Terms of Reference (TOR) for Hiring an audit/accountancy firm to Develop Policies and Procedures for the Association of Cross-Border Traders of Rwanda (ACTR)- Funded by International Alert

Background

International Alert (Alert) is an international peacebuilding organization headquartered in the United Kingdom. It works to build peace by engaging with local civil society organizations through research, advocacy, capacity building, inclusive dialogue, and political and civic participation. Under the funding of Swedish International Development Agency (SIDA) and Swiss Development Cooperation (SDC), International Alert is implementing the second phase of Mupaka Shamba Letu project which aims at contributing to a more inclusive society, improved cooperation, and lasting peace in the Great Lakes region of Africa.

One of Alert's key implementing partners, the Association of Cross-Border Traders of Rwanda (ACTR), has been delivering impactful work in the MSL project districts of Rubavu, Rusizi, and Nyaruguru. The association plays a crucial role in supporting cross-border traders, fostering economic empowerment, and contributing to regional stability through advocacy, capacity building and awareness activities.

However, ACTR is in its early organizational development stages and currently facing several challenges which limit its ability to formalize operations, access funding, and ensure effective program management. In addition, ACTR has no formalized policies and procedures, resulting in governance and operational inefficiencies, risks related to financial management, and difficulties in achieving long-term sustainability. To address these gaps, International Alert is seeking to hire a registered audit/accountancy firm to develop a comprehensive set of policies and procedures for ACTR. The key documents to be developed include:

• Human resources management policies and procedures
• Financial resources management policies and procedures
• Procurement policy and procedures
• ACTR Administrative policies and procedures

Objectives of the Consultancy

The main objective of this consultancy is to develop a set of clear, practical, and legally compliant policies and procedures that will:

• Support the effective and efficient operation of ACTR.
• Ensure compliance with local laws, donor requirements and best practices.
• Promote transparency, accountability, and good governance.
• Improve human resources and financial management as well as risk management practices.

Scope of Work

The consultant will be responsible for the following:

Assessment and Review:

• Conduct an initial assessment of ACTR’s current operations, resources, and organizational structure.
• Review existing informal processes and identify gaps in policies, procedures, and systems.
• Review ACTR’s relevant regulatory frameworks and donor requirements.

Deliverables

The consultant will be expected to deliver the following:

• Inception Report: A detailed report outlining the methodology, timeline, work plan, and initial findings from the assessment phase.
• Draft Policies and Procedures: A draft set of policies and procedures covering the scope mentioned above.
• Final Policies and Procedures Manual: A comprehensive and finalized manual of policies and procedures, incorporating feedback from ACTR’s leadership and stakeholders.
• Capacity building sessions: Develop training materials and Conduct training sessions to build capacity and ensure smooth adoption of the policies across the organization.
• Training Report: A summary report of the training activities, including feedback from participants and any recommendations for further capacity-building needs.

Duration:

The estimated time for this consultancy is 20 days. A detailed timeline will be developed by the consultant and will be agreed upon during the inception and the contract negotiation phases.

Application Procedure

Interested eligible audit/Accountancy firms in Rwanda are invited to submit financial and technical proposal demonstrating that they have the required qualifications and relevant experience to carry out this consultancy with the following documents:

• Valid Practice Certificate
• Registration Certificate
• TIN and VAT Certificate
• Tax Clearance Certificate
• RRA certification certificate
• Being a recognized audit/accountancy professional body in Rwanda.
• Proposed staff should have enough experience in developing policies and procedures for employees and employers’ organizations.

The expressions of interest which includes the motivation letter, technical and financial proposals as well as CVs of proposed staff should be sent to International Alert through email at Rwanda@international-alert.org .

Deadline

The deadline for submission is Sunday 1st December 2024 at 5:00 p.m. Late applications will be automatically rejected.