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.
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
