Terms of Reference (ToR) for Consultant: Integration of Webmail to MS Outlook at TIMRAN, Ethiopia

Terms of Reference (ToR) for Consultant: Integration of Webmail to MS Outlook

Project Title: Strengthening Women’s Participation in Peace Processes and Policy Advocacy in Ethiopia

Number of Positions: 1

Implementing Partner: TIMRAN

Time period: February 17, 2025 – February 28, 2025

Background

TIMRAN is committed to enhancing its communication infrastructure to improve advocacy, visibility, information retention, and professional engagement with partners. A key component of this effort is integrating the organization’s webmail system with Microsoft Outlook, which will streamline communication, facilitate easier email tracking, and provide a secure and professional environment for interactions with internal and external stakeholders.

By improving its communication infrastructure, TIMRAN aims to strengthen its advocacy efforts, ensure efficient information management, and foster stronger relationships with partners, donors, and collaborators. The integration of webmail with MS Outlook will enhance operational efficiency, reduce communication errors, and improve the security and organization of email management.

To achieve this, TIMRAN seeks to engage a qualified IT Consultant to lead the integration of its webmail system with MS Outlook and provide technical support for sustainable implementation.

Objective

The primary objective of this consultancy is to successfully integrate TIMRAN’s webmail system with MS Outlook, ensuring seamless communication, improved email management, and enhanced security for organizational correspondence.

 

Scope of Work

The consultant will be responsible for the following tasks:

• Conduct an assessment of TIMRAN’s current email system and its compatibility with MS Outlook.
• Develop and implement a step-by-step migration plan for webmail-to-Outlook integration.
• Configure email accounts, security settings, and synchronization features to ensure a smooth transition.
• Establish a data backup and recovery plan to prevent loss of critical information.

Deliverables

• Assessment Report – Overview of TIMRAN’s current email system and integration strategy.
• Migration Plan – Detailed roadmap for integrating webmail to MS Outlook.
• Integration Completion – Fully configured MS Outlook accounts for all designated users.
• Customization and Optimization – Signature, templates and filters Setup
• Training Sessions – At least one training session for TIMRAN staff to familiarize with the new Outlook setup, covering key features and tips for efficient usage.
• Ongoing Maintenance and Support – Providing troubleshooting assistance for a specified period post-webmail system with MS Outlook integration.
• Final Report – A summary of activities, challenges, solutions, and recommendations.

Duration

The consultancy will take place between February 17, 2025, and February 21, 2025. The consultant is expected to complete all deliverables within this timeframe.

Safeguarding and Ethics

• TIMRAN is committed to ensuring a safe and professional work environment. The consultant must adhere to TIMRAN’s safeguarding policies, including data protection and ethical IT practices.

Qualifications and Experience

The ideal consultant should have the following qualifications:

• A degree in Information Technology, Computer Science, or a related field.
• Proven experience in email system integration, preferably with MS Outlook and enterprise webmail systems for minimum of three years.
• Strong understanding of email security protocols, data backup strategies, and IT best practices.
• Experience in training and capacity-building for non-technical users.
• Advanced experience in Microsoft Office – (MS Word, MS Power Point, MS Excel).
• Ability to troubleshoot and resolve technical issues efficiently.
• Excellent communication and documentation skills.