Cost Allocation Policy

Background

The Ethiopian Women Lawyers’ Association (EWLA) was established at the federal level in 1995 by women lawyers and re-registered as a Local Organization in accordance with the Civil Society Organization proclamation. For more than 30 years, EWLA has been working to promote women’s social, economic, political, and legal rights and to help women exercise their constitutional and other rights.

The aim of the association is to ensure equal participation of women in all sectors, prevent sexual violence against women, and create a safe environment for women. EWLA implements its mission through three core programs: Legal Research and Advocacy, Public Education and Capacity Building, and Free Legal Aid service.

Headquartered in Addis Ababa, EWLA has established regional offices in seven regions and one city administration (Adama, Hawassa, Bahir Dar, Gambella, Asosa, Jigjiga, Semera, and Dire Dawa). To enhance accessibility, EWLA also operates 56 volunteer committee centers across the country and a hotline service (7711) available in Amharic, Afan Oromo, and Tigrigna.

As EWLA’s programs and partnerships expand, a structured and transparent cost allocation system is essential to ensure efficiency, compliance, and accountability in managing donor and organizational resources.

Purpose

The purpose of this TOR is to guide the development and adoption of a Cost Allocation Policy that will provide a clear framework for allocating direct and shared/indirect costs fairly and consistently across EWLA’s programs, projects, and administrative functions.

Objectives

• Establish a standardized and transparent method for allocating costs.
• Ensure compliance with donor regulations, legal frameworks, and best practices.
• Enhance accountability, efficiency, and accuracy in financial reporting.
• Provide staff with clear guidance on charging costs to projects, grants, and administrative budgets.

Scope of Work

The responsible team/consultant will:

• Review existing EWLA financial practices, donor requirements, and regulatory guidelines.
• Identify cost categories, cost pools, and allocation bases.
• Draft a comprehensive Cost Allocation Policy and procedures manual.
• Develop tools and templates to support implementation.
• Train EWLA staff on the new policy and procedures.

Roles and Responsibilities

• Management: Provide oversight and approve the policy.
• Finance Department: Lead policy development and integration with financial systems.
• Program Teams: Provide inputs on program-specific cost allocation needs.
• Consultant (if engaged): Facilitate drafting, validation, and training.

Deliverables

• Draft Cost Allocation Policy.
• Final approved Cost Allocation Policy.
• Implementation tools and templates.
• Training session(s) for staff.

Applicants requirement

Timeline:

• The consultancy is expected to be completed within 1 months from the start date.

Application Requirement

Interested companies should bring the following company legal requirements:

• Renewed Company Registration Certificate and/or Business License in Ethiopia
• Renewed Trade registration license, Tin and VAT registration certificate
• Full and accurate physical, postal, telephone and email address

Note: Lack of any of these will lead to disqualification

Qualifications:

• At least 5 years of work experience in development of organizational documents such as finance Manuals and procedures, strategic plan and different Manuals
• Demonstrated experience in developing Procurement plan and guidelines for non-profit organizations, particularly in the field of women’s rights and empowerment
• Strong understanding of the purchasing landscape and best practices in Ethiopia
• Excellent writing, editing, and graphic design skills
• Experience in providing capacity building support to organizational staff
• Fluency in English and Amharic is a strong advantage