Consultant (Design, Implementation, and Operationalisation of an Enterprise Resource Planning (ERP) System) at Association for Reproductive and Family Health (ARFH)

Job Description

• The Association for Reproductive and Family Health invites qualified firms and consultants to submit proposals for the design, implementation, and operationalisation of a robust, scalable, and fully integrated Enterprise Resource Planning (ERP) System to strengthen organisational efficiency, transparency, compliance, and data-driven decision-making.

Objective
To design, deploy, and operationalise a fully integrated ERP system that:

• Integrates core organisational functions into one unified platform
• Improves financial transparency and donor compliance
• Strengthens procurement and supply chain systems
• Enhances HR management and payroll processing
• Enables real-time reporting and dashboards
• Improves internal controls and audit readiness
• Supports multi-project and multi-donor accounting structures
• Enhances organisational efficiency and sustainability.

Scope of Work
The consultancy will be implemented in phases and cover all functional units and operational layers of ARFH.

Phase 1: Inception, Needs Assessment, and System Design:

• Conduct stakeholder consultations across departments
• Undertake business process mapping and workflow assessment
• Conduct systems gap analysis
• Define functional and technical requirements
• Develop ERP system blueprint and implementation roadmap
• Recommend hosting model (cloud-based or hybrid)
• Define infrastructure requirements, including server, backup, and security systems
• Develop data migration strategy
• Develop a change management and user adoption plan.

Phase 2: ERP Development, Configuration, and Deployment
Core Functional Modules:
Financial Management:

• General Ledger (multi-chart of accounts)
• Budgeting and budget control by donor/project
• Accounts Payable and Accounts Receivable
• Bank reconciliation
• Fixed asset management
• Grant and donor fund accounting
• Multi-currency support
• Financial reporting (IFRS, IPSAS, donor-specific).

Procurement & Supply Chain Management:

• Procurement planning
• Vendor management
• Tendering and bid evaluation workflows
• Purchase requisition and approval workflows
• Inventory and warehouse management
• Distribution tracking
• Contract and framework agreement management.

Human Resource Management:

• Staff records management
• Payroll processing (tax, pension, statutory compliance)
• Leave and attendance management
• Performance management
• Recruitment workflows
• Timesheet
• Training and capacity tracking.

Programme & Project Management:

• Project planning and tracking
• Activity-based budgeting
• Results framework tracking (KPIs, logframes)
• Monitoring & Evaluation integration
• Donor reporting templates.

Grants & Donor Management:

• Grant lifecycle management
• Budget vs expenditure tracking by donor
• Compliance monitoring
• Donor dashboards.

Document Management System:

• Centralised document repository
• Version control
• Role-based access
• Audit trails.

Reporting & Business Intelligence:

• Real-time dashboards
• Custom report builder
• Data export functionality
• Optional integration with Microsoft Power BI or similar tools.

Minimum Qualifications
Interested applicants (firms or individuals) should submit:

• Technical proposal
• Financial proposal
• Company profile
• CV(s) of key personnel
• Evidence of similar assignments
• Proposed implementation methodology
• Proposed support and maintenance model.

Required Experience
Interested firms should demonstrate:

• Proven ERP implementation experience, preferably with NGOs or donor-funded organisations
• Experience managing multi-project and multi-donor accounting systems
• Technical expertise in ERP platforms such as SAP ERP, Oracle NetSuite, Odoo or equivalent
• Strong local support presence in Nigeria
• Capacity to provide training and post-implementation support
• Experience in data security and regulatory compliance.

Technical Requirements
System Architecture:

• On-Premise deployment
• Mobile-responsive interface
• API-enabled integrations.

Integration Requirements
Integration with:

• DHIS2
• LMIS
• Banking platforms (Optional)
• Third-party applications.

Security & Compliance:

• Role-based access control (RBAC)
• Data encryption (at rest and in transit)
• Audit logs and traceability
• Compliance with:
  • Nigerian Data Protection Act (NDPA)
  • GDPR (where applicable)
  • Donor compliance standards (USAID, Global Fund, Gates Foundation).

Performance:

• Minimum uptime of 99.5%
• Scalable for multi-state operations
• Fast data processing and reporting.

Key Deliverables
Phase 1:

• Inception report
• Needs assessment report
• Business process documentation
• Functional requirements specification
• ERP blueprint and implementation roadmap
• Infrastructure requirements document
• Data migration strategy
• Change management plan.

Phase 2:

• Fully configured ERP system
• Integrated functional modules
• Data migration completed
• User Acceptance Testing (UAT) report
• Go-live deployment report
• User manuals and training materials
• Administrator documentation
• Post-implementation support plan
• Final project completion report.

Duration:

• Estimated implementation period: 6 – 12 Weeks.

Key Principles:

• The solution must align with ARFH operational realities and donor compliance needs
• The system must be scalable and sustainable
• Strong internal controls and audit readiness must be embedded
• The solution should minimise duplication and manual processes
• All modules must generate traceable and auditable records.