Terms of Reference (ToR) Consultancy Service to Revise the Bylaw and Strategic Plan of the Ethiopian Veterinary Association (EVA)

Background

The Ethiopian Veterinary Association (EVA) is a professional organization established in 1974 to advance animal health, veterinary education, animal welfare, and public health in Ethiopia. The Association serves as the national voice of veterinary professionals, promoting ethics, capacity building, advocacy, capacity building (continuous professional development), research promotion, and policy engagement.

Over the years, EVA’s scope, developments in national law, international standards, membership growth, change in governance best practices, operating environment, changing socio-economic contexts, evolving public health priorities, and EVA’s evolving strategic priorities have evolved. The Association has identified the need to review and update its existing bylaws and strategic plan to ensure legal compliance, good governance, transparency, accountability, inclusiveness, and operational clarity. Therefore, in order to strengthen its governance, relevance, and strategic positions, EVA seeks a qualified consultant or consultancy firm for revising its bylaws and strategic plan aligning with in national and international standards and practices. EVA’s Bylaw and Strategic Plan (2020–2025) require comprehensive revision to reflect current realities, institutional growth, and recent legal developments.

EVA now invites applications from qualified consultants or firms to review, update, and align its Bylaw and Strategic Plan with contemporary professional, organizational, and legal frameworks.

2. Objective of the Assignment

Overall Objective

To review, update, and produce a revised Bylaw and Strategic Plan to ensure EVA’s relevance, legal compliance, and alignment with the current national and international livestock sector needs for the next five years.

Specific Objectives

• Assess gaps and limitations in the existing EVA Bylaw and Strategic Plan.
• Revise the Bylaw in compliance with the FDRE Civil Society Organizations Proclamation No. 1113/2019 and other relevant laws to ensure organizational efficiency.
• Clarify governance structures, executive board roles, committees, and operational responsibilities of the bylaws.
• Define clear membership categories, rights, obligations, and disciplinary procedures.
• Strengthen regulatory compliance, transparency, accountability, and reporting mechanisms.
• Assess EVA’s current strategic plan to identify gaps, challenges, and areas for improvement.
• Revise a 5 – year the Strategic Plan in alignment with evolving national priorities such as One Health, One Welfare, climate resilience, members’ needs, and professional development.
• Define clear strategic objectives, key result areas, and measurable indicators for monitoring and evaluation.
• Ensure consistency between EVA’s mission, vision, and revised strategic pillars.
• Strengthen governance, member engagement, capacity building, and sustainability strategies
• Integrate cross-cutting themes such as gender, youth engagement, climate resilience, and private sector partnership
• Deliver validated, ready-to-adopt Bylaw and Strategic Plan documents.

3. Scope of Work

The consultant will:

• Review and analyze relevant documents
• Examine the current Bylaw and Strategic Plan.
• Assess compliance with national laws and regulations.
• Benchmark EVA’s structure and strategy against regional and global veterinary associations.
• Conduct SWOT and stakeholder analyses.
• Stakeholder Consultation
• Organize consultations with EVA leadership, regional chapters, government partners, academia, and development stakeholders.
• Collect insights and recommendations to guide revisions.
• Drafting and Revision
• Prepare revised Bylaw covering governance, membership, elections, finance, and ethics.
• Develop an updated Strategic Plan (2025–2030) including vision, mission, strategic objectives, activities, results framework, and M&E plan.
• Incorporate gender, inclusivity, and sustainability considerations.
• Prepare an inception note with proposed approach, work plan, stakeholder engagement plan, and validation schedule.
• Present drafts to EVA management and stakeholders for feedback.
• Incorporate feedback and make ready the documents for Validation and Finalization
• Produce final, formatted Bylaw and Strategic Plan documents ready for approval.

Capacity Building and Handover: Conduct a concise orientation session for the EVA Board and Secretariat to familiarize them with the key provisions of the revised bylaw and strategic plan for their practical implementation— including election procedures, documentation and record-keeping requirements, and disciplinary processes. In addition, formally hand over all related materials, including working documents, stakeholder consultation summaries, and editable source files, to ensure smooth adoption and future use of the updated bylaw.

4. Deliverables and Timeline

Before acceptance, the deliverables will be reviewed by EVA, and feedback will be provided within 5 working days; final payment will be contingent on acceptance of the final deliverables

5. Duration of Assignment

The consultancy will be completed within eight (8) weeks from contract signing.

6. Required Qualifications

For Individual Consultants:

• Master’s degree or above in Veterinary Science, Development studies, Strategic Management, Public Health, Public Administration, Governance, Law, organizational development, or related field.
• Knowledge of Ethiopia’s veterinary sector, livestock policies, professional associations and One Health initiatives.
• At least 10 years of professional experience, including 5 years in organizational development, governance, or strategic planning.
• Proven track record in revising bylaws or developing strategic plans for associations or CSOs.
• Strong understanding of Ethiopian legal and policy frameworks.
• Excellent analytical, facilitation, and writing skills.
• Experience engaging multi-sectoral stakeholders.

For Consulting Firms:

• Valid legal registration and renewed business license.
• Demonstrated experience in institutional development and strategy formulation.
• Team comprising experts in veterinary practice, governance, and strategic planning.
• Evidence of successful completion of similar assignments.

7. Desired competencies

1. Technical competencies

7.1.1. Legal and Governance Expertise

• Strong understanding of organizational bylaws, governance structures, and compliance requirements
• Experience in reviewing and drafting bylaws for professional associations or NGOs
• Familiarity with Ethiopian civil society laws, nonprofit regulations, and professional association frameworks
• Experience with governance reforms, member-based professional associations, and the veterinary/public health sector is desirable

7.1.2. Strategic planning skills

• Proven experience in developing or revising strategic planning, organizational development, or policy formulation for professional associations, NGOs, or sectoral organizations

7.1.3. Veterinary Knowledge

• Understanding of the veterinary profession, veterinary governance, and animal health strategies and policies of Ethiopia
• Knowledge of veterinary sector stakeholders, international organizations, professional standards, ethics, and global veterinary association practices

7.1.4. Facilitation

• Strong facilitation, communication, and negotiation skills (skills in facilitating workshops, consultations, and focus group discussions).
• Demonstrable track record of at least two similar assignments (working experience with professional associations, academic institutions, government agencies, and development partners)

8. Team composition

For those applying on a team basis, the team may include a strategic planning consultant/governance or legal expert, a veterinary policy expert, and an M&E specialist.

8. Reporting and Coordination

The consultant will work closely with the EVA Executive Committee and report directly to the Chief Executive Officer (CEO). Regular progress updates will be provided to the EVA Secretariat.