Consultancy for the Design, Implementation, and Operationalisation of an Enterprise Resource Planning (ERP) System

~ Position Open ~

Consultancy for the Design, Implementation, and Operationalisation of an Enterprise Resource Planning (ERP) System

Abuja, Nigeria

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.

Background

Association for Reproductive and Family Health is a leading Nigerian non-governmental organisation implementing public health and development programmes across multiple thematic areas, including reproductive health, HIV/AIDS, tuberculosis, malaria, and health systems strengthening.

ARFH operates across multiple states with diverse donor-funded projects, each with strict financial, procurement, human resources, and reporting requirements. Existing operational systems are partially digitised but remain fragmented across departments, resulting in:

Limited system integration
Duplication of data entry
Delays in reporting
Weak audit trails
Compliance risks with donor requirements

To address these challenges, ARFH seeks to deploy an integrated ERP solution that will streamline internal processes, improve accountability, and support sustainable programme delivery.

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

Specific Responsibilities

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

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

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

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

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

Method of Application

Submission of Quotations

All submissions should be sent via email to:

vendorprequalification@arfh-ng.org

Deadline:
Thursday, April 15, 2026, on or before 4:00 PM

~ Position Open ~