CONSIDERATIONS:
- MAR Fund is an organization committed to equity and diversity in the workplace. Our employment policy ensures that all decisions—from recruitment to professional development—are based on merit and individual qualifications. We have a zero-tolerance policy on any form of discrimination or harassment. As an organization working toward the conservation, restoration, and sustainable use of marine and coastal ecosystems in the Mesoamerican Reef, we seek to integrate diverse perspectives and encourage applications from candidates of all backgrounds and sectors to strengthen our mission.
- Proponents are responsible for all costs associated with the preparation and presentation of proposals submitted to MAR Fund for evaluation on the framework of this request for proposals, and therefore there is no obligation on behalf of MAR Fund to cover such costs – either in whole or in part – or to provide any advance or compensation if their proposal is not selected.
- Proponents acknowledge and accept that the preparation of the proposal(s) does not constitute a financial obligation on behalf of MAR Fund, and therefore the economic and financial responsibility for the preparation of the proposal(s) is exclusive of the proponent(s), regardless of the selection process outcome.
- The selection process will be carried out in accordance with MAR Fund’s internal evaluation guidelines and the result will be final.
- Only applicants who advance to the next stage of the selection process will be contacted, and due to the number of applications, MAR Fund will not provide feedback to applicants.
Terms of Reference for
Mesoamerican Reef Fund (MAR Fund)
Consultancy for Zoho-Based Digitalization and Operational Integration
1. Background
The Mesoamerican Reef Fund (MAR Fund) is a regional, private environmental fund supporting protection of the Mesoamerican Reef ecoregion shared by Mexico, Belize, Guatemala and Honduras. Its mission is to seek, secure and facilitate regional funding, foster partnerships and drive capacity building for conservation, restoration, and sustainable use of marine and coastal ecosystems. The MAR Fund Board comprises founding funds, the Central American Commission on Environment and Development (CCAD), conservation experts from participating countries, and international collaborators.
MAR Fund is registered in the United States as a tax-exempt charitable organization with a chapter in Guatemala City since August 2014. Over 20 years, it has raised US$46.1 million in project funding, US$14.3 million in sinking funds, and manages an endowment of US$37.6 million as of December 2025. The Fund executes its mission through five programs: Saving our protected areas; Fishing for the future; Climate change; Clean water for the Reef; and Blue and regenerative economy.
MAR Fund is undergoing digital transformation and has selected Zoho software as its preferred solution, with mapping and prioritization of all internal processes completed.
2. Objective of the Consultancy
To serve as the primary technical lead for the design, configuration, and deployment of a comprehensive Zoho-based digital system for MAR Fund, working under a knowledge transfer model with strategic mentorship from Costa Rica por Siempre (CRxS).
3. Scope of Work
The IT Consultant will be the primary lead for technical execution and digitalization. Key responsibilities include:
- Analyze and understand MAR Fund procedures
- Analyze and optimize current workflows for digital migration
- Configure Zoho applications according to functional blueprints
- Ensure user-friendly interface and seamless system integration
- Support change management and staff training
The final objective is an integrated ecosystem that enhances efficiency, promotes transparency, and enables data-driven decision-making.
Prioritized processes to be digitalized:
I. Grantees projects follow up (Project Cycle)
- Reception of proposals (except SGP and special projects)
- Link current SGP and Phase III project platforms to Zoho
- Grant agreements, grant letter, collaboration or administration agreements elaboration and signature
- Project monitoring:
- Reception of technical, financial and ESMS reports
- Review and approval of reports
- Interim follow up calls
- Field visits (technical, financial and ESMS compliance)
- Preparation and approval of requests for disbursements
- Modification requests revision and approval
- Project closing:
- Closing letter
- Termination of agreements
- Implementation of projects’ final evaluation
II. Follow up of Consultancies:
- Contract elaboration and signature
- Product revision and approval
- Payment requests
- Requests for modifications
- Closing of consultancies/cancellation of contracts
- Consultants’ database register recommended and not recommended consultants
III. Donor budgets implementation:
- Link to expenditures from administration platform (Odoo) to show budget implementation per donor
IV. Indicator:
- Compilation of information from grantee technical reports
4. Methodology
The IT Consultant is expected to follow a participatory, phased approach, collaborating closely with MAR Fund staff and actively participating in advisory sessions with CRxS. CRxS will not be responsible for technical development, system configuration, coding, or integrations.
a) Assessment and Process Understanding
- Conduct in-depth review of MAR Fund internal processes previously mapped and prioritized
- Review existing platforms to assess connection to Zoho
- Lead working sessions with administrative and technical directors to clarify workflows and identify pain points
- Document findings and refine process maps
b) Strategic Alignment and Mentorship with CRxS
- Work closely with CRxS to align on digital transformation strategy
- Participate in coordination meetings to share progress and validate key decisions
- Ensure consistency with existing Zoho-based solutions
c) Zoho Configuration, Development and Integration
- Execute technical setup, configuration, and customization of Zoho applications
- Perform technical integration of existing platforms into the new Zoho ecosystem
- Conduct iterative testing phases with MAR Fund stakeholders
d) Training MAR Fund Key Staff
- Design and deliver tailored training sessions for staff based on their roles
- Develop comprehensive user manuals and technical documentation
5. Deliverables
i. Detailed Work Plan and Process Validation:
- Document refining previously mapped workflows with timeline for development
- General map of institutional processes including functional process diagrams (BPMN or flowcharts), role and responsibility diagrams (Swimlane diagrams), and process lifecycle diagrams
- Data model (Entity–Relationship Model) including definition of relationships, cardinalities, data normalization review, and institutional data dictionary
ii. Fully Configured Zoho System:
- Development, configuration, and customization of Zoho modules covering all prioritized processes
- Functional and technical architecture of the Zoho solution including integration diagram between Zoho, Odoo, and existing platforms; design of standard and customized modules; definition of users, roles, profiles, and permissions; documentation of business rules, validations, dependencies, and design rules; definition of workflows, automations, Blueprints, and approval processes
- Data migration strategy and testing plan for ingestion of existing data
iii. Testing and QA Log: Documentation of iterative testing phases with MAR Fund stakeholders, including troubleshooting and adjustments based on feedback and CRxS’s technical validation.
iv. Training and Documentation: Comprehensive user manuals, technical documentation, and tailored training sessions for MAR Fund staff.
6. Supervision and Coordination
- Technical implementation: Responsibility for implementation, day-to-day execution, and technical troubleshooting remains entirely with the IT Consultant. MAR Fund Technical and Administrative directors will follow up the implementation.
- Technical validation: CRxS will act as a strategic mentor, providing non-binding strategic and functional feedback via periodic “Quality Assurance” (QA) sign-offs.
- Final approval: The Executive Director of MAR Fund will provide final approval for all deliverables based on technical recommendations from both the Technical Director and CRxS.
- Logistics & licensing: MAR Fund will provide necessary Zoho platform licenses. The IT Consultant will advise on specific license types and modules needed.
7. Duration
The consultancy is expected to be completed within six months, with specific deadlines for key deliverables to be agreed upon at the start of the project.
8. Meeting Modality (Mentorship with CRxS)
The IT consultant must commit to attending periodic mentorship sessions. The final schedule will be agreed upon, choosing between:
- Option 1: Biweekly meetings of 2 hours (12 sessions total) for strategic follow-up, progress review, and milestone validation
- Option 2: Weekly meetings of 1 hour (24 sessions total) for continuous mentorship, follow-up, and functional guidance
Both options represent approximately 24 hours of total estimated mentorship engagement time over 6 months. The final meeting schedule will be agreed upon by both parties at the beginning of the mentorship.
9. Place of Work
All work will be virtual.
10. Confidentiality and Copyright
10.1 Confidentiality: The IT Consultant commits to carrying out assigned tasks with the highest standards and ethical considerations. MAR Fund reserves the right to instruct the IT Consultant on information requiring confidentiality.
10.2 Copyright: MAR Fund holds the copyright to the products generated through this mentorship.
11. Key Qualifications
- Education: Degree in Computer Science, Systems Engineering, IT, or a related field
- Zoho Expertise: Experience designing, configuring, and deploying Zoho applications
- System Integration: Experience integrating legacy systems and external platforms (such as Odoo) using APIs
- Process Analysis: Strong skills in mapping, optimizing, and digitizing manual workflows
- Training & Documentation: Experience developing technical manuals and delivering user training
- Collaborative Model: Ability to work under a strategic mentorship and knowledge transfer framework
- Language Proficiency: Fully bilingual in English and Spanish with strong written skills
- Sector Experience (Preferred): Familiarity with NGO operations, grant management, and project cycles
12. Documentation Required
- Curriculum Vitae (CV): Detailed resume showing relevant Zoho and IT experience
- Technical & Financial Proposal: A clear document outlining the development methodology, timeline, and budget
- Professional References: At least three verifiable contacts from similar Zoho or system integration projects
- Portfolio (Optional but recommended): Brief examples or case studies of previous Zoho implementations
13. Application Deadline
Send your application and documents described in Section 12 to Judith Morales, jmorales@marfund.org and Patricia Cabrera, pcabrera@marfund.org no later than September 11, 2026.