Procurement Lead Consultant Terms of Reference - October 2025

Procurement Automation Project

About CAMFED

CAMFED (the Campaign for Female Education) is an international non-profit organization tackling poverty and inequality in sub-Saharan Africa by supporting girls to go to school and succeed, and empowering young women as leaders. It is a grassroots-led movement focused on education, social justice, economic development, and climate action. We work in the following six countries in Africa: Ghana, Kenya, Malawi, Tanzania, Zambia and Zimbabwe, with support offices in Australia, Canada, Switzerland, United Kingdom and United States of America. A more detailed look at CAMFED can be found here: https://camfed.org/

Project Objective

Procurement is central to CAMFED’s program delivery, enabling the timely provision of entitlements and services to marginalized girls and their schools. Therefore, CAMFED wishes to update and automate its procurement processes across the length and breadth of its programs including key dependencies with planning, budgeting and reporting processes. In this regard, we wish to appoint a Lead Consultant to advise management and lead in the delivery of this project as specified below:

I. Phase One is to identify and scope the ways in which CAMFED can redesign its procurement processes to harness opportunities and address existing challenges. This work will enhance and build upon root cause analysis and proposals developed by CAMFED, resulting in an Options Analysis (with prioritization and projected cost) for automation of the procurement cycle and key dependencies.

II. Phase Two is to deliver the technology for procurement automation. This will consist of facilitating the onboarding of an appropriate procurement system and managing the implementation of the selected system (or multiple systems) to handover.

More details of the activities and outputs of each phase are shown in the table below. It is envisaged that Phase Two would begin very shortly after Phase One, subject to approval of the Phase One outputs. The consultant is eligible to apply to conduct Phase Two on successful delivery of Phase One. The consultant will act as our internal lead, based on a fixed term contract with specific deliverables and milestones.

CAMFED aims to achieve commence automation of the procurement process by Q1 2026 and complete end of 2026.

About the Consultant

The consultant (either an individual or a company) must be based on the African continent and possess the following attributes:

● Educational background e.g. bachelor's, master’s and PhD degrees in a relevant field (for

individuals and/or lead consultant for a team)

● Demonstrable knowledge and experience of the use of emergent technologies to automate, enhance, and optimize various tasks within procurement (including AI)

● Demonstrable experience in procurement process, automation, and best practices, and application in the development sector.

● Experience in project management, with strong communication and interpersonal skills

CAMFED retains ownership of intellectual property created during this project, and budgetary decisions. The Lead Consultant and Software Vendor commit to the confidentiality of all information shared by CAMFED in the performance of this assignment.

Detailed deliverables

Activity

Deliverable

Responsibility

PHASE ONE

Analyse existing procurement processes including key dependencies with planning, budgeting and reporting, and identify areas for automation

Needs Assessment Report

Consultant

· Map out a procurement process that responds to CAMFED program objectives and addresses the contextual challenges.

· Develop a detailed design for the automated procurement system, including workflows, user roles, and data requirements

· Define how technology will be integrated in the procurement to automate, enhance, and optimize various tasks (including use of AI and any other emerging technology).

· Define integration requirements with existing CAMFED systems.

System Evaluation

Report

Prepare regular progress reports and final reports summarizing the project's achievements.

Regular Reports

Evaluate and recommend options for software and systems to be used (e.g., ERP systems, e- procurement platforms, e-invoicing solutions) – including projected costs and timelines.

Options Analysis

report

CAMFED C

Consultant

Final report summarizing the outcome of Phase One

Phase One Report

Consultant

PHASE TWO

Manage process of software vendor selection for software and systems to be used (e.g., ERP systems, e-procurement platforms, e-invoicing solutions).

Documented system selection process, including RFP / briefs documents

Consultant C CAMFED

Define the implementation stages, including system setup, data migration, user training, and go-live support.

Implementation Plan

Consultant C Software Vendor

Implementation: Automation of procurement system, including system configuration, data migration, and user training

Training materials

Testing and Quality Assurance: Conduct thorough testing of the automated system to ensure its functionality and performance

Testing Plan C Results

Activity

Deliverable

Responsibility

Post-Implementation Support: Provide ongoing support and maintenance for the automated system

Go-Live Support Plan

Performance Monitoring: Establish key performance indicators (KPIs) and monitor the performance of the automated system, and procurement process.

Monitoring Plan

Reporting: Prepare regular progress reports and final reports summarizing the project's achievements.

Progress Report

Consultant

Final report summarizing the project outcomes

Progress Report

Consultant

Kindly submit your full proposal by 4th November 2025, 5:00 p.m. (GMT) to ukprocurement@camfed.org with the subject line “Tender Submission – Procurement Automation Project”. Requests for clarification may be sent to ukprocurement@camfed.org no later than 28 October 2025. Late or incomplete submissions will not be considered.

CAMFED Zambia

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