Request Proposals: AI Adaptation Pilot

Qualifications

• Enterprise‑wide data engineering or full integrations beyond what is necessary to demonstrate value in the pilot
• We welcome proposals from non‑profits and for‑profits
• Experience working with international NGOs/think tanks/mission‑driven organisations
• A track record deploying existing AI tools with appropriate security controls
• Experience establishing governance frameworks for AI use in organisations handling sensitive information
• Understanding of data sensitivity and field‑security considerations in conflict/humanitarian contexts
• Change management experience for AI adoption in complex, mission‑driven organisations
• Ability to work effectively with globally distributed teams
• Consultancy profile and relevant examples
• Approach to delivering on the scope above, including key risks/assumptions
• Proposed budget in U.S. dollars, with pricing model and key milestones
• Team CVs, 2–3 references, and at least one relevant work sample (Examples of work samples include a brief case study (1–2 pages), redacted sample deliverable (eg, architecture note, training guide, rollout plan), and/or 3–5 minute demo link showing similar AI chatbot, knowledge search or writing assistant implementation)

Responsibilities

• The pilot will fast‑track ready‑made tools for high‑priority projects (with training and support) and begin design and pilot of an internal chatbot and knowledge base designed to index all publications and institutional knowledge with appropriate security controls
• Configure and launch a small set of ready‑made tools (for example, custom GPT‑style assistants) for high‑priority projects across a handful of units early in the pilot, with appropriate security controls
• Design and pilot an organisational chatbot and knowledge base, designed to index Crisis Group publications and institutional knowledge with appropriate security and access controls; during the pilot, make a working version available to a small group of users
• Develop governance framework and guidelines integrated throughout the pilot to ensure secure, compliant use of AI tools from the start
• Run short consultations combining staff input with observation of workflows to identify and prioritise additional use cases for inclusion where feasible within the pilot timeline
• Provide essential training and support for pilot participants (eg, fundamentals + role‑specific sessions) with adoption tracking and follow‑up support, and establish governance guardrails for safe internal use
• Document outcomes, risks and a practical roadmap, with options for extension beyond the pilot
• Short discovery brief and workplan
• Assistants live for pilot users early in the pilot; brief usage guides; short training sessions; ongoing iteration during the pilot
• Knowledge base and organisational chatbot design and initial deployment (scope and architecture sized to the pilot)
• Governance framework covering data classification, access controls, output guidelines, and compliance considerations (GDPR, data privacy laws)
• Training sessions and quick‑reference materials for pilot users, plus adoption metrics framework
• Final pilot report with recommendations and an extension/scaling plan including resource requirements and timeline for full organisational adoption
• Expertise building internal knowledge systems for staff use
• Up to five (5) pages (excluding annexes)
• High‑level workplan for the pilot period
• Submit proposals by 17 December 2025

Full Description

Position: Request for Proposals: AI Adaptation Pilot Support

REQUEST FOR PROPOSALS INTERNATIONAL CRISIS GROUP — AI ADAPTATION PILOT SUPPORT Summary

International Crisis Group invites proposals from non‑profit and for‑profit firms for a time‑bounded pilot to accelerate practical AI use.

The pilot will fast‑track ready‑made tools for high‑priority projects (with training and support) and begin design and pilot of an internal chatbot and knowledge base designed to index all publications and institutional knowledge with appropriate security controls.

Key dates:

Proposals due 17 December 2025; selection in early January 2026; kick‑off as soon as possible; initial pilot three months, extendable.

Project overview and key objectives Objectives (pilot period):

• Configure and launch a small set of ready‑made tools (for example, custom GPT‑style assistants) for high‑priority projects across a handful of units early in the pilot, with appropriate security controls.

• Design and pilot an organisational chatbot and knowledge base, designed to index Crisis Group publications and institutional knowledge with appropriate security and access controls; during the pilot, make a working version available to a small group of users.

• Develop governance framework and guidelines integrated throughout the pilot to ensure secure, compliant use of AI tools from the start.

• Run short consultations combining staff input with observation of workflows to identify and prioritise additional use cases for inclusion where feasible within the pilot timeline.

• Provide essential training and support for pilot participants (eg, fundamentals + role‑specific sessions) with adoption tracking and follow‑up support, and establish governance guardrails for safe internal use.

• Document outcomes, risks and a practical roadmap, with options for extension beyond the pilot.

Deliverables (indicative):

• Short discovery brief and workplan.

• Assistants live for pilot users early in the pilot; brief usage guides; short training sessions; ongoing iteration during the pilot.

• Knowledge base and organisational chatbot design and initial deployment (scope and architecture sized to the pilot).

• Governance framework covering data classification, access controls, output guidelines, and compliance considerations (GDPR, data privacy laws).

• Training sessions and quick‑reference materials for pilot users, plus adoption metrics framework.

• Final pilot report with recommendations and an extension/scaling plan including resource requirements and timeline for full organisational adoption.

Out of scope (pilot):

Enterprise‑wide data engineering or full integrations beyond what is necessary to demonstrate value in the pilot.

Eligibility and desired experience

We welcome proposals from non‑profits and for‑profits

. The ideal partner will demonstrate:

• Experience working with international NGOs/think tanks/mission‑driven organisations.

• A track record deploying existing AI tools with appropriate security controls.

• Expertise building internal knowledge systems for staff use.

• Experience establishing governance frameworks for AI use in organisations handling sensitive information.

• Understanding of data sensitivity and field‑security considerations in conflict/humanitarian contexts.

• Change management experience for AI adoption in complex, mission‑driven organisations.

• Ability to work effectively with globally distributed teams.

Proposal format, budget & evaluation Main proposal length:

Up to five (5) pages (excluding annexes).

Required contents:

• Consultancy profile and relevant examples.

• Approach to delivering on the scope above, including key risks/assumptions.

• High‑level workplan for the pilot period.

• Proposed budget in U.S. dollars, with pricing model and key milestones.

Annexes (not counted toward page limit):

Team CVs, 2–3 references, and at least one relevant work sample (Examples of work samples include a brief case study (1–2 pages), redacted sample deliverable (eg, architecture note, training guide, rollout plan), and/or 3–5 minute demo link showing similar AI chatbot, knowledge search or writing assistant implementation).

Shortlisting:

Based on written proposals, Crisis Group will invite a shortlist to interviews.

Submission instructions & timeline

• Submit proposals by 17 December 2025.

• We aim to select in early January 2026 and kick off as soon as possible.

• Questions may be sent to hr.

Please note that responses may be shared with all bidders at our discretion.

Frequently Asked Questions (FAQs)

For more information about the application process, please refer to the FAQs.

About Crisis Group

For more about Crisis Group and our work, visit (Use the "Apply for this Job" box below)..

#J-18808-Ljbffr