Develop Procurement Manual and 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 the association’s programs and partnerships expand, procurement of goods, works, and services has become increasingly significant. To ensure transparency, accountability, cost-effectiveness, and compliance with donor requirements and Ethiopian laws, EWLA requires a standardized Procurement Manual.

Purpose

The purpose of this TOR is to guide the development of a Procurement Manual that will establish clear procedures, principles, and responsibilities for procurement activities at EWLA. The manual will ensure transparency, fairness, efficiency, and compliance in all procurement processes.

Objectives

• To establish a transparent and competitive procurement system.
• To ensure compliance with Ethiopian laws, donor requirements, and international best practices.
• To define clear roles, responsibilities, and approval processes for procurement.
• To enhance accountability and prevent fraud, waste, and abuse of resources.
• To provide staff with standardized tools and procedures for procurement.

Scope of Work

The responsible team/consultant will:

• Review EWLA’s current procurement practices and donor requirements.
• Assess applicable legal frameworks and procurement regulations.
• Develop a Procurement Manual covering:
• Procurement planning and budgeting.
• Procurement methods (quotations, tenders, direct procurement, etc.).
• Bid solicitation, evaluation, and award processes.
• Contract management, monitoring, and closure.
• Ethical standards, conflict of interest, and fraud prevention.
• Prepare templates and tools (bid documents, evaluation forms, contracts, purchase orders).
• Conduct training sessions for EWLA staff on the Procurement Manual.

Roles and Responsibilities

• Management: Provide oversight, strategic direction, and approve the manual.
• Finance & Administration Department: Lead development and ensure integration with internal controls.
• Programs Department: Provide input on program-specific procurement needs.
• Procurement/Logistics Staff: Support implementation and ensure compliance.
• Consultant (if engaged): Facilitate policy drafting, tool development, and training.

Deliverables

• Draft Procurement Manual.
• Final approved Procurement Manual.
• Procurement templates and tools.
• Training sessions for EWLA 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 Procurement 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