Consultant(s) to Develop Admin & Finance Management Manual

TERMS OF REFERENCE

For consultant(s) to Develop Admin & Finance Management Manual 

I. GENERAL BACKGROUND

The Asia Foundation is a nonprofit international development organization committed to improving lives across a dynamic and developing Asia. The Asia Foundation has maintained an office in Hanoi since 2000 and is recognized in Vietnam for its analytical strength, innovative programming and for its ability to collaborate with and build alliances between partners in government, the private sector and civil society. For further information about The Asia Foundation, please visit our website at: www.asiafoundation.org

II. OBJECTIVE

The Asia Foundation is looking for a qualified team of consultants/individual consultant (the Consultant) to develop a comprehensive Admin & Finance Management Manual to guide the staff and finance team in their daily work according to national and organizational financial and administrative policies and procedures.

III. DUTIES AND RESPONSIBILITIES

• Meet personally with finance and admin team to assess and document the current situation.
• Review relevant documents related to the admin & financial systems and processes currently in place.
• Review available Admin & Finance Management Manuals from other organizations and develop an outline of the Manual that would meet the requirements to effective management and reporting.
• Draft a comprehensive Admin & Finance Management Manual that includes, but is not limited to, operational description/procedures for the following areas:
  
  • Financial Principles
  • Financial Management Structure and reporting lines
  • Budgeting
  • Reporting requirements
  • Financial Monitoring (of internal departments and external sub-recipients)
  • Accounting procedures
  • Disbursement request protocols
  • Internal controls
  • Systems of accountability
  • Procurement System
  • Asset Management System
  • Internal and External Audit
  • Cost Norms for Program Implementation     
• Share the draft of the Admin & Finance Management Manual with relevant stakeholders at The Asia Foundation.
• Incorporate the suggestions and finalise the Admin & Finance Management Manual.
• Share it with stakeholders and revise and finalise the Manual.
• Provide orientation for all staff regarding the new Manual.

IV. EXPECTED DELIVERABLES

• Inception report with a detailed work plan in the form of an activity schedule / Gantt chart.
• Final Admin & Finance Management Manual.
• Orientation session for all staff.
• Training tools for future orientation.

V. QUALIFICATIONS

Education:

• Degree or equivalent in Accounting, Business Administration, or a related field is required.

Experience:

• Minimum 5 years of working experience in financial management or institutional strengthening.
• Relevant work experience in capacity development of institutions in the context of strengthening systems is required.
• Work experience in a development context is essential.
• Written and verbal fluency in Vietnamese and English is essential.
• Experience in working with international organizations is required.

VI. REMUNERATION AND SCHEDULE OF PAYMENT

Payment will be realized based on the actual days worked. The consultancy fee is negotiable and based on The Asia Foundation’s policies and the qualifications of the Consultant(s). Payments will be made in installments based upon satisfactory completion of the agreed deliverables.

VII. APPLICATION PROCESS

Interested consultant(s) or organization should submit the application package in English:

• A technical proposal (up to 5 pages) detailing the proposed methodologies, time frame, proposed team, a short cost justification – including a daily rate for your last three consultancies;
• The latest CVs for all consultants involved indicating previous experiences in similar assignments (if the team of consultants is applying, please indicate the roles to be played in the team to conduct this consultancy).

Note that The Asia Foundation may ask for examples of previous work after reviewing the application materials.

Please submit via email to:

Mr. Filip Graovac, Deputy Country Representative
The Asia Foundation
Email: [email protected]

Closing time for applications is 5.00 PM (Hanoi time, GMT+7) on April 8, 2022. 

Please note that only shortlisted candidates/organizations will be contacted for interview.