ECDD Financial Management system

Job Description

        I.         OBJECTIVES OF THE SERVICE / WORK 

The Objective is to support the ECDD-FMS Finance and Administration Department in reviewing the existing internal systems and processes of the ECDD-FMS and develop improved processes to ensure that the overall financial management system of the ECDD-FMS is strengthened, robust and aligned to the ECDD Financial Rules and Regulations. The consultancy will also assist with transferring the know-how to the staff of ECDD-FMS where necessary. 

      II.         SCOPE OF THE SERVICE / WORK

The Financial Management firm will provide support to the Finance and Administration department of the ECDD-FMS to ensure that throughout ECDD-FMS implementation there are adequate financial management systems in place and that the ECDD-FMS is adhering to the ECDD Financial Rules and Regulations. The firm will guide the implementation of these processes, whilst working closely with and building the capacity of the ECDD-FMS Finance and Administration department, where relevant.

The firm shall work in close consultation with the Finance and Administration Department and the ECDD Admin and Finance of the ECDD-FMS.

The Following elements are the minimum or Core elements that need to be developed to address the requirements raised by ECDD, in addition to other features which will be identified on the process of development.

·       Account Main Types Definition and Implementation

o   The Main account types are the following as: -

§  Cash 

§  Account Receivables 

§  Fixed assets  

§  Accumulated Depreciations  

§  Account Payables  

§  Equity does not close  

§  Income  

§  Expense  

·       Account Sub Types Definition and Implementation

o   The Sub Account types are sub elements of all of the above Main Account types.

·      Create Accounts and Chart of Account Design

·      The General Ledger Module

·      Trial Balance Module

·      Double Entry Accounting Implementation

·      Transaction Posting

·      Classifying Transaction

·      Posting Adjustment Entries

·      Transaction Cancellation (Posting Reversal Entries)

·      Integration with HRM, M&E and FET Modules

·      Year-end closing

o   This sub-module is all about: - 

§  Close and open the year automatically 

§  Keep adjusting period for audit adjustments and other financial transactions after the year close 

Furthermore, the purpose of the consultancy will be to assist the ECDD-FMS with the following;

ü   Prepare a roadmap with the proposed schedule for the work to be accomplished

ü   Conduct participatory sessions with all personnel from Finance, HR, Payroll, Procurement and Administration in developing and implementing internal standard operating procedures aligned with ECDD Policies 

ü  Develop Financial and Procurement Manuals aligned to those of the ECDD 

ü  Assessment of fully functional computerized accounting system workflow 

ü  Develop and implement governance processes 

ü  Mechanisms for follow up on matters previously reported in previous audits

    III.         Proposal Outline

The proposals should include the following items and be organized in the manner specified below.

ü  Letter of Transmittal

A letter of transmittal briefly outlining the consultant’s understanding of the work and general information regarding the consultant and the people who are available to directly engage on the project. The letter should clearly identify the local address of the office of the consultant performing the work, the telephone number, and the name of the authorized representative. The letter shall include a clear statement from consultant that this offer is binding and shall remain open for 90 days from the due date of this RFP and acknowledges that its proposal cannot be withdrawn within that time without the written consent of ECDD.

ü  Contents of the Proposal

The information to be contained in the proposal include organizational profile including overview of organization, certificate of registration, complete list of previous projects (relevant to the current task only, preferably with NGOs in a table format and letters issued by the past clients testifying to the work only are accepted). Background information about the Consultant should be limited to a maximum of 2 pages and focus should be on the offer being made.

Job Requirement

ü  Qualifications

Describe recent experience with implementing the above stated solutions for organizations of a similar size and/or industry to ECDD, preferably to NGOs, Letters attesting the work done by such organizations. Include three client references, preferably organizations similar in size and industry to ECDD that should include actual name(s), current phone number(s), and email address. 

ü  Scope of Services and Proposed Project Schedule

Briefly describe the Consultant’s understanding of the scope of services to be provided including the name/version of the product(s) proposed and estimated implementation schedule.

ü  Fees and Compensation

Estimate all costs for the system, implementation, and servicing/support. Please make sure any of the following that are relevant and any other associated costs are clearly indicated and included in your proposal:

·       Development/Customization costs:

·       Annual Maintenance:

·       Implementation costs:

·       Training costs:

·       Other costs:

        I.         Job Requirements

ü  Requirements

The Contractor should have the following minimum qualifications and experience:

Preferably 8 years, but not less than 5 years’ experience in developing and implementing Information Systems similar to the ones listed under Section 2 above in organizations of a similar size and/or industry to ECDD, preferably to NGOs, Letters attesting the work done in such organizations should be attached. Include three client references, preferably organizations similar in size and industry to ECDD.

        I.         Selection Criteria

The Technical and Financial Proposals will account for 70% and 30% respectively of the selection criteria, broken down as follows:

      II.         Schedule of Payment

·       First Installment of 25% of Contract amount upon signing the Contract

·       Second Installment of 20% of Contract amount upon submission of the first version of the systems

·       Third Installment of 30% of Contract amount upon submission and acceptance of well tested and validated Software together with the full source code, the user manual, the technical documentation as well as installation and configuration manual.

·       After the ECDD employees have completed the training, a final payment of 25% will be made. 

Taxes will be deducted and paid by ECDD according to government rules.