1. Background

Bangladesh Environmental Lawyers Association (BELA) is committed to promoting environmental justice and strengthening institutional governance with a vision of “Community empowerment and protection of the environment, natural resources and environmental rights in a just, equitable and gender sensitive way”. BELA leads efforts to raise awareness of environmental rights and entitlements and empower stakeholders to influence environmental governance through awareness campaigns, training of various stakeholders, initiating and pursuing policy advocacy through multiple modes, and litigation to ensure environmental justice.

Recognizing the need for robust and up-to-date internal policies, lack of clear guidelines, security risk, ensuring efficient, secure and consistent use of technology, BELA intends to develop the Policy and Guidelines of Information and Communications Technology (ICT). ICT manual helps to ensure data security, operational efficiency, and compliance with regulations. The manual will improve productivity, protect confidential data, and ensure responsible use of technology by all staff and volunteers.

2. Objectives

The primary objective is to provide clear, standardized guidelines for all staff and volunteers. This helps to maximize productivity, protect sensitive data, and ensure everyone is on the same page regarding technology use.

2.1. Enhance Operational Efficiency

It should include clear, step-by-step instructions for common tasks, such as how to access the network, use specific software applications, and troubleshoot basic issues. This will reduce the time staff spend figuring out technical problems and minimizes reliance on IT support. By standardizing procedures, the manual will ensure that tasks are completed consistently and accurately.

2.2 Ensure Data Security and Privacy

BELA has to handle sensitive information, including donor data, financial records, and personal details of beneficiaries. A key objective of the manual is to establish and enforce robust security protocols. This includes guidelines on:

• Password management: Creating strong passwords and changing them regularly.
• Data backup and storage: Procedures for backing up critical data and using approved storage solutions.
• Malware protection: Instructions on how to identify and report suspicious emails (phishing scams) and avoid downloading unapproved software.
• Privacy policies: Outlining how to handle and protect confidential information in compliance with relevant regulations.
  

2.3. Promote Responsible Use of Technology

The manual should set clear expectations for the appropriate use of the organization's ICT resources. This helps prevent misuse and potential legal issues. Such as:

• Acceptable Use Policy (AUP): Brief description on the officially considered the acceptable use of the internet, email, and social media on work devices.
• Prohibition of personal use
• Software licensing.

2.4 Standardize and Maintain ICT Infrastructure

This will help to maintain a consistent and well-documented ICT environment. This objective is especially important for future growth. The manual should document:

• Hardware and software inventory: A list of all approved hardware (computers, printers, servers) and software applications.
• Network configuration: Details about the network layout, including Wi-Fi passwords and server access information.
• Maintenance schedules: A plan for routine maintenance and updates to ensure systems run smoothly.

2.5. Facilitate Training and on boarding

The manual will serve as a foundational training tool for new hires and volunteers. It will provide a central resource for them to learn about the organization's technology landscape from day one. It will also act as a reference guide for all staff, helping them to quickly refresh their knowledge whenever needed.

3. Scope of Work

The scope should include, but not be limited to:

• ICT Policy Framework: Outline the principles and goals of the organization's ICT use.
• Hardware and Software Policies: Define guidelines for purchasing, using, and maintaining hardware (computers, printers, etc.) and software (licensing, installation, and approved applications).
• Network and Internet Use: Specify acceptable use policies for the internet, email, and social media. This should include rules on what is considered appropriate and inappropriate content and activities.
• Data Management and Security: Address data privacy, backup procedures, disaster recovery, and the handling of confidential information. This is particularly important for non-profits that handle sensitive client or donor data.
• User Responsibilities: Clearly state the obligations of all staff, volunteers, and users regarding passwords, data protection, and reporting security incidents.
• Support and Maintenance: Explain the process for requesting technical support and the responsibilities of the IT team or designated support staff.
• Training and Onboarding: Outline the training requirements for new and existing users to ensure they understand the manual's contents.

4. Deliverables

• A complete draft of the ICT manual for review.
• A final version of the manual in a specified format (e.g., PDF, editable Word document).
• A training module or presentation for staff and volunteers on the manual.

5. Timeline

• The assignment will be started from December, 2025 to February, 2026.

6. Roles and Responsibilities

• Leading Person of the Assignment: The Coordinator - ICT will be the contact person of this assignment.
• Review and Approval: A team will be formed for reviewing the draft manual. The Executive Committee of BELA will finally review the final manual and approve the manual.
• Consultant/Team: An individual or firm responsible for developing the manual.

7. Evaluation Criteria

• Experience: The consultant's prior experience working with non-profits or developing similar manuals.
• Methodology: The proposed approach for developing the manual, including how they will gather information and ensure it meets the organization's needs.
• Cost: The proposed budget and value for money.

Applications should be submitted by 28 December 2025 to :

Mr. Nondon Chandra Paul
HR & Administrative Officer
Bangladesh Environmental Lawyers Association (BELA)
House 15/A, road 3, Dhanmondi, Dhaka.

Please mention on envelope: ‘RFP for Development of an ICT Manual`