Terms of Reference: Information Management Consultant for NGO's Office 365 platform

BACKGROUND

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath through the implementation of unarmed civilian protection programming. NP implements programming through the deployment of civilian protection teams to the field and is continuing to scale up to meet the growing needs in the communities we serve. Programming is founded on unarmed civilian protection and is thematically focused on protection in displacement, child protection, gender-based violence protection, inter-communal violence reduction, social cohesion and civic engagement.

NP is committed to improving its digital capacities to improve information management, data security and communications across its global teams. One of the tools used is Office 365.  NP is seeking an Information Management Consultant to help ensure that the Office 365 platform is adapted to NP and is used effectively and efficiently to meet the organization's information management needs.

SCOPE OF WORK

The Information Management Consultant will be responsible for the following tasks:

1. Conduct a review of the NP's current use of Office 365, including the creation, storage, and sharing of information.
2. Explore the co-functionality that is in use and identify areas for improvement with the other digital tools that NP uses (Salesforce, BambooHR and QuickBooks Accounting)
3. Identify any gaps or areas for improvement in terms of information management and internal communication practices and develop recommendations to address them.
4. Develop a comprehensive information management strategy for the NP's Office 365 platform, including policies, procedures, and guidelines for the creation, classification, storage, retention, and disposal of information.
5. Customize Office 365’s landing page for consistency across the organization.
6. Develop training materials and provide guidance to staff on the use of Office 365 tools and features for information management.
7. Develop and implement a monitoring and evaluation framework to assess the effectiveness of the information management strategy and identify opportunities for further improvement.
8. Provide regular progress reports to the operations team and other relevant stakeholders.

DELIVERABLES

The Information Management Consultant will be responsible for delivering the following:

1. A report on the NP's current use of Office 365, including an analysis of information management practices and recommendations for improvement.
2. A comprehensive information management strategy for the NGO's Office 365 platform, including policies, procedures, and guidelines for the creation, classification, storage, retention, and disposal of information.
3. Training materials and guidance for staff on the use of Office 365 tools and features for information management.
4. A monitoring and evaluation framework for assessing the effectiveness of the information management strategy.
5. Progress reports on the implementation of the information management strategy.

TIMELINE

The Information Management Consultant will be expected to complete the work within a maximum of 4 months, with the following timeline:

• Conduct a review of the NGO's current use of Office 365 and develop recommendations (1 month)
• Develop the information management strategy and training materials (2 months)
• Implement the information management strategy and monitoring framework (1 month)

BUDGET

The NGO is inviting proposals for the Information Management Consultant's services and is interested in receiving budgetary estimates that include all expenses related to travel, accommodation, and other costs associated with the assignment.

REPORTING

The Information Management Consultant will report to the Executive Director and other relevant stakeholders, including the organization's management team. Progress reports will be provided on a regular basis throughout the assignment.

QUALIFICATIONS

• Experience with Office 365: Strong knowledge and experience with Office 365 and its various components such as SharePoint Online, Teams, OneDrive, Exchange Online, Power Automate, and Power Apps are essential. Familiarity with Office 365 security and compliance features is also important.
• Information Management: Expertise in information management principles, including data governance, records management, information architecture, and information lifecycle management, is crucial. Understanding how to apply these principles within the context of Office 365 is essential for effective implementation.
• Demonstrated proficiency in project management methodologies and tools. Project management certifications like Project Management Professional (PMP) can be an advantage.
• Strong technical skills related to Office 365 administration, configuration, and customization.
• Excellent communication, presentation, and interpersonal skills.
• Relevant certifications from Microsoft, such as Microsoft 365 Certified: Enterprise Administrator Expert or Microsoft 365 Certified: Teamwork Administrator Associate, can demonstrate your proficiency in Office 365 technologies.
• NGO Experience: Familiarity with the unique challenges and requirements of NGOs is an advantage.
• Ability to interact confidently and effectively with colleagues and external contacts in verbal and written English, other language skills are a significant advantage

HOW TO APPLY

Consultants and companies meeting the above requirements are requested to visit our website and apply with:

• Letter of Interest and Submission of the Proposal
• A detailed technical proposal clearly demonstrating a thorough understanding of this TOR and including but not limited to the following:
  • Consultant/Company Profile
  • Description of the Methodology and Sample Size Determination
  • Demonstrated previous experience in similar assignments and qualifications outlined in this TOR (provide 2-3 sample work)
  • Proposed data management plan
  • Study work plan
  • Team composition and level of effort of each proposed team member (include CVs of each team member)
• A financial proposal with a detailed breakdown of costs
• Incomplete proposals will not be considered
• This call for proposals will be open until 30 June 2023.
• Candidates may be selected before the closing date, apply early

SPECIAL NOTICE

Nonviolent Peaceforce is committed to achieving 50/50 gender balance in its staff at all levels. Female candidates are strongly encouraged to apply for this position. However, all qualified applicants regardless of their gender, race, disability, sexual orientation, or age, will be considered for this opportunity.

Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, beneficiaries, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities, and government guidance and complies with best practices in the Humanitarian and Development sector.

NO FEE

We never ask for payment as part of our selection process, and we always contact candidates via our corporate accounts and platforms. If you are approached for payment, this is likely to be fraudulent. Please check to see whether the role you are interested in is posted on our website.