Job Description

Project Location: Hargeisa—Somaliland
Duration: 15 Days
Closing date: 22nd December, 2025
1. Background
The Somaliland National Elections Commission (NEC) is an independent institution
responsible for administering electoral events for Somaliland citizens. Its
responsibility includes preparing and administering all electoral-related activities
and ensuring a suitable environment to expedite a credible electoral process. The
commission have managed 10 elections, namely the local council elections (2002,
2012, & 2021), the parliamentary elections (2005 & 2021), and the presidential
elections (2003, 2010, 2017 & 2024) and 2024 political parties election. The NEC is
currently preparing for the Voter Registration operation due to the upcoming local
council and parliamentry elections.
NEC is seeking an experienced and dynamic consulting firm to carry out an
organizational needs assessment in finance and procurement, develop manuals, and
customize its accounting software. This assignment will support the NEC’s election
operations, including finance, procurement, warehouse, and asset management.
This assignment is intended to strengthen the NEC’s finance systems and
procedures.
2. Objective of the Assignment
To improve NEC’s financial governance and operational efficiency by developing a
custom hybrid financial system, strengthening financial procedures and reporting,
and building finance staff capacity.
3. Scope of Work
3.1. Inception and Assessment
• Review NEC financial workflows, roles, and reporting.
• Conduct financial needs assessment at HQ and regional levels.
• Submit inception report
2
3.2. Custom Financial System Development
The system must be hybrid (web + local access), secure, auditable, and reflect
NEC’s organizational structure. The system will work on non profit operational
budget (expenditure) for voter registrations and election operatiaons.
Function System Requirement
Budget Heads
Setup
Create and manage budget heads and annual ceilings.
Budget Control Real-time tracking and alerts for overspending.
Payment Vouchers Auto-deduction from relevant budget heads and
multiple bank accounts.
Approval Workflow Initiator → Finance Director → DG → NEC
Internal Auditor
User Accessibility
User for internal auditors for checking all transactions
Regional/District
Lump Sums
Tracking allocations and expenditures for 6 regions.
Categorization Group budget heads and lump sums by category and
region.
Payroll Salary tables, deductions, allowances, bank transfer
generation.
Cashbook Track all cash and bank balances including
reconciliations.
Asset/Inventory
Register
• Record items, codes, locations, and responsible staff.
• Categorization of assets, asset registrant users.
• Production goods received notes in line with
procurement office, and warehouse.
Audit Trail Full log of all user actions and system changes.
Report and
Dashboard
Create real time financial reports on the spot: bank
reconciliations, cashbook, budget vs expenditure
(summary and detailed).
• Monthly reports
• Quarterly reports
• Annual reports
• Exportable to excel
• Single subhead reports
• Dashboard for balances
Notifications
System
Notifications for executives on financial transactions in
emails
User and privileges Categorize users and their privileges during operations.
Expected user including:
• Accountants/initiators
• Regional Finance/Initiators
• Finance Director
• Director General
• NEC
• NEC Chairman
• Internal Auditor
3
Multi-Bank Account
Platform
Integration with multiple banks and bank accounts with
various currencies and creation of instant bank
statements.
Mass payments Payments should be compatible with ZAAD or Edahab
payment platforms.
System Risks and
Security
Security should be priority and encripted where no one
can access anyway other than NEC.
Contingency
Backup
System jamming, failures may occur thus backup plan
should be in a place. There should be automatic back
up and retrieval.
Superior Local
Contextual Mastery
Guarantees native integration with local payment
providers (ZAAD/Edahab) and compliance with
Somaliland's specific financial regulations, minimising
integration and audit risk
Comprehensive
Localised Training
and Capacity
Building
Deep institutional familiarity and a locally based
training team ensure the delivery of a superior,
sustainable Training and Capacity Building program,
maximising system adoption among NEC staff
Guaranteed On-Site
Business Continuity
Local presence ensures immediate Contingency Backup
and Retrieval services, guaranteeing system resilience
and 24/7 technical support crucial for secure,
uninterrupted electoral operations
Proven Government
Financial System
Experience
A 10-year track record includes the successful
deployment of complex financial management and
capacity-building projects for major government and
non-profit entities, ensuring expert execution.
Any Other Business Any other business discussed during the meetings
witht the stakeholders.
3.3. Strengthening Finance Workflows and Roles
Align roles and responsibilities within the Finance Department to strengthen
internal controls, avoid duplication, and establish clear accountability across HQ,
regions, and support sections.
3.4. Training and Capacity Building
Train finance staff on system operations, monthly reconciliation, documentation
standards, and reporting.
3.5. Progress Monitoring
Submit monthly or weekly progress reports to NEC leadership.
4. Deliverables
• Inception Report
• Needs Assessment Report
• Custom Financial Management System (configured and deployed)
• System User and Admin Manuals
• Finance Process and Role Structure Matrix
4
• Training Sessions (On the job trainings)
• Final Handover Package including source code

Experiences and Qualifications

Skills Required

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