Service Provision for MOE Activities; Music Festivals Trainer - TERMS OF REFERENCE (TOR)

1. Background

Jonathan Gloag Academy is a leading primary school in Nairobi committed to holistic education through academic excellence, character development, and co-curricular engagement. As part of our annual school programme, JGA participates in the Kenya Music Festivals in second term.

To prepare our pupils for these competitions, the school seeks the services of qualified and experienced Music Festival Trainers to do the scripts, coach, mentor, and prepare student teams for participation at zonal, county, regional, and national levels.

2. Purpose of the Assignment

The purpose of this engagement is to provide specialized scripting, training, choreography, production guidance, and festival-standard performance preparation for pupils participating in the Music Festivals. Trainers will work closely with the school to ensure high-quality, competitive presentations aligned with festival rules.

3. Scope of Work

The service provider will be expected to:

·        Select or develop appropriate festival pieces (choral, instrumental, solo, folk songs, elocution items, etc.) following festival guidelines.

·        Train pupils in vocals, instrumentation, harmony, rhythm, diction, and stage presentation.

·        Arrange music compositions as needed for performance enhancement.

·        Guide pronunciation, pitch control, musical expression, and performance etiquette.

·        Conduct regular rehearsals and offer feedback for continuous improvement.

·        Advise the school on costumes, instruments, and necessary performance materials.

·        Prepare teams for adjudication standards at all levels.

4. Deliverables

The trainer is expected to produce:

·        Well-prepared and performance-ready festival items for all the sections; Pre-primary, Lower Primary, Middle Primary and JSS.

·        Weekly or bi-weekly progress updates to the school administration.

·        A complete rehearsal schedule shared at the start of the training Programme.

·        Successful participation of trained teams in zonal, county, regional, and/or national competitions.

·        A brief end-of-season report highlighting achievements, challenges, and recommendations for the next festival cycle.

5. Duration of Assignment

The assignment will run for the 2025 festival season, commencing May and concluding at the end of the festival calendar in August (depending on Ministry of Education scheduling). The duration may vary based on festival progression and school needs.

Renewal or extension may be considered based on performance and availability.

6. Reporting & Supervision

·        Trainers will report directly to the School Administrator and/or Co-Curricular Activities Coordinator.

·        Weekly check-ins and performance reviews will be conducted.

·        Trainers must collaborate effectively with class teachers, the sections’ training team, and management.

7. Qualification Requirements

·        Proven experience coaching teams for the Kenya National Drama or Music Festivals up to national level.

·        Strong understanding of festival rules, judging criteria, and current themes.

·        Demonstrated ability to work with primary school children with patience and professionalism.

·        Excellent communication, choreography, teaching, or musical arrangement skills.

·        A positive reputation and strong ethical conduct in working with minors.

8. Child Protection & Safeguarding

Jonathan Gloag Academy prioritizes child safety.

The trainers must:

1.      Adhere to the JGA Child Protection Policy.

2.      Maintain professionalism and appropriate boundaries at all times.

3.      Undergo any background checks or vetting required by the school.

4.      Report safeguarding concerns immediately to the designated safeguarding officer.

9. Payment Terms

Payment will be based on a mutually agreed contract or fee structure.

Payment may be scheduled monthly or per milestone (e.g. script work- zones → county → region → nationals).

All payments are subject to statutory deductions as applicable under Kenyan law.

10. Roles of Jonathan Gloag Academy

The school will:

·        Provide training and rehearsal space, time, and administrative support.

·        Purchase or provide costumes, backdrops, props, instruments, and materials as agreed and manpower for loading and setting them up on and from the stage.

·        Ensure pupil availability for scheduled training sessions.

·        Facilitate communication between trainers, teachers, and parents.

11. Application Process (Max 2 pages)

Interested trainers should submit:

·        A brief proposal or expression of interest.

·        A portfolio or record of previous festival achievements.

·        Your fee / charges

·        A rehearsal plan.

·        At least two references from previous schools or institutions

·        Your availability

·        Applications should be done through info@jga.ac.ke  (Heading – Drama Festival Trainer)

12. Confidentiality

All scripts, compositions, materials, and student information must remain confidential and may not be shared or reproduced without written consent from the school.

13. Termination

Either party may terminate the contract with written notice (timeline to be stated in the contract), subject to review of obligations performed to date. Breach of child safeguarding protocols will result in immediate termination.