The Charity and Development Association (CDA) is seeking a vendor to design, customize, implement, and support a robust ERP system.

Announcement

Background

The Charity and Development Association (CDA) is a well established Ethiopian non-governmental organization with over 30 years of experience in delivering impactful programs in:

• Orphan Sponsorship
• Education
• Health Care
• WASH (Water, Sanitation, and Hygiene)
• Livelihood Improvement
• Relief and Rehabilitation

CDA operates in compliance with Ethiopian laws governing civil society organizations, including regulations issued by the Ethiopian Civil Society Organizations Authority.

Currently, CDA uses a combination of manual and standalone systems, which limits efficiency, integration, and reporting especially for donor-funded, multi-project environments.

To address this, CDA seeks to implement a robust, scalable ERP system aligned with Ethiopian NGO compliance requirements and international donor standards.

2. Objective of the Assignment

The objective is to design, customize, implement, and support an ERP system that will:

• Integrate finance, HR, programs, and logistics
• Ensure compliance with Ethiopian NGO regulations
• Support multi-donor and multi-project accounting
• Enhance transparency, audit readiness, and reporting
• Improve operational efficiency and internal controls

3. Scope of Work

3.1 Business Process Assessment

• Conduct detailed assessment of CDA's current systems Man workflows across all departments.
• Identify gaps against best practices and compliance standards Produce a Business Requirements Document (BRD)

3.2 ERP System Design & Modules

• The ERP must include (at minimum):

a) Finance & Accounting (NGO-Compliant)

• Fund accounting (restricted & unrestricted funds) Multi-currency (ETB and foreign donors)
• Budgeting and budget control per project
• Accounts payable & receivable
• Cash & bank management
• Fixed asset management
• Financial reporting aligned with donor and statutory requirements Compliance with Ethiopian financial reporting standards

b) Grant & Donor Management

• Donor contract tracking
• Grant budgeting and utilization tracking
• Donor-specific reporting formats
• Audit trail for each grant

c) Program & Project Management

• Project planning and tracking
• Beneficiary management (especially orphan sponsorship)
• Activity tracking and reporting
• Outcome and indicator tracking (M&E integration)

d) Monitoring & Evaluation (M&E)

• Indicator tracking (logframe-based)
• Data collection and validation
• Automated reporting dashboards

e) Human Resource Management (HRM)

• Employee records
• Payroll management compliant with Ethiopian labor law
• Pension and tax calculations
• Leave and attendance tracking

f) Procurement & Inventory

• Procurement planning and approval workflows
• Supplier/vendor management
• Store and inventory control
• Asset tracking

g) Document Management System

• Digital document storage
• Audit-ready documentation
• Controlled access and versioning

3.3 Compliance Requirements (Ethiopia-Specific)

• The ERP system must:
• Align with CSO Proclamation No. 1113/2019
• Support reporting requirements to the Ethiopian Civil Society Organizations Authority
• Facilitate audit compliance (internal & external)
• Support donor compliance (e.g., USAID, EU, UN agencies)
• Ensure secure data storage (preferably with local hosting option if required)

3.4 Training & Capacity Building

• Comprehensive training for all departments
• Admin-level technical training
• User manuals and SOPS

3.5 Testing & Go-Live

• System testing (UAT)
• Debugging and optimization
• Phased or full rollout

3.6 Post-Implementation Support

• Minimum 12 months support
• Maintenance and updates
• Helpdesk support

3.7 Technical Requirements

Security:- HTTPS/TLS 1.3, role-based access control (RBAC), 2FA for admin, encryption at rest (AES-256), audit logs of all changes.

Scalability:- Support 100+ users and 40+ concurrent users.

Backup/DR:-Automated daily encrypted backups; point-in-time recovery; disaster recovery plan with RTO < 4 hours, RPO < 1 hour.

API:-The system must provide RESTful APIs with Swagger/OpenAPI documentation to support future integrations, including Al-powered decision-making capabilities.

Deployment:- On-premise (NGO's server in Ethiopia) OR private cloud within Ethiopia. No

Donor's temporary access control.

• Donor's Project-level isolation:-Donor A sees ONLY projects funded by Donor A. No cross-project visibility. No visibility into unrestricted funds or other donors' projects.
• Data migration from legacy systems.
• System integration (if needed)

4. Deliverables

• The consultant/vendor will deliver:
• Inception Report
• Business Requirements Document (BRD)
• Configured ERP System
• Data Migration Report
• Training Materials & User Manuals
• System Testing & UAT Report
• Final Implementation Report
• Support & Maintenance Plan

5. Duration

• Total duration: 4 to 6 months
• Phase
• Duration
• Assessment
• 2-3 weeks
• Development/Customization
• 8-12 weeks
• Training & Testing
• 3-4 weeks
• Go-Live & Support
• Ongoing

6. Required Qualifications

• The company must:
• Licensed software company with more than three years of experience in developing and implementing various software solutions for NGOs, banks, and other organizations in Ethiopia.
• Have proven ERP implementation experience for NGOs in Africa
• Demonstrate knowledge of Ethiopian NGO compliance
• Have experience with ERP platforms (e.g., Odoo, Microsoft Dynamics, SAP)
• Provide qualified team (Project Manager, Business Analyst, Developers, Trainers)

7. Reporting & Governance

• The consultant will report to:
• Executive Director (Overall oversight)
• Finance Manager (Financial module)
• Program Director (Program modules)
• IT Focal Person
• A project steering committee will be established.

8. Budget & Payment Terms

Milestone-based payments:

• 20%-Inception & BRD
• 30%-System configuration
• 30%-Go-live
• 20%- After support period

9. Evaluation Criteria

10. Data Protection & Confidentiality

• All organizational and beneficiary data must be:
• Kept strictly confidential
• Not shared without authorization
• Protected using secure systems

11. Ownership

• All ERP systems, customizations, databases, and documentation developed under this assignment shall remain the property of CDA.

12. Special Considerations

• System must support low-bandwidth environments (important for rural Ethiopia)
• Mobile-friendly interface preferred
• Offline data capture capability is an added advantage

How to Apply

Interested application that full fill the above requirement shall send their non-returnable testimonials within 10 days of first announcement through the following address: -

https://docs.google.com/forms/d/1U_S3ZR-OriwWbKePX-aAgSR1S4MnOxluOJOSs0vxXKo/edit 

Tel-+251-114-71 65 59/ +251-114-71 65 85

Tender details

• Deadline: 2026-05-01
• Bid closing time: 17:00
• Bid closing (note): Within 10 days of first announcement
• Bid opening: 2026-05-01 17:00
• Bid opening (note): No specific opening date and time
• Region: Addis Ababa
• Publishing entity: Charity and Development Association (CDA)
• Published: Apr 22, 2026
• Posted at: 2026-04-22T10:19:12.000Z