Bright Future Ethiopia Development and Charity Association (BFE) is a non-profit, non- governmental organization established with the aim of Empowering the most unreached section of the community (Orphan and vulnerable children, youth, Vulnerable communities, people with disabilities, Elderly people, women, people of low economic status, etc.) irrespective of any differences for better resilience.

BFE established and registered by Federal Democratic Republic of Ethiopia Charity and Society Agency as Ethiopian Residents Charity In accordance with the charity and societies proclamation number 621/2009 on April 2016. In the past nearly seven  years BFE has been engaging different projects (Agriculture, health, food security, education, environment, WASH) that are amplified by community contribution and  bringing significant impact on the lives and livelihood  of  the community.

There is a growing recognition that more attention and investments are needed on organizational operational manuals development more specifically Human Resource Manual (HRM) and Financial management Manual (FMM). BFE hasn’t its own developed HRM and FMM rather using government proclamations, laws and regulations, different minutes by General assembly, board of directors and various lessons from other similar organizations since its establishment. These practices have their own limitations in managing the staffs, addressing the expectation of the community, government requirement and meeting donors’ interest.

Therefore, to address these gap developing a HRM and FMM that in line law of the land, addressing national and international standards/requirements, satisfying the needs of the donors and make the organization effective in Human Resource (HR) and financial management (FM) and administration has paramount importance.

Main Purpose

The purpose of hiring the services of the consultancy firm is to develop HRM and FMM compatible to the needs of BFE aiming for improved operational efficiency and effectiveness contributing towards appropriate internal controls, transparency and accountability to program participants, donors and stakeholders.

The objectives of this assignment are:

The objectives for HRM

The overall objective is to develop a context-specific, compatible HRM in line with international best practices, local laws and consolidate HR policies, procedures and practices in a single document for ease of reference, as well as include user friendly HR related forms, templates and procedures, to meet the HRM needs of our Office. The purpose is to enhance the HR system in the domain of recruitment, selection and management of staff with systematic policies and procedures in place for an overall effective HR recruitment regime including staffing level, HR file, setting a grading structure, hiring of staff with clear procedures to ensure that the necessary human resources and support systems are in place for rapid and effective recruitment and mobilization during emergency response. The HR policies provide in-depth guidance on non-discriminatory and an equitable hiring process that promote gender equality and hiring of qualified staff with requisite knowledge, skills and credentials. In addition, provide templates/format that are required for overall recruitment cycle and staff management encompassing staff requisitions, job descriptions (JDs), contracts, staff management, performance review and overall HR file. In addition the consultant will address other issues mentioned in the document

The objectives for FMM

The overall objective is to develop a FMM to streamline the financial management compatible to the financial portfolio of BFE while in line with and satisfying government donor requirements. The selected consultant(s) will analyze the accounting and financial management requirements of BFE and recommend an appropriate financial Manual (FM) to ensure proper processing, accounting, management and reporting of project funds and transactions with improved internal controls to ensure accountability to program participants, stakeholders and donors. At a minimum, the FMM must include consistent and uniform accounting policies, accounting of transactions with adequate controls, guidance on authority of delegation and segregation of duties, payment, cash and bank management, documentation requirements for payment and expenses, asset management, payroll process, security for cash management etc. This manual must have a section describing the purchase process/policy of BFE for effective and efficient purchase of goods and services. In addition, it should provide user-friendly templates/formats relevant to financial management activities. It must clearly show diagrammatic/formative workflows with very concise referral to working instructions etc. and a risk assessment per process linked to internal control measures like segregation of duties. In addition the consultant will address other issues mentioned in the document

Scope of the work

The consultancy should address a specific objectives mentioned above and assignment should cover but not limited to the following core topics in the manuals

• Review the previous organizational and donors manuals regarding HRM,FMM , organizational structure and strengthen, modify or upgrade them as bases for the assignment
• Develop clear organizational structure that serve as the bases for HRM and FMM development based on the need , size and vision of the organization
• Develop clear organizational financial structure that align with the HRM and serve as the bases for FMM development.
• Based on the literature review/discussion with BFE develop an outline of the manuals(separate for HRM and FMM) and share with BFE for review before working on the main body of the manual.
• After incorporating the received feedback (if any), share the final approved version of the outline, specifying the contents and brief note/guidelines for each section within the manual.
• Based on the approved outline, develop the manual and BFE will review the initial draft and share feedback (if any) after which the Consultant will work on comments before proceeding to the next work.
•  Develop a standard template/forms/tools for each function separately attached to the manual as an appendix in easy to use and editable form.
•  Also provide brief guidelines on how and when to fill each section of the standard templates. BFE then review the draft, Consultant will incorporate feedback and share the final version of all the templates.
• Train/aware  BFE selected staffs/board member on first draft HRM and FMM  and how it fits with government labor proclamation and financial regulations
• Review and update all government related proclamations and regulations related to HRM and FMM (employee, employee, etc.) and incorporate them in the manuals
• Prepare details of agreement formats for effective implementation of the HRM and FMM in BFE.

Remark:

• The body of all documents should be supported by proclamation and specific articles of government HRM and FMM related proclamations and regulations
• In addition, provide user-friendly templates/formats relevant to financial management activities. It must clearly show diagrammatic/formative workflows with very concise referral to working instructions.
• There should one document for each assignment(FMM and HRM) separately.

Working Arrangements/communication and Reporting

The consulting firm will directly work with and report to BFE Director and there are a possibilities of working with or meeting with other relevant bodies from BFE, donors with suitable platforms (face to face, telephone and or virtual).These bodies include but not limited to; Representative of General assembly/ board of directors, The HR and FM   Experts from Donor organizations /representatives and the legal advisors of BFE  to review whether  the document is line with the law of the land ,need and size of BFE and align with donors manuals and interests

Tasks

• The tasks should respond to objectives, activities and deliverables discussed in previous and under this and subsequent section.  In concrete terms
• Assess and review the organizational previous documents
• develop/strengthen/modify  a vision , mission and core values of the organization
• develop/strengthen/modify  organizational structure of  the organization
• Develop the main HRM and FMM in accordance with the law of the land and the standards and interests donors.

Deliverables and Timeline

• Reviewing BFE Previous documents: the consulting Firm should review previous BFE documents, minutes and other important donor documents.
• Review /modify Vision document: the Consulting firm should update/strengthen a short term, medium and long-term vision for BFE and are associated mission, core values and related objectives.
• Develop the details of the HRM  and FMM outlines(this should be reviewed  and commented by BFE)
• The consulting firm should prepare HRM and FMM that contains all government proclamations, articles and satisfy donor’s interests and issues mentioned in tasks, specific objectives, etc.
• First Draft Report/Presentation: this should be presented and submitted to BFE  before going into the details of the body of the documents
• Second draft of the report: should be reported  to BFE after incorporating comments and before moving to the next step the consulting firm should get notification from BFE
• Final draft should be submitted after incorporating all comments from relevant bodies before or on the due date.
• The maximum time line for this consultancy is end of April 2023.

The consultant firm essential and desirable

Consultancy Firm/Institute

• Institutional operational experience of consultancy services of at least ten (10) years in the areas of HRM and FMM development
• Previous proven work experience with INGOs/NGOs and local organizations

Human resource Capacity

• The proposed HR must also include a staff with strong communication/reporting, editing/proof-reading skills; Note: BFE reserves the right to verify the proposed staff credentials, experience and their availability to your organization.
• The proposed staff must have requisite academic qualifications, preferably postgraduate in related field. The staff proposed for HRM and FMM development must have HR and FM related academic qualification
• Previous work experience of proposed staff in similar assignments with INGOs/GOs and local NGOs

Desirable

• The proposed staff with practical experience related to the above-mentioned potential assignments i.e. the staff proposed  assignments HR and FM
•  Institutional and staff experience of working in humanitarian sector, understanding of humanitarian standards and principles including emergency context;
• The proposed staff advised  to be gender balanced
• Understanding of local labor laws, safeguarding requirements (organizational code of conducts), procurement rules and internationally accepted best practices and standards;
• Strong analytical skills, including legal analysis.