Whether you support the use of AI or not, it is already happening with people using many different tools, and the advance of AI capabilities and their influence across industries including NGOs is inevitable.
I hope you see this article as an encouragement to discuss, explore and learn, not as a reason to pack your bags and look for another job.
This opinion piece aims to shed light on a strategic topic that, while not widely discussed at the moment, will become increasingly relevant in the near future: the roles within NGOs that might be impacted by AI, automation processes, and advanced large language models (LLMs) such as ChatGPT.
1- Grant management and proposal writing roles
AI tools, such as ChatGPT and CoPilot, are already changing the fields of proposal writing and grant management. What used to take hours is now done in minutes. Generative AI tools enhance the writing and editing of proposals and reports and also simplify complex decision-making processes, such as Go-No-Go, proposal planning, grant tracking, and grant/project reviews. By automating routine tasks such as email correspondence, quality assurance, compliance checks, and work item tracking, these tools improve efficiency and add structure to both planning processes and administrative tasks. They not only reduce the workload but also improve efficiency in managing grants as well as sub-grants.
2- Program and project management roles
It’s like having a virtual assistant who can assist with organizing work plans and set timely reminders for key milestones while also offering real-time updates on project progression. Their benefits go well beyond simply managing routine tasks, they actively improve the entire project management process. ChatGPT, as an example, is excellent at drafting detailed project updates and generating comprehensive reports and it could assist with the strategic design of projects, identifying potential risks and recommending effective risk mitigation strategies based on the data analyzed. This integration results in a more streamlined, efficient, and robust approach to managing projects.
Moreover, automation tools can streamline different aspects of project cycle management and can handle data entry, track project expenses and budget forecasts, and even analyze project metrics to provide insights for better decision-making. This level of automation and chatbots not only saves time but also allows program and project managers to focus on more strategic aspects and the quality of their work, possibly allowing more time for field visits.
3- Technical advisors
Technical advisors in the NGO sector who navigate complex frameworks like the IASC standards, operational protocols, the Sphere guidelines, and various policy documents stand to benefit immensely from AI and automation. Imagine integrating the technical policies, SOPs, and guidelines into a chatbot – a virtual assistant equipped with comprehensive technical knowledge at your fingertips.
Put simply, it is a tool that is able to look at the technical aspect of an issue, design new intervention modalities or assess the current one, helping to generate summaries of key messages for a campaign, or perhaps create content for a training session, and even identify an issue with proposed solutions.
I actually look forward to the fact that in the near future IASC or Sphere could deploy a chatbot on their websites. This would greatly benefit everyone seeking guidance from their extensive guidelines and resources.
4- Compliance roles: donor and organizational
Compliance roles in NGOs are key for adding another layer that ensures adherence to donor rules and organizational policies, demanding a high understanding of regulations along with excellent attention to detail. AI significantly aids this by analyzing data, monitoring and evaluating processes, and remaining up to date with regulatory changes, ensuring organizations remain compliant with legal and ethical standards.
In the near future, we can expect to see chatbots become proficient in donor and NGO regulations, swiftly responding to compliance-related inquiries and thereby lightening the daily load for staff working in compliance. These chatbots could interpret funding guidelines and analyze organizational documents to ensure procedures, processes, policies, as well as proposals and reports, align with ethical standards and regulations. They will be capable of more than just text review; they can thoroughly conduct compliance audits, detect potential risks, and recommend mitigation strategies and improvement plans.
The more I consider the extensive applications of such technology, the more apparent it becomes that donors could significantly benefit from incorporating it into their processes and funding models. Integrating AI would not only streamline operations but also optimize many of the procedures that sometimes shift focus onto paperwork rather than the actual work itself.
5- HR roles
AI significantly impacts tasks such as creating job descriptions, terms of reference, job announcements, technical tests, onboarding, career planning, and learning pathways. It will even go beyond that, shaping HR strategy, identifying capacity needs, and drafting capacity-building plans, and possibly finding and long-listing suitable candidates.
I think we should re-evaluate and possibly change our recruitment approach, particularly when it comes to technical tests or the traditional way of assessing candidates, and definitely integrate AI in writing job descriptions, terms of reference, and job announcements as well as using chatbots that have knowledge of our HR manuals, policies, and processes to guide employees.
But what I’m excited about is that I believe AI will help us to reduce bias in our HR and recruitment practices.
6- Partnership management roles
Working as a partnership manager or coordinator with local NGOs often means achieving more with less. ChatGPT and similar AI tools have become an asset for local organizations, empowering them to achieve greater results with limited resources. These tools streamline routine administrative tasks, such as data entry, report generation, email management, proposal writing, and document organization, thereby saving the time and effort that is required to do these. Furthermore, AI-powered analytics provide consortium leaders with insights that aid in strategic decision-making, thereby improving strategic partnership and sub-grant management.
A traditional challenge in partnership roles involves juggling numerous responsibilities across the organizational, strategic, sub-grant, and technical aspects of program management. I believe AI tools and automation will assist both partners and lead organizations in these areas, allowing more time to focus on the alignment and quality of the partnership, as well as the quality of the work itself.
7- Advocacy and communication roles
Generative AI tools like ChatGPT have made tasks in advocacy and communication much easier and it will affect all managers, specialists and coordinators who are working on those. These AI tools can now help with writing, editing and planning communication strategies, messages, and even managing social media or campaigns with less effort.
In translation, AI is also making a big difference. It can quickly translate documents and texts into multiple languages. Most of the time, these translations just need a quick check and minor edits. This makes the whole process faster, shifting the focus from writing initial drafts to simply reviewing them.
These roles are likely to be among the most affected by generative AI, and I believe that, in the near future, possessing skills in AI prompting or having knowledge of automation will become essential for them.
Final thoughts
I believe the majority of NGO roles will be impacted by AI, with those highlighted here poised for significant changes soon. I’m not saying that AI will replace you or suggesting you should start looking for another job. Rather, I encourage you to explore such tools and how to use them. While AI might not replace these roles, it can certainly empower those who hold them.
This journey is about more than just adapting to new technology; it’s about using these advances to improve our effectiveness and capacity to help those in need, thereby making a greater impact in our communities.
But always remember, embracing AI comes with its challenges, including a learning curve and the need to be mindful of data privacy concerns.
