CALL FOR APPLICATIONS: PROCUREMENT OF ODOO CONFIGURATION, IMPLEMENTATION, TRAINING AND TECHNICAL SUPPORT SERVICES

CALL FOR APPLICATIONS: PROCUREMENT OF ODOO CONFIGURATION, IMPLEMENTATION, TRAINING AND TECHNICAL SUPPORT SERVICES Tenders & Other Advertisments Men4Women (Men 4 Women) November 3, 2026, 7:55pm 1 Men 4 Women (M4W), a national NGO in South Sudan, invites qualified individuals or firms to submit applications for the provision of Odoo configuration, implementation, training and technical support services. The assignment aims to strengthen M4W’s organizational systems, operational efficiency and digital management capacity through the configuration and implementation of an integrated Odoo Enterprise Resource Planning (ERP) system. The system will support key organizational functions, including finance and accounting, human resource management, procurement, inventory, project management, monitoring and reporting, document management and other relevant operations. Interested applicants are requested to refer to the attached Terms of Reference (ToR) for details of the assignment, scope of work, expected deliverables, qualifications and application requirements. Application Deadline: 8th November 2026 at 5:00 PM CAT. TOR - Procurement of Odoo Configuration, Implementation, Training and Technical Support Services.pdf (476.1 KB) Key dates from the attached advert: M4W invites qualified Odoo implementation partners or experienced service providers to submit technical and financial proposals covering system configuration, deployment, data setup where submit their applications by 8 November 2026 at 5:00 p.m. Central Africa Time (CAT). Purpose of the Assignment  Assignment of responsibilities, tasks, deliverables, deadlines, and implementation milestones. The provider shall submit a training plan specifying the sessions, target users, delivery methods, schedule, materials, and assessment arrangements for M4W’s approval. additional service outside the approved scope must be submitted to M4W for written approval before costs are incurred. The service provider shall submit a detailed implementation schedule identifying deliverable milestones, timelines, dependencies, and review points for M4W’s approval. Attached advert: 1 TERMS OF REFERENCE Procurement of Odoo Configuration, Implementation, Training and Technical Support Services Background Men 4 Women (M4W) is a South Sudanese national non -governmental organisation committed to advancing gender equality, transforming har mful social norms, promoting sexual and reproductive health and rights (SRHR), preventing sexual and gender -based violence (SGBV), and strengthening peacebuilding and social cohesion. As part of its organisational capacity -strengthening efforts, M4W is rec eiving support through the SUCCESS Programme, implemented by Mercy Corps and IPCS and funded by the European Union (EU). This support provides an opportunity to strengthen M4W’s institutional systems, operational efficiency, accountability, and organisational sustainability. M4W recognises the need for an integrated organisational management system to improve coordination, standardise workflows, strengthen internal controls, enhance transparency, and support timely decision -making. The system should integra te key operational functions, including financial management, procurement, human resources, inventory and asset management, project management, document management, and grant oversight. M4W therefore intends to configure and institutionalise Odoo ERP as an integrated organisational management system tailored to its operational requirements, approved policies, and procedures. The proposed system will serve nine users and cover relevant applications, including Accounting, Analytic Accounting, Documents, Emplo yees, Payroll, Time Off, Attendances, Purchase, Inventory, Approvals, Expenses, Project Management, Planning, Timesheets, Contacts, Sign, and management reporting and dashboards. The system should support donor and project budget monitoring, expenditure tr acking by budget line, procurement workflows, asset management, staff administration, and monitoring, evaluation, and learning (MEL). The service provider must clearly distinguish standard functionality from additional configuration, third -party applicatio ns, integrations, or custom development, including associated licensing, maintenance, and implementation costs. Particular attention should be given to South Sudan payroll requirements, donor reporting, data security, user access controls, and data backup and recovery. M4W invites qualified Odoo implementation partners or experienced service providers to submit technical and financial proposals covering system configuration, deployment, data setup where applicable, user training, documentation, and post -deployment technical support over an agreed ten-month period. The assignment will be coordinated from Juba, with practical training for nine 2 users. Two staff members based outside Juba must be accommodated through virtual training or equivalent remote arrangements. The assignment is expected to commence on 1 6 November 2026, and interested applicants must submit their applications by 8 November 2026 at 5:00 p.m. Central Africa Time (CAT). Purpose of the Assignment The purpose of this assignment is to configure, deploy, and institutionalise Odoo as an integrated organisational management system tailored to M4W’s operational requirements, financial and procurement controls, human resource administration, programme management, and grant reporting needs. The assignm ent will include the required subscription for nine users, system configuration, staff training, documentation, and ten months of post -deployment technical support to promote effective adoption, reliable reporting, and long-term system sustainability. Specific Objectives The selected service provider shall: 1. Provide the required Odoo subscription and licensing for nine users, including the agreed applications, subscription period, hosting arrangements, and clearly itemised costs. 2. Assess, configure, and deplo y an integrated management system aligned with M4W’s approved policies, procedures, and operational requirements, covering finance and accounting, procurement, inventory and asset management, human resources and payroll, programme and project management, g rant tracking, and monitoring, evaluation, and learning (MEL), and any other task as agreed with M4W. 3. Establish appropriate system controls and reporting arrangements, including user roles, access permissions, approval workflows, data security, data quality, and management and donor reporting. 4. Build the capacity of M4W’s nine designated users through practical, role -specific training, user documentation, and knowledge transfer, including virtual training arrangements for the two staff members based outside Juba. 5. Ensure effective system adoption and sustainability through testing, deployment support, system administration guidance, and ten months of post -deployment technical support, including troubleshooting, maintenance, and agreed routine adjustments. Scope of Work Licensing and Subscription Provision The service provider shall:  Provide and activate a valid Odoo subscription covering nine users for the agreed subscription period.  Recommend an appropriate Odoo edition and hosting arrangement based on M4W’s operational requirements, security needs, budget, and long-term sustainability. 3  Specify the applications and features included in the subscription, available storage, hosting arrangements, licensing restrictions, and relevant service limitations.  Provide do cumentation confirming subscription activation and access to the agreed applications.  Clearly outline renewal costs, subscription terms, user limits, and potential additional charges for extra users, applications, third-party services, hosting, or storage.  Identify any dependencies on external vendors, paid modules, or additional licenses. The financial proposal shall separately itemise subscription and licensing costs, hosting, configuration, customization, training, data migration, and technical support t o enable M4W to understand both initial and recurring costs. Business Process Assessment and System Configuration The provider shall conduct an initial assessment of M4W’s existing operational processes, approved policies, reporting requirements, and internal controls before configuring the system. The assessment shall cover:  Finance, accounting, and budget management.  Procurement and supplier management.  Inventory, equipment, and asset management.  Human resource administration, payroll, and staff expenses.  Programme, project, and activity management.  Grant management and donor-specific budget tracking.  Approval workflows and segregation of duties.  Document management and information access.  Planning, monitoring, reporting, and management oversight. Based on the assessment, the provider shall prepare a configuration plan showing the proposed applications, workflows, required data, reporting outputs, and any identified system gaps. The plan must distinguish between standard functionality, configuration, third -party solutions, and custom development. M4W shall review and approve the proposed configuration plan before implementation. Custom development or the introduction of additional paid applications shall only proceed with prior written approval from M4W. Financial Management and Accounting The provider shall configure the agreed financial management functionality to support M4W’s financial operations, accountability, and reporting requirements, including:  Configuration of the approved chart of accounts and accounting structure.  Budget preparation, allocation, monitoring, and expenditure tracking.  Recording of financial transactions, journal entries, and account reconciliations.  Management of supplier invoices, payments, staff advances, and expense claims, as applicable. 4  Financial approval workflows and segregation of duties.  Grant- and project -specific budget tracking using appropriate analytical accounts, dimensions, or equivalent functionality.  Financial reports comparing approved budgets, commitments, actual expenditure, and available balances, where supported by the agreed configuration.  Management dashboards and financial reporting outputs.  Audit trails and the storage or linking of relevant supporting documentation. The configuration shall align with M4W’s approved financial policies, delegated authorities, accounting practices, and applicable donor requirements. The provider shall not independently alter financial approval limits, payment authorisation arrangements, or other internal controls. The provider shall demonstrate how the configured system will generate the financial reports required by M4W and identify any donor -specific reporting requirements that require additional configuration or development. Procurement, Inventory, and Asset Management The p rovider shall configure the agreed procurement, inventory, and asset management functionality to support M4W’s procurement and resource management processes, including:  Purchase requisitions and approval workflows.  Requests for quotations, quotation comparison, and supplier selection documentation.  Supplier registration and records management.  Purchase orders and procurement status tracking.  Recording and verification of goods and services received.  Inventory receipts, issuance, transfers, stock balances, and stock movement reports.  Asset registration, identification, assignment, location tracking, and disposal records, where supported by the selected applications.  Linking procurement transactions to relevant budgets, projects, and financial records where technically supported.  Retention of procurement documents and audit trails.  Reports on procurement activities, supplier transactions, inventory movements, and asset records. The configured workflows shall reflect M4W’s approved procurement procedures, quotat ion requirements, approval thresholds, and documentation standards. The provider shall identify any gaps between the required procedures and the selected Odoo functionality and recommend practical solutions for M4W’s approval. Fleet Management The service provider shall assess, configure, and deploy appropriate Odoo Fleet Management functionality to support M4W’s vehicle administration and field operations. The system shall, as applicable, support:  Registration and maintenance of vehicle records, ownership, assigned drivers, duty stations, and vehicle status. 5  Vehicle allocation, trip requests, travel authorisation, trip logs, destinations, mileage, and vehicle utilisation.  Fuel purchase records, consumption monitoring, and fuel expenditure tracking by vehicle.  Preventive maintenance schedules, repairs, service history, odometer readings, and associated costs.  Tracking of insurance, registration, roadworthiness certificates, leases, and other vehicle - related contracts and renewal dates.  Recording of vehicle incidents and accidents, repairs, and related documentation.  Integration of fleet expenditure with accounting, procurement, inventory, and project budgets where technically supported.  Management reports covering fuel expenditure, maintenance costs, vehicle u tilisation, and total operating costs. The service provider shall distinguish between standard Odoo Fleet functionality and features requiring additional configuration, third -party applications, or custom development. Any additional costs and licensing req uirements must be disclosed and approved by M4W before implementation. Human Resources, Payroll, and Staff Expenses The provider shall configure the agreed human resource and staff administration functionality to support:  Employee records and organisational structure.  Role-based access to personnel information.  Leave management, attendance, and related staff administration processes, where included in the agreed scope.  Payroll processing and associated financial records, where supported by the selected edition and configuration.  Staff expense claims, advances, reimbursements, and approval workflows, as applicable.  Storage and management of relevant HR documents.  HR and payroll reports appropriate to M4W’s operational requirements. The provider shall assess a nd explain the technical, legal, localisation, and third -party requirements for payroll processing in South Sudan before deployment. This shall include demonstrating how applicable salary calculations, statutory deductions, taxes, and payroll - accounting integration would be handled, where relevant. Any payroll functionality that is unavailable through standard Odoo applications or the proposed edition must be disclosed, together with the proposed solution, associated costs, licensing implications, and ongoing maintenance requirements. The provider shall not represent payroll as fully compliant with applicable local requirements without demonstrating the basis for that claim. Access to confidential personnel and payroll information shall be restricted to authorised users. 6 Programme, Project, and Grant Management The provider shall configure the agreed project management, planning, and analytical functionality to support M4W’s programme implementation and grant oversight requirements, including:  Registration and management of programmes, projects, grants, and related activities.  Assignment of responsibilities, tasks, deliverables, deadlines, and implementation milestones.  Project planning and monitoring of implementation progress.  Linking projects and activitie s to approved budgets, expenditure, procurement, and resource use where supported.  Grant- and donor-specific budget coding or analytical dimensions, as agreed with M4W.  Tracking of project expenditure against approved budgets and identifying variances.  Reporting on implementation progress, resource utilisation, budget performance, and outstanding activities.  Linking relevant project, procurement, financial, and document management processes to minimise duplicate data entry. The provider shall assess M4W’s m onitoring, evaluation, and learning (MEL) requirements and explain how these can be supported through standard Odoo functionality, configuration, integration, or additional modules. Where required, the proposed solution should address indicators, baselines, targets, participant data and disaggregation, results tracking, and reporting against agreed project frameworks. The provider shall clearly identify any MEL or grant management requirements that cannot be met through the proposed configuration. The objec tive is to establish a practical, integrated system that supports programme oversight and donor reporting without creating unnecessary parallel reporting processes. User Roles, Permissions, and Internal Controls The provider shall configure appropriate use r access and system controls for the nine designated users, based on their approved roles and responsibilities. This shall include:  Establishing user accounts, roles, and access permissions.  Configuring approval hierarchies and segregation of duties.  Restricting access to confidential financial, payroll, personnel, and safeguarding -related information.  Configuring approval notifications, transaction histories, and audit trails where supported.  Testing permissions to verify that users cannot access informati on or initiate, modify, or approve transactions beyond their authorised responsibilities.  Establishing procedures for creating, modifying, suspending, and deactivating user accounts.  Documenting the user-role matrix and system administration procedures. 7 M4W shall approve the final user-role and access-permission matrix before the system goes live. The provider shall also advise M4W on appropriate password practices, data security, and the principle of granting users only the access necessary to perform their duties. Data Preparation, Migration, Testing, and Deployment The provider shall work with M4W to prepare the system for operational use. The scope shall include:  Developing and agreeing on a data migration plan, including templates, responsibilities, and validation procedures.  Identifying the data required for migration, such as opening balances, supplier records, employee records, inventory and asset registers, and active project or grant information.  Supporting M4W to prepare, clean, and validate the agreed data before migration.  Migrating approved datasets and verifying their accuracy and completeness.  Testing configured applications, approval workflows, access permissions, reporting outputs, and relevant integrations.  Recording identified defects, docu menting corrective actions, and resolving material issues before deployment.  Conducting user acceptance testing with designated M4W personnel.  Obtaining M4W’s documented acceptance of the configured system before go-live.  Establishing agreed arrangements for data backup, restoration, system administration, and recovery in the event of data loss or system failure.  Providing deployment documentation and conducting a formal handover to designated M4W personnel. Data migration shall be limited to the datasets a greed with M4W and shall comply with applicable confidentiality, data protection, and access control requirements. M4W shall retain ownership of its organisational data. The provider shall not proceed to full deployment until material defects identified du ring user acceptance testing have been resolved or explicitly accepted in writing by M4W. Staff Training and Capacity Building The provider shall deliver practical, role -specific training for all