Background information
WILPF is an international membership organisation with Sections, Groups, and international members and partners all over the world and an International Secretariat based in Geneva and in New York.
The International Secretariat handles the registration of international members and keeps a record of the representatives of Sections, Groups, and partners. This is currently done through a number of decentralised databases hosted on different platforms.
The International Secretariat is looking for a consultant or an agency to carry out a feasibility assessment for the purpose of introducing a membership database.
Project overview and objectives
The goal of the project is to conduct a feasibility study for introducing a membership database to support the work of the WILPF Membership team and of the organisation as a whole. The following is a preliminary list of requirements: flexibility and customisation, automation, connection to existing e-payment options and finance software (PowerBI, Office 365), multilayer information with the possibility of segmentation, multilingual, ability to merge information, easy export/print, manageable to keep up to date, accessibility and user-friendliness, security, cloud software with the desktop app and web browser access, EU or Swiss data storage data privacy and data retention (GDPR regulations), optional: event management.
The main objective will be to prepare a study that includes:
- Review, analysis, and assessment of the needs for a membership database by looking at the current databases in use (what type of information is collected and who is collecting), and the shortcoming of the ways membership information is stored and captured.
- Stakeholder consultation a limited number of interviews or focus group discussions with WILPF staff and members to understand the cultural, organisational, or practical obstacles or possibilities of a global membership database
- Recommendations on aspects that a WILPF membership database should have, with examples from other membership organisations. The study should also show how and if the membership database could integrate with the existing CRM in use.
- An assessment matrix that will be used to assess potential software against the needs of the Membership team and the organisation at large.
- A technical comparison of at least three database solutions that would accommodate WILPF’s needs (in terms of features, budget, and skills/training needed). This comparison is to be used by WILPF to determine the selection of a database.
- A plan for WILPF’s transition to a membership database.
Results and output
The main delivery will be a complete feasibility study to present an analysis, recommendations, and solutions for WILPF to introduce a membership database.
Other information
- Reporting line: WILPF Membership Manager
- Location: Remote
- Consultancy duration: Two to three months from the start date.
- Language: English
- Experience The consultant/agency needs to have experience working with content management and customer relationship software for membership organisations, movements, and/or campaigns.
- Type of contract: Service/Consultancy Contract
- Budget: Applicants are invited to submit a budget/quotation within their expression of interest. The expected total budget is 3’000 CHF.
How to Apply
Please send expressions of interest to membership@wilpf.org, which should include the following:
- A cover letter, including commitment to availability for the assignment, and elaboration of previous experience in developing project designs.
- An updated curriculum vitae (CV) of the consultant/consultancy team that clearly states the relevant qualifications and experiences.
- A Technical Proposal that includes a draft outline of how you would go about the assignment, with a draft work plan of implementation with a corresponding timeframe.
- A Financial Proposal that indicates the all-inclusive offer based on daily rate and number of days.
We will be accepting applications on a rolling basis until the consultancy has been filled. Only shortlisted candidates will be contacted.