Association for Reproductive and Family Health (ARFH) is a leading Non-Governmental and Not-for-Profit Organization established in 1989 by two eminent and reputable Nigerians who are the most prominent advocates of Sexual Reproductive Health (SRH) and Family Planning (FP) programming in Nigeria. ARFH, a Nigerian fully indigenous, Non- Governmental, and Not-for-Profit organization had implemented projects across the 36+1 states of Nigeria on cross cutting programs including Reproductive, Maternal, Newborn, Child and Adolescent Health plus Nutrition Investment Case (RMNCAH+N), Family Planning (FP), Global fund grants on HIV, TB and Malaria as Prime & Sub recipient, USAID grants on Orphans and Vulnerable Children (OVC) among others.
We are recruiting to fill the position below:
Job Title: Consultant (Design, Implementation, and Operationalisation of an Enterprise Resource Planning (ERP) System)
Location: Abuja (FCT)
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.