STRIDES Ethiopia Administration Support Consultant 39 views1 applications

Request for Consultant Services Proposal (RFP)

Background: The STRIDES project, funded by the U.S. Department of State, supports countries to strengthen infectious disease surveillance systems critical to global health security and polio eradication. The consultant based in Addis Ababa, will provide administrative and logistical support to the Strengthening Infectious disease Detection Systems (STRIDES) Activity in Ethiopia. This role ensures smooth operations by handling documentation, logistics, and communication tasks on a consultancy basis. 

Purpose of Consultancy: FHI 360 seeks to engage an Administrative Support Consultant to provide short-term administrative, logistics, procurement, and operational support to the STRIDES Ethiopia Project. The consultant will assist the project team in addressing cross-cutting operational gaps that arise during implementation, ensuring timely coordination of logistics, procurement processes, event management, vendor engagement, and administrative activities.

Scope of Work:

Administrative and Operational Support 

The Consultant shall:

• Provide day-to-day support to the STRIDES Ethiopia project team.
• Support procurement and travel requests.
• Prepare and maintain documentation including correspondence, memos, meeting minutes, trackers, and reports.
• Maintain filing systems (electronic and physical) for procurement, logistics, event management, and project records.

Logistics and Procurement 

• Support procurement processes by processing requests and facilitating documentation.
• Liaise with vendors, suppliers, hotels, travel agencies, and service providers to obtain quotations, coordinate services, and follow up on deliverables.
• Track procurement and logistics actions and follow up with relevant departments to ensure timely completion.

Event Management 

• Organize project meetings, workshops, trainings, and review meetings, including venue arrangements, participant communication, material preparation, and logistical coordination.
• Provide meeting support including scheduling, logistics, and preparation of materials.

Travel and Accommodation 

• Support travel arrangements for project staff, consultants, and meeting participants.

Coordination and Surge Support 

• Coordinate with country office units to facilitate efficient implementation of project activities.
• Provide surge support to address operational bottlenecks, emerging gaps, and special assignments.

Other Duties 

• Perform any other responsibilities assigned by the Project Director in support of project implementation.

Deliverables and Timeline:

The Consultant shall deliver:

• Monthly progress reports outlining activities completed, key engagements, challenges, and next steps.
• Updated trackers and documentation for procurement, logistics, and event management.
• Monthly invoices documenting hours worked.
• Updated project performance dashboard for assigned sites within Ethiopia (December milestone).

Period of Performance: Estimated October 2026 – December 2026

Location and Travel Requirements: Addis Ababa, regional travel

Timetable and Address for Submission

Interested applicants should submit proposals to [email protected].

Questions are due no later than 18 September 2026. Questions should be submitted via email to [email protected].

Proposals are due no later than 25 September 2026. Required documentation listed below must be e-mailed to [email protected].

Qualifications:

• Diploma in Business Administration/Management or equivalent or Bachelor’s degree in relevant field.
• Minimum 3 years of relevant administrative experience.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams/Zoom).
• Strong organizational and communication skills.
• Ability to work independently and meet deadlines.

Competencies:

• Strong organizational and problem-solving skills.
• Excellent communication and reporting abilities.
• Ability to manage multiple tasks under tight deadlines.

Travel and Logistics:

• May require occasional local travel (<20%).
• Travel and accommodation arrangements will be supported as needed

Payment Terms:

• Payment will be based on Level of Effort (LOE) and linked to deliverables.
• Monthly invoices must be submitted with progress reports.
• Consultant taxes will be deducted per applicable Ethiopia labour laws.
• Reimbursement of approved expenses will follow FHI 360 policies.

Evaluation Criteria

Proposals will be evaluated in accordance with the following criteria:

• Award will be based upon best value (a combination of qualifications and proposed daily rate).
• Payment will be based upon Level of Effort (LOE) with reimbursement for approved related budgeted expenses.

Applicants are also welcome to submit their CV into FHI 360’s global consultant database for future consideration outside of this RFP: Consult@FHI360

Required documentation:

• Completed USAID1420 Biodata Form
• CV with country experience listed and updated to no less than 3 months prior to submission of proposal
• Cover letter (letter shall summarize the consultant’s qualifications and explain why they should be added to the pool as well as rate of pay).
• Written response addressing the needs listed in the SOW.
• Estimated budget, in Excel format, to complete the work as indicated in this RFP.

FHI 360 Disclaimers

• FHI 360 may perform a background check on any selected Consultant candidates.
• FHI 360 may cancel the solicitation and not award
• FHI 360 may reject any or all responses received
• Issuance of the solicitation does not constitute an award commitment by FHI 360
• FHI 360 reserves the right to disqualify any offer based on failure of the offeror to follow solicitation instructions
• FHI 360 will not compensate any offeror for responding to solicitation
• FHI 360 reserves the right to issue award based on initial evaluation of offers without further discussion
• FHI 360 may choose to award only part of the activities in the solicitation, or issue multiple awards based on the solicitation activities
• FHI 360 reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition
• FHI 360’s consultant terms and conditions can be found here