Terms of Reference (ToR) Consultancy for Updating of Organizational Operational Manuals – Somali Regional State Of Ethiopia

Ethiopia Somali Development association is (ESDA) is membership based community owned local Development Association,  the organization was established to support the humanitarian and development endeavors of the people of Somali Region in the areas of basic health, basic education, water and sanitation, livestock, basic skill training, peace building, food security and livelihood, NFI, protection and other related development activities, through community participation by mobilizing resources from members, diaspora communities, supporters, donors and other income generating sources towards the improvement of the lives of the people of Somali regional state through sustainable integrated community based development programs. ESDA is a community-based membership organization. Its’ members are from all parts of society in and outside the region who are interested in the mission of ESDA. In order to perform and implement its initiatives effectively, the association organizes its members and manages its development activities.

Introduction

To strengthen its organizational systems, the association had developed several organizational manuals with a view to putting in place organizational systems that enable it to manage its finance, human resources, procurement, and programmatic activities as of April 12, 2012. As time passes, now is the time to update and modernize organizational systems, including those manuals that necessitate the review and update of the SDA systems in a manner that suits the current and future demands of the Ethiopia Somali Development Association and its functions. For this purpose, the association seeks a consultancy firm for reviewing, updating, and developing its organizational systems. The Ethiopia Somali Development Association will shortlist only qualified consulting firms that have the required technical capacity.

Purpose

The objective of this consulting service is to review, update, and develop an ESDA system, including a reliable online accounting system that can fulfill the required transparency and an appropriate finance system to advance organizational goals. As well as update the existing manuals, including finance manuals, procurement manuals, HR manuals, M&E manuals, risk matrix manuals, etc. The consultancy service will also update or develop appropriate project or program working tools, including highly standard planning tools (templates), reporting tools, assessment tools, and other important mainstreaming tools like gender policy and do no harm policy. The consultancy service is required to update or develop a private sector fund-raising strategy, an approach that influences Ethiopian private community funds while also engaging the Diaspora in fund-raising. The consultancy service will update and develop ESDA development and humanitarian guidelines in line with national and internal standards. Staff training on all the above policies, guidelines, and tools the overall aim is to improve operational efficiency and effectiveness, contributing to appropriate internal controls, transparency, and accountability to program participants, donors, and stakeholders.

Key tasks of consultancy service

• Update the working systems of the organization, including financial, procurement, and human resource policies, anti-fraud corruption, PSEA, youth protection, child safeguarding; etc.
• Update or develop up-to-date online accounting systems and procurement systems that help ESDA fulfill requirements of transparency and accountability, a reliable system that clearly and easily tracks organization transactions and procurement systems, as well as recruitment systems.
• Update or develop up-to-date project management tools, including planning and reporting tools, monitoring evaluation systems, including handling compliant mechanism systems, and a risk matrix.
• Update/develop the ESDA update and forecasted organogram, suitable to its current demands and future portfolio, including forecasting future expansion of the organization’s scope.
• Update or develop standardized M&E and risk matrixes.
• Update and develop financial tools, reporting tools, monthly, quarterly, and annual budgets, including the master budget, and other necessary tools will be requested to be added to this part.
• The consultancy service is required to update or develop a private sector fund-raising strategy, an approach that influences Ethiopian private community funds while also engaging the Diaspora in fund-raising strategies.
• Develop an online certified accounting system that is reliable, easily managed, and recognized or certified.
• The consultancy service will also Update/Develop, appropriate project or program working tools, including, highly standard planning tools (templates), reporting tools, assessment tools, and other mainstreaming tools like gender policy and do no harm policy.
• The consultancy will also develop additional organizational policies.
• Any other assignment may be added by the association.