1. Contexte
The African Capacity Building Foundation (ACBF), the African Union’s Specialized Agency for Capacity Development in Africa, is invested in supporting African institutions to improve their capacity to efficiently and effectively leverage the continent’s expertise and resources to realise real and lasting change for its people.
In line with this mandate, ACBF is implementing the Program on “Strengthening Capacity of Strategic Partner Institutions in Africa” (SPIA) which is designed to provide capacity improvement support to targeted new and existing Africa-based institutions operating in bio-medical research and development areas. The program seeks to promote innovation and transformative ideas, co-created, translated, accepted, and adopted to specific local needs, with the understanding that this approach will lead to more excellent scientific, technical, and fiduciary capabilities, greater administrative and logistical capacities, and greater nimbleness to respond to the ever-changing Research & Development landscape for strategic institutional partners.
Under the SPIA Program, ACBF is supporting the African Institute for Biomedical Sciences and Technology (AIBST Foundation), in enhancing its institutional capacity to effectively deliver on its mandate. AIBST Foundation is a pan-African, non-profit, public charitable organisation created to support, strengthen, and promote science and innovation in Africa. By enhancing AIBST Foundation’s institutional capacity, ACBF believes that this will promote scientific innovation that can address Africa’s development challenges.
Against this background, ACBF seeks services of an individual consultant to develop a Cost-Recovery Policy and Guidelines for AIBST Foundation, that will support the implementation of its programs and operations during the period covered by its strategic plan (2023-2027) and beyond. AIBST will also require capacity-building training session for its staff on the implementation of the developed Framework.
2. Objective of the Assignment
The main objective of the consultancy is to assess the partner institution’s finance and budgetary methodologies in view of developing a comprehensive cost recovery framework and cost allocation toolkit (policy, model, and guidelines) that allows the institution to visualise the actual financial impact of its activities and make better and informed decision-making.
Portée des travaux
Specifically, the consultant is required to undertake the following:
- Review the current cost recovery framework, relevant financial policy documents, key processes, and major cost drivers to understand how the institution classifies and apportions costs across activities.
- Develop the appropriate cost definitions and classifications and recommend appropriate cost-recovery rates using international best practice.
- Develop cost allocation toolkit that will aid the institution in allocating costs that are incurred to the proper appropriations and funding accounts.
- Use appropriate methodology (“work distribution study”, interviews, etc.) to estimate cost of personnel time and other resources required for effective project management activities.
- Develop and document the principles and methodologies for cost recovery and guidelines that ensure that all eligible costs associated with project management activities are properly captured.
- Develop and document the rationale for the cost allocation method.
- Benchmark the cost recovery rates calculated and assess if they are too low or too high. Develop and recommend practical strategies for either outcome including rationalization, and management of costs.
- Training of relevant staff members on the cost recovery with a Training of Trainers (ToT) approach as well as develop tools which can be updated in the future.
3. Key Deliverables and Timelines
The assignment is expected to be conducted in 20 working days stretched over 2 months covering May and June 2026. The expected end date is 31 August 2026.
| Key Deliverable | Completion Timelines |
| 1. Preparation and presentation of an Inception Report to AIBST Foundation summarizing the consultant’s understanding of the scope of work, deliverables, and a detailed work plan including tasks, duration, start and finish dates. | 2 days |
| 2. An Assessment report on the review of the existing cost recovery and cost allocation process and recommendations for improvement | 3 days |
| 3. A robust cost recovery framework and cost allocation toolkit including policies, templates and guidelines that includes risk control matrix. | 8 days |
| 4. At most two days Training of key Staff on the implementation of the policy | 2 days |
| 5. Final Report incorporating feedback and finalized tools. | 5 days |
4. Technical Expertise Required
The Consultant will be required to provide evidence of having successfully completed similar assignments and have the following minimum qualifications and attributes:
- Advanced university degree in business, finance, accounting, or a professional accounting qualification certificate from an internationally recognized institute of accountancy.
- At least 10 (ten) years’ experiences in financial analysis, business analysis, accounting or related field in a government, public sector, or non-profit environment.
- Experience in internationally applicable costing methodologies which include, Cost Accounting or Cost/Price Estimating based on at least 3 (three) previous assignments carried out in the last 7 (seven) years.
- Proven experience in financial policy and procedures formulation preferably in a consultancy setting in multiple organizations.
- Ability to actively engage key leaders throughout the process to ensure buy-in of internal stakeholders.
- Strong writing and presentation skills demonstrated in the application documents.
- Experience in training and coaching teams.
Other Modalities
- Shortlisted candidates will be expected to deliver a presentation on the proposed methodology and workplan as part of the assessment process.
- The contracted Consultant is expected to work from his/her own office. The consultant will have access to relevant information necessary to carry out the tasks planned.
- The consultant will be required to provide their own workstation (laptop, internet, phone, scanner/printer, etc.) and have access to a reliable internet connection.
5. Remuneration
The Expert will be contracted at a lumpsum amount to be agreed on. This is inclusive of the fees due to the supporting partner if applying as a team.
6. Evaluation Criteria
Selection of the successful individual will be based on quality-cost considerations. Evaluation of the proposals will be evaluated based at 80% and above criteria.
| Critères | Description | Points |
| 1. Overall Experience of Consultant | Experience related to academic and professional qualifications; demonstration of evidence of practical experience; relevance and quality of results; experience with Scientific Research /Health institutions in Africa. | 40 |
| 2. Strategic Planning Approach | Technical and Strategic strength of the proposed approach and methodology in undertaking the assignment. | 30 |
| 3. Efficiency | Demonstrated understanding of the assignment as well as capacity to undertake it within specified timelines; proven experience facilitating training. | 10 |
| 4. Academic Qualifications | Demonstrate qualifications as mentioned in section 4. | 20 |
| Total des points | 100 |
Minimum technical score required to pass: 80%
7. Selection Process
The consultant will be selected based on an assessment of both the technical proposal and the financial offer. The EOI should include:
- A proposal responding to the points in this ToR, with reference list of at least 3 previous similar assignments. A time plan should be included. (Max 5 pages).
- A copy of Curriculum Vitae (CV) for the individual(s) conducting the consultancy.
- A financial proposal with a detailed breakdown of costs, disclosing all relevant budget items. Your final proposal should be passworded.
8. Submission
The proposals together with the requested documents above are to be sent to: submission@aibst.edu.zw
The e-mail and all documents are to be marked with subject: “Cost-Recovery Policy and Guidelines-AIBST”
The deadline for submission is 17 April 2026 at 17:00 CAT.