Individual Consultant - Contact Management Consultant

The OPEC Fund for International Development (the OPEC Fund) is a multilateral development finance institution, founded in 1976. The organization was established with a distinct mandate: to drive development, strengthen communities and empower people. The OPEC Fund’s work is people-centered, focusing on financing projects that meet essential needs, such as food, energy, infrastructure, employment (particularly relating to MSMEs), clean water and sanitation, healthcare and education. OPEC Fund’s vision is a world where sustainable development is a reality for all.

The OPEC Fund is the only globally mandated development institution that provides financing from member countries to non-member countries exclusively. The organization works in cooperation with developing country partners and the international development community to stimulate economic growth and social progress in low- and middle-income countries around the world.

Further information about the OPEC Fund can be obtained from its web site: https://opecfund.org/ 

Scope of services

The OPEC Fund is in the process of transitioning to a centralized CRM system (HubSpot) to improve relationship management, contact tracking, and targeted communications. To ensure successful implementation, the OPEC Fund seeks the support of a consultant to design, structure, and populate a contact management database, and to support the organization in using the CRM for mailings and stakeholder engagement.

The purpose of this consultancy is to (i) coordinate with internal departments to collect, clean, and structure contact data for entry into HubSpot, (ii) support the ongoing management and updating of the CRM database, and (iii) assist in planning and executing organizational mailings and communication campaigns using HubSpot.

- Database Development & Data Cleaning

• Work with all departments to gather existing contact lists (Excel, Outlook, external databases, event registrations, etc.)
• Clean, validate, and de-duplicate records
• Create a standardized contact data sheet/template for future use
• Migrate the cleaned data into HubSpot CRM

- CRM Setup & Management

• Configure contact properties, tags, and segmentation in HubSpot
• Establish user guidelines and standard operating procedures (SOPs) for ongoing database management
• Ensure compliance with GDPR and OPEC Fund data protection policies

- Event Mailing Support (OFDF and other high-level events)

• Develop and manage targeted mailing lists for invitation, reminder, and follow-up campaigns
• · Coordinate with the Events and Communications teams to prepare personalized high level invitation and general invitation templates
• Schedule and execute event mailings in HubSpot, including testing, approvals, and dispatch
• Track and report on response rates, registrations, and engagement.
• Provide post-event mailing support (thank-you notes, feedback forms, reporting)

Detailed Outputs of the Assignment

• Initial workplan and standardized contact data sheet
• Clean, validated, and migrated contact database in HubSpot
• Processes and Guidelines for contact data entry, updates, and mailing list management
• Onboarding of departmental focal points
• Final handover package, including database documentation and training for staff

Qualifications and Experience

• The expert should ideally possess a bachelor’s degree in information management, Communications, Business Administration, International Relations, or a related field.
• Equivalent professional experience (minimum 7 years) in CRM systems, contact database management, or stakeholder communications may be considered in lieu of a bachelor’s degree
• Practical experience with contact database management and CRM platforms (HubSpot preferred; Salesforce/Dynamics an advantage)
• Exposure to communications support is desirable, especially in an international or multicultural environment
• Hands-on experience in setting up or maintaining CRM systems, including data entry, cleaning, and validation. Ability to use standardized templates and apply data protection principles (e.g., GDPR)
• Demonstrated ability to respond to internal and external requests efficiently and support event and communications outreach with a service-oriented mindset
• Ability to draft clear, user-friendly data management instructions and provide basic staff guidance or training on CRM/database use
• Knowledge of contact management and event mailing workflows. Awareness of CRM adoption challenges and practical solutions.
• Experience handling sensitive contact information with accuracy and discretion. Strong attention to detail.
• At least 3- 5 years of experience in CRM (HubSpot preferred), database management, communication and/or event support, ideally in an international or intergovernmental setting.
• Ability to work remotely while utilizing the latest technology tools.

Duration and Location of the Services

• Duration: 6 months (with possibility of extension based on needs and performance).
• Location: Vienna-based preferred, with hybrid/remote flexibility.
• Travel: Not required.

The Proposal, as well as all related correspondence exchanged by the Consultants and OPEC Fund, shall be written in English.

Interested consultants should submit proposals by email only to tenders@opecfund.org no later than September 24, 2025 (Central European Summer Time).

Any questions are to be directed to procurement@opecfund.org. All questions submitted to and answers of OPEC Fund will be shared with contractors that have received the request to submit proposal.

For more information visit the OPEC Fund Procurement website under: https://opecfund.org/procurement/bidding