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CONSULTANCY TO REVIEW THE UPDATED FINANCE AND ADMINISTRATIVE PROCEDURES MANUAL OF SWAA-BURUNDI

Scope of Work

Period of Performance: 14/2020-18/09/2020
Contract Type: Fixed Price

Introduction

Pact is the promise of a better tomorrow for communities challenged by poverty and marginalization. We serve these communities because we envision a world where everyone owns their future. To do this, we build systemic solutions in partnership with local organizations, businesses, and governments that create sustainable and resilient communities where those we serve are heard, capable, and vibrant. On the ground in nearly 40 countries, Pact’s integrated adaptive approach is shaping the future of international development.
In Burundi, in Fiscal Year (FY) 2020, ACHIEVE provided case management and mentorship services to vulnerable adolescent girls and young women (AGYW) and orphans and vulnerable children (OVC), aimed at HIV prevention and facilitating access to HIV care and treatment for those that are HIV positive. The program also provided capacity development (CD) support for local implementing partners to design, implement and track services received in accordance with PEPFAR requirements at the community level. The program also provides CD support for local prime implementers of USAID PEPFAR programs supporting OVC service delivery and the prevention of gender-based violence (GBV), Wiyizire and Gir’Iteka, respectively.

Background

This consultancy consists to provide support to the Gir’Iteka prime implementer, Society for Women Against AIDS in Africa (SWAA) to update their finance and administrative procedures manual to align it with USAID rules and regulations and the terms and conditions of the Gir’Iteka cooperative agreement. The manual subdivided it into three other different small manuals that focus each on a specific policy. The current manual is 257 pages long. The process to update the manual should include engagement with both ACHIEVE and SWAA, to ensure that the updates are consistent with SWAA’s organizational needs and address capacity development needs identified in partnership with ACHIEVE.

Objectives

This consultancy aims to improve the quality of the updated manuals of procedures end ensure their alignment with the USAID rules and Procedures. The consultant will carry out a review of
the updated operational procedures and practices and identify gaps and areas which may have not been identified and require improvement and strengthening. This review will include the review of findings from ACHIEVE’s capacity assessment of SWAA.

Duties and Responsibilities

The consultant is expected to carry out the following tasks and responsibilities:

Activity 1: Conduct a kick-off meeting with SWAA to develop a common understanding of the SOW of the consultancy and SWAA’s capacity development (CD) and systems development priorities as related to the manuals.

Activity 2: Conduct a review of the updated manuals and related tools and provide recommendations for improvements to facilitate compliance with USAID rules and regulations, the Gir’Iteka cooperative agreement, and SWAA’s CD and systems development priorities.

Activity 3: Based on the recommendations, revise the manual and its components with a focus on the Finance and Administrative Manual, and separate but related documents such as:
• a detailed Human Resources Management Policy and related tools.
• a detailed policy for the management of internal and external official missions with related tools; and a detailed procurement policy document with associated tools

Deliverables

The detailed list of deliverables that should be completed by the end of the consultancy and those tasks/outcomes that will be used to determine if the assignment was successfully completed are the following:

Activity                                                                                                                                                                                             Timeframe                                                           Deliverable

Activity 1: Conduct a kick-off meeting with SWAA to develop a common understanding                                            14Sept20                                                                 1. Meeting notes.

of the SOW of the consultancy and SWAA’s capacity development (CD) and systems

development priorities as related to the manuals.

Activity 2: Conduct a review of the updated manuals and related tools and provide                                                     15-16 Sept20                          2. A list of recommendations based on the work done by

recommendations for improvements to facilitate compliance with USAID rules and regulations,                                                                                                     the local consultant.

the Gir’Iteka cooperative agreement, and SWAA’s CD and systems development priorities.

Activity 3: Based on the recommendations, revise the manual and its components with a focus on                        17-18Sept20                 3.1 Revised Finance and Administrative Procedures Manual         the Finance and Administrative Manual, and separate but related documents such as:                                                                                          and related tools.                                                                                                                                                                                                                                                                                                                             3.2 Improved Human Resources Management Policy and            • a detailed Human Resources Management Policy and related tools.                                                                                                                 3.3 Improved and detailed policy and procedures for the                                                                                                                                                                                                                                                              management of internal and external official missions with                                                                                                                                                                                                                                                           related tools; and
• a detailed policy for the management of internal and external official missions with related tools;                                                           3.4 Improved and detailed procurement policy, procedures, and                                                                                                                                                                                                                                                     and associated tools.
• a detailed procurement policy document with associated tools.                                                                                                                           3.5 Comprehensive combined manual of policies and                       related tools.                                                                                                                                                                                                                     procedures, integrating deliverables 3.1-3.4

Payment Schedule/Level of Effort

#                   Deliverable                                                                         Estimated LOE (in days)                                     Due Date (mm/dd/yyyy)                Price (To be proposed by Consultant)
1                    Meeting notes                                                                                       1                                                                                       9/14/2020

2             A list of recommendations based on the work done by                    2                                                                                        9/16/2020

                  the local consultant.

3.1           Revised Finance and Administrative Procedures Manual              2                                                                                         9/18/2020

                and related tools.

3.2           Improved Human Resources Management Policy and                                                                                                               9/18/2020

                 related tools.

3.3           Improved and detailed policy and procedures for the

                management of internal and external official missions

                with related tools; and                                                                                                                                                                        9/18/2020

3.4          Improved and detailed procurement policy, procedures, and

               associated tools.                                                                                                                                                                                    9/18/2020

3.5         Comprehensive combined manual of policies and procedures,

                   integrating deliverables 3.1-3.4                                                                                                                                                     9/18/2020

                                                        Total:                                                           5                                                                                     9/18/2020

Selection Criteria

Criteria                                                                                                                                                                                                      Score (Out of 100 total pts.)
Relevant services undertaken in the past three years                                                                                                                                                   50%
Registration and other relevant statutory document                                                                                                                                                    10%
Experience in developing Administrative and Financial Manuals for non-US local entities                                                                               40%

                                                                                                                                          Total:                                                                                 100

Submission requirements

Interested candidates are requested to submit their curriculum vitae (CV), a cover letter, an English technical writing sample, a French technical writing sample, as well as the names and contact information for three professional references to Jbsabukwigura@pactworld.org and copy, rabizera@pactworld.org, bgahimbare@pactworld.org

Please note that applications are due on September 10, 2020.