RFB: RE-REGISTRATION OF CEA MALAWI (ONLINE SYSTEM) AND CHANGE OF DIRECTORS & LOCAL REPRESENTATIVE

Background

The organisation is required to undertake re-registration of CEA Malawi through the designated online system in compliance with Malawi’s regulatory requirements. In addition, there is a need to update the organization’s records to reflect changes in Directors and the Local Representative.

These updates are necessary to ensure legal compliance, alignment with governance decisions, and accurate representation in official registries.

Objective

The objective of this assignment is to:

• Successfully complete the re-registration of CEA Malawi via the online system; and
• Effect changes to the Directors and Local Representative in the relevant registry.

Scope of Work

The consultant/firm will be expected to:

a) Re-registration of CEA Malawi

• Review current registration status and requirements under Malawian law
• Prepare and compile all necessary documentation for re-registration
• Submit the re-registration application through the online system
• Liaise with relevant authorities to track progress and respond to queries
• Ensure successful issuance of updated registration documentation

b) Change of Directors

• Prepare required resolutions and statutory documents
• Facilitate the removal and/or appointment of Directors as instructed
• File necessary changes with the appropriate registry
• Ensure records are updated and compliant with legal requirements

c) Change of Local Representative

• Prepare and file documentation for appointment/change of Local Representative
• Ensure compliance with local regulatory requirements
• Update all relevant records and filings

d) Advisory Support

• Provide guidance on compliance requirements and timelines
• Highlight any risks or legal implications arising from the changes
• Recommend best practices for maintaining compliance going forward

Deliverables

The consultant/firm shall provide:

• Completed and submitted re-registration application
• Approved re-registration confirmation/documentation
• Filed and approved changes for Directors
• Filed and approved change of Local Representative
• Copies of all submitted documents and official receipts
• Brief completion report outlining the process and status

Duration

The assignment is expected to be completed within 90 days, subject to regulatory timelines as shall be advised by Counsel from time to time.

Reporting

The consultant/firm will report to the Legal & Governance Lead and provide regular progress updates throughout the assignment.

Qualifications & Experience

The consultant/firm should demonstrate:

• Proven experience in company/NGO registration processes in Malawi
• Familiarity with online registration systems and regulatory authorities
• Strong understanding of corporate governance and compliance requirements
• Experience handling changes in directors and statutory filings

Mandatory Submission Requirements

• Certificate of Incorporation/Registration.
• Valid Business License / Permit to Practice in Malawi (Legal/Corporate Secretarial Services).
• Tax Compliance Certificate (valid at submission date).
• Proof of physical presence in Malawi (registered office address).

Technical Evaluation Criteria

Criteria and Points

Understanding of the Assignment - 20 points

Methodology and Approach - 20 points

Relevant Experience - 25 points

Team Composition and Qualification - 20

Workplan and Timelines - 10

Value Addition - 5

Payment Terms

Payment terms shall be agreed upon based on deliverables and milestones, in line with FTA procurement and Finance policies.

Confidentiality

All information accessed during this assignment shall be treated as confidential and used solely for the purposes of this engagement.

How to Apply

Application deadline; 4th May 2026

Interested candidates, who possess the above competencies, should send the documents below via email to procurement@fairtradeafrica.net .

Submission Requirements:

• Technical Proposal - Understanding of the assignment and scope , proposed methodology and approach (including handling of online registration system) and Work plan and timelines.
• Company profile (or individual CV for independent consultants) - Description of relevant experience, especially in: NGO/company registration in Malawi & Changes of directors and statutory filings.
• Legal Registration Documents - Certificate of Incorporation/Registration & Proof of registration to practice.
• Financial Proposal - Detailed cost breakdown (professional fees, disbursements, statutory fees if applicable) , Payment schedule linked to deliverables.

The subject of the email submission should be “Proposal for Malawi – Re-registration, Change of Directors & Local Reps”.

• The Financial Proposal and Technical Proposal should be separate documents.
• Only shortlisted firms shall be contacted.

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