ToR: Outsourced Administrative and Logistics Support Services – Christian Blind Mission (CBM)

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1. Purpose of the Assignment

CBM Ethiopia (CO ETH) intends to engage a qualified service provider on an outsourcing basis to deliver Administrative and Logistics Support Services. The assignment aims to ensure efficient, transparent, accountable, and value-for-money operations in full compliance with CBM policies, donor requirements, Ethiopian laws, and internationally accepted procurement, ethical, and safeguarding standards.

2. Contractual and Compliance Framework

The winning service provider firm will deploy a competent, full-time employee who will report directly to the HR Advisor. The firm shall perform all duties in strict compliance with:

• CBM Finance Manual & Code of Conduct
• CBM Safeguarding Policy
• CBM Anti-Fraud, Anti-Corruption and Whistleblowing Policy
• Applicable donor rules and Ethiopian legal/regulatory requirements
• Note: Failure to comply may result in immediate termination of the contract.

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3. Scope of Services

The assigned staff member will deliver the following services under CBM supervision:

A. Local Procurement Services

• Planning: Prepare annual, monthly, and quarterly procurement plans for stationery, office supplies, fixed assets, and operational items, ensuring budget compliance.
• Execution: Process purchase requisitions, support the collection of proforma invoices, facilitate competitive bidding, prepare supplier evaluation reports, issue purchase orders, and track payments.
• Reporting: Document procurement committee minutes and submit monthly status and variance (plan vs. actual) reports.

B. International Procurement (Donation Items)

• Coordination: Align needs assessments with donation/import requirements and coordinate transport for program and operational items.
• Service Providers: Support the selection, contracting, and compliance of pre-import approval providers, customs clearing agents, and tax-exemption service providers.
• Facilitation: Follow up with customs authorities, facilitate clearance and payment of duties/storage fees, and coordinate delivery to partner organizations.

C. Event Organizing & Liaison Services

• Events: Coordinate with Logistics Officers and Drivers to plan and facilitate logistical arrangements (hotel reservations, venues, transport, registration, and workshop materials) in line with CBM brand protocols.
• Liaison: Support the HR Advisor in entry visa processing for international visitors. Provide liaison support with ACSO, relevant ministries, tax authorities, and private institutions.

D. Fleet & Vehicle Management

• Travel Coordination: Consolidate monthly travel plans (traveler names, purpose, destinations, dates). Coordinate with the HR Advisor and security focal person to ensure compliance with safeguarding and security protocols.
• Maintenance: Monitor preventive/corrective vehicle maintenance and track insurance renewals while maintaining accurate compliance records.

E. General Services & Office Administration

• Asset & Contract Management: Assign asset tag numbers, participate in physical counts, and monitor service delivery/payments of contracted legal advisors, IT services, travel agencies, and car rentals.
• Administration: Support day-to-day office coordination, document management, recording, and filing.

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4. Ethical Conduct and Safeguarding

The service provider and assigned staff must strictly adhere to CBM’s Code of Conduct and Safeguarding Policy. They are required to avoid conflicts of interest, maintain strict confidentiality, and completely refrain from fraud, corruption, favoritism, or misuse of CBM resources.

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5. Contract Duration and Termination

• Initial Contract Period: June – December 2026
• Probation Period: Three (3) months
• Extension: One (1) year subject to satisfactory performance and budget approval.
• Termination Notice: Two (2) months’ written notice following the probation period (or immediate termination in cases of serious misconduct).

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6. Eligibility and Qualification Requirements

A. Firm Requirements

• Valid and renewed Business License, TIN Certificate, and VAT Registration Certificate.
• Proven experience in similar administrative and logistics outsourcing services.
• Submission Materials: Technical Proposal, Financial Proposal, and Reference/testimonial letters.

B. Assigned Staff Requirements

• Education: Minimum BA Degree in Management, Purchasing, Accounting and Finance, or related disciplines.
• Experience: Minimum of five (5) years of relevant professional experience.

Required Skills: Logistics / Communication

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How to Apply

Interested and eligible service providers shall submit soft-copy applications to: negede.moges@cbm.org and info.ethiopia@cbm.org.

• Deadline: May 23, 2026 (Close of Business)
• Note: Applications will be evaluated based on technical capacity, experience, compliance, and cost-effectiveness. Only shortlisted candidates will be invited for an interview. CBM Ethiopia reserves the right to cancel this bid.

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