Call for tenders: Digital Systems Administration support

About NAHNOO

NAHNOO is a registered Lebanese Non-Governmental & Non-Profit Organization. NAHNOO has been working since 2009 as a research, capacity-building and advocacy platform for participatory policymaking, towards an inclusive society in Lebanon. The NGO rallies volunteers across Lebanon and through multidisciplinary and participatory research, capacity-building workshops, and grassroots activities, we provide a platform for youth and professionals to lead the planning and implementation of advocacy campaigns and gain the skills needed to impact policy-making at the local and national levels.

Further info: www.nahnoo.org + Facebook NAHNOO

Objective/purpose of consultancy:

NAHNOO seeks the services of a Digital Systems Administration (DSA) specialist with an IT expertise background to guide the organization in the digital transformation of its administration & operations. The DSA will lay out a clear organizational & institutional digital system to systemize NAHNOO’s resources management & communication processes with the support of appropriate digital tools.

Rationale:

NAHNOO identified missed opportunities hindering its workflow, stemming from gaps in a clear digital system and use of adapted digital tools & platforms:

• The existing process for data organization and content management is not systemized & visualized as per needs.
• Data on beneficiaries & content is decentralized which limits staff access to information and complicates the workflow for community engagement and communication effort.

These internal management challenges affect staff coordination, communication and collaboration (i.e project execution capabilities) with a feeling of overwhelmingness and hinders our reach to large donors to obtain higher funding opportunities.

Therefore, NAHNOO needs:

• Efficient data management system (organizing, filing and archiving) for impact & results of projects & campaigns,
• Staff productivity and efficient working collaboration

End goal of the commissioned work:

• Enhance the capacity of NAHNOO’s staff in using a comprehensive cloud-based digital system for an efficient content management approach
• Enhance the capacity of NAHNOO in reaching donors through adapted data visualization tools

Scope of work, key responsibilities & deliverable

Main scope of work: organize the NGO’s system, data and workflow:

• Strategically integrate a systemized and automized workflow by digitalizing its organizational operations, improving response time and efficiency of operations
• Promote its impact & results through data visualization, automizing dynamic data use and allowing clear communication with beneficiaries, public and funders

Main tasks, as proposed:

Step 1- Set up a workplan and timeline

To select, apply and activate an adapted digital solution and relevant online applications.

Step 2 - Needs assessment & digital solutions evaluation:

2.1 Conduct an assessment of NAHNOO’s digitalization needs per department (programmatic, admin & procurement, communication, financial…) according, but not limited, to:

• Resources management (data, content) through a repository space online for safe filing and archiving
• Centralized knowledge-sharing platform (contacts database etc)
• Project Management
• Visualization and reporting
• Workflow management and resource planning (tasks & deadlines tracking, easy data sharing & access, unified view of work…)

2.2. Based on this assessment, proceed with a comparative research & evaluation of the digital solutions available on the market to identify and select a user-friendly and safe digital management solution most adapted to cater to NAHNOO’s needs.

This includes the necessary supporting tools such as data visualization tools (for maps, contacts, quantitative, qualitative etc) for programmatic and financial use.

The evaluation is presented for with a SWOT analysis and recommendations for NAHNOO to make an informed decision.

Note: Targeted solutions include but are not limited to cloud-based productivity and collaboration platforms (ex: Google Workspace, Microsoft Dynamics 365) and digital operations platforms (ex: mandeplus).

Comparative & selection criteria will be based on:

- Proposed services/modules vs NAHNOO’s identified needs

- Cost-effectiveness for sustainability (capacity to sustain pricing)

- Accessibility to staff members (number of users, editors etc)

- Volume of data

- Back up & storage system

This activity concludes with the subscription to the selected digital solution.

Step 3 - Configure the selected digital solution system

3.1. Support NAHNOO in designing the information architecture and identify the type of content to apply to the selected solution and adapt it to NAHNOO’s organizational and programmatic requirements and data, including for data visualization.

3.2. Develop a user & administration policy with best practices (guidelines for users & standard operating procedures/SOPs for editors), including cyber-security & data protection considerations, and back-up & storage process for efficient use of the platform & tools.

Step 4 – Testing, training & activation of the selected digital solution platform & tools.

4.1 Train around 8 staff members on how to manage the digital solution platform and related application tools. Part of them as editors and another part as users, through a leaning-by-doing approach (workshops/coaching sessions). The training will also tackle the use of data visualization tools.

4.2 During training, test the configured solution with NAHNOO staff and adjust the configuration and SOPs as needed.

The work is done in a collaborative manner with NAHNOO’s staff through a brainstorming & feedback process, integrating the team’s feedback.

The digital system is to be effectively activated by mid-May, 2025

Deliverables

1. Needs assessment & comparative research with recommendations for proposed digital solution
2. Configuration of digital solution system
3. Admin & user policy including cyber security & data protection, back up & storage approach
4. Training on digital solution & tools (with pre-post tests) & chosen tools and subsequent adjustments/corrective actions

Qualifications/level requirements

• Education: University Degree or Certificate in Computer Science, Information Technology and similar related field

• Experience: at least 6 years of past work experience in IT support, networking, or IT project management, and at least 4 years past experience in system administration and infrastructure management.
• Knowledge and Skills:
• Advanced knowledge of system architecture, networking protocols, and virtualization technologies.
• Very good command and experience with ERP systems such as, but not limited to:  ODOO, and cloud platforms like Microsoft 365, Google Workspace, M&EPlus… and visualization tools (e.g Tableau…)
• Proficiency in cloud computing platforms (e.g., Microsoft Azure, AWS…).
• Strong experience with automation tools and scripting
• Deep understanding of database management systems
• Proven expertise in implementing and managing cybersecurity measures
• Language: fluency in both oral and written communication in English and Arabic

• Added value:

• Ability to work on tight deadlines 
• Previous experience with NGOs is a plus

Proposed period of consultancy

To start immediately and lasting till May 31, 2025 (specific dates to be agreed with Consultant).

Selection criteria:

The consultant will be selected based on competitiveness and quality of the technical proposal (CV/ portfolio & quotation). They will be paid upon successful completion and effective integration of the digital solution based on an agreed upon schedule.

Payment method: bank transfer (if other than Blom bank, to note that NAHNOO does not cover bank charges) or cheque to cash.