Job Description
Issued By:
The Horn Economic and Social Policy Institute (HESPI), SALCA program
Location:
HESPI Headquarters Addis Ababa, Ethiopia,
Kirkos Sub City, Kebele 15, Teklu Desta Building H.No. 288/10-13
Addis Ababa, Ethiopia, Phone: +251 11 515 3262/65 | +251 11 515 0521/84
Assignment Title
: Development and Implementation of an Enterprise Resource Planning (ERP) System for HESPI
Type of Engagement:
Consultancy Services (Firm or Individual Consultant)
1.
Background
The Horn Economic and Social Policy Institute (HESPI) is an independent policy research institute dedicated to generating evidence-based research and policy recommendations to support sustainable development in the Horn of Africa. As the organization continues to expand its research, administrative, financial, and programmatic activities, there is a growing need to digitize and streamline internal operations through an integrated Enterprise Resource Planning (ERP) system.
Currently, various organizational functions are managed through separate systems and manual processes, resulting in inefficiencies in data management, reporting, communication, and decision-making. HESPI therefore seeks to engage a qualified firm or individual consultant to design, develop, customize, deploy, and support an ERP solution tailored to the institute’s operational requirements.
- Objective of the Assignment
The overall objective of this assignment is to develop and implement a comprehensive ERP system that will automate, integrate, and enhance HESPI’s organizational processes, improve efficiency, strengthen accountability, and support data-driven decision-making.
- Specific Objectives
The ERP system should:
Integrate key organizational functions into a unified platform.
Digitize administrative and operational workflows.
Improve financial management and reporting.
Strengthen human resource management.
Enhance project and grant management.
Improve document management and institutional knowledge sharing.
Facilitate monitoring, evaluation, and reporting activities.
Provide management dashboards and real-time analytics.
Ensure secure data storage, access control, and backup mechanisms.
- Scope of Work
The selected consultant/firm shall undertake the following tasks:
Phase I: Needs Assessment and System Design
Conduct consultations with HESPI management and staff.
Assess existing workflows, systems, and operational requirements.
Document business processes and system requirements.
Develop a detailed ERP design and implementation plan.
Phase II: ERP Development and Customization
Develop and/or customize ERP modules including but not limited to:
Human Resource Management Module
Employee database and bio profile
Recruitment management
Leave management
Attendance management
Performance management
Promotions
Training records
Staff contracts and renewals
Finance and Accounting Module
Budget planning and management
Review and approval by the HESPI board of directors
General ledger
Accounts payable and receivable
Bank reconciliation
Expense management
Financial reporting
Audit trail functionality
Financial standing
Procurement and Asset Management Module
Procurement planning and approval
Purchase requisitions
Purchase orders
Supplier database
Asset registration and tracking
Inventory management
Project and Grant Management Module
Project planning and tracking
Donor and grant management
Budget monitoring
Deliverables tracking
Reporting dashboard
Monitoring, Evaluation, and Learning (MEL) Module
Indicator tracking (outputs and KIP tracking)
Results framework management
Data collection and analysis
Progress reporting (outcomes, impacts, success histories)
Document Management System
Centralized repository
Document version control
Access permissions
Archiving and retrieval
Administration Module
Meeting management
Travel requests and approvals
Vehicle management
Internal approvals workflow
Executive Dashboard
Organizational performance dashboard
Financial dashboard
Project dashboard
Human resources dashboard
Custom reports
Research workflow
Research grant application
Peer review tracker
Reporting (Dashboards to feed results into branded PPT or excel templates)
Data collection (online surveys)
Data Analysis (Data Cleaning, statistical analysis/tests, weighting, segmentation, organize and analyze qualitative insights from interviews and FGDs
Phase III: Testing and Quality Assurance
Conduct system testing.
Perform user acceptance testing.
Ensure compliance with agreed specifications.
Phase IV: Deployment and Training
Deploy the ERP system.
Migrate relevant data.
Train HESPI staff and administrators.
Provide user manuals and technical documentation.
Phase V: Post-Implementation Support
Provide technical support and maintenance.
- Expected Deliverables
The consultant/firm shall deliver:
Inception Report and detailed Work Plan.
Business Requirements Analysis Report.
ERP System Design Document.
Functional ERP System.
User Acceptance Testing Report.
User Manuals and Technical Documentation.
Staff Training Report.
Post-Implementation Support and follow-up Plan.
- Duration of Assignment
The assignment is expected to be completed in
3 months
from the date of contract signing.
- Required Qualifications
The Consulting Firms / Individual Consultants
Be legally registered.
Should have a minimum of BSC degree in computer science, information systems, software engineering, business administration or related fields
Have at least five (5) years of experience in ERP development and implementation.
Demonstrable successful implementation of similar ERP projects.
Have expertise in finance, HR, procurement, project management, and document management systems and operational flow analysis.
Have qualified software developers, business analysts, and system architects.
Have strong knowledge of database management, cybersecurity, and cloud-based solutions.
- Reporting and Supervision
The consultant/firm will work closely with the ICT unit and report directly to the HESPI management and constrict administration unit. Regular progress meetings shall be conducted throughout the assignment.
- Proposal Submission Requirements
Interested firms or consultants shall submit the following document in a sealed and stamped envelope to HESPI’s Headquarters (find the address above):
Technical Proposal
Understanding of the assignment.
Proposed methodology.
Work plan and implementation schedule.
Team composition and qualifications.
Similar assignments completed.
Financial Proposal
Detailed cost breakdown.
Applicable taxes.
Payment schedule.
Supporting Documents
Company registration certificate
Tax registration documents.
CVs of key personnel.
Portfolio of similar ERP projects (if available).