Consultancy for Revision of Organizational Manuals (Human Resource, Finance, and Property Administration)

Position: Consultancy for Revision of Organizational Manuals (Human Resource, Finance, and Property Administration) Background The Coalition of Ethiopian Civil Society Organizations for Election Observation (CECOE) is a non-profit, non-governmental coalition of more than 175 member organizations, registered by the F.D.R.E. Authority for Civil Society Organisations (ACSO) in 2019 (Registration No. 4748) under Proclamation No. 1113/2019. CECOE works to strengthen and coordinate the role of Ethiopian civil society organizations in election observation, voter education, electoral conflict prevention, and capacity building. The organisation is accredited by the National Election Board of Ethiopia (NEBE) and has extensive experience conducting citizen election observation and voter education initiatives across the country, including during the 2019 Sidama Referendum, the 2021 General Elections, the 2023 referendums in South Ethiopia, and the 2024 outstanding and re-elections. To support its operations, CECOE developed a set of organisational manuals effective 2023- 2026—namely the Human Resource Manual, Finance Manual, and Property Administration Manual—which have been in use for the past three years. These manuals were initially designed to guide the organisation’s operations during a defined period and under specific institutional and regulatory conditions. Given the evolving operational environment, organisational growth, and changes in the civil society and regulatory landscape in Ethiopia, it is now necessary to revise and update these manuals. The revision aims to ensure that the manuals remain relevant, aligned with current best practices, and responsive to CECOE’s operational needs and sectoral demands. Objective of the Assignment The overall objective of this consultancy is to review, update, and harmonise CECOE’s Human Resource, Finance, and Property Administration Manuals to ensure they are: Aligned with the current organisational structure and operations Compliant with applicable legal and regulatory frameworks in Ethiopia Reflective of best practices in nonprofit management Practical, user-friendly, and implementable Scope of Work The consultant will undertake the following tasks: Review and Assessment Conduct a comprehensive review of existing manuals (HR, Finance, Property Administration) Assess gaps, inconsistencies, and outdated provisions Review relevant national laws, regulations, and donor compliance requirements Benchmark against best practices in civil society and nonprofit management Stakeholder Consultation Conduct consultations with CECOE management and staff Identify operational challenges and priority areas for improvement Incorporate feedback from key stakeholders Revision and Updating Revise and update the Human Resource Manual, including: Recruitment and selection Performance management Staff development and training Code of conduct and disciplinary procedures Revise and update the Finance Manual, including: Financial management and controls Budgeting and reporting Procurement procedures Audit and compliance Revise and update the Property Administration Manual, including: Asset management Inventory control Procurement and disposal procedures Harmonisation and Alignment Ensure consistency across all manuals Align policies with CECOE’s organisational structure and strategy Integrate cross-cutting issues such as accountability, transparency, and risk management Validation and Finalisation Facilitate a validation workshop with CECOE stakeholders Incorporate feedback and finalise the manuals Submit final, clean, and user-friendly versions Deliverables The consultant is expected to deliver: Inception Report (methodology, work plan, timeline) Assessment Report (key gaps and recommendations) Draft Revised Manuals (HR, Finance, Property Administration) Validation Workshop Report Final Revised Manuals (approved and ready for use) Duration of the Assignment The assignment is expected to be completed within 30 working days from the date of contract g. Reporting and Supervision The consultant will report to the CECOE Secretariat and work closely with designated focal persons. Regular progress updates will be required throughout the assignment. Payment Terms Payment will be made based on agreed milestones, for example: 30% upon submission of draft manuals 40% upon validation workshop completion 30% upon submission and approval of final manuals Application Requirements Interested consultants should submit: Technical proposal (methodology and work plan) Financial proposal Updated CV(s) Samples of similar work (manuals/policies developed) Evaluation Criteria Applications will be evaluated based on: Technical expertise and experience Understanding of the assignment Quality of the proposed methodology Financial proposal