TERMS OF REFERENCE (ToR): Subject Matter Expert (SME) & Quality Assurance Consultant – ERP (NetSuite Implementation)

1. ASSIGNMENT DETAILS

Title	Subject Matter Expert (SME) & Quality Assurance Consultant – ERP (NetSuite Implementation)
Duty Station	Nairobi, Kenya (AATF Headquarters)
Duration	Six (6) to Twelve (12) Months
Reporting To	Director, Corporate Services (DCS)
Target Audience	Internal Procurement and ERP Steering Committee

2. BACKGROUND

The African Agricultural Technology Foundation (AATF) is implementing a modern Enterprise Resource Planning (ERP) system (NetSuite) to integrate and streamline its back-office operations across Finance, Procurement, HR, Grants Management, and Reporting functions.

This initiative is a key pillar in AATF’s institutional transformation agenda—aimed at enhancing efficiency, transparency, and accountability across its multi-country, multi-donor operations, while aligning with global standards such as IFRS, donor compliance frameworks, and internal control requirements.

To ensure the success of this transformation, AATF seeks to engage an experienced Subject Matter Expert (SME) and Quality Assurance (QA) Consultant to provide strategic oversight, technical validation, and independent quality assurance throughout the ERP implementation lifecycle.

3. OBJECTIVE OF THE CONSULTANCY

The overall objective is to ensure that the ERP system’s design, configuration, and deployment are fully aligned with AATF’s business processes, policies, and governance frameworks.

Specific objectives are:

1. Provide strategic and technical advisory on ERP design, governance, and implementation.
2. Oversee quality assurance throughout all project phases, ensuring adherence to international standards and donor requirements.
3. Validate process designs, system configurations, and integrations for functional accuracy and control compliance.
4. Independently review vendor deliverables and advise the ERP Steering Committee on decision points, risks, and mitigations.
5. Strengthen internal capacity through knowledge transfer, change management, and post-implementation stabilization.

4. SCOPE OF WORK

A. Planning and Governance

• Support the Director, Corporate Services (DCS) and ERP Steering Committee in establishing the ERP governance and QA framework.
• Review and validate project scope, deliverables, implementation plans, and risk registers.
• Define acceptance criteria, QA checkpoints, and audit trails for each project phase.
• Provide technical and strategic advisory during Steering Committee and Technical Working Group sessions.

B. Business Process and Functional Design

• Review and validate AATF’s “As-Is” and “To-Be” processes across all functional areas.
• Ensure process alignment with IFRS, donor policies, internal controls, and AATF’s Chart of Accounts.
• Provide guidance on workflow configuration, approval hierarchies, and control mechanisms.
• Review data architecture and reporting requirements for compliance and audit readiness.

C. System Configuration and Integration Oversight

• Review vendor configuration documents and ensure fit-for-purpose design.
• Review the current customized applications or systems or propose new customization that would optimize value to AATF at minimal costs
• Evaluate integration with external systems (banking host-to-host, payroll, grants management, etc.).
• Oversee data migration validation, ensuring accuracy, completeness, and integrity.
• Review system roles, permissions, and segregation of duties (SoD) compliance.

D. Quality Assurance and Testing

• Develop a Quality Assurance Framework covering all stages of implementation.
• Review test scripts, test results, and defect resolution reports for all UAT and integration cycles.
• Provide readiness assessments and go-live assurance reports to management.

E. Change Management and Post-Implementation Review

• Support change management planning and training activities for user adoption.
• Conduct post-go-live stabilization reviews and process optimization recommendations.
• Prepare a Post-Implementation Evaluation and Lessons Learned Report to guide future phases.

5. DELIVERABLES

The consultant key deliverables are:

1. ERP Governance and Quality Assurance Framework.
2. Validated Business Process and Requirements Documents (BRDs) and process maps.
3. Risk and Compliance Gap Analysis Report with recommendations.
4. Configuration and Integration Review Reports.
5. User Acceptance Testing (UAT) and Go-Live Readiness Reports.
6. Post-Implementation Evaluation and Lessons Learned Report.

6. DURATION AND REPORTING

a. Duration

Aligned with key ERP milestones; six (6) to twelve (12) months.

b. Reporting

The Consultant will report to the Director, Corporate Services (DCS) and work closely with the ERP Steering Committee, Implementation Partner, and functional leads.

c. Progress Reports

• Regular progress updates, as and when necessary, to the Director – Corporate Services (DCS) on implementation status, emerging risks, and key decisions required.
• Monthly written progress reports to the Steering Committee, covering:
  • Overall implementation status against plan
  • Key achievements during the month
  • Challenges and risks encountered, if any
  • Proposed mitigation measures
  • Planned activities and milestones for the following month

7. QUALIFICATIONS AND EXPERIENCE

• The desired qualifications and experience are:
  • Master’s degree in Information Systems, Business Administration, Finance, or related field
  • A PhD in Information Systems, Technology Management, or Business Transformation will be an added advantage.
  • Minimum 10 years of experience in ERP implementation, business process design, or quality assurance for donor-funded or multinational organizations.
  • Proven expertise in NetSuite ERP (or equivalent platforms like SAP, Oracle, or Microsoft Dynamics) across financials, HR, procurement, and grants.
  • Demonstrated experience in system integration, data migration, and ERP audit and assurance.
  • Professional certification: Project Management (PMP/PRINCE2) or ERP Implementation/QA certifications preferred.
  • Strong understanding of IFRS, internal controls, governance, and audit frameworks.

8. KEY COMPETENCIES

• Below are key competencies for:
  • Strategic systems thinking and organizational change leadership.
  • Deep understanding of ERP governance, compliance, and quality assurance.
  • Strong analytical and diagnostic capability.
  • Excellent facilitation, stakeholder engagement, and communication skills.
  • High ethical standards, integrity, and results orientation.
  • Ability to work collaboratively across multi-disciplinary & country teams and subsidiaries.

9. EXPECTED OUTCOMES

• A fully functional, compliant, and integrated ERP system aligned with AATF’s business processes.
• Improved transparency, efficiency, and real-time reporting across all departments and entities.
• Strengthened internal capacity and ownership of ERP operations.
• Enhanced audit trails, accountability, and risk mitigation.
• Institutional learning through documented best practices and lessons learned.

10. APPLICATION CRITERIA AND TIMELINE:

Interested candidates should submit their Technical Proposal with CVs of key personnel, relevant references/case studies and detailed Financial Proposal on or before 5th January 2026. Applications should be submitted to the AATF Procurement Officer at Procurement@aatf-africa.org with the subject line “ERP SME & QA Consultant”

Terms and conditions of the Proposal

AATF reserves the right to request new or additional information regarding each service provider and any individual or other persons associated with its project proposal.

AATF reserves the right not to make any appointment from the proposals submitted. Service providers shall not make available or disclose details pertaining to their Project proposal with anyone not specifically involved, unless authorized to do so by AATF. Service providers shall not issue any press release or other public announcement pertaining to details of their project proposal without prior written approval.

AATF Service providers are required to declare any conflict of interest they may have in the transaction for which the tender is submitted or any potential conflict of interest. AATF reserves the right not to consider further any proposal where such a conflict of interest exists or where such potential conflict of interest may arise.

Confidentiality Statement

All documentation, reports, and communications under this assignment are to be treated confidential and are only to be used in connection with execution of these Terms of Reference. All intellectual property rights arising from the execution of this Terms of Reference are assigned to AATF.

Annex: Phased Engagement Plan and Quality Assurance Checkpoints

Phase	Key Activities	QA Checkpoints / Deliverables	Responsibility
Phase 1: Initiation & Planning	Governance structures setup, Scope/plan validation, Review vendor proposal, Develop implementation roadmap.	QA Framework & Project Charter approved;Risk Register validated.	SME ConsultantDCS
Phase 2: Business Process Design	Validation of As-Is & To-Be processes across functions. Align workflows and controls with AATF policies.	Signed-off BRD and Process Maps;Complete compliance checklist.	SME ConsultantProcess Owners
Phase 3: Configuration & Integration	Oversee module configuration and integration with banks, payroll, grant systems and procurement.Validate roles and permissions.	Configure Review Report; Integration Sign-off.	SME ConsultantVendorAATF ICT
Phase 4: Data Migration & Testing	Develop migration templates,Data reconciliation,Conduct SIT/UAT.	Data QA Report; UAT Sign-off recommendation.	SME ConsultantUsers
Phase 5: Go-Live Readiness	Final defects closure,Cutover rehearsal,Contingency planning and documentation.	Go-Live Assurance Certificate; Handover plan.	SME ConsultantDCSSteering Committee
Phase 6: Post-Implementation Review	Evaluate system performance,Stabilization, Incidence Management,Recommend optimization actions.	Post-Implementation Evaluation & Lessons Learned Report.	SME ConsultantDCS