ToR for Consultancy Service to Develop: Human Resource Management Manual, Financial and Administrative Management Manual, and Procurement Manual

1. Background

The Ethiopian Center for Disability and Development (ECDD) is an Ethiopian non-governmental, non-religious, non-profit development organization established in 2005. ECDD works collaboratively with other organizations to promote, facilitate, and build organizational capacity for “Disability Inclusive Development” in Ethiopia – the inclusion of disability issues and persons with disabilities and their families in mainstream government service delivery and development organization programs. ECDD was officially registered with the FDRE Ministry of Justice in December 2005. Following the Proclamation № 1113/2019, ECDD was reregistered on May 17, 2019, with the FDRE Agency for Civil Society Organizations (ACSO) as a Local Organization with Certificate № 0321.

ECDD is implementing a project entitled “I-LEAD- Promoting Job Employment through Accessible Education and Digitalization – AID 012590/03/9” funded by AICS through CBM. One of the key interventions of the project is strengthening OPDs through the provision of financial, technical, and other support. OPDs play a vital role in promoting the disability rights, inclusion, and participation of persons with disabilities in all aspects of their lives. They are formal, membership-based organizations governed by elected bodies and constitutions, established to represent and advocate for the interests of their members.

In Ethiopia, OPDs contribute significantly to advancing disability rights, influencing policy, and ensuring equitable access to opportunities. Despite their growing role and recognition, many OPDs continue to face institutional capacity gaps, particularly in establishing standardized operational systems such as human resource management, financial administration, and procurement procedures.

To strengthen the internal governance, transparency, and efficiency of OPDs, ECDD is seeking the services of a consultant to develop a comprehensive manual. This manual will integrate three key areas: Human Resource Management, Financial and Administrative Management, and Procurement, Financial and Administrative Management. These manuals should be tailored to the unique operational context of target OPDs of the I-LEAD Project located in 5 operational areas, including Addis Ababa City Administration (Nefas Silk Lafto), Sheger City of the Oromia Region (Lege Tafo Lege Dadi, Sululta, and Burayu Sub-cities), and South Ethiopia (Dilla Town), emphasizing peer leadership, volunteer-based structures, membership-driven financing, and advocacy-oriented mandates.

2. Objective of the Assignment

The overall objective of this consultancy is to develop comprehensive, practical, and disability-inclusive HR, Financial & Administrative, and Procurement Manuals that align with the structure, mission, and resources of the target OPDs and support effective, transparent, and inclusive management practices.

3. Specific Objectives

• To assess current administrative and operational practices of selected OPDs and identify capacity and policy gaps.
• To develop customized Human Resource Management Manual, Financial and Administrative Management Manual, and Procurement Manual that reflect the governance model and advocacy mandate of the target OPDs.
• To ensure that the manuals comply with relevant Ethiopian laws, Proclamation № 1113/2019, and donor accountability requirements.
• To promote principles of disability-inclusion, equity, transparency, and peer leadership throughout the management systems.

4. Scope of Work

The consultant will be responsible for developing the following manuals:

4.1. Human Resource Management Manual

• Design disability-inclusive HR policies aligned with the principles of OPDs and FDRE Labour Proclamation № 1156/2019.
• Define recruitment, selection, and promotion processes with a focus on accessibility and equal opportunity.
• Establish volunteer and peer-leadership management systems.
• Outline staff performance management, professional development, and grievance mechanisms.
• Guide gender and disability inclusion in the work. Institute a framework for systematic staff training and professional development that builds the technical and leadership capacity of OPD members and employees, particularly in areas like advocacy, project management, and UNCRPD implementation.

4.2. Financial and Administrative Management Manual

• Develop policies and procedures for budgeting, accounting, and financial reporting adapted to small-to-medium OPDs.
• Define clear internal control mechanisms to ensure transparency and accountability.
• Include procedures for managing funds from diverse sources—membership contributions, government support, local fundraising, and donor grants.
• Establish documentation and record-keeping systems suitable for both paper and digital environments.
• Integrate administrative procedures related to asset management, office operations, and logistics.
• Establish a system of clear, consistent, and uniform accounting policies and procedures that ensure proper recording, processing, and management of all financial transactions, thereby guaranteeing fiscal transparency to members and donors.
• Standardize financial reporting templates and cycles, ensuring the OPDs can produce accurate, timely, and donor-compliant financial reports that meet the requirements of the ACSO and international partners.

4.3. Procurement Manual

• Outline transparent and efficient procurement processes suitable for OPDs’ scale of operations.
• Define the roles and responsibilities of committees and approving bodies in procurement decisions.
• Include guidelines for procurement planning, supplier selection, quotation comparison, and ethical purchasing.
• Incorporate accessibility and disability-inclusive criteria in procurement (e.g., accessible equipment, venues, and services).
• Formalize procedures for asset acquisition, recording, inventory management, and disposal to ensure organizational resources (like office equipment provided through projects) are properly tracked and maintained throughout their lifecycle.

5. Expected Deliverables

• Inception Report – detailing methodology, timeline, and outline of manuals
• A document analyzing the current operational gaps within target OPDs against international best practices and Ethiopian legal requirements in HRM, Finance, Administration, and Procurement.
• Draft three Manuals (HR, Financial & Administrative, and Procurement) incorporating feedback from OPDs and ECDD.
• Validation Workshop – presentation of draft manuals to representatives of OPDs and other stakeholders for feedback.
• Final Manuals – finalized and user-friendly versions of all three manuals, incorporating inputs from validation.
• Presentation Report – a summary report on the development process and key recommendations for implementation.
• A report summarizing the relevant Ethiopian laws and regulations governing CSOs/OPDs, specifically focusing on Proclamation No. 1113/2019 (CSO Proclamation), Labour Proclamation, tax laws, and any public procurement or financial directives relevant to NGOs.

6. Duration of the Assignment

The consultancy is expected to be completed within 30 (thirty) calendar days from the date of contract signing.

7. Coordination and Reporting

The consultant will work under the supervision of the Program Director of ECDD and in close collaboration with the Project Coordinator of the I-Lead Project and OPD representatives. Regular progress updates and deliverables will be submitted to ECDD for review and approval.

8. Selection Criteria

The Technical and Financial Proposals will account for 70% and 30% respectively of the selection criteria, broken down as follows:

Criteria	Score
Financial:
Detail Budget	30%
Technical Proposal:
Experience in producing disability-inclusive documentary production	20%
Knowledge and experience in disability issues	20%
Technical proposal and methodology	20%
Recommendation from a similar organization	10%
Total	100%

9. Payment Schedule

• 40% upon approval of the inception report and submission of draft manuals.
• 60% upon submission and approval of final manuals and validation report.

Qualification and Experience

• Advanced degree in Public Administration, Management, Accounting, HR Management, Organizational Development, or a related field.
• Experience in developing disability-inclusive institutional policies and manuals for disability-centered CSOs or OPDs.
• Demonstrated understanding of disability inclusion and OPDs operational contexts.
• Strong knowledge and experience of Ethiopian OPDs, CSOs, relevant laws, and financial management regulations.
• Excellent communication, facilitation, and report-writing skills in English.
• Experience in participatory and disability-inclusive approaches involving persons with disabilities is an asset.