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April 2024, Addis Ababa, Ethiopia

1.Background

The Horn Economic and Social Policy Institute (HESPI) is a regional policy research Institute and a think tank established to promote high-quality socio-economic policy research, analysis and dissemination; provide policy advisory services and institutional capacity building to assist the governments, private sector actors and other stakeholders in the IGAD region. As a reputable home-grown organization, the Institute recognizes that to realize its ambitious programmatic and operational goals, it requires robust financial and accounting system which in turn contributes to its resources management integrity. The effective financial management and accountancy service is also an objective verifier toward accountability to beneficiaries, donors, partners, to its board, etc., and to give Value for Money.

HESPI has established and instituted its financial management and reporting function based on the Generally Accounting Procedures (GAAP) and using the PEACHTREE accounting software for its financial and accounting system. Although the PEACHTREE accounting software has the ability to record, track and report on all the core financial functions of HESPI including accounts receivables and expenses, it still does not handle multiple currencies, has no provision for hierarchical access functions and different authorization levels in the system. And, following on the recommendation from capacity needs assessment program conducted under the “Strengthening African Leadership for Climate Adaptation (SALCA)” program of the African Capacity Building Foundation (ACBF), HESPI is looking into deploying new Accounting Software- QuickBooks in its financial management system.

Moreover, HESPI aims to strengthen and elevate its Financial Governance and Accountancy function and currently in the process of updating its Financial and Accounting Procedure Manual and also as a result of adopting International Public Sector Accounting  Standard (IPSAS).

2. Objectives

The objectives of this consultancy engagement are to:

• Deploy the QuickBooks accounting software for the accounts of the Institute ,
• Train HESPI Staff (Addis Ababa and Nairobi office) starting from QuickBooks from the installation to financial statement preparation and reporting  on theory and Principles of IPSAS, and prepare customized training Materials and ensure proper skill transfer to the Company Staffs.
• Identify risk areas of using QuickBooks accounting software and develop risk mitigation plan, and
• Provide ongoing mentoring and technical support to HESPI Finance staff on the implementation of QuickBooks accounting software.

3. Scope of the work 

3.1 For deploying QuickBooks Accounting software, the consultant will:

• • • Develop an inception report based on the TOR, outlining a sound methodology for deploying QuickBooks. The inception report will have plans and strategies with clear deliverables, indicators, resources and tools to be used in implementation of QuickBooks.
    • Analyzes pre-requisites and all relevant aspects for QuickBooks installation and recommends measures, capacity, policies, procedures, regulatory, information system/ software etc.
    • Develop comprehensive roadmap with specific actions, timeline and responsible staff incorporating all relevant aspects

3.2 For the training on QUICKBOOKS

• • • Develop a training inception report based on the TOR
    • Conduct skills audit in in the finance management and accounts unit
    • Develop training module based on critical capacity gaps
    • Train relevant HESPI staff members from Addis Ababa and Nairobi offices
    • Share training/reference materials with the trainees and for the Institute’s repository

4. Methodology

The assignment will be conducted using various methods such as but not limited to:

• Conduct desk review of relevant documents including HESPI’s Financial and Accounting procedures Manual, Financial reports prepared by using existing Accounting software, ICT strategy, government directives/policies on Finance Management for non-state actors, donor compliance requirements, etc.
• Conduct interviews with HESPI staff at the HQ and regional offices, and with identified partners and other relevant stakeholders on matters related to Finance Management
• Assess the changing landscape of Finance Management and Standard Accountancy (including data management, consolidated data, technology use, analysis, multiple currency handling, multiple reporting, etc.)
• Make qualitative analysis of data/information from various sources
• Assess the Finance Management and Accounting skill and knowledge gaps on using QuickBooks
• Prepare Training materials and train relevant staff of HESPI(Addis and Nairobi offices) on QuickBooks
• Provide reference materials that can build staff skills and knowledge on Financial Management, Accountancy and New accounting systems/Technology use
• Use other methodology deemed appropriate

5. Key Deliverables

At the end of the assignment, the following deliverables are expected:

• Provide inception reports detailing the approach/methodology that the consultant will follow in deploying the QuickBooks Accounting software in to the financial system of the Institute
• Develop and make pre-implementation assessment & training material preparation.
• Install an updated QuickBooks software on the computers used by HESPI Finance team that will be used during the training period, coaching sessions and later
• Facilitate/provide hands on training on QuickBooks software to HESPI finance staff (Addis Ababa and Nairobi )  in a participatory and interactive manner and develop and share standard training and reference materials
• Arrange and provide coaching sessions (two- three times a week) to capacitate the finance team to ensure the best use of QuickBooks, Loading Master File Lists, Reconcile accounts Preparing Financial Statements and Reports, Multi-currency and Cash Management, Setting Up Project and Job Costing Systems, Administering QuickBooks, Back up recovery and protecting data and others
• Produce a brief accomplishment report to review and validate the draft outputs /deliverables
• Ongoing support and updates up- to the closing of financial statements.

5. Desired Qualification, Experience and Competencies of the consultant

The consultant or consulting firm to deploy QuickBooks Accounting Software and provide training for the HESPI Staff should possess:

• Master’s degree in Finance, Accounting or Business Administration with over 5 years of working experience within the IGAD region.
• Certification in Accounting Software(especially in QuickBooks) from Internationally recognized Institute
• Experienced technical staff with backgrounds including QuickBooks accounting software establishment and grants management, business administration, accounting, and related discipline;
• Demonstrable previous experience in deploying QuickBooks accounting software in non-governmental organizations with recorded concrete evidences (at least Three Testimonies).
• Excellent organizational and communication skills, ability to prioritize, to lead and work independently with minimum supervision from the client and strong interpersonal skills and the ability to communicate and work well with diverse people from diverse cultural backgrounds.
• Experience in assessing and identifying gaps in skills and competencies of employees and experience in designing new training programs and delivering tailored training programs
• Experience of preparing training manuals and developing training plans and providing training for middle and senior level staff members in the areas of Accounting software, especially QuickBooks
• Renewed Practicing Certificate from Accounting & Auditing Board of Ethiopia (Personal & Firm Competency Certificates).
• Excellent writing and oral communication skills in English

7. Duration of the Assignment and Remuneration

The provisional start date of this assignment is on 1^st August 2024, with expected end date being the 15^th September, 2024. The consultant will submit a financial proposal along with other documents listed under #11 below. Any travel expenses, if applicable, will be paid by HESPI in accordance with HESPI’s and the ACBF’s Travel Policy. The consultant shall receive 20% of the remuneration upon submission and approval of the inception report and installation of QuickBooks Software, 40% after the delivery of full training as per the TOR, and the remaining 40% after meeting all deliverables and expected outputs.

8. Content, Timing and Submission

The outputs must match quality standards. The text of the strategies and the training materials should be illustrated as appropriate, with graphics. The final deliverable of the updated policy documents for Financial and Accounting Procedure Manual; and the training materials for the adoption of IPSAS training along with IPSAS converted financial statements and all other relevant attachments is expected to be submitted on the 15^th September, 2024.

The deliverables and tentative timeline are presented in the table below.

Table 1. Deliverables 

No.	Milestones	Timeline
1	Submission of Inception Report Including Draft Report Outline	1st August 2024
2	Complete the need assessment and Install an updated QuickBooks software	7th August 2024
3	Provide training materials	12th August 2024
4	Train selected staff on QuickBooks and follow up coaching sessions	12th August 2024
5	Submission of accomplishment report	15th September 2024

9. Location and Working Arrangements

The consultant will be given access to relevant information necessary for execution of the tasks under this assignment. The Consultant will be responsible for providing her/his own working station (i.e., laptop, internet, phone, scanner/printer, etc.,) and have access to reliable internet connection while in the field and at home base. However, HESPI can provide the working station and internet access while working, like during the training, at HESPI office.

The focal point for all communications will be HESPI Finance department and HESPI Procurement Committee. The consultations will be done face to face and virtually and therefore availability during the working hours of HESPI Regional Headquarters in Addis Ababa Ethiopia (08:30 – 17:00 GMT) is important. The consultant will seek inputs from and regularly liaise with the procurement committee and Finance department for all important matters related to the assignment throughout the period of its implementation. HESPI will critically review draft reports for quality assurance and provide feedback on the deliverables within a maximum of ten working days. Approval of the documents and reports by the HESPI as deliverables will be a prerequisite before any payment are made to the consultant.

10. Language

All reports should be written in English, font size 11, Times New Roman and submitted as both word and pdf versions.

11. How to Apply

Qualified Consultancy firms of individual consultants are requested to submit technical and financial proposals detailing how this consultancy will be delivered. Indicating clearly the approach and methodology including the timeline. Evidence of previous experience of similar work and outputs with references and summarized CVs for the lead consultant and team covering all technical specialties required.

The proposals (technical and financial) should be delivered electronically to HESPI procurement committee, via email hiwot.gezahegn@hespi.org  and daniel.fantaye@hespi.org. All applications should reach us in 15 days’ time from the date the advert appears on local newspapers.

 

HESPI is an equal opportunity organization; Female Candidates and People with Disabilities (PWDs) are highly encouraged to apply