Consultant to Develop Procurement and Logistics Policy, Procedures and Tools

1.  Background
   
   Emma Organization for Human Development is non-profit organization established in 2013 in Erbil, the program of Emma organization is concentrating on Capacity building and awareness-raising of governmental and nongovernmental human resources in the field of GBV, awareness-raising on gender equality and human rights issues, enhancing women participation in decision making and peace building, Rehabilitation and trauma healing programs for trauma survivors.

2. Requirement: -

The organization requires updated, consolidated and compliant procurement and logistics policies to support transparent, efficient, and auditable acquisition and supply chain management of goods, works and services across projects and operations. The new policy must align with: national public procurement laws, and donor/partner rules where relevant international best practice.

- Purpose and Objective

• The objective of this consultancy is to develop a comprehensive Procurement Policy and a Logistics (Supply Chain) Policy, including standard operating procedures (SOPs), templates, and implementation guidance that:
• Ensure compliance with applicable laws, donor requirements and internal controls;
• Promote value for money, fairness, competition, integrity and transparency;
• Define roles, responsibilities and delegated authorities;
• Provide practical procedures for procurement planning, tendering, evaluation, contract management, supplier management, asset and inventory management, transportation and distribution, warehousing, and disposal.

3. Scope of Work

• Review existing procurement, logistics and related documents (current policies, SOPs, contracts, procurement plans, audit reports, vendor lists, asset registers, organizational structure).
  • Assess current practices, capacity, internal controls and compliance gaps.
  • Review applicable national laws, donor requirements and international standards relevant to procurement and logistics.
• Review inventory date information.
  
  

3.2 Drafting

• Prepare a draft Procurement Policy covering at minimum: procurement principles, procurement planning, thresholds and delegation of authority, procurement methods (open tender, restricted, RFQ, direct procurement), supplier prequalification, bid docs, evaluation rules, conflict of interest, anti-fraud measures, contract award and signature, contract management, contract modifications, complaint / appeal mechanism and record keeping).

• Prepare a draft Logistics/Supply Chain Policy covering at minimum: inventory and asset management, warehousing, distribution/transportation, cold chain (if relevant), receipt and inspection, custody and security, stock forecasting, loss/damage reporting, disposal, and roles and responsibilities between HQ and field.

• Develop supporting SOPs for high-risk or high-volume processes (e.g., tendering and bid evaluation, Emergency procurement, Contract management, Inventory management procedures, Goods receipt and inspection, Fleet management, Disposal process).

• Provide standard templates: procurement plan template, RFQ/tender/contract templates, evaluation matrix, bid opening minutes, contract award letter, supplier declaration/conflict of interest form, asset register template, inventory count sheet, procurement checklist, purchase order template.

• Legal/Donor Compliance Checks
  
  Ensure documents reference and align with applicable national procurement law and donor requirements. Flag any areas requiring management decisions or legal advice.
  
  3.4 Validation and Finalization
  
  • Present draft policies and SOPs in validation workshops with stakeholders and incorporate feedback.
  • Produce final versions in editable (Word) and PDF formats.
  • Provide an executive summary and a short Implementation Plan (including capacity building, roll-out timeline, communication and change-management measures).
  • Provide a concise risk assessment and mitigation measures for procurement and logistics operations.
  
  3.5 Capacity Building and Handover
  
  • Conduct one or two training workshops (virtual or in-person) for staff on the new policies and tools.
  • Provide a short training manual / quick reference guide (1–2 pages) for operational staff.
  • Final Draft Procurement and Logistics Policy.

• Final Procurement and Logistics Policy (approved version).
• Provide guidelines and template to ensure proper implementation.

4. Deliverables:

1.Final Procurement and Logistics Policies, SOPs, templates (Word and PDF).
2. Implementation Plan, risk assessment and recommendations.
3. Training delivery and training materials.
4. Final consultancy report and handover package.
5.Standard templates and forms (editable).

5. Reporting and Supervision

The consultant will report to Operation Manager and Logistic Officer

Regular progress updates to be submitted weekly.

6.Duration
• Consultancy duration: [up to 12 weeks] from contract start date.
• Location: Combination of remote work and on-site visits to the main office as required. Travel costs (if any) will be reimbursed as per the consultant’s fee

7. Budget and Payment Schedule
• Payment schedule example:
• 20% upon contract signing and submission of inception report;
• 30% upon submission of draft policies and SOPs;
• 30% upon delivery of final policies, SOPs and templates;
• 20% upon completion of training and final report.

8. Confidentiality

• All deliverables, data and work products will be the property of Emma Organization for Human Development.
• Consultant must sign a confidentiality agreement and declare any conflicts of interest.
• Consultant should not use material for other clients without prior written permission.

9. Evaluation and Selection Criteria
• Technical proposal (methodology, work plan, understanding of the task): 60%
• Relevant professional experience and qualifications: 30%
• Past performance and references / sample outputs (policies, manuals): 10%
• Note: Emma Organization may request an interview or presentation of the proposed approach.

10. Proposal Submission Requirements
Interested consultants should submit:
• Technical proposal: approach, methodology, detailed work plan and timeline.
• CV(s) of proposed consultant(s) and references.
• Financial proposal: lump-sum fee or daily rate with breakdown (fees, travel, per diems, taxes).

• Advanced degree in Supply Chain Management, Procurement, Logistics, Business Administration, Law or related field.
• Minimum five years’ practical experience in procurement and logistics policy development and operations; experience in [INGO / NGO/ public sector / donor-funded projects] is preferred.
• Fluency in Kurdish and English.
• Demonstrated knowledge of national procurement laws and major donor procurement rules.
• Experience drafting policies, SOPs and templates and delivering capacity-building/training.
• Strong analytical, report-writing and stakeholder facilitation skills.

Interested Candidates should submit their CV to ( emmaorghr@gmail.com ).

Email subject must read (Supply Chain Consultant).

 Note:

• Email without vacancy title will not be considered.
• Email after the closing date will not be considered.
• Only short-listed candidates will be contacted.