The Kenya Human Rights Commission (KHRC) is a national
Non-Governmental Organization with the Mission of promoting, protecting
and enhancing the enjoyment of all human rights by all individuals and
groups.
To achieve this Mission, our firm belief is that it largely depends
on the extent to which human rights practices are adequately rooted in
communities.
Our approach therefore seeks to promote the culture of
self-reliance amongst communities in order to enhance their independence
and by extension their human dignity.
KHRC seeks to recruit a consultant to perform an evaluation of
management and internal controls, policies and procedures in place to
ensure that the assets of the organization are safeguarded and ensure
efficiency of information generated to allow management and board to
execute their mandate.
A. Systems Review Scope
The scope encompasses the examination and evaluation of the
adequacy and effectiveness of the organization’s governance, risk
management process, system of internal control, and the quality of
performance in carrying out assigned responsibilities to achieve KHRC’s
stated goals and objectives.
B. Consultancy Services Required
The scope of consultancy service shall cover the overall scope of KHRC’s finance and administration.
To this effect, the scope of the assignment shall cover the following areas:
I. Finance and project costing
The review shall cover the adequacy of the accounting and financial operations and reporting systems.
These include: budget control, cash management, certification and
approving authority, receipt of funds, and disbursement of funds,
recording of all financial transactions in expenditure reports, records
maintenance and control, among others.
Review the current project costing structure, make recommendations and implement an effective project costing structure.
Make recommendations of the chart of accounts to be adopted during the implementation of the new financial system.
II. Procurement
The review shall cover the competitiveness, transparency and
effectiveness of the procurement activities of the project in order to
ensure that the equipment and services purchased meet the requirement of
KHRC and include the following:
As applicable, delegations of authorities, procurement thresholds,
call for bids and proposals, evaluation of bids and proposals and
approval/signature of contracts and purchase orders;
Receiving and inspection procedures to determine the conformity of
equipment with the agreed specifications and, when applicable, the use
of independent experts to inspect the delivery of highly technical and
expensive equipment
Evaluation of the procedures established to mitigate the risk of
purchasing equipment that do not meet specifications or is later proven
to be defective;
Management and control over the variation orders.
Budgetary and expenditure control (including procurement process and procedures)
III. Asset Management
The review shall cover equipment (typically vehicles and office
equipment) purchased for KHRC. This section will also include
procurement processes and procedures. It will also entail procedures for
receipt, storage, and disposal.
IV. Cash and Bank Management (Treasury)
The review shall cover all cash funds held by the KHRC and review
procedures for safeguarding of cash. The consultant will also be tasked
with providing suggestions about how to invest and build financial
liquidity.
V. General Administration
The review shall cover travel activities, vehicle management,
office premises and lease management, office communications, and records
maintenance.
VI. Information Systems
This is being done by an independent consultant.
VII. Human resources
The review shall cover the competitiveness, transparency and
effectiveness of the recruitment and hiring of personnel and include
performance appraisal, attendance control, calculation of salaries and
entitlements, payroll preparation and payment, and management of
personnel records.
VIII. Review of Finance , procurement and Human Resources policies
The consultant will undertake a review of the Finance and
procurement policies and further propose amendments to the Human
resource policies.
C. Planning
The Consultant shall regularly submit to the Director, Finance & Administration an up-to-date summary of the work schedule.
The audit work schedule is developed based on a prioritization of the consultancy universe using a risk-based methodology.
Any significant deviation from the formally approved work schedule
shall be communicated to the Director periodic activity reports.
D. Reporting
A written report will be prepared and issued following the
conclusion of each review and will be distributed as appropriate. A copy
of each report will be forwarded to the Executive Director and the
Director, Finance and Administration.
The report will contain the reviewee’s response and corrective
action (to be) taken in regard to the specific findings and
recommendations, including a timetable for anticipated completion and a
justification for any recommendations not addressed.
E. Knowledge & Skills requirements
The consultant/ consulting firm should have at least 8 years of
professional experience as professional Auditors or accountants in
non-governmental audit practice.
They should also have relevant professional qualification and have assumed senior and managerial responsibilities.
They should also be a member of a professional body, for e.g. ICPAK
and should have the appropriate authority from the regulatory body to
certify accounts in which the audit firm is.
F. Expected Outputs
The finance, HR and administrative report on the review process
with recommendations Revised finance and procurement manuals with some
input into HR
A new chart of accounts based on the new financial system being implemented New project costing structure
G. Deliverables and Timelines
Work will begin January 2013. The end of the contract will be determined as work is on-going.
H. Application Procedures
If you meet the criteria above submit an application to admin@khrc.or.ke by 21st December 2012 that includes:
Your company profile Resumes of the key personnel to handle this assignment.
3 Professional referees of whom you have done a similar assignment for.
Costing based on the work described above