Terms of Reference: Independent Consultant (Training & Logistics Support)

About the Job
Background of the Organization

Vital Strategies is an international public health organization that believes everyone should be protected by a strong public health system. We provide technical assistance to governments and civil society in low- and middle-income countries to design solutions to some of the world’s most difficult public health challenges.

Terms of Reference: Independent Consultant (Training & Logistics Support)

Terms of Reference for an Independent Consultant for organizing, registering, and documenting training participants, managing attendance, payment sheet, handling support letters and documentation in relation to Civil Registration and Vital Statistics (CRVS)- Verbal Autopsy (VA) Scale Up Project.

Project Title: CRVS- VA Scale up

Position: Independent Consultant – Training & Logistics support

Required Number 4

Type of Contract: [Individual/ Contract/Consultancy

Duration: [2 months] Location: [Addis Abeba] Reporting to: [Finance Officer]

Deadline for submission: February 19, 2026

Email for submission: Faiza Ahmed fmohammed@vitalstratgeies.org and Muse Tefera

mtefera@vitalstrategies.org

Background of the Project

CRVS VA Scale Up Project. Reliable cause-of-death (CoD) data are critical for evidence- based health planning, monitoring, and evaluation. However, in Ethiopia, most deaths occur out- side health facilities and without medical certification, limiting the availability of quality mortality data. To address this gap, the MoH, in partnership with Vital Strategies through the Bloomberg Philanthropies Data for Health Initiative, has implemented Verbal Autopsy (VA) to capture com- munity cause of death information. Building on the successful implementation of VA in selected regions, this project aims to scale up the initiative nationwide through creating mentors at re- gional health bureaus and Woreda health offices. By leveraging their technical expertise and es- tablished mentorship structures, the project will strengthen the quality, availability, and use of CoD data while institutionalizing VA as a sustainable component of the National Health Infor- mation System and the Civil Registration.

To support this initiative, Vital Strategies Ethiopia Office, in collaboration with Ministry of Health (MoH) and regional health bureaus, plans to conduct a training for 5,000 Health Extension Workers (HEWs) and Primary Health Care Unit (PHCU) teams during February–March 2026.To

ensure smooth facilitation of the capacity building training,Vital Strategies Ethiopia Country Office plan to engage independent consultants to provide dedicated training and logistics support.

Objectives of the Assignment

The independent contractor will facilitate the end-to-end logistical and administrative processes for training/workshop sessions in relation to Vital Strategies’s CRVS VA scale up project. This includes overseeing the training/workshop venue booking in collaboration with the regional and wereda level focal persons, training/workshop participants registration, daily attendance tracking, perdiem and allowance payment sheet preparation, verification and collection of participants nomination letter/Megetatemia and documentation.

 

Key Responsibilities and Duties

The independent contractor will be responsible for the following tasks:

Overseeing venue booking in coordination with regional and wereda level focal persons to ensure that local venue selections align with Vital Strategies procurement policies and procedures, budgets, and logistical requirements, while utilizing local knowledge for optimal results.

Participant registration in collaborationwith the regional and wereda level focal persons ensure the utilization and maintaining of a pre-training/workshop participant registration excel sheets to collect necessary details: Name, Position, Organization, contact Info and signature fields
Daily Attendance Tracking: In collaboration with the regional andwereda level focal persons ensure utilization of a daily sheet with columns for Name, Dates, signature and ensure daily signatures for each date of the training. Ensure all participants sign the attendance sheet for each session (or daily for multi-day training) as proof of attendance
Per Diem & transport allowance and reimbursement Payment Spreadsheet: Utilize/Create a formula-driven payment excel sheet linking/validating attendance and a training attendance nomination confirmation letter to payment: Total Days Present * Daily Rate = Total Payment, as a source document for facilitating payment and submitting to the finance officer
Documentation

In collaboration with the regional and wereda level focal persons Compile, and file all original attendance sheets, registration forms, training/workshop attendance nomination

letters, perdiem and transport allowance /reimbursement payment sheets and air tickets, payment receipts and boarding passes including training reports.
Logistic Support

Assist with on-site setup, including managing and facilitating participant registration, attendance tracking.
Coordinate with the CRVS and finance team to ensure that all administrative needs are met.
Duration and Payment Terms

Contract Duration: 2 months
Payment Schedule: monthly
About You
Deliverables For each Training and Workshop

Finalized and verified participant registration list (pre-training) soft and hard copies
Signed daily attendance sheets (soft and hard copies).
Copies of all issued support /participants nomination letters
Consolidated database of attendees. For perdiem payment and reimbursement of transport cost
Qualifications and Experience
Degree in Business Administration, Social Sciences, Development Studies, or a related field.
Minimum 2-4 years of experience in project administration, training facilitation support, or logistics.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Excellent organizational skills and attention to detail.
Strong communication skills, both written and oral.
Requirement Skill

Communication

Problem solving

Team work
How To Apply
Interested consultants should submit a technical proposal (methodology, experience) and a financial proposal on Email for submission: Faiza Ahmed fmohammed@vitalstratgeies.org and Muse Tefera

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