to the IOTC Secretariat at the project inception and delivery stages
Expected Start Date of Assignment:
Reports to
Name:
February 2015
Rondolph Payet
Duration:
Title:
140 days
Executive Secretary
GENERAL DESCRIPTION OF TASK(S) AND OBJECTIVES TO BE ACHIEVED
Project Title: Consolidation of the IOTC Database and Procedures
Profile
Professional experience should be an undergraduate degree preferably complemented with statistical/fisheries background or experience in such
fields. The incumbent shall have professional experience in IT, database design and management, programming in a MS SQL 2008 (or later)
environment (T-SQL, R, .NET and/or any other suitable programming language). Experience with Drupal is an added advantage. Applicants must be
able to show successful results in design of complex database systems and procedures in a MS SQL context, including GIS, and documenting of those
procedures.
Background
The Indian Ocean Tuna Commission1 is an intergovernmental organization established under article XIV of the FAO constitution. The IOTC agreement
was concluded in 1993 and entered in force in 1998. The IOTC is mandated to manage tuna and tuna-like species in the Indian Ocean and adjacent
seas with primary objective the conservation and optimum utilization of the stocks for long term sustainability.
The IOTC Secretariat compiles and manages all data reported by IOTC Members and Cooperating Non-Contracting Parties, as agreed by the IOTC.
This include data on fishing vessels and their activities, in particular records of vessels, vessel catch transfers in port or at-sea, and data on catches,
effort, individual length frequencies and other biological data on species managed by the IOTC for fisheries catching IOTC species. The main types of
data managed by the IOTC Secretariat and existing databases and procedures are presented in Annex I.
The referred data is stored in various databases at the IOTC Secretariat. Data access, use and dissemination are governed by IOTC’s Confidentiality
Policy and Procedures (http://www.iotc.org/cmm/resolution-1202-data-confidentiality-policy-and-procedures) and the databases contain flags to
identify data that are not for release.
The IOTC Secretariat uses also various procedures to review, input, and extract data from the IOTC databases, including transfer of data to databases
that are maintained on-line and allow user-access to this information through the IOTC Web Page (http://www.iotc.org/data/datasets;
http://www.iotc.org/vessels; http://www.iotc.org/compliance/statistical-document-programme; http://www.iotc.org/documents (Document type:
Datasets)).
The IOTC Secretariat initiated the process of consolidation of databases in 2013, through design and raw testing of a new database (MS SQL 2008),
initially intended to incorporate all scientific and socio-economic data stored at the IOTC. However, due to time constraints, the IOTC Secretariat was
unable to complete this work, in particular transfer of data from the old database to the new database. The new IOTC database needs also extending
to incorporate new information, including trip observer reports and data collected through various tagging surveys (e.g. IOTTP); and data originating
from new management measures adopted by the IOTC (compliance data).
1
Hereinafter referred to as IOTC
Implementation
The Project will be implemented in two separate phases, each consisting of several tasks, as recorded in Annex I:
Phase I: IOTC Scientific Data Component

IOTC Scientific Data

IOTC Socio-economic Data
Phase II: IOTC Compliance Data Component IOTC Record of Authorized Vessels List of IUU Vessels








IOTC Record of Authorized Vessels
List of IUU Vessels
IOTC Record of Active Vessels and Vessel Monitoring System
Licensing Agreements and record of licensed foreign fishing vessels
Record of Vessel Port calls and Inspections
IOTC Transhipment Programme
Statistical Document Programme
Fleet Development Plans
The present TOR covers activities under Phase I of the Project.
Programme of Work
Under the general supervision and guidance of the Indian Ocean Tuna Commission the incumbent will be responsible for assisting the IOTC
Secretariat in the consolidation of the IOTC Database and procedures. The consultant will have the following responsibilities and functions:
1.
2.
3.
4.
5.
Complete the design of the new IOTC Database to incorporate all the datasets and information relating to Phase I of the Project (Annex I).
This work shall include design of additional procedures to verify data in the IOTC database using a template provided by the IOTC
Secretariat; and ensure that data in the IOTC database are released in accordance with IOTC Confidentiality Policy and Procedures.
Update data input scripts and procedures using the templates provided by the IOTC Secretariat. And assist data transfer from the previous
to the new database system.
Create data reporting procedures according to the specifications provided by the IOTC Secretariat. These procedures may include
estimation of missing data and standardization of data reported under various resolutions, using the guidelines provided by the IOTC
Secretariat.
Implement user roles and privileges in the database to make sure that access to datasets is only granted to authorized IOTC staff, in
accordance with IOTC Confidentiality Policy and Procedures. And facilitate access of IOTC staff to data in the IOTC database, where
possible through a web based interface (.NET or any other suitable programming language).
Document all the above, including preparation of database administrator and user manuals, as required.
The deadline for completion of this activity is 31 January 2016.
KEY PERFORMANCE INDICATORS
Expected timeline and outputs:
Required Completion Date:
Delivery of proposed database design and plan of work by the Consultant
1 March 2015
Delivery of database, data verification and data transfer procedures, including documentation of database
and procedures
1 June 2015
Completion of data transfer from old to new database
1 July 2015
Delivery of data querying, reporting and analysis tools and procedures and full documentation of all
procedures
1 November 2015
Delivery of database and documentation at the IOTC Secretariat, including set-up and documentation of
backup plans and login privileges
1 December 2015
Raw-testing and debugging of database and procedures, as required, and final delivery of database,
procedures, and documentation
31 January 2016
ANNEX I: IOTC DATASETS, DATABASES AND PROCEDURES (PHASE I)
IOTC scientific data
The IOTC Secretariat manages various types of scientific data including: Data on nominal catches and discards of IOTC
species and other species identified by the IOTC; time-area catches and effort and size frequency samples. Effort data
includes the numbers of fishing craft used by each fishery; information on vessels that operate in support of industrial
tuna purse seiners, including detailed data on their activities, and information on fishing operations around anchored
or drifting fish aggregating devices. In addition, the IOTC manages information reported by CPCs on activities related
with the implementation of IOTC’s Regional Observer Scheme, biological data, and data collected through the various
tagging programmes implemented by the IOTC.
Reference: https://www.iotc.org/data-and-statistics; https://www.iotc.org/data/reporting-data-iotc
Guidelines for data reporting:
http://iotc.org/sites/default/files/Guidelines_Data_Reporting_IOTC1.pdf
Reporting templates for scientific data:
https://www.iotc.org/data/requested-statistics-and-submission-forms
http://www.iotc.org/sites/default/files/documents/data/Form_1RC.zip
http://www.iotc.org/sites/default/files/documents/data/Form_1DI.zip
http://www.iotc.org/sites/default/files/documents/data/Form_2FC.zip
http://www.iotc.org/sites/default/files/documents/data/Form_3CE.zip (to be modified to incorporate new provisions on FADs)
http://www.iotc.org/sites/default/files/documents/data/Form_3AR.zip
http://www.iotc.org/sites/default/files/documents/data/Form_3SU.zip
http://www.iotc.org/sites/default/files/documents/data/Form_3FA.zip
http://www.iotc.org/sites/default/files/documents/data/Form_4SF.zip
Observer Trip Report Templates:
http://www.iotc.org/sites/default/files/documents/compliance/cmm/iotc_cmm_11-04_en.pdf (to be modified to incorporate new templates)
Collection of FAD Management Plans:
http://t.iotc.org/sites/default/files/documents/compliance/report_templates/Res%2013%2008%20%20GUIDELINES%20PREPARATION%20ANCHORED%20AFAD%20MGT%20PLANS%20%5BE%5D.docx
http://t.iotc.org/sites/default/files/documents/compliance/report_templates/Res%2013%2008%20%20GUIDELINES%20PREPARATION%20DRIFTING%20DFAD%20MGT%20PLANS%20%5BE%5D.docx
Database: In use: MS SQL Server 2003 (IOTDB) and MS Access 2007 (Fishing craft statistics); New database under
construction: MS SQL Server 2008 (Statistics); MSSQL Server 2012 (Regional Observer Scheme; in prep.)
Documentation: Yes (new database only).
Procedures: Data input (MS Access; VBA; MSSQL T-SQL scripts); Reports (MSSQL views and procedures, R for maps);
Related databases and procedures: Several procedures are used to generate datasets for the IOTC Web Page and
preparation of data for the assessments of IOTC species. They include: Preparation of flat tables (nominal catch and
catch-and-effort) to be displayed in the IOTC Web Page (including Nominal catch and fishing craft online querying
facility); Preparation of datasets for the meetings, including data for stock assessment; preparation of datasets,
figures (maps) and charts for IOTC reports.
Work required: Finalizing work on new IOTC Database; assist transfer of data from previous to new database;
integration of ROS database; integration of procedures for the preparation of flat tables (Web Page), datasets for
stock assessment, and reports for IOTC meetings (compliance and science).
Socio-Economic data
Information on fish prices and collection of socio-economic indicators for the fisheries in each CPC. To date, the IOTC
has not agreed on the type of information that shall be reported. The IOTC Secretariat has only compiled information
on fish market prices so far.
Reference: https://www.iotc.org/data/reporting-data-iotc
Reporting template for fish market prices:
http://www.iotc.org/sites/default/files/documents/data/Form_7PR.zip
Database: In use: MS SQL Server 2003 (IOTDB); New database under construction: MS SQL Server 2008 (Statistics)
Documentation: Yes (new database only).
Procedures: None.
Related databases and procedures: None.
Work required: The current database contains only one Table on fish prices; need to extend the database to
incorporate more socio-economic indicators, as agreed by the Commission.