Date: June 22, 2026

Issued By: The Horn Economic and Social Policy Institute (HESPI), SALCA program

Location: HESPI Headquarters Addis Ababa, Ethiopia,

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.

2.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.

3.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.

4.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.

5.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.

6.Duration of Assignment

The assignment is expected to be completed in 3 months from the date of contract signing.

7.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.

9.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.

10.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).