Call for Consultant: Development of a Digital Membership Database

TERMS OF REFERENCE

Digitalized Membership Database for TCCIA Tanga

1.0 Background

Rikolto in Tanzania is an international organization with 40 years of experience supporting farmers, traders, consumers, and cities. Globally, Rikolto works to transform food chains by fostering collective action, innovation, and sustainability to ensure food security while protecting the planet.

Through the Inclu-Cities project, Rikolto is strengthening the business ecosystem in Tanga, particularly in the green, circular, and digital sectors. As part of this, Rikolto is supporting the Tanzania Chamber of Commerce, Industry, and Agriculture (TCCIA) – Tanga, a key business development service provider.

To enhance membership management, communication, and service delivery, Rikolto seeks an experienced digital consultant to develop a digitalized membership database for TCCIA Tanga. This system will improve administrative efficiency, provide real-time insights, and ensure seamless engagement with members.

2.0 Scope of Work

The consultant will develop a cloud-based, digital membership database accessible via web browsers and a mobile app. Key tasks include:

✅ System Development

• Design a front-end and back-end database framework.
• Propose a sustainable hosting environment for long-term use.
• Assess current data sources and needs for both TCCIA members and staff.
• Create structured data collection templates for standardized entry (e.g., Member ID, business details, sector, size, registration status).
• Integrate a monitoring system to track service delivery (e.g., training, networking events, advocacy, finance access).

✅ System Features

• Member Dashboard:
  • Account creation, profile updates, and document uploads.
  • GPS location tracking for business premises.
  • Four-level profile activation (TIN, BRELA, NIDA ID, TCCIA verification).
  • Generate invoices, receipts, and membership certificates with QR codes.
  • Sector selection and business description.
  • E-payments for membership fees.
  • Notifications and automated reminders for renewals.
  • Service request and query submission.
• TCCIA Staff Dashboard:
  • Manage and track all members.
  • Automated notifications on renewals and expirations.
  • Lead generation for potential members.
  • Advanced filtering (location, sector, status).
  • Reports and analytics on membership trends.
  • Task assignment for admins and staff.
  • Bulk email and SMS communication.
  • Member service tracking and trend analysis.
  • Data export (Excel, CSV, etc.).

✅ Security & Compliance

• Ensure compliance with Tanzania's Personal Data Protection Act (PDPA).
• Implement encryption protocols for data security.
• Conduct user experience testing and incorporate feedback.
• Provide comprehensive staff training on database usage.

✅ System Implementation

• Prototype testing with selected TCCIA members and staff.
• Migration of existing offline data into the new system.
• Post-launch support (bug fixing, updates) for three months.
• Ensure scalability for future membership growth.

3.0 Expected Deliverables

✔ Inception report (methodology, timeline, work plan).
✔ Fully functional digital membership database (completed within 40 working days).
✔ Final handover report (user guide, hosting details, security keys, admin access).

4.0 Consultant Qualifications & Proposal Requirements

Proposals must be in English and include:

• Demonstrated experience in developing digital membership databases.
• Methodology, work plan, and timeline (max. 40 working days).
• Examples of similar past projects.
• Detailed budget in Tanzanian Shillings (including consultancy fees per day).
• Resumes of key personnel assigned to the project.

5.0 Submission Details

📩 Send proposals to: eastafrica.recruitment@rikolto.org
📅 Deadline: 17th March 2025

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