Terms of Reference (TOR) Capacity Development Program for Local and grassroots Civil-Society Organizations (CDP-Lg CSOs)

Capacity Development Program for Local and grassroots Civil-Society Organizations (CDP-Lg CSOs) Terms of Reference (TOR) Consultancy for the Development of Finance and Human Resources Policies and Procedures Manuals Organization: Save Your Generation Ethiopia (SYGE) Location: Addis Ababa, Ethiopia Date: March 30, 2026 Background Save Your Generation Ethiopia (SYGE) is an indigenous, non-profit, non-political, and non-governmental civil society organization initiated in 1991 and reregistered under the Ethiopian Civil Societies Proclamation No. 1113/2019. SYGE works to promote human right and protect vulnerable populations in Ethiopia. For over three decades, SYGE has been a pioneer in youth-focused interventions, including in-schools, out-of-schools, and workplace interventions. As the organization continues to expand its operations and diversify its funding sources, there is a need to strengthen its internal management systems. To ensure compliance with Ethiopian law, donor requirements, and international best practices, SYGE seeks to develop comprehensive, updated, and legally compliant Finance and Human Resources (HR) Policies and Procedures Manuals with the capacity development support of WHH-EU under the ongoing project called Preventing and Responding to SGBV among young adolescent girls, women and boys in IDP centers. Overall Objective To develop, draft, and finalize two comprehensive, user-friendly, and legally compliant manuals: 1. Finance Policies and Procedures Manual 2. Human Resources (HR) Policies and Procedures Manual These manuals will serve as the primary guiding documents for SYGE’s staff and management, ensuring transparency, accountability, and efficiency in financial management and human capital management. Specific Objectives For the Finance Manual: To establish a robust financial control framework that ensures the integrity of financial transactions. To define clear procedures for budgeting, procurement, cash management, accounting, financial reporting, and asset management.  To ensure compliance with Ethiopian Civil Society Proclamation No. 1113/2019 (or the applicable proclamation), tax laws, and donor-specific requirements. For the HR Manual:  To create a fair, transparent, and consistent framework for the entire employee lifecycle, from recruitment to separation.  To define clear policies on recruitment, compensation, benefits, performance management, leave, code of conduct, staff development, and grievance handling. To ensure alignment with the Ethiopian Labor Proclamation No. 1156/2019 and other relevant labor laws. Scope of Work The consultant/firm will be expected to perform the following tasks: Inception Phase: Review SYGE’s existing policies (if any), organizational structure, and current operational context as described in the SYGE profile. Conduct a gap analysis to identify areas of risk, non-compliance, or lack of clarity in current practices. Hold a kick-off meeting with SYGE’s Managing Director and senior management to clarify expectations and timelines. Policy Development: Draft the Finance Policies and Procedures Manuals, covering but not limited to: Financial Control & Authority Levels Budgeting and Planning Procurement Procedures (for goods, works, and services) Cash Management and Bank Reconciliation Accounting, Chart of Accounts, and Record Keeping Asset and Inventory Management Grant/Donor Financial Management and Reporting Internal and External Audit Procedures Draft the Human Resources Policies and Procedures Manual, covering but not limited to: Recruitment, Selection, and Onboarding Terms of Employment (contracts, probation, etc.) Compensation, Benefits, and Payroll Administration Leave Management (annual, sick, etc.) Performance Management and Appraisal Code of Conduct and Disciplinary Procedures Staff Development and Training Grievance Handling and Conflict Resolution Separation and Exit Management Validation and Consultation: Present the draft manuals to the SYGE Management Committee and General Assembly for feedback. Incorporate feedback and ensure the documents reflect the practical realities of SYGE's operations. Finalization and Handover: Submit final, professionally formatted, and edited manuals in both electronic (MS Word and PDF) and hard copy formats. Conduct a one-day training/orientation session for SYGE management and relevant staff on the new policies and procedures. Deliverables The consultant/firm is expected to deliver the following: 1. Inception Report: Detailing the methodology, work plan, and gap analysis findings. 2. Draft Finance Manual: Submitted for review and feedback. 3. Draft HR Manual: Submitted for review and feedback. 4. Final Finance Manual: Incorporating all comments and approved by SYGE. 5. Final HR Manual: Incorporating all comments and approved by SYGE. 6. Training Session: A half-day to full-day orientation session for SYGE staff.  Duration and Timeline The total duration for this assignment is expected to be 30 working days from the date of contract g. A tentative timeline is as follows: Inception and Gap Analysis: 5 days Draft Policy Development: 15 days Validation and Feedback: 5 days Finalization: 5 days Application and Submission Requirements Interested and qualified consultants/firms should submit a technical and financial proposal that includes: Technical Proposal: A brief understanding of the TOR. Detailed methodology and work plan. Profile of the lead consultant and team members (CVs highlighting relevant experience). Samples of similar policies developed for other organizations. Financial Proposal: Detailed budget, including professional fees and all other costs (in Ethiopian Birr). The financial proposal should be valid for 45 days.  Evaluation Criteria Proposals will be evaluated based on: Technical Competence (70%):  Relevance of experience, quality of methodology, qualifications of the team. Financial Proposal (30%): Cost-effectiveness and value for money. Payment Schedule The payment for this assignment will be made based on clearly defined milestones to ensure accountability and quality delivery, aligned with SYGE experience in similar consultancy works: 30% upon design approval

• after the consultant’s proposed website design and structure have been reviewed and approved by SYGE. 40% upon completion of website development
• following full development, content integration, functionality testing, and performance optimization. 30% after training and handover
• upon successful training of SYGE staff on website management and formal handover of all site assets, credentials, and documentation. This milestone-based schedule ensures payments are tied to tangible outputs, promoting efficiency and maintaining high-quality standards. Ownership and Confidentiality The materials, designs, and all other products developed under this assignment would remain the property of SYGE. The consultant/firm would maintain highest confidentiality of all organizational information and documents shared during the course of the assignment and would not disclose them without prior written consent from SYGE.