Consultancy for Migration from Manual Documentation to Digitized Systems and Workflow Procedures

Terms of Reference (ToR)

Position: Consultancy for Migration from Manual Documentation to Digitized Systems and Workflow Procedures

Job Title: Consultant

Post date: 01 Sept 2025

Somali Children Welfare and Rights Watch (SCWRW)

1. Background

Somali Children Welfare and Rights Watch (SCWRW) is a non-profit organization dedicated to promoting the welfare and rights of children in Somalia. To strengthen operational efficiency, accountability, and data management, SCWRW seeks to transition from manual internal documentation to a digitized system with clear workflow procedures.

To achieve this, SCWRW intends to engage qualified consultants with proven experience in supporting NGOs in Somalia to design, digitize, and implement internal documentation systems, including workflow templates for daily and monthly use.

2. Objective of the Assignment

The overall objective is to assist SCWRW to migrate from a manual system to a digital documentation and workflow process that ensures transparency, accountability, and efficiency in internal operations.

Specific objectives include:

1. Assess the current manual documentation and workflow processes within SCWRW.

2. Propose and design a suitable digital system and tools tailored for NGO operations in Somalia.

3. Develop workflow procedures that align with SCWRW’s operational structure.
4. Prepare and provide soft templates for daily and monthly documentation use.

5. Build staff capacity through training and orientation on the newly developed digital system.

3. Scope of Work

The consultants will be required to:

• Conduct a rapid assessment of SCWRW’s existing documentation and workflow processes.

• Recommend appropriate digital tools/software for internal documentation.

• Design and digitize key organizational documents and records.

• Develop soft templates for:
• Daily documentation (petty cash, expense sheets, etc.).

• Monthly documentation (Purchase requisition form, procurement templates, payment requisition, payment voucher etc.).

• Establish a workflow procedure for document review/signing, approval, and archiving.

• Provide training to SCWRW staff on usage and sustainability of the system.

• Deliver an implementation guide/manual for future reference.

4. Deliverables

The consultants are expected to provide the following:

1. Inception Report – outlining methodology, timelines, and tools to be used.

2. Assessment Report – on current manual documentation and recommendations for digitization.
3. Digitized Documentation System – designed and customized for SCWRW.

4. Workflow Procedure Manual – defining steps for documentation review, approval, and filing.
5. Soft Templates – for daily and monthly documentation.
6. Training Sessions – conducted for SCWRW staff.

7. Final Report – summarizing the assignment, lessons learned, and recommendations.

5. Duration of the Assignment

The consultancy is expected to be completed within 1 week from the date of contract signing.

6. Qualifications of the Consultant(s)

Interested consultants/consulting firms should have:

• Proven experience in digitizing NGO documentation and developing workflow procedures in Somalia.

• At least 5 years of experience in IT solutions, organizational systems, or similar assignments.

• Demonstrated ability to design and implement soft templates for NGOs.

• Experience training staff on digital systems and workflow processes.

• Ability to provide at least one reference or samples of similar assignments with other NGOs in Somalia.

7. Proposal Submission Requirements

Interested consultants are requested to submit:

1. Technical Proposal, including:

• Understanding of the assignment.
• Detailed methodology and workplan.
• Examples of similar work done with NGOs in Somalia.

2. Financial Proposal, clearly indicating consultancy fees, software/tool costs (if any), and other expenses.

8. Evaluation Criteria

Proposals will be evaluated based on:

• Proposed methodology and work plan (25%).

• Examples of similar work with NGOs in Somalia (15%).

• Financial competitiveness (15%).

• Extensive work experience and proven record in financial management (15 points)_ü

• Demonstrate experience of having undertaken similar assignments (10 points)

• Good analytical and documentation/report writing skills (10 points)

• Excellent command of oral and written English (10 points)

9. Submission Details

All proposals (technical and financial) should be submitted electronically to:

som.vacancies@scwrw.org

With the subject line: “Consultancy Proposal – Digitization of Documentation and Workflow for SCWRW”

Deadline for submission: 15-Sept-2025

10. Contact Information

For any inquiries regarding this ToR, please contact:

hr@email.scwrw.org

 

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