Current vacancy: Terms of Reference for operationalization of Financial Management Information SYSTEM (FMIS) for WildTeam using QUICKBOOKS
1.0 Introduction and Rationale:
USAID Bangladesh (USAID/B) have signed a four-year cooperative agreement with local non-US organization, WildTeam Limited for its wildlife conservation project entitled “Bangladesh Bengal Tiger Conservation Activity (BAGH)”. In 2013, a pre-award survey was conducted to determine whether WildTeam’sfinancial management and internal control systems are adequate to manage, control, account for and report on the use of the funds provided to its BAGH project, in accordance with the US Government and USAID requirements. The pre-award survey suggest for further improvement in four areas: financial management and internal control systems; procurement systems; human resources systems; and project performance management. As a result, the cooperative agreement signed with WildTeam attaches a number of Special Award Conditions (SACs) requiring remedial measures to be taken to address capacity gaps in these four areas. In October 2014, USAID/B has partnered with UNOPS to implement Organizational Capacity Development for its USAID Implementing partners in Bangladesh. This project aims to improve the ability of the local implementing partners, such as WildTeam, to meet US Government and USAID requirements to receive direct funding from USAID.
As part of the Organizational Capacity Development process, the Senior Management and Leadership Team of WildTeam have felt the need for operationalization of Financial Management Information System (FMIS) for WildTeam using QuickBooks.
QB software has been installed and made functioning by the team of WT effective from January 2015. The software is Enterprise version and server based. It is functioning well in meeting the reporting requirement of donor with some limitations. Considering the urgency and importance of smooth functionality of QB, recently a rapid review on QB functionality and FMIS at WildTeam has been conducted by the Senior Program Advisor of UNOPS and made some recommendations for further improvement in relation to maximize the benefit of QB operations and sustainable operational practices for WT. The Leadership Team of WT felt the urgent need for smooth operationalization of FMIS for WT using QB.
The areas for improvement would include:
WT requires efficient and effective financial management and reporting of its project activities that meets funding agency financial procedures as well as local & regulatory compliance.
Improve finance staff skills in the use of important options and features of QB to maximize benefit of QB operations;
Increase ability of finance staff in QB operations to provide management specific financial information and accounts (e.g., Budget vs expense reports, analysis of project budget breakdown-wise expenditure, ageing reports, NGOAB/statutory accounts, Balance sheet etc.) in a timely and efficient manner.
Establish and strengthen standard operating procedures in QB operation ensuring segregation of duties and internal control are in place from data entry to report generation.
Develop mechanism for financial monitoring and analysis of financial reports to support and ensure effective project management.
2.0 Overall objective of the Short-Term Technical Assistance:
The objective of the STTA is to make operational an efficient financial information management and reporting system which will facilitate the timely submission of accurate and comprehensive financial data from the project for financial reporting. The STTA will take into account the recommendation of rapid review and work with the WildTeam and USAID Bagh Project for the full operations and maximize the benefit of QB operations which will generate monthly financial report of WildTeam system, quarterly financial monitoring reports, project accounts and other related financial reports in an accurate and timely manner as required by the funding agency, WildTeam management and NGOAB/Govt. authority. This includes Budget vs actual, analysis perrequirements/breakdowns of the various fund stream budget expenditures, ageing report, fixed asset register, statutory accounts, Balance sheet etc.
The STTA will also provide class room training, on-the job training, hands-on support to the staff of WildTeam in maintaining the QUICKBOOKS system and ensuring that the finance staffs are able to operate QB, generate & analyze report regularly, and troubleshoot of QB on their own and ensure sustainable operational practices;
3.0 Scope of Work:
The main activities to be carried out by the consultant/STTA include as follows:
Phase 1: Functionality and System installation aspects
Determine together with financial management team of WildTeam the standard workflow for use of the QUICKBOOKS from Data entry to report generation and develop clear Process Map and SoP on QB operations to ensure proper Segregation of duty, efficient and effective operational practices;
Develop system in QB to deal any complex accounting transaction e.g. Capital gain/loss, Depreciation, Cost sharing, Disposal proceeds, Asset acquisition etc. to produce Balance Sheet directly from QB;
In consultation with the management, revise COA to incorporate requirements/breakdowns of the various fund stream budgets /NGOAB coding system for efficient reporting and analysis of cost effectiveness;
Develop/Revise QB operational Manual (both in English and Bengali) by taking into account the context of WT requirement and operations.
Install security access and back-up system protocols.
Make process for y/e closing.
Maintain Cash Book, Bank Book and Journal entry separately into QB;
Maintain Fixed Asset register into QB.
Maintain Bank Reconciliation into QB;
Maintain Budget into QB;
Make provision to maintain Provident Fund/ Gratuity /any other social security fund by QB;
Set-up a help desk and technical support team to provide assistance.
Phase 2: Report generation aspects
Produce Monthly/Quarterly/Annually Budget Vs Actual Report both in detailed and consolidated (Project budget/NGOAB), and share with all concerned regularly as FMIS;
Produce Monthly Bank reconciliation Report;
Track Report on Bank Reconciliation discrepancy;
Produce Accounts Report ageing Report;
Produce Accounts Payable ageing Report;
Produce Asset Register;
Produce Income and Expenditure and Balance Sheet for Statutory Audit;
Produce report for any other stakeholders as required.
Phase 3: Report analysis aspects
Develop tools to analyze Report on Budget Vs Actual in Monthly/Quarterly/Annually as per requirements/breakdowns of the various fund stream budgets and the USAID project budget breakdown both from Financial and Program perspective and facilitate to adopt ‘Value for Money’ approach;
Analyze USAID report and share with all concerned for effective project management;
Establish financial monitoring system and budgetary control mechanism;
Analyze Audit Trail and ensure follow up for on-going learning;
Analyze and share learning of FMIS for effective project management.
Phase 4: Software Operation Training to staff aspects
Provide classroom training, on-the job training, hands-on support to the staff of WildTeam for full operations and troubleshoot of QB on their own and ensure sustainable operational practices;
Mentor and coach staff from data entry to report generation using actual financial management information and transactions
Identify and select key financial staff/ personnel who can anchor help desk and technical support and provide intensive skills training on maintenance, trouble shooting and software technical operating issues
Conduct orientation training to WildTeam Senior Management to increase their knowledge and understanding of the QUICKBOOKS systems specifically on the processes and understanding the reports generated by the system.
Identify other key skills training of key financial management staff towards improvement of their skills in the use and full operationalization of the software.
Phase 5: Technical Support in systems trouble shooting and on call help desk aspects
Provide technical support to the financial management team in the use of software
Make available online helpdesk support to the financial management technical team for any technical questions related to the operation, use and manipulation of the software
Provide technical input and advice on maintenance of the system and back up protocols
4.0 Qualifications of Consultant:
Expert in QUICKBOOKS especially within the context of NGO operations receiving funding from multiple streams;
Specific experience in the technical design of financial information management systems through which several remote cost centers share data with centrally located offices through electronic linkages;
Good knowledge of internationally accepted accounting and financial management information packages and systems;
A relevant educational background with a minimum of 5 years of practical work experience in the ICT sector in general and the design of network system for exchange of data;
Experience in conduct of training, mentoring and coaching staff related to Quickbooks;
Experience providing financial management support to USG-funded or USAID financed project preferred;
The consultants/firms shall be delivered the following products:
Fully operational QUICKBOOKS financial management information system at WildTeam based on required organizational, NGOAB/Govt. and funding agency financial procedures;
Delivered 02 copies of the Operational Manual of QUICKBOOKS in English and Bangla Languages with standard visual workflow (or process map), SoPon QB operations to ensure proper Segregation of duty, efficient and effective operational practices;
Revised COA to incorporate per requirements/breakdowns of the various fund stream budgets /NGOAB code for efficient reporting and analysis of cost effectiveness;
Developed tools to analyze Report on Budget Vs Actual in Monthly/Quarterly/Annually as per requirements/breakdowns of the various fund stream budgets both from Financial and Program perspective and facilitate to adopt ‘Value for Money’ approach;
Maintained Cash Book, Bank Book and Journal entry separately into QB;
Developed system in QB to deal any complex accounting transaction e.g. Capital gain/loss, Depreciation, Cost sharing, Disposal proceeds, Asset acquisition etc.
Established financial monitoring system and budgetary control mechanism;
Analyzed Audit Trail and ensure follow up for on-going learning;
Produced the required report from the system as mentioned under the scope of work and memorize/customize those report for operational efficiency;
Developed structure and ensure smooth functionality to maintain Provident Fund/ Gratuity /any other social security fund by QB;
Developed structure and ensure smooth operations to produce statutory accounts (Income & Expense, Balance sheet) directly from the system for audit proceedings;
Developed Training module and presentations on QB;
Classroom training, on-the job training, hands-on support to the staff of WildTeam for full operations and troubleshoot of QB on their own and ensure sustainable operational practices;
Mentor and coach staff from data entry to report generation using appropriate financial management information and transactions;
One day orientation training to WildTeam Senior Management on understanding Quickbooks operations and reports.
The performance of the consultancy will be based in Dhaka, with possible travel to Khulna.
The duration of the assignment is up to four (4) months. A monthly action plan will be developed based on the deliverables of the terms of reference, with inputs and recommendations from the WT ODC project partner, UNOPS. Changes to the schedule at are the discretion of WildTeam.
8.0 Quality Assurance of Deliverables
The deliverables of the QB Consultant as outlined in Section 5 of this terms of reference will be subject to quality assurance and oversight by the WT OCD Project Partner UNOPS (Senior Program Advisor). UNOPS will provide technical oversight of the outputs, execution of deliverables, will conduct QB functionality system testing/compliance, technical review of operations manual and provide recommendations to WildTeam Senior Management in relation to monthly workplan and priority activities of the QB Consultant. Quality Assurance will be conducted at each phase of the implementation. In addition to Quality Assurance, UNOPS Senior Program Advisor can also serve as a technical expert advisor to the QB Consultant, subject to request of WT and with due concurrence by UNOPS Team Leader.
QB Consultant will directly report to WildTeam’s Manager, Administration and Finance, for the day-to-day performance of activities based on agreed workplan. A monthly report of status will be submitted by QB consultant to the Manager, Administration and Finance, and approved by the WT CEO.
QB setup related to the overall WildTeam management needs shall be coordinated with the WildTeam Manager, Administration and Finance and reviewed by the DCOP of the Bagh Activity, with final written approval on new systems development, manuals, etc. by the WildTeam CEO. Any QB revisions or work directly pertaining to the USAID project budget, capturing expenditures and its reporting requirements will be reviewed by the DCOP and approved by the COP.
How to apply Please send in (1) your CV, (2) a covering letter of <500 words that describes why you are interested in and qualified for this post to firstname.lastname@example.org. Subject line for emails is “Short Term Technical Adviser - Quickbook”. Closing date for application is 24 June 2015. Unsuccessful candidates will not be contacted. The successful candidate will start work as soon as possible. Qualified female candidates are highly encouraged to apply as WildTeam believe in equal opportunity.
WildTeam is an equal opportunities employer and encourages applications from women as well as men.