TERMS OF REFERENCE

TERMS OF REFERENCE

Quality Control ExpertBased in Ethiopia

 

Project: Job partnership promotion of small and medium-sized enterprises in Ethiopia1.    Background and Project Context

Founded in 2002 in Palestine, the Small Enterprise Center (SEC) Association is a renowned non-profit organization committed to advancing the growth, competitiveness, and sustainability of regional MSMEs and social enterprises. Through strategic partnerships with leading international organizations, SEC actively strengthens the MENA region’s entrepreneurial ecosystem, positioning MSMEs and social enterprises as engines of economic development, poverty alleviation, and gender equality. Its policy advocacy efforts aim to establish an enabling environment that supports their long-term success.

Small Enterprise Center (SEC) Association is implementing the project “Developing Ethiopian Agro-Food Products for Exports to the Middle East Region” in Ethiopia. The project supports Ethiopian small and medium enterprises (SMEs) operating in the agro-food sector to improve their competitiveness in local and international markets, mainly the Middle East / GCC region. The project provides technical assistance to improve production capacity, product quality, branding, market access, and new product development.

Under Output 2, the project aims to enhance the capacity of selected SMEs to produce higher-quality agro-processed products and to qualify selected SMEs for recognized quality management certifications.

The Quality Control Expert will support this intervention by assessing current product quality, identifying quality gaps, preparing product quality and certification development plans, coaching SMEs, strengthening food safety and quality control practices, and supporting selected SMEs to become audit-ready for quality management certification.2. Objective of the Assignment

The overall objective of this consultancy is to provide long-term technical support to selected Ethiopian agro-food SMEs to improve product quality, strengthen quality control and food safety practices, improve documentation and production controls, reduce quality-related risks, and support selected SMEs to meet requirements for relevant quality management certifications and export market expectations.

The assignment directly contributes to Project Objective 2: increasing the number of SMEs that produce high-quality agro-food processed products that can meet GCC and other target market requirements.3. Specific Objectives

• Assess the current product quality, food safety, hygiene, raw material, production documentation, storage, and quality control practices of selected SMEs.
• Identify product-level and enterprise-level quality gaps and recommend practical improvement actions tailored to each SME.
• Prepare clear product development / certification plans for assessed SMEs and secure agreement with SME representatives on the proposed interventions.
• Provide individual coaching and technical guidance to SMEs to implement quality improvement actions.
• Support SMEs in developing and applying basic quality management documentation, standard operating procedures (SOPs), checklists, records, and corrective action procedures.
• Deliver or support training workshops on food process hygiene best practices, obligatory food processing documentation, quality control, risk management, and certification readiness.
• Coordinate with SEC project team, external quality management qualification experts, external auditors, and relevant stakeholders to support certification readiness.
• Monitor progress, document results, and provide practical recommendations to sustain improvements after the consultancy period.

4. Scope of Work

The consultant is expected to work closely with SEC, selected SMEs, and other technical experts. The assignment will include field visits, direct technical coaching, remote follow-up where appropriate, preparation of tools and reports, and coordination with the project team. The scope shall cover, but not be limited to, the following tasks:4.1 Product Quality Assessment

• Develop or adapt assessment tools, checklists, scoring templates, and reporting formats for product quality and food safety assessment.
• Assess selected SMEs and products against relevant product quality, food safety, hygiene, quality control, packaging, labeling, storage, documentation, and certification requirements.
• Review raw materials and inputs, production flow, handling practices, critical control points, quality control procedures, records, and staff practices.
• Identify quality risks, non-conformities, documentation gaps, and practical improvement opportunities for each SME.
• Prepare assessment reports with clear findings, prioritized gaps, corrective actions, timelines, and responsible persons.

4.2 Development of Product Quality and Certification Plans

• Prepare product development / certification plans based on the assessment findings for selected SMEs and products.
• Define the specific interventions needed for each SME, including hygiene improvements, SOPs, record keeping, traceability, quality control testing, packaging improvements, shelf-life considerations, corrective actions, and certification readiness steps.
• Discuss and agree on the proposed development plans with SME owners, managers, and technical staff.
• Ensure the plans are practical, cost-conscious, measurable, and aligned with SMEs’ production capacity and export ambitions.

4.3 Implementation Support, Coaching, and Training

• Provide individual coaching to selected SMEs to implement the approved product quality and certification plans.
• Support SMEs in preparing and applying quality-related documents, including SOPs, hygiene procedures, cleaning schedules, production records, quality inspection forms, non-conformity records, corrective action forms, and basic traceability records.
• Provide guidance on food process hygiene best practices, storage conditions, product conformity, shelf-life improvement, product handling, and documentation.
• Support the organization and delivery of training workshops on generic topics such as food hygiene, food safety risk management, food processing documentation, quality control systems, and certification readiness.
• Support SMEs selected for quality management certification by preparing them for pre-audit and external audit processes, in coordination with the relevant certification / audit service providers.

4.4 Monitoring, Reporting, and Coordination

• Prepare monthly progress reports and technical briefs documenting activities completed, SMEs supported, results achieved, challenges, mitigation measures, and next steps.
• Coordinate closely with SEC project management, local stakeholders, external experts, and certification/auditing bodies as required.
• Participate in project coordination meetings and provide technical input to the project team on quality improvement and certification progress.
• Collect and organize supporting documentation, including attendance sheets, photos, coaching notes, assessment tools, SME reports, training materials, and certification-related evidence.
• Prepare a final consultancy report summarizing achievements, lessons learned, remaining gaps, and recommendations for sustainability.

5. Expected DeliverablesNo.DeliverableDescriptionIndicative Deadline1Inception report and detailed work planMethodology, assessment tools, work plan, reporting templates, coordination mechanism, and detailed schedule.Within 10 working days from contract signature2Quality assessment tools and checklist packageStandardized templates covering hygiene, raw materials, production documentation, QC practices, storage conditions, product conformity, and certification status.Early stage of assignment3SME/product quality assessment reportsAssessment reports for selected SMEs and products, including findings, gaps, risks, and recommendations. Target: up to 15 SMEs / products, as confirmed by SEC.According to approved work plan4Product development / certification plansPractical plans for assessed products/SMEs, including corrective actions, responsibilities, timeline, and required documentation. Target: up to 15 plans.After completion of assessments5Training materials and workshop reportsTraining agenda, presentations, handouts, attendance sheets, photos, pre/post evaluation where applicable, and workshop reports. Target: up to 3 workshops / 24 training hours each, as needed.According to approved work plan6Individual coaching reportsCoaching notes, action points, progress tracking, and evidence of implementation. Target: coaching for selected SMEs, with average of 5 sessions per SME where applicable.Monthly / ongoing7Certification readiness support packagePre-audit readiness notes, gap closure tracking, documentation package, and coordination notes for SMEs selected for quality management certification.Before external audit / certification stage8Monthly progress reportsProgress against deliverables, SMEs supported, challenges, mitigation measures, and plan for next month.Monthly9Final reportSummary of outputs achieved, SMEs/products improved, certification progress, lessons learned, sustainability recommendations, and annexes/supporting documents.End of assignment6. Indicative Targets and Performance Indicators

The final targets will be confirmed by SEC according to the approved project work plan and the list of selected SMEs. The consultant is expected to contribute to the following project targets under Output 2:Up to 15 SMEs involved in improving their capacity to produce higher-quality agro-processed products.Up to 15 SMEs enhanced their capacity to produce high-quality products through coaching, training, and implementation of quality improvement plans.Up to 6 products improved in terms of quality, conformity, shelf-life, packaging suitability, documentation, or certification readiness.Selected SMEs qualified for quality management certification audit, with a project target of 3 SMEs obtaining recognized quality management certifications.Improved documentation and records for production, hygiene, quality control, corrective actions, traceability, and storage practices.7. Methodology

The consultant shall apply a practical, participatory, and results-oriented methodology suitable for Ethiopian agro-food SMEs. The approach shall combine field assessment, gap analysis, technical coaching, training, documentation support, progress monitoring, and certification readiness assistance.

The consultant should ensure that all proposed solutions are realistic for SMEs, aligned with local production conditions, and consistent with applicable food safety, quality management, and market requirements. The methodology should also include mechanisms for risk identification, corrective action follow-up, and sustainability of improvements after the consultancy period.8. Duration and Level of Effort                        

This[u1]  is a long-term consultancy assignment[u1]  The assignment will be implemented over a period of 2 months, with a level of effort to be agreed upon (estimated 30-45 working days).

. The exact contract period, level of effort, and payment schedule will be determined by SEC based on the approved project work plan, availability of funds, donor requirements, and the selected consultant’s technical and financial proposal. The consultant must be available for field assignments and continuous follow-up during the implementation period.9. Duty Station and Travel

The consultant shall be based in Ethiopia. The assignment will require field visits to selected SMEs in Addis Ababa and targeted regions, including the southern region, as required by the project. The consultant shall coordinate all field missions with SEC and submit any required mission plans and reports. Travel arrangements and reimbursable costs, if any, shall be handled in line with SEC rules and the signed contract.10. Reporting and Coordination

The consultant will report to SEC Project Management Team / Project Manager and will coordinate closely with the project technical team, International Senior Business Advisor, International Business Development Specialist, local quality management qualification expert, external auditing/certification service providers, and selected SMEs. All reports, tools, and deliverables shall be submitted in English, unless otherwise requested by SEC.