Consultant to Develop Internal Rules of Procedure for CECOE’s Board and Design an Advisory Committee Concept Note

Terms of Reference (ToR)

Consultant to Develop Internal Rules of Procedure for CECOE’s Board and Design an Advisory Committee Concept Note

Background

The Coalition of Ethiopian Civil Society Organizations for Elections (CECOE) is a Coalition of over 180 civil society organizations (CSOs) engaged in the areas of elections, human rights, and democratic governance. Registered under Ethiopia’s Civil Society Organizations Proclamation No. 1113/2019, CECOE has played a pivotal role in election observation, civic and voter education, electoral advocacy, and inclusive political participation.

CECOE has observed the 6th general elections of Ethiopia and regional referendums in Sidama, South West Ethiopia Peoples’ Region, South Ethiopia, and the Wolaita Zone rerun. It has undertaken robust advocacy, including the “I Vote” digital campaign, and contributed to the legal reform process in the electoral space. CECOE is also committed to inclusive participation by targeting women, persons with disabilities (PWDs), and internally displaced persons (IDPs).

As CECOE grows in influence and scope, there is a need to strengthen its governance structure, particularly the Board’s operational framework and advisory mechanisms. This assignment seeks to recruit a consultant to develop internal rules of procedure for CECOE’s Board and to design a concept note for an Advisory Committee to guide the Board during electoral periods.

Purpose of the Assignment

To support CECOE’s effective governance, the consultant will be tasked with:

Developing clear and comprehensive internal rules of procedure that:

• Define the Board’s decision-making processes during CECOE’s citizens’ election observation
• Clarify the roles and responsibilities of Board members during CECOE’s citizens’ election observation.
• Establish oversight mechanisms during CECOE’s citizens’ election observation; and
• Propose procedures for evaluating Board effectiveness and performance during CECOE’s citizens’ election observation.
• Ensure the Board functions effectively during critical periods, particularly in overseeing the development, review, and approval of election observation reports.

Designing a concept note outlining:

• The purpose and structure of an Advisory Committee for the CECOE Board during the election.
• Options and models for advisory mechanisms based on comparative experiences from citizen observer groups (e.g., CODEO-Ghana, TMG-Nigeria, ELOG-Kenya, EISA-South Africa, NAMFREL-Philippines, and ADR-India);
• The selection criteria and appointment processes;
• Scope of work during election and non-election periods.
• The rationale for establishing the Advisory Committee:- particularly its role in enhancing the technical quality, neutrality, and credibility of CECOE’s election observation reports.

Scope of Work

Internal rules and procedures for the CECOE Board

• Analyze relevant legal frameworks and governance standards;
• Conduct consultations with CECOE Board members, management, and staff;
• Review CECOE’s governing documents and any existing procedures or frameworks;
• Benchmark board governance practices from comparable organizations in Ethiopia
• Develop the internal rules of procedure, including formats/templates for decision-making, performance review, and meeting management;

Internal rules and procedures for the CECOE Board Advisory Committee

• Conduct consultations with CECOE Board members, management, and staff;
• Review CECOE’s governing documents and any existing procedures or frameworks;
• Benchmark advisory committee practices from comparable organizations in Ethiopia, Africa, and Asia;
• Draft the criteria for the size and composition of the Advisory Committee (neutrality, integrity, expertise, inclusivity, and other relevant criteria)
• Develop the internal rules of procedure, including formats/templates for decision-making, performance review, and meetings;

Methodology

The consultant is expected to employ a participatory and context-sensitive methodology that may include:

• Desk review of legal frameworks, relevant CECOE documents, and international best practices;
• Key informant interviews and/or focus group discussions with Board members, CECOE staff, and relevant stakeholders;
• Comparative analysis of advisory committee models from peer organizations.
• Presentation of draft outputs to CECOE for feedback and refinement.

Deliverables

The consultant shall submit the following deliverables:

• Inception Report – Including methodology, work plan, and timeline (within 1 week of signing the contract);
• Draft Internal Rules of Procedure for CECOE’s Board;
• Draft internal rule of procedure for the Advisory Committee;
• Facilitate Validation Workshop – discussing the drafts with CECOE stakeholders;
• Final Internal Rules of Procedure (revised based on input);
• Final Advisory Committee Concept Note (revised based on input).
• Submission of activity reports.

Duration and Timeline

The assignment is expected to be completed within 20 working days from the date of contract signing. A detailed schedule shall be agreed upon during the inception phase.

Required Qualifications and Experience

The ideal consultant should possess the following:

• Advanced degree in Law, Public Administration, Political Science, Governance, or a related field;
• Proven experience in institutional governance, civil society strengthening, or organizational development;
• Demonstrated ability to draft governance policies, rules of procedure, or bylaws for CSOs or Boards;
• Familiarity with the Ethiopian legal and civil society context;
• Strong analytical and writing skills;
• Knowledge of election observation and advisory practices in Africa and Asia is an added advantage.