Subgrant Management Manual and Policy

Subgrant Management Manual and Policy

Background

The Ethiopian Women Lawyers’ Association (EWLA) was founded in 1995 by women lawyers and re-registered as a Local Organization under the Civil Society Organization proclamation. For over three decades, EWLA has worked to promote women’s social, economic, political, and legal rights and ensure that women fully exercise their constitutional and legal entitlements.

EWLA’s strategic focus is on promoting equal participation of women in all spheres, preventing sexual violence, and creating a safe environment for women through its three key programs: Legal Research and Advocacy, Public Education and Capacity Building, and Free Legal Aid services.

With headquarters in Addis Ababa, EWLA has expanded to seven regional offices and one city administration (Adama, Hawassa, Bahir Dar, Gambella, Asosa, Jigjiga, Semera, and Dire Dawa), in addition to 56 volunteer committee centers and a hotline service (7711) accessible in Amharic, Afan Oromo, and Tigrigna.

Given its broad outreach and collaborative program implementation, EWLA increasingly works with local partners and subgrantees. To ensure consistency, accountability, and donor compliance, EWLA requires a formal Subgrant Management Policy.

Purpose

This TOR guides the development of a Subgrant Management Manual and Policy that will establish clear procedures for partner selection, capacity assessment, funding disbursement, compliance monitoring, reporting, and closure of subgrants.

Objectives

• Define transparent and fair processes for subgrantee selection and award.
• Strengthen accountability, compliance, and risk management in subgrant operations.
• Enhance the capacity of subgrantees to effectively implement programs.
• Provide standardized templates, procedures, and tools to ensure consistency.

Scope of Work

The responsible team/consultant will:

This policy will govern the entire manual development process, with the final product applying to all categories of subgrantees including Women’s Rights Organizations (WROs), Community-Based Organizations (CBOs), and local NGOs etc implementing gender programs. The policy coverage will extend across the complete grant management cycle, from initial solicitation through to final close-out procedures, ensuring comprehensive guidance at every stage of the subgrant process.

• Review current practices, donor requirements, and legal frameworks.
• Develop due diligence and risk assessment criteria for subgrantees.
• Define processes for subgrant agreements, disbursements, monitoring, reporting, and audits.
• Develop templates (agreements, reporting formats, monitoring tools).
• Train EWLA staff and subgrantees on the application of the policy.

Roles and Responsibilities

• The consultant will be responsible for developing A comprehensive policy framework and procedures document, Practical step-by-step implementation guides, Standardized templates and forms for consistent documentation, and Detailed compliance checklists to facilitate adherence to all requirements, Facilitate policy drafting, tools development, and training.
• Management: Approve the policy framework and oversee implementation.
• Programs Department: Lead subgrantee engagement and capacity building.
• Finance & Compliance Units: Monitor financial accountability and compliance.

Deliverables

• Draft Subgrant Management Policy.
• Final approved Subgrant Management Policy.
• Standard tools and templates.
• Training for EWLA staff and subgrantees.

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 Program Manuals and procedures, strategic plan and different Manuals
• Demonstrated experience in developing grant management policy 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