TOR-Accounting Policy and Procedure manual for Centre for Domestic Training and Development (CDTD)

1.0 Organizational background:

Centre For Domestic Training & Development (CDTD) was founded in 2001 with a vision to employ as many domestic workers with proper home care management skills. CDTD strived to professionalize an understand the challenges that faced this industry. Treating Domestic Workers with dignity and respect and fair pay was an acute problem over and above the stigma associated with domestic work. CDTD began a program in 2001 under the Domestic Support Services, which initially served 5 girls from Kibera. Sensitive to the needs of Kenyan women and the founder’s burden to change the sufferings of Domestic Workers a Centre was born and registered as an NGO in 2003. Since then, CDTD has adopted numerous programs to change the landscape of Domestic Work among them being the National Shelters Network, Counter Trafficking-In Persons, Sexual & Gender Based Violence (SGBV) program with Domestic Workers Transformational Program (DWTP) as the focal point of CDTD’s work. To date CDTD has transformed more than 10,000 people and remained a focal policy influencer in matters employment, labor rights advocacy, sexual & gender based violence, safe migration and counter trafficking-In persons.

2.0 Project background:

Centre for Domestic Training and Development is a resource centre for information, training and advice for domestic workers in Kenya. CDTD has been in existence since 2001 initially as Domestic support services centre but later in 2003 as an NGO to strengthen the potentiality of domestic workers and vulnerable populations through advocacy, temporary shelters, skills training, psychosocial support and other capacity-building approaches. The core values include transformative leadership, accountability, innovative interventions commitment and respect. CDTD has grown to be an organization that embraces systems and processes that promote transparency and accountability. As part of efforts aimed at fulfilling its mandate. CDTD is enhancing its capacity to identify, develop and implement projects effectively thus the need to improve its Financial and Accounting manual to reflect best practices and new needs of funding agencies.

3.0 Project objectives:

The objective of this consultancy is to support the Centre for Domestic Training and Development in strengthening the development and implementation of the Financial and Accounting processes and Reporting framework by revising and modernizing the current policy to ensure alignment with relevant international accounting standards, and reflect current best practices.

CDTD is currently using a Financial and Accounting Manual approved since 2018, namely the Financial & Accounting Policy Manual. Thus, it is imperative to review the existing manual to align it to the new needs of funding agencies. The main objective of the Consultancy is to assess the existing financial and accounting policy and procedure practices to identify gaps and areas, which may require improvement. Thereafter, an updated Financial & Accounting Policy and Procedure Manual will be delivered.

Key activities will include the following:

(i)Undertake a comprehensive review of CDTD’s Financial & Accounting Policy and Procedure Manual and provide substantive contribution/comments on improvements that will align with the expectations and requirements of CDTD. Specifically, the revised Manual should present updates and recommendations for all sections, including

a) General Ledger and Chart of Accounts

b) Internal Control

c) Organizational Planning and Budgeting

d) Management and control of Bank Accounts, Cheques, Cash and Receipts

e) Payroll and Administration

f) Payments

g) Travel Policy and Guidelines

h) Project Accounting

i) Technical/Consulting Services

j) Audits

k) Board Reports and Oversight Committee

l) Fixed Asset Accounting Policy and Procedures

(ii)Align the Revised Financial & Accounting Policy and Procedure Manual with international best practices related to Financial and Accounting Procedures and Reporting Standards.

(iii) Liaise with CDTD’s Staff to evaluate barriers, needs, and inadequacies of the currently implemented Financial and Accounting process.

4.0 Specific task and responsibilities:

An experienced Consultant is sought to conduct a comprehensive review of CDTD’s documents, policies, and frameworks to update the Financial & Accounting Policy and Procedure Manual currently adopted by CDTD.

The Consultant must research best practices and processes and apply International Financial Reporting Standards (IFRS) that will address specific gaps and barriers by aligning new policies to meet the needs and standards of CDTD.

Specifically, the Consultant is required to:

a. Task 1: Undertake a comprehensive review of the Financial and Accounting policies, frameworks, and manuals currently adopted by CDTD;

b. Task 2: Liaise with CDTD’s Staff to identify specific Financial and Accounting gaps and barriers;

c. Task 3: Compare and contrast best practices with the CDTD operations and make improvements.

d. Task 4: Conduct a review of all forms that are relevant or directly linked to the financial process to bring in line with identified changes where necessary

e. Task 5: Conduct staff training on computerized financial management systems

f. Task 6: Produce deliverables outlined in Section IV

5.0 Project deliverables:

1. Inception Report that initial review of the existing manual and a detail approach and work plan for the execution of the assignment;

2. Draft Financial and Accounting Policy and Procedure Manual, that aligns to the needs and standards of CDTD;

3. Presentation of the Draft Financial and Accounting Policy and Procedure Manual to the Finance Team;

4. Delivery of training to CDTD’s Staff on the final draft of the revised Financial and Accounting Policy and Procedure Manual, to show the architecture and rules governing the Finance Unit;

5. Delivery of training to CDTD’s Staff on computerized financial management systems.

6. Final Financial & Accounting Policy and Procedure Manual, that must incorporate feedback received from CDTD and any other update deemed necessary.

6.0 CDTD’s document facilitation:

To facilitate the execution of this consultancy, the CDTD will provide the following:

a. Available background documents and information relevant to the assignment;

b. Facilitate virtual contact and dialogue with relevant staff and stakeholders, as necessary, upon request of the Consultant.

7.0 Qualification and experience:

Candidates are expected to have at least:

7.1 Bachelor’s Degree in Finance, Financial Management, Accounting, OR any other relevant field such as Financial Economics, Business Studies, etc.

7.2 Possess recognized certification in Certified Public Accounts.

7.3 Extensive experience in financial management (including with non-profit organizations)

7.4 Demonstrated track record in advising organizations on financial management and developing financial policies

7.5 Familiarity with grant-making

7.6 Excellent (written and oral) communication and drafting skills in English.

7.7 Capacity-development skills

7.8 A high degree of computer literacy, and intermediate to advanced knowledge of Microsoft Office Package (Excel, Word), and have some experience in using accounting software such as (but not limited to) QuickBooks would be an advantage;

8.0 Expression of interest:

Applicants wishing to express their interest in undertaking the prescribed work are to email or otherwise submit:

a) An expression of interest (Cover letter) (not longer than two (2) pages)

b) Submit a proposed timeline schedule based on deliverables

c) Any other documents that closely demonstrates the experience and competence included but not restricted to:

(i)Curriculum Vitae

(ii)Provide at least two (2) most recent assignments completed with the development of financial and accounting guidelines.

9.0 Payment and submissions:

60% payment upon execution of the assignment and presentation of an acceptable preliminary report and balance after an outcome report together with a demand note (invoice) for the services rendered.