ToR: Outsourced Administrative and Logistics Support Services – Christian Blind Mission (CBM)

1. Purpose of the Assignment

CBM Ethiopia (CO ETH) intends to engage a qualified service provider on an outsourcing basis to deliver Administrative and Logistics Support Services in full compliance with CBM policies, donor requirements, Ethiopian laws, and internationally accepted procurement, ethical, and safeguarding standards.
The assignment aims to ensure efficient, transparent, accountable, and
value-for-money administrative and logistics operations in support of CBM programs and partners.

2. Contractual and Compliance Framework

The service provider firm shall perform all duties in compliance with, but not limited to, the following:

• CBM Finance Manual
• CBM Code of Conduct
• CBM Safeguarding Policy
• CBM Anti-Fraud, Anti-Corruption and Whistleblowing Policy
• Donor rules and regulations applicable to CBM-funded projects
• Ethiopian legal and regulatory requirements
Failure to comply with the above may result in immediate termination of contract.

3. Scope of Services

The service provider shall assign one dedicated, qualified staff member who will deliver the services below under CBM supervision. The service provider remains fully accountable for quality, performance, and conduct. The winning service provider firm will deploy a competent full-time employee who will report directly to the HR Advisor.

A. Local Procurement Services

A.1 Procurement Planning

• Prepare an annual procurement plan based on consolidated needs from all departments, including:
o Stationery and office supplies
o Fixed assets
o Other operational items
• Develop monthly and quarterly procurement plans, ensuring:
o Budget compliance
o Cost efficiency
o Timely procurement

A.2 Procurement Execution

• Prepare and process purchase requisitions.
• Support the CO Logistics Officer/driver in obtaining proforma invoices or facilitate competitive bidding in line with CBM procurement thresholds and donor rules.
• Prepare supplier comparison and selection evaluation reports.
• Prepare and issue purchase orders.
• Follow up on payments in coordination with finance.
• Receive, inspect, document, and issue procured items in line with internal controls.
• Support the CBM Ethiopia procurement committee in documenting meeting minutes.

A.3 Procurement Reporting

• Prepare monthly procurement status reports including:
o Requested items
o Items under process
o Completed procurements
• Prepare plan versus actual (achievement) reports highlighting variances and justification.

B. International Procurement (Donation Items)

B.1 Coordination

Coordinate with CBM program teams and partners to align needs assessments with donation and import requirements. Transportation and delivery coordination for program and operational items.

B.2. Hiring of Service Providers

• Support the selection and contracting of:
o Pre-import approval service providers
o Customs clearing agents and directly coordinate with the customs office as may be required.
o Tax-exemption (tax-free one-window) service providers
• Ensure compliance with CBM procurement procedures and donor eligibility requirements.

B.3 Follow-Up and Facilitation

• Coordinate and follow up with service providers and customs authorities.
• Facilitate customs clearance, payment of duties (where applicable), and storage fees.
• Coordinate the receipt, transportation, documentation, and delivery of donated items to partner organizations.

C. Event Organizing Services

C.1 Event Planning

• In coordination with the Logistics Officer and Drivers, prepare:
o Annual meeting and training plans,
o Monthly schedules based on departmental inputs

C.2 Event Implementation

• In coordination with the Logistics Officer and Drivers, facilitate logistical arrangements including:
o Hotel reservations
o Conference venues
o Training logistics

o Air and ground transportation
o Participant registration, availing workshop materials, and ensure the observance of CBM brand protocols.

C.3 Event Reporting

• Prepare monthly plan versus achievement reports, including activity status and deviations.

D. Liaison Services

• Support the HR Advisor in facilitating entry visa processing for international visitors in compliance with Ethiopian regulations.
• Provide liaison support with:
o ACSO and relevant ministries
o Tax authorities
o Partners and private institutions
• Coordinate all liaison activities with relevant CBM departments.

E. Fleet Management

E.1 Travel Planning
• Vehicle scheduling and trip coordination: collect travel requests and prepare a
monthly consolidated travel plan specifying:
o Traveler names
o Purpose and type of travel
o Destinations
o Travel dates
o Mode of transport
• Coordinate with HR advisor and security focal person to ensure the observance of CBM safeguarding and security protocols.

E.2 Travel Execution
• Support and monitor travel implementation to ensure efficiency and safety.

E.3 Reporting
• Prepare travel plan versus actual reports, including operational challenges.

F. Vehicle Management

• Coordinate and monitor:
o Preventive and corrective vehicle maintenance
o Insurance renewals
• Maintain accurate vehicle history and compliance records.

G. General Services

G.1. Asset Management
• Assign asset tag numbers to new fixed assets.
• Support and participate in:
o Bi-annual and annual fixed asset physical counts
• Coordinate general maintenance of office facilities.

G.2. Contract Management
• Monitor service delivery and payment process of contracted legal advisor, IT service, travel agency, car rental, etc., service providers against contractual obligations.
• 4. Office Administration and General Services (including recording keeping, Reporting, Supervision, and Accountability). The assigned staff will report directly to the HR Advisor.
• The service provider bears full responsibility for:
o Support the HR Advisor in day-to-day office administration and coordination
o Performance and conduct of the assigned staff
o Financial loss, misuse of assets, or property damage caused during service delivery
o Support the HR advisor in recording, filing, and document management
o Coordinate with HR Advisor to provide administrative support to program and management teams
• CBM reserves the right to:
o Request staff replacement
o Conduct spot checks and performance reviews

5. Ethical Conduct and Safeguarding

The service provider and assigned staff must:

• Adhere strictly to CBM’s Code of Conduct and Safeguarding Policy.
• Avoid conflicts of interest and declare any potential risk.
• Refrain from fraud, corruption, favouritism, or misuse of CBM resources.
• Maintain confidentiality of CBM and partner information.

6. Contract Duration and Termination

• Initial contract period: June – December 2026
• Probation period: Three (3) months
• Extension: One (1) year subject to:
o Satisfactory performance
o Budget approval
• CBM may terminate the contract with two (2) months’ written notice following the probation period or immediately in cases of serious misconduct or policy breach.

7. Eligibility and Qualification Requirements

A. Firm Requirements

• Valid and renewed:
o Business License
o TIN Certificate
o VAT Registration Certificate
• Proven experience in similar administrative and logistics outsourcing services.
• Submission of:
o Technical Proposal
o Financial Proposal
o Reference/testimonial letters

B. Assigned Staff Requirements

• Minimum BA Degree in:
o Management
o Purchasing
o Accounting and Finance
o Or related disciplines
• Minimum five (5) years relevant professional experience