Title: Consultant – Case Management System

Assignment Duration: maximum 30 days

Assignment Location: Remote with some travel to The Hague to be determined

Period: September 2026 to January 2027

Background

The Dr. Denis Mukwege Foundation (MF) is an international, survivor-centred, rights-based organisation working to change the response to conflict-related sexual violence. We support survivors’ demands for a world where sexual violence as a weapon of war is no longer tolerated, and bears consequences for individual perpetrators and states. We work for a future where survivors receive the holistic care and compensation, they need to rebuild their lives. We create opportunities for survivors to speak out and be heard, and where they can organise to create change, influence policies, and demand justice and accountability. We are working towards a future where sexual violence in conflict is no longer seen as inevitable but is recognised for what it is: a crime that should have serious consequences for both the perpetrators as well as states that tolerate or condone it. We want the international community to draw a red line against wartime sexual violence and strengthen accountability for states and perpetrators. See also www.mukwegefoundation.org.

The Mukwege Foundation (MF) supports survivors of conflict-related sexual violence across four pillars of survivor support — medical care, psychological and psychosocial support, socio-economic reintegration, and legal support and access to justice — inspired by the holistic one-stop model of care developed at Panzi Hospital in Democratic Republic of Congo, by Dr Mukwege and his team.

MF currently has no unified case nor data management system across its country programmes and projects. Data on survivors, services, and programme outcomes is generated, collected and stored, in disparate formats across country and project teams, limiting the ability to track cases longitudinally and generate consolidated reporting and analysis. MF is currently working on strengthening its data-management capacities and processes. To this end, MF is seeking a consultant to help clarify its case management needs and to identify, select, and begin implementing a fit-for-purpose solution, ideally one that fits seamlessly into the organisation’s existing environment, capacities and resources.

Scope of the consultancy

This consultancy has three objectives:

• Clarify and consolidate MF’s case management requirements, drawing on input from The Hague and identified country programmes for roll-out.

• Identify and evaluate existing case management tools suited to MF’s work, and support the selection of a preferred solution, ideally already within MF’s digital operating environment (Microsoft O365).

• Support MF in beginning to implement the selected tool, including testing with existing data and preparing for rollout across country programmes and representation offices.

The consultancy runs from September 2026 to January 2027 comprising 30 days of consultant time. Work is organised into three phases. Precise day allocations are indicative and may be adjusted by mutual agreement.

Phase 1: Requirements clarification (approx. 5 days)

The consultant will work with MF staff to develop a clear, shared understanding of what a case management system needs to do. This phase is structured around a series of working sessions and should produce a concise requirements brief that can be taken directly into the evaluation phase.

Activities:

• Introductory sessions with the Management Team, key programme staff and country teams/representatives, to understand MF’s priorities, constraints, and expectations for the system.

• Consultations with the programme teams - including in country teams- to map how cases are currently managed across country offices, what data is collected within each type of project integrating a care-related component, and where gaps or pain points exist.

• Review of any existing data collection tools, forms, or interim systems in use.

• Documentation of technical and operational constraints (connectivity, language, device availability, staff capacity) relevant to system selection and implementation.

• Consolidation of requirements into a brief, prioritised requirements document (essential / preferred / desirable).

Phase 2: Tool identification, evaluation and selection (approx. 5 days)

Drawing on the agreed requirements, the consultant will identify and assess existing off-the-shelf case management tools and support MF in selecting a preferred solution. The evaluation should be evidence-based and documented, drawing on product demonstrations, peer organisation experience, and the consultant's own knowledge of the sector.

Activities:

• Identify candidate tools relevant to GBV, protection, or humanitarian case management in multi-country NGO settings.

• Assess each candidate against MF requirements, including security, user interface, offline capability, multilingual support, multi-site access, and cost.

• Arrange and participate in product demonstrations for shortlisted tools.

• Consult peer organisations (such as UNFPA, UNICEF, UNHCR, or IRC) with relevant implementation experience where useful.

• Present findings to MF and facilitate a selection decision.

Phase 3: Testing and implementation support (approx. 20 days)

Following selection of a tool, the consultant will support MF in configuring, testing, and beginning to implement the system. A practical approach to testing will use existing data to validate the system against real programme structures and case types before live rollout begins.

Activities:

• Support initial system configuration aligned to MF operational/implementation contexts

• Coordinate a testing exercise using historical data to validate the data model, user flows, and reporting outputs.

• Identify and resolve configuration issues arising from testing before live use begins.

• Support rollout in up to 5 identified pilot locations in a sequence to be agreed with the Foundation.

• Provide guidance on staff onboarding and training approach.

• Produce handover documentation to enable MF to continue configuration, administration, and rollout independently.

Expected deliverables

Phase 1:

Requirements brief — a concise document (max 5–8 pages) summarising MF’s case management needs, priorities, and constraints, agreed with the Foundation before Phase 2 begins.

Phase 2:

Options assessment and recommendation — a structured comparative evaluation of shortlisted tools and a clear recommendation, presented to MF management team for decision.

Phase 3:

Testing report — a summary of the testing exercise, issues identified, and resolutions.

Rollout plan — a phased plan for deploying the system across country programmes.

Handover documentation — system configuration guide, data dictionary, user manual, and administrator guidance.

Working arrangements

The consultant will work primarily remotely. A limited number of in-person sessions in The Hague may be anticipated, particularly during Phase 1. Travel costs for any agreed in-person sessions will be reimbursed against receipts in accordance with MF travel and expense policy.

The consultant will report to the Director of Care and Country Programmes, who is the primary contact and decision authority for this engagement. A brief progress update will be shared at the start of each phase. The consultant will have regular check-ins on an agreed-upon schedule at the outset of the assignment.

All data accessed during the engagement, including any historical programme data used for testing, must be handled in accordance with GDPR and MF data protection policy, which the consultant will be required to sign at the outset.

Consultant profile

The Foundation is looking for a consultant or team with:

• Previous training or equivalent experience in information management systems.

• 7+ years experience selecting and implementing case or other information management systems in humanitarian, GBV, or protection contexts.

• Technical knowledge required for system configuration and testing.

• Practical experience with tools used for (SGBV) or other protection-related case management in in NGOs or UN agencies.

• Proven experience to facilitate requirements discussions with both management and operational staff.

• Understanding of data protection requirements applicable to sensitive protection data, including GDPR.

• Capability to work in both English and French is required

How to apply

The deadline for submission is August 23rd 23h59 CET. Proposals should be submitted to vacancies@mukwegefoundation.org and should include a brief technical proposal of up to 5 pages including a short bio(s), examples of previous similar assignments conducted, proposed methodology, timeline and financial proposal. CVs of all team-members or candidates should be annexed.