Consultant

Job description

EMPOWERED TO EMPOWER (ETE)

Kapiri-Mposhi, Central Province, Zambia | empoweredtoempower33@gmail.com | 0963 377 456 / 0972 523 672

CALL FOR CONSULTANCY SERVICES

Terms of Reference: Development of a Financial Management Policy and Procedures Manual

1. About Empowered to Empower (ETE)

Empowered to Empower (ETE) is a youth-led, community-driven organisation registered in Zambia in 2021 under the Societies Act, Cap 119 (Registration No. ORS/102/78/26251), based in Kapiri-Mposhi, Central Province. ETE works to foster self-reliance among vulnerable populations particularly young people and women through skills and talent development, and the advancement of sexual and reproductive health and rights (SRHR) and gender-based violence (GBV) awareness and response, across Kapiri-Mposhi and Mkushi districts. ETE implements its programmes in partnership with Plan International and other partners under the “Space to Lead” project.

2. Background and Rationale

Guided by its Strategic Plan 2026 – 2029, ETE is strengthening its governance, human resource, and financial systems as it expands programming across six strategic themes, including Governance and Institutional Management and Resource Mobilisation and Financial Sustainability. Having recently formalised its Human Resource Management Policy, ETE now seeks to place the same rigour behind its financial management practices. An organisational assessment identified the absence of a documented Financial Management Policy and Procedures Manual as a gap that constrains budgetary control, consistent internal controls, and compliance with statutory and donor reporting requirements. ETE therefore seeks a qualified consultant or firm to develop a comprehensive, donor-compliant Financial Management Policy and Procedures Manual to guide its financial operations.

3. Objectives of the Assignment

The overall objective of the assignment is to develop a comprehensive Financial Management Policy and Procedures Manual that strengthens ETE’s financial governance, accountability, and donor compliance. Specifically, the consultancy shall:

• Review ETE’s current financial practices, systems, and controls against statutory requirements and donor compliance standards;

• Develop clear, practical financial policies and procedures covering the full financial management cycle; and

• Build the capacity of ETE staff to understand, apply, and sustain the Manual through a validation and orientation process.

4. Scope of Work

The consultant will review, design, and document financial policies and procedures covering, at a minimum:

• Budgeting, budgetary control, and variance analysis;

• Cash and bank management, including authorisation and signatory protocols;

• Procurement and payment procedures, including thresholds and competitive bidding;

• Payroll processing and statutory remittances (PAYE, NAPSA);

• Fixed asset management and inventory control;

• Financial reporting, including internal and donor reporting formats;

• Internal controls, segregation of duties, and fraud prevention;

• Grant and sub-grant financial management, where applicable; and

• Records retention, archiving, and audit preparedness.

5. Key Deliverables

• An inception report with a detailed methodology and work plan;

• A draft Financial Management Policy and Procedures Manual;

• A validation workshop with ETE staff and the Board Finance Committee;

• A final Financial Management Policy and Procedures Manual (electronic and hard copy); and

• A one (1) day staff orientation session on the finalised Manual.

6. Duration and Reporting

The assignment is expected to take approximately twenty (20) working days over a period of five (5) weeks from the date of contract signing. The consultant will report to the Executive Director and work closely with the Administration/Finance Officer and the Board Finance Committee.

7. Consultant Qualifications and Experience

• A degree in Accounting, Finance, Business Administration, or a related field; a professional accounting qualification (ACCA, CIMA, ZICA, or equivalent) is an added advantage;

• A minimum of five (5) years’ experience developing financial policies and procedures manuals for NGOs or civil society organisations;

• Sound knowledge of Zambian statutory requirements and donor compliance standards (e.g., Plan International, USAID, or similar);

• Strong facilitation, writing, and report-writing skills; and

• Demonstrable references from at least two comparable assignments.

8. How to Apply

Interested consultants or firms should submit:
(i) a technical proposal outlining the proposed methodology and work plan,
(ii) a financial proposal (all-inclusive budget in ZMW),
(iii) a curriculum vitae, and
(iv) contactable references and description of similar past work, to:
empoweredtoempower33@gmail.com with the subject line “Consultancy: Financial Manual Development” – Name of Consultant/Firm by 2^nd October 2026 at 24hrs.

ETE is an equal-opportunity engager and encourages applications from qualified women and youth-led firms. Only shortlisted applicants will be contacted.