CALL FOR CONSULTANCY SERVICES Development & Installation of an Integrated AI-Powered Database System

The Adult Rape Clinic (ARC) is a leading organization providing comprehensive medico
• legal, psychosocial, and community support services to survivors of sexual and gender
• based violence (SGBV) in Zimbabwe. ARC seeks the services of a qualified consultant or consulting firm to design, develop, and install a robust, AI
• enabled database system that enhances our programmes and finance departments through real
• time reporting, automation, and seamless digital integration.
Objectives of the Consultancy
To establish an integrated, secure, and user
• friendly digital system that:
• Generates real
• time programme and financial reports.
• Supports a chatbot interface to answer frequently asked questions and provide automated support to users.
• Integrates seamlessly with ARC’s official website.
• Includes a client management and appointment booking system for both virtual and physical follow
• up services.
• Is tablet
• compatible to support mobile and outreach data collection.
• Links financial expenditures with programme activities, enabling simultaneous tracking and reporting.

Key Responsibilities:
The consultant will be responsible for:
• Designing and installing a centralized, AI
• powered database for both the programmes and finance units.
• Developing a secure cloud
• based system with mobile and offline functionality.
• Building a smart chatbot to improve user engagement and service delivery.
• Ensuring full integration with ARC’s website for visibility and user interaction.
• Training ARC staff on system use, data protection, and basic troubleshooting.
• Providing technical support for a minimum of six months post
• deployment.
Deliverables
• Functional AI
• integrated database system installed and tested.
• User manuals and training materials.
• Staff training sessions conducted.
• Maintenance and support plan post
• deployment.
• Final consultancy report with documentation and recommendations.

Eligibility Criteria
• Proven Experience in designing and implementing AI
• enhanced database systems for NGOs, health, or development sectors.
• Technical expertise in financial systems integration, chatbot development, and mobile compatibility.
• Strong understanding of NGO programme and finance workflows.
• Demonstrated ability to deliver user
• friendly, secure, and scalable systems.
• At least three traceable from similar projects.
Application Requirements
Interested consultants should submit the following documents:
• Technical proposal (max 7 pages), outlining methodology, system features, implementation plan, and timeline.
• Financial proposal in USD, inclusive of VAT and all related costs.
• CV(s) or company profile, including technical team composition.
• Sample(s) or demos of similar previous work.
• Three contactable from recent or relevant assignments.

The consultant will be responsible for:
• Designing and installing a centralized, AI
• powered database for both the programmes and finance units.
• Developing a secure cloud
• based system with mobile and offline functionality.
• Building a smart chatbot to improve user engagement and service delivery.
• Ensuring full integration with ARC’s website for visibility and user interaction.
• Training ARC staff on system use, data protection, and basic troubleshooting.
• Providing technical support for a minimum of six months post
• deployment.
Deliverables
• Functional AI
• integrated database system installed and tested.
• User manuals and training materials.
• Staff training sessions conducted.
• Maintenance and support plan post
• deployment.
• Final consultancy report with documentation and recommendations.

Deadline for submission: 30 June 2025, 17:00 Central Africa Time (CAT)
Email applications to: arcrecruitment2009@gmail.com
Subject line: Consultancy – AI Database System Development
Only shortlisted candidates will be contacted. Incomplete or late applications will not be considered.