IT Service Provider

Remuneration:	to be discussed
Location:	Johannesburg
Remote work:	Remote work allowed optional
Job level:	Management (Snr - Executive, 5+ yrs)
Type:	Contract
Company:	CHABAHIVA Trust

Organisation Information  

CHABAHIVA Trust is a responsible social investor that supports HIV programmes, projects, and initiatives with the intention to develop the community. Our goal is to reduce the spread of HIV. We do this by a series of four incremental innovations which are designed to strengthen and offer support to organisations that respond to HIV prevention and care programmes within the communities they operate in. Our investments within these organisations spread across different provinces in South Africa.  

Project Purpose and Scope 

We are seeking an IT service provider to support our IT service desk, establish and integrate an active IT system, including Office 365, and other operating systems (such as our website, Sage, Zero,etc). The service provider must align with our operational needs, particularly for a non-profit organisation (NPO) with budget constraints and a small user base of less than 10 users. 

 
CHABAHIVA Trust currently does not have an IT or internet service provider in place, making this a first-time initiative for the organisation. Therefore, the project will proceed through a series of steps designed to first assess and identify suitable providers and subsequently establish the necessary IT infrastructure. The provider’s role will begin with a needs assessment, proceed through infrastructure setup, and ongoing support. 

The project will follow a five-part process: 

1. Needs Analysis and Proposal - Conduct a comprehensive needs analysis, outlining the current IT requirements for CHABAHIVA Trust (CT). Present an overview to CT management with detailed recommendations for the initial setup, including network requirements. 

1. Service Provider Identification and Approval - Identify potential internet service providers (ISP) and network providers. Present options to CT management, secure approval, and finalise a provider for network services. 

1. Virtual Machine Setup and Server Support - Establish a virtual machine, build an active directory with multiple servers, and implement firewalls. 

1. Office 365 and Operating Systems Configuration - Manage, configure, and support the integration of Office 365 and other essential operating systems. 

1. Help Desk Support on Retainer - Ongoing IT support (15–20 hours per month) for device setup, cybersecurity, network administration, CANVA management (user access, back-up and sync, security and compliance monitoring, troubleshooting), and other associated IT services. 

Timeline 

• Steps 1 and 2 (Needs Analysis and ISP Identification): 5 - 8 business days 

• Step 3 and Step 4 (Virtual Machine and Systems Setup): 10 -15 business days 

• Step 5 (Help Desk Retainer): Starting March 1st, 2025, with conditional ongoing monthly support for 15–20 hours per month 

Budget Requirements 
As CHABAHIVA Trust is a non-profit organisation, budgets are limited, and proposals should account for the non-profit context. Proposals should consider the following costs: 

• Initial setup and configuration costs for the needs analysis, virtual machines, servers, and Office 365 integration 

• Retainer fees for help desk support, including monthly management and maintenance of SharePoint, website, and database within the 15–20 hours per month timeline 

Milestones 

• Project Kick-Off (Mid-December 2024): Begin needs analysis and initiate ISP identification. 

• Steps 1 and 2 Completion (early January 2025): Present analysis and network provider options, with CT management’s approval to proceed. 

• Step 3 Completion (End of January 2025): Virtual machine setup, active directory establishment, and firewall configuration. 

• Step 4 Completion (February 2025): Office 365 and other operating systems fully configured and optimised. 

• Step 5 (Ongoing Monthly Support): Begin monthly help desk support, ensuring a smooth transition and ongoing maintenance starting on completion of step 4.  

Regulatory Requirements 
The provider must ensure compliance with relevant IT and data protection regulations, including: 

• Data Privacy: Adherence to POPIA and other applicable data protection laws for non-profit organisations in South Africa. 

• Cybersecurity Standards: Compliance with cybersecurity best practices, ensuring user data protection and secure access. 

• Cloud Compliance: Conformity with cloud-based IT management and data storage regulations, especially for backup and recovery. 

 
Submission and Agreement Details 

Interested service providers should submit a detailed proposal, including a comprehensive itemised budget, a narrative that outlines the approach, timeline, and scope. 

• Proposal Submission Deadline: November 25th, 2024 

• Service Agreement Duration: Initial 3-month contract, renewable based on performance and service delivery. 

Posted on 25 Oct 12:39, Closing date 25 Nov