Terms of Reference
CONSULTANT FOR DEVELOPPING ADMIN & FINANCE MANUAL
FOR
NLR OFFICE, JAKARTA
1. Introduction
Netherlands
Leprosy Relief (NLR) is a non-government International Organization based in
Amsterdam and has its Representative Offices in Several Countries, of which one
is in Indonesia since year 1967.
In Indonesia,
NLR:
• Works side by side with Ministry of Health (MoH) to strengthen the
quality of leprosy control program in 14 Provinces.
• Assists MoH
with development of new policies and interventions.
• Work closely with inclusion and
disabilities organizations.
There are all
done through:
• Financial Leprosy Control program,
Inclusion & Disability and new innovative projects.
• Provision of trainings and updated
academic research and literatures on leprosy and related topics.
2. Objective
To develop a manual that combines financial and
administrative procedures to guide the staff and finance team in their daily
work according to accountable financial and administrative policies and
procedures. The manual will help to
establish financial controls within the organization that ensure accuracy,
timeliness and completeness of financial data.
3. Tasks to be performed
• Consultant(s) meet personally with
finance and admin team to assess the current situation in order to present a
financial manual and procedure that includes both short-and long-term financial
goals.
• Consultant(s) involvement in
preparing the financial manual include specific finance policies (e.g.
budgeting, payroll, travel and subsistence, asset management), Key minimum
standards, and Specific Finance Procedures (e.g. Procurement, banking,
accounting routines), Chart of accounts.
• Consultant(s) will make sure the
procedures in the manual are understood by all staff, through a discussion with
all staff.
4. Suggested content headings for a financial and admin procedures manual
• Financial responsibilities.
• Controls on financial
assets - for example, who records cheques received and who banks them.
• Exercising budgetary
control - who can spend how much and on what, and what expenditure needs
special permission.
• Controls on human resources
- who can recruit and for what roles, and what permissions are needed.
• Controls on physical assets
- for example, who can authorise the sale and lease of buildings or equipment
and campaigning material.
• In addition to the above
headings, the manual may also include key elements of external financial
regulations
The Manual
will include:
Specific
policies:
The
Specific policies section describes policies approved by
senior management about how Netherlands Leprosy Relief work. This might
include policies on: filing supporting documents, authorization
limits, reporting requirements (for managers, beneficiaries and donors),
reserves, other key controls (e.g. bank reconciliations), staffing
requirements, developing budget, working with beneficiaries, responding
to
fraud, using vehicles and many others.
Key Minimum Standards:
It can be
useful to provide a one page summary of the key minimum standards that the
policies require from all staff. For
Instance, this might include: deadlines for preparing reports, authorizing
expenditure, meetings between finance staff and program staff, reporting to
beneficiaries, audits and other key controls.
Specific procedures:
The specific
procedures section describes how to put the policies into practice. For instance, it might describe how to: make
payments, calculate salaries ( and tax ), record transactions, file supporting
documents, handle cash, carry out bank reconciliations, prepare reports (for
managers, beneficiaries and donors), monitor cash flow and restricted fund,
support program staff, present reports to beneficiaries, handle an audit,
handle fixed assets, respond to allegations of fraud and many others.
5. Tangible outputs
• The consultant or consultant team is requested to submit an inception
report with a detailed work plan in the form of an activity schedule / Gantt
chart.
• The existence of admin and finance manual approved by the
management of NLR Indonesia and understood by all staff.
6. Methodology
• The consultant for the
admin and financial manual is expected to set a realistic timeframe in the
inception report but will finish the assignment not later than two months after
commencement of the assignment.
• NLR will assess this
proposed timeline bearing in mind a qualified output and high commitment from
the consultant is required.
•The Consultant will work
with finance staff and management to develop the finance and admin manual by writing
the manual and provide guidance on topics that include taxes regulations, USAID
regulations, EU and some donor requirements and by revising the manual.
• Ensure forms and formats
related to this guideline are in place including an authorization matrix.
• Present and explain
contents of the manual to all staff.
7. Remuneration and Terms of Payment
The
Consultant will receive a consultancy fee to be paid in the following
installments:
• The first installment in the
amount 25% of the consultancy fee shall
be paid upon after submission and approval by NLR of the inception report (including
timeframe) one week after commencement of the assignment,
• The second installment in the
amount of 25% of the total fee shall be paid upon submission of the DRAFT Admin
and Finance Manual.
• The third installment in the
amount of 25% of the total fee shall be paid upon submission of the second
draft of the manual and after presentation to all staff
• The final installment in the
amount of 25% of total fee shall be paid upon submission and approval by NLR of
the final manual.
8. How to Apply
Interested
applicants are invited to send:
• A short expression of interest
(max 5 pages) clearly specifying understanding of the assignment, steps in the assignment,
limitations, innovative suggestions as well as suitability and availability,
and a detailed budget.
• Portfolio or CV, indicating previous
experiences in similar assignment and attach examples.
• Samples of previous consultancies.
Interested consultants, or organizations can submit their
application to recruitment@nlrindonesia.or.id
indicating the title of this assignment
Application deadline will be 4 August, 2017
Only shortlisted applicants will be contacted
The assignment will be awarded to candidates whose proposal shows
the soundest methodology and efficiency in using resources
We promote
equal opportunities for men and women and welcome applications from all
suitably qualified persons regardless of their race, sex, disability,
religion/belief, sexual orientation or age
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