CEI 25-2018 Cabinet Evaluation System Management Fiduciary CORAF-RELAUNCHING fve

CALL FOR EXPRESSIONS OF INTEREST

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Recruitment of a firm

for the diagnosis and evaluation of the financial and accounting management system of CORAF and proposal of tools adapted to the operating method of CORAF

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Opening of call: January 16, 2019

Closing of call: February 6, 2019

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CEI N° 25-2018 – RELAUNCHING

 

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The Executive Secretariat of the West and Central African Council for Agricultural Research and Development (CORAF) intends to use part of its funds to recruit a firm responsible for the diagnosis and evaluation of its financial and accounting management system and proposal for tools adapted to its operating method.

 

The tasks to be performed and other information on the conduct of the mission are detailed in the terms of reference below.

The Executive Director of CORAF invites management consulting firms, design offices/Consultancy with the qualifications sought as indicated in the terms of reference to express their interest for this request.

Firms or consulting firms interested in this request must provide information indicating that they are qualified to perform such services (references concerning the performance of similar contracts, consultants’ CVs, experiences in similar field, experiences under similar conditions, methodology, etc.).

The mission described in these terms of reference will be carried out by a consulting firm or a group of consultants with proven skills and abilities in Organization Management, as well as a long experience of similar missions.

The Consultants will be selected according to the rules contained in the Manual of Administrative, Financial and Accounting Procedures of CORAF.

Interested firms may obtain additional information from the CORAF Executive Secretariat by sending correspondence to procurement@coraf.org from 08.00 am to 12.00 pm and from 03.00 pm to 05.00 pm GMT.

Expressions of interest must be submitted by e-mail to procurement@coraf.org on February 6, 2019 at 10:00 am GMT at the latest.

 

Dr Abdou TENKOUANO
Executive Director
CORAF

 

 

 

TERMS OF REFERENCES

 

Diagnosis and evaluation of the financial and accounting management system of CORAF and proposal of tools adapted to the operating method of CORAF

 

  1. Context and justification

The West and Central African Council for Agricultural Research and Development (CORAF) is a sub-regional organization that was created in 1987 as the Conference of African and French Agricultural Research Directors.

In 1995, it expanded its coverage to the English and Portuguese-speaking countries of West and Central Africa. It has 23 member countries.

Its mission is to ensure “sustainable improvements in productivity, competitiveness and agricultural markets in West and Central Africa”.

As part of the fulfilment of its mission, CORAF has adopted a strategic plan, the implementation of which is currently underway. One of the major focuses of this strategic plan is CORAF’s commitment to provide a set of results including conventional research and the use of, inter alia, innovation platforms, policy research, capacity building and knowledge management with increased stakeholder involvement.

To support this strong commitment of the strategic plan, with the latter being itself implemented through an operational plan aimed at specific results, it became necessary to focus on the adequacy of the financial and accounting management system of CORAF concerning the expected objectives, while considering the findings and recommendations of the organizational audit recently commissioned by the organization.

To this end, CORAF requires the services of a consultant with proven and relevant expertise to carry out the diagnosis and evaluation of its financial and accounting management system and to propose tools adapted to its operating method.

Thus, the present terms of reference (ToR) have been developed within this framework.

 

 

  1. Objective of the mission

The mission falls within the framework of the optimization of the financial management and accounting system of CORAF so that at all levels of the organization, it fully meets expectations and achieves the objectives assigned to the organization.

 

  1. Tasks and responsibilities of the mission

The duties and responsibilities of the mission are as follows:

  • Diagnose and evaluate the current accounting, analytical and financial organization in relation to CORAF’s mission;
  • Evaluate the tools and standards for producing financial information in relation to the needs of CORAF’s stakeholders (State, Technical and Financial Partners) on the one hand, and the activities carried out by the Institution on the other;
  • Analyse the process of handling financial and accounting operations from initiation to backup through reporting; and ensure compliance with procedures and regulations;
  • Propose a CORAF fixed asset management system;
  • Develop a budget management system in accordance with the current and future real needs of the Institution;
  • Develop a plan for the budgeting process;
  • Develop a plan for evaluating and reviewing the financial capacities of sub-recipients to manage CORAF projects;
  • Describe an interaction plan with sub-recipients to address current financial, environmental and security challenges;
  • To propose management tools adapted to the operating method of CORAF;
  • Develop a staff training plan on the tools and possible challenges that will emerge from the results of the work;
  • Analyse the current internal control system to determine its adequacy to ensure that there is no risk of mismanagement of funds. Make recommendations for improvement of this system in case of deficiency.
  • Design in accordance with international standards, a protocol to provide reasonable assurance to detect fraud, illegal acts or violations of the provisions of the agreements.

 

  1. Expected results
  • An interaction plan with sub-recipients to address current financial, environmental and security challenges is realized;
  • The strengths and weaknesses of CORAF’s financial and accounting management system are identified and analysed; the related recommendations are formulated;
  • A budget management system in accordance with the current and future real needs of the institution is developed;
  • Management tools and standards adapted to the operating procedures of CORAF and meeting the standards in this area are proposed;
  • A framework for assessing the financial system of sub-recipients is proposed;
  • Team support in the proper implementation of the new management tools is realized.

 

  1. Deliverables

At the end of the work, the firm will give CORAF two (2) copies of its report (in English and French versions) in hard copy and an electronic copy.

The translation of the documents is the responsibility of the firm.

 

  1. Methodology

The firm will have to adopt a participative approach.

It should specify the methodology it intends to implement to achieve the expected results of the engagement, particularly with respect to mission planning, documentation and information gathering, and data processing and analysis.

The firm must also specify the various progress reports or reference documents that will highlight the findings, proposals and recommendations of its work.

Without being limiting, the scope of the diagnostic services will have to cover the evaluation of the different functions of financial management, the organization and the efficiency of the accounting system, the analysis of the internal control and management system, the evaluation administrative procedures, procurement procedures for goods and services/contracting, and procedures for the management of material resources.

 

  1. Qualification and experience

The consultant must be a legal entity (management consulting firm, design office/consultancy, etc.) with proven experience and ability in the field; with specialists in Organizational Management.

The staff assigned to the mission by the firm must have the following profile:

  • At least a master’s degree in financial management, accounting, administration, auditing or a related field;
  • Have at least five (5) years of proven experience in the field of management systems of international organizations, particularly in accounting and financial management, budgeting and financial planning, audit/management control, administration and management of human and material resources;
  • Have solid knowledge of financial management procedures, strong computer skills and a perfect command of accounting, auditing and financial software packages and systems;
  • Have an in-depth knowledge of the operations and method of functioning of international and non-profit organizations.

 

  1. Duration and place of mission

The duration of the mission is thirty (30) working days. It will take place mainly at the headquarters of CORAF.

The presence of the firm in the offices of CORAF is not required for the duration of the mission. It may occasionally work in its own office with planned/coordinated visits with staff at the Executive Secretariat of CORAF.

 

  1. WORKING LANGUAGES

CORAF’s working languages include French and English.

 

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