Consultation offer: Organizational policies and procedures
As part of its national expansion and the deployment of SayaNetwork, Sayaspora is creating a set of structuring documents aimed at consolidating its internal governance and framing its organizational practices.
Whether through stimulating projects like Making your way up, Diaspora Speaking Festival or Culture, Sayaspora’smission is to promote the African diaspora in Canada, which is why we need your help !
Description of the organization
Sayaspora is a Montréal-based non-profit organization that amplifies the voices of young women from the African diaspora in Canada through cultural, media, and community-based projects. Through initiatives such as Making Your Way Up, Conversations d’Impact, and Dialogues de la Diaspora, Sayaspora creates spaces for reflection, creation, and dissemination that foster inclusion, representation, and collective empowerment within marginalized communities.
Position description
As part of its national expansion and the rollout of SayaNetwork, Sayaspora is developing a set of structuring documents to consolidate its internal governance and guide its organizational practices. These frameworks protect the team and network members, ensure the organization's practices remain sound, and support its sustainability beyond the individuals who comprise it.
This call for tenders encompasses four distinct mandates. Consultants may submit a proposal for one, several, or all of the mandates.
The terms of office to be filled
Mandate A: Conflict Management Policy
Rationale: National expansion and the structuring of a multi-provincial network diversify stakeholders and complicate relationships. Without a formalized framework, the risks of internal tensions, misunderstandings between partners, or difficult situations within the community increase.
- Deliverables: A policy covering reporting mechanisms, mediation steps, the roles and responsibilities of the parties, and available remedies. It applies
to internal conflicts (team, volunteers, board of directors) as well as situations
involving members of the organization’s network. - Desired Profile: expertise in human resources, mediation, or governance.
- Delivery Deadline: September 30, 2026.
Mandate B: Social Media Management Policy (Moderation and Combating Online Hate)
Purpose: As a media organization with over 30,000 subscribers, Sayaspora faces concrete challenges related to moderation, protecting its online communities, and combating hate speech targeting racialized women.
- Deliverables: A bilingual policy outlining publishing practices, moderation criteria and procedures, the management of online harassment and hate speech, and the roles and responsibilities of the team and regional ambassadors. The document also serves as a reference tool for SayaNetwork member organizations.
- Desired Profile: Expertise in digital communication, community moderation, or online security.
- Delivery Deadline: September 30, 2026.
Mandate C: Organizational Risk Management Framework
Purpose: As the organization expands its activities nationally and forges new partnerships, it needs a clear understanding of its risks to rigorously manage its growth and demonstrate its maturity to its funders.• Deliverables: A framework identifying strategic, operational, financial, and reputational risks, each with a probability level, impact level, and mitigation measures. It serves as a management tool for the board of directors and senior management.• Required profile: Expertise in risk management, governance, or organizational management.
• Delivery deadline: December 15, 2026.
Mandate D: Organizational Continuity Framework (Departures, Transitions, and Leadership Succession)
Purpose: To ensure Sayaspora’s long-term viability beyond the individuals who comprise it, the organization wishes to protect its institutional memory and limit its vulnerability during personnel changes.- Deliverables: A framework integrating departure and termination procedures (processes, documentation, transfer of responsibilities), procedures for managing transitions between positions, and a succession plan for management positions.
- Desired Profile: Expertise in human resources, governance, or change management.
- Delivery Deadline: March 15, 2027
Common procedure
- Collaboration: each mandate is carried out in connection with the general management of Sayaspora and the affiliated committees.
- Validation—Every document is submitted to the board for approval before distribution.
- Flexibility: consultants can bid on one, several, or all mandates.
Summary of mandates and deadlines
| Mondat | Document | Delivery deadline |
|---|---|---|
| A | Conflict Management Policy | September 30, 2026 |
| B | Social Media Management Policy | September 30, 2026 |
| C | Risk Management Framework organizational | December 15, 2026 |
| D | Organizational Continuity Framework | March 15, 2027 |
Expected content of the proposal
Interested consultants are invited to submit a proposal including the following elements, specifying the mandate(s) in question:
- A presentation of the consultant or firm and their relevant expertise.
- An understanding of the mandate and a proposed methodological approach.
- A project timeline respecting the delivery deadline.
- A detailed fee proposal.
- Two or three references or examples of comparable work.
Criteria for assessing proposals
- Expertise and Experience: Relevance of the profile to the mandate.
- Understanding and Approach: Clarity of the methodology and its suitability to Sayaspora’s needs.
- Contextual Awareness: Understanding of the realities of feminist organizations and women in the African diaspora.
- Timeline: Ability to deliver on time.
- Value for Money: Consistency of the proposed fees.
Submission
Proposals should be submitted via email to djamilla@sayaspora.com. For any questions, you can write to the same address.
Sayaspora thanks the consultants in advance for their interest and attention to this call for tenders.
Apply for a position
Sayaspora strongly invites applications from visible minorities, aboriginals, women and people with disabilities.
