Terms of Reference for a Consultancy to Develop Procedure Manual for Care Rwanda

Terms of Reference for a Consultancy to Develop Procedure Manual for CARE Rwanda

Background

CARE is an international nongovernmental organization leading in humanitarian work and fighting global poverty. We seek a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security. CARE International aims to be a global force and a partner of choice within a worldwide movement dedicated to ending poverty.

Given the continuous growth of the CARE Rwanda operations and increasingly complex regulations, combining donor requirements as well as internal expectations in terms of internal control; the organization is now in need of harmonizing its business processes and compiling different policies and procedures into one procedure manual.

Scope of Work

CARE – Rwanda is seeking to recruit a committed, professional firm/individual to assist in the development of a procedure manual that will centralize all compliance requirements (CARE policies, Donor rules and regulations, and Rwandan Government’s laws).

Expected duties and responsibilities among others include:

• Development of a procedure manual for the following business functions:
• Financial Management ((treasury, prepayments and receivables, accounts payable, accruals, financial reporting, taxes, Expenses recording)
• Budget management
• Award & sub-award management (commonly known as Grants and sub-grants management)
• Cash management
• Procurement (Management Standard, Mandatory process & procedures, tools and template, monitoring and reporting, procurement/ SC through partners)
• Asset management (Asset: planning, acquisition, operations & maintenance, disposal)
• Human Resource Management
• Project management
• Resource mobilization
• Safety and security management
• Legal and regulatory procedures
• Travel management
• Fraud and corruption management
• ICT and digital guidelines
• Logistics and fleet management
• Conflict of interest
• Safeguarding including sexual harassment, exploitation and abuse
• Document retention and archiving guidelines
• Partnership management
• Development of a procedure manual:
• A detailed narration of each procedure
• A breakdown of procedures into workflows/flowcharts charts
• Develop a simplified and friendly procedure manual for external usage/reference.
• Update or develop all necessary templates/forms for finance, HR, procurement, and administration.
• Orient CARE Rwanda staff about the newly developed procedure manual and templates.
• Compile all CARE/CI policies into one digital policy handbook that enable easy access of different sections of the handbook.

NB:

• The consultant will work with different CARE Rwanda departments/ CARE USA Regional and Headquarter offices to identify and review existing policies and procedures through interviews and workshops.
• All developed documents will be in a read friendly and digital format.

Expected Deliverables

Desirable Expertise/Experience

• Minimum experience of 5 years in developing procedure manuals for INGO/UN agencies
• Deep knowledge of Rwandan rules and regulations regarding legal, fiscal, Financial, and operations management.
• Minimum 3-5 Experience in developing digital products/ content management
• Bachelor’s Degree in Communication/media or related fields

Application process:

Interested consultants are requested to submit their  applications both  technical and financial not later than December 20^th,2024 at 5pm by email at  RWA.Procurement@care.org

The proposals should indicate the following:

• CVs and relevant experience
• Evidence of the consultant’s experience in developing procedure manuals (proven track record/examples of similar work (at least 3 references)) with certificates of completion and contact address of referees
• Detailed Financial offer
• Valid tax clearance certificate by (RRA) for consultancy firms/consultants registered in Rwanda
• Copy of certificate of registration for VAT and trade license.

Reporting

The consultant will work closely with heads of departments but directly reports to the CARE Rwanda Country Director.

The application file should contain the following documents:

• A detailed Curriculum Vitae of the individual(s) or firms who are proposing to carry out the work (if a team is envisaged, ensure the repartition of roles is clearly explained);
• A capacity statement demonstrating why the suppliers are capable of doing the job based on academic qualifications and relevant past professional experience (See selection criteria above);
• A technical offer, a proposal w detailing how the deliverables will be achieved;
• A financial offer detailing the various costs associated with the needed items on the list, in PDF format and must be a separate document from the technical.
• Evidence of the supplier’s experience in the similar assignment (at least 3 references with contact or address of referees);
• Copies of similar assignments (with evidence for good completion of the previous similar       assignments);
• Company profile; VAT registration certificate; RRA tax clearance certificate; RSSB tax clearance certificate (when applicable)

The technical and financial proposal will be assessed using the below criteria: