Hivos in Southern Africa – Zimbabwe, Zambia, Malawi, Mozambique, South Africa – is inviting current and prospective suppliers of goods and services in the categories detailed below to apply for inclusion in the supplier database for the period 2026 – 2029.
CATEGORIES OF GOODS AND SERVICES
Category Description
1 Supply of General office Stationery
2 Supply of ICT Hardware, Software, Accessories and Consumables
3 Supply of Fuels and lubricants
4 Provision of Motor vehicle service and repairs
5 Provision of Panel beating, motor vehicle spares and accessories
6 Provision of Fire equipment and servicing
7 Security Services
8 Provision of CCTV, electric fencing, rapid response alarm systems, installation & servicing
9 Supply and Delivery of Office Furniture and Fittings, interior decoration, supply and
fitting of office blinds, carpets and curtains
10 Provision of Cleaning and Sanitary Services i.e. provision of office and window cleaning
services, Sanitary bins, cleaning detergents, disinfectants and toiletries
11 Provision of Catering services, Outside catering
12 Provision of PA systems and decorations, tent hiring
13 Provision of Repairs and maintenance of electrical equipment, solar panels, generators,
electrical inverters, locksmith services, general hardware, plumbing – installation &
servicing
14 Provision of Bulk purified water supplies, supply of water tanks, cleaning of water
dispensers
15 Provision of Printing and publishing services; factsheets, social media posters, research
reports, brochures, business cards etc
16 Provision of ground transport and car hire services
17 Provision of advertising, signage and outdoor branding
18 Provision of Travel and Tours services (Travel agents)
19 Provision of Hotels, Conference and Accommodation Services; venues for team
building, outdoor events, indoor networking events
20 Provision of Health and Safety Equipment, supply and delivery of first aid kits,
21 Provision of Air conditioning servicing and installations
22 Provision of Telecommunications services: installation and maintenance
23 Supply of Foodstuffs, groceries, beverages, fruit and vegetables
24 Provision of Customs clearance, forwarding/Container Terminal
25 Provision of Deep Cleaning and Fumigation of office premises and Office Furniture
26 Provision of Office Plants, Garden Maintenance and landscaping: installation and
maintenance
27 Provision of Swimming pool maintenance (Zambia only)
28 Provision of Construction Services, specialized works, painting, and maintenance
29 Provision of Works, repairs and maintenance including renovations
30 Provision of Human Resources Consultancy Services including trainings, research
surveys, labour law compliance
31 Provision of Corporate legal advisory services
32 Provision of Digital advocacy & influencers (human rights activists, community
organizers, civil society influencers, digital campaigners)
33 Provision of Creative design & layout services (graphic design, publication layout
and formatting, data visualization, brand asset creation
34 Provision of Multimedia production & technical equipment (documentaries, filmmaking,
impact photography, videography services, audiovisual gadgets supplies)
35 Provision of Professional moderators & Masters of Ceremonies
36 Provision of Broadcast & digital media production (radio and television production,
podcast development, live-streaming services)
37 Provision of Events Management: team building, outdoor events, indoor networking
events
38 Provision of Rapporteur Services (Civil and Political Rights)
39 Provision of Branded communications merchandise: pens, mugs, bags, hoodies,
calendars, T-shirts, etc
40 Provision of gift packs
41 Provision of courier and Petty Errands
42 Insurance Services: assets (Zambia only)
General Instructions
1. All applicants should note that this is only a supplier registration process and does not constitute an
invitation to do business. Only selected suppliers will be notified of the outcome of this process.
2. This prequalification does not amount to any contractual obligation on the part of Hivos and it is not
obliged to invite any quotations from any or all candidates who have expressed their interest by
responding to this invitation.
3. Suppliers that cover various categories should submit separate documents for each category.
4. Hivos reserves the right to accept or reject any application without giving a reason.
Qualifications and Experience
Please ensure to submit the following certified scanned copies of documents listed below, if available, as
these will be the basis for evaluation.
1. Certificate of Registration or Incorporation, CR14 / CR6 (List of directors);
2. CR6 / CR5 (Business Address);
3. Current Tax Clearance Certificate;
4. Certificate of Authorized Dealership;
5. Documentation for any trading name used,
6. Trade License;
7. Company profile detailing (physical location & contact details, products, or service list)
8. At least 3 reputable and verifiable/ traceable references, and payment terms
9. Full Banking details
10. Any other relevant Certificates such as Press Declaration Certificate, Quality Assurance Certificate and
other Certificates as applicable depending on the nature of Commodity/Service which may help tooperate your business entity.
Note: Hivos may decide to conduct a physical verification of Vendors’ Office premises and contact their
clients to crosscheck necessary information provided in the expression of interest before finalizing its
decision for the prequalification.
How to apply:
All applications are advised to clearly mark the category applied for and submitted via email to
proposals.hubsaf@hivos.org addressed to: The Administration Assistant, Hivos Southern Africa by no later than 14 September 2026 at 16:00 CAT. Each submission should clearly indicate on the headline the category number and product/service name being applied for. Any submissions received after the time and date stipulated will not be accepted.
N.B. Kindly note Hivos does not charge any fee for registration of suppliers.
