FINN CHURCH AID has floated a tender for Consultancy - for Drafting a Manual of Financial, Logistical and Administrative Procedures of the Partner the Network of Mediators. The project location is Central African Republic and the tender is closing on 30 Nov 2018. The tender notice number is 11982, while the TOT Ref Number is 28551731. Bidders can have further information about the Tender and can request the complete Tender document by Registering on the site.

Expired Tender

Procurement Summary

Country : Central African Republic

Summary : Consultancy - for Drafting a Manual of Financial, Logistical and Administrative Procedures of the Partner the Network of Mediators

Deadline : 30 Nov 2018

Other Information

Notice Type : Tender

TOT Ref.No.: 28551731

Document Ref. No. : 11982

Competition : ICB

Financier : Self Financed

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : FINN CHURCH AID
William Renoux Tel: +236 75 29 57 53 / 72 64 49 55 william.renoux@kirkonulkomaanapu.fi / william.renoux@kua.fi
Central African Republic
Email :william.renoux@kirkonulkomaanapu.fi / william.renoux@kua.fi

Tender Details

Tenders are invited for Consultancy - for Drafting a Manual of Financial, Logistical and Administrative Procedures of the FCA Partner the Network of Mediators.

INTRODUCTION

Finn Church Aid (FCA) is a humanitarian NGO working in the Central African Republic since 2013, to help provide a response to populations affected by the crisis. Our programs focus on the sectors of education, peace education and economic recovery, and are implemented in the prefectures of Ombella Mpoko, Mambere Kadei and Ouham Pendé.

The Network of Ombudsmen (RM) is a national NGO of Central African law recognized since 2016 promoting the prevention and resolution of conflicts in CAR through a positive conflict transformation approach in order to promote a lasting peace and a spirit of living together within Central African society and people

THE PROJECT

The project "Mosseka Légo ti Siriri" in partnership with the RM aims to rebuild the social fabric shaken by the conflict, in order to lay the groundwork for reconciliation and peace. Thus, the project activities aim to create learning opportunities in formal and non-formal settings and to build the capacity of young people and to enable them to be peace actors with their peers and the community.

The specific objective of the project is to build the capacity of youth to help communities through peace-promoting actions to use inclusive mechanisms of dialogue and conflict prevention.

GENERAL OBJECTIVE OF THE CONSULTANCY:

The overall objective of the mission is to analyze the organization and management system put in place by the Network of Mediators in order to make it more efficient, so that it meets the specific needs of the RM in the daily and future of its activities on the basis of FCA standards. In summary, provide the RM with a manual of administrative, financial and logistical procedures.

SPECIFIC OBJECTIVES

The procedures manual will have the following specific objectives:

· describe the organization of the RM through the existing organizational chart, set the tasks and level of responsibility of the different agents and entities involved in the operation of the procedures;

· provide adapted and formalized tools for the drafting, transmission, control and processing of administrative, accounting, human resource and logistical documents;

· describe the procedures and operations relating to the operation of the financial, human and logistical management system put in place for the RM;

· enable the development of reliable and sincere situations concerning the execution of the budget, financial commitments, risks, consumption and costs,

· ensure the periodic control of all operations,

· serve as a reference for the periodic control of all administrative, financial, human resource and logistical operations.

EXPECTED RESULTS OF THE CONSULTANCY

· 1 procedure manuals are produced including at least a logistic component, an administration / human resource component and a Finance component.

· The staff of the Mediators' Network are trained, advised and followed in the application of the procedure manual.

DURATION OF CONSULTANCY : 30 working days (Revisable with funding starting in 2018)

EXTENT OF THE MISSION:

The mission will be carried out in two phases:

Phase 1: the evaluation of the administrative, financial and logistical management system of the Mediators' Network and FCA

· Drafting of the manual of administrative, financial and logistical procedures in French on the basis of the manual of FCA RCA.

· General description of the RM including the organization chart and the description of the tasks and responsibilities of each,

· Institutional Aspects: Clarification of the overall institutional framework of the RM in relation to all structures to play a role in the program. Detail of the attributions of each actor with level of attachment raising all ambiguity on the role of each one. For the RM, write the job descriptions for each agent,

· Description of procedures: this part should be as detailed as possible and make it possible to identify the tasks of the various actors in order to ensure effective coordination. The main procedures to be put in place are:

· Budgetary procedures,

· Treasury procedures,

· Asset Management,

· Fuel management, transportation

· Procedures for the acquisition and management of property,

· Staff management procedures,

· Internal and external audit procedures ...

Phase 2: support for the implementation of the reinforced system

· The consultant will act as an adviser to the RM. It will train the actors involved in the management of the RM. He then intervene, according to a work plan agreed with FCA and RM, to ensure the effectiveness of the implementation of proper procedures and correct under implementation weaknesses identified.

METHODOLOGY :

The RM Manual of Procedures should build on the previous existing manuals developed by the RM, based on its work on FCA's assessment of RM capacity in July 2018, use the procedures of Finn Church Aid (FCA) and ensure respect for the principles and rules in effect within the Core Humanitarian Standards (CHS). It must, however, repeat the institutional description in accordance with the organizational chart of the RM and the multi-year plans. The RM administrative, financial and logistical procedures manual will be developed using the participatory method and will include the following steps:

1. the establishment of a small team of three at the RM level plus two at the FCA level,

2. the development of the call offer by FCA,

3. the recruitment of a consultant by FCA, - the facilitation of documentary research by the restricted team,

4. drafting of the manual by the consultant,

5. validation of the draft manual by the restricted team,

6. final validation of the draft manual through a consultant-led RM workshop;

7. preparation of the report of the validation workshop by the consultant,

8. the finalization of the manual by the consultant,

9. the dissemination of the manual to the users by the restricted team.

CONTENT OF THE MANUAL

The procedures manual should specify on behalf of the Network of Mediators the organization, management principles, tasks and procedures to be applied.

The standards and procedures that will be in place must apply to all financial contributions (both external and national) and to the activities of the RM.

Administrative, financial and logistical procedures are grouped by major functions. Each function has several tasks to perform, each of which is analyzed in terms of successive operations to be performed. The desired chapters to be developed in the manual are as follows (Non-exhaustive list):

· institutional aspects,

· business planning,

· Purchasing procedures

· procurement,

· monitoring of activities,

· financial procedures,

· accounting procedures,

· administrative procedures,

· activity reports,

· internal audit and revision,

· Annexes.

DELIVERABLE GOODS

The expected deliverables are:

· 1 A manual of administrative, logistical and financial procedures incorporating different management modules as stated above so that the stakeholders can refer to it at any time in the execution of their missions.

· All stakeholders must be able to collect the basic data needed to perform their tasks. In return, the procedures should enable each stakeholder to report on its own activities, so that the State and the technical and financial partners can obtain an overview of the physical and financial execution of the program,

· An integrated and computerized accounting, budget and analytical management system supported by a clear guide and able to support:

· accounting management,

· financial and cash management,

· budget management,

· the management of contracts and contracts,

· asset management,

· consumables management,

· procurement and asset management procedures,

· personnel management procedures,

· the control procedures (internal and external audit),

The manual will be developed and provided in three (03) hard copies and one (01) electronic version.

PROFILE OF CONSULTANT

· the Consultant must be either an individual or a national or international specialized management office or audit office with proven experience in the organization and implementation of management system within structures with internal inputs (national budget) and external (external funds).

· the Consultant must have a competence in the field of the development of manuals of management procedures, organization and maintenance of accounting and delegated management of public funds.

· The Consultant must be available to work with the RM as part of its mandate in the Central African Republic.

· It must demonstrate the ability to report quickly and efficiently on the management of its mandate.

· the Consultant must have proven skills for the following functions:

· A degree in accountancy or equivalent specializing in the organization and implementation of management procedures, with at least 5 years of experience

· Computer skills using Quickbook software

FUNDING The RM Procedures Manual development activity is part of the capacity building process outlined in the 2018-2020 Concept Note. It is funded by the Ministry of Foreign Affairs of Finland.

HOW TO APPLY

Applications must include:

· A cover letter

· A detailed curriculum

Documents

 Tender Notice