Hivos Southern Africa leads a consortium that brings together African LGBT+ networks, research institutes and international NGOs to implement the Strong in Diversity, Bold on Inclusion, Promoting LGBT+ inclusion programme. The program uses an area-based approach for LGBT+ inclusion in Africa and focuses on five leading cities – Lagos, Dakar, Maputo, Nairobi and Lusaka – where the potential for change is huge. Working at the city level allows for close and direct involvement of and engagement with all stakeholders, and a more direct influencing of relevant power holders.
The objective of the project; In five leading African cities LGBT+ communities are more resilient and experience greater socio-economic inclusion and well-being, and less poverty. At all levels, people and institutions acknowledge and respect the human rights of LGBT+ people. Societal leaders have taken tangible steps to secure and safeguard the socio-economic inclusion of LGBT+ people.
The programme will result in a reduction of stigma, discrimination and violence based on sexual orientation and gender identity and expressions, and an increase of socio-economic inclusion of LGBT+ people in workplaces, religious communities, political settings, and other relevant spaces and therefore reduce poverty levels among LGBT+ people. At the same time the programme will improve the resilience of LGBT+ persons and organisations. We will have specific attention for the additional barriers lesbian, bisexual and transgender women face.
A Local NGO in South Africa (Implementing Partner) is one of the key consortium implementing partners for the UKAID funded SiDBoI project while Hivos is the lead partner in the UKAID funded SiDBoI project, responsible for overall fund management and accountability for the grant towards the back-donor. During the inception phase of the grant, Hivos has identified some capacity gaps within The Implementing Partner’s financial management which led to some challenges in attaining the accountability requirements of the grant, leading to the decision to engage an experienced consultant to support in the first year of the next phase aiming to safeguard eligibility and to improve capacity for the future.
Hivos therefore seeks a qualified Consultant to provide temporary financial management support and capacity enhancement for the partner. Hivos wishes to engage a qualified and experienced company or Individual Consultant to support The Implementing Partner in building on and carrying forward the work already started on improving systems of accountability to enable successful management and accounting for the project grant funds during the first year of the project. The Consultant is also expected to support the partner’s capacity building program that ensures that the organization is adequately capacitated for successful implementation of the project.
In order to enhance the effectiveness of the assignment and to guarantee the attainment of objectives, the consultant shall report to the lead partner, however working mostly for the benefit of the implementing partner. Although a part of the TOR relates to the institutional capacity of the organization, the bulk of the TOR is related to the Hivos-led project.
Financial Management Consultant Objective
The financial management consultancy objective is to strengthen The Implementing Partner’s capacity to comply with the Funding partner’s requirements (including eligibility and accounting criteria), and the successful implementation and fulfilling of the grant objectives. The overall objective of the financial management support intervention is to deepen the financial resilience and capability of the implementing partner organization that has the technical know-how, programmatic capacity and wide reach to network members, but requires enhancement of the necessary structures, skills and capacity to manage the stringent accountability requirements of the current project grant.
Terms of Reference & Deliverables
The Consultant is expected to provide a high level of support to the partner in terms of their compliance with their Contract with the lead partner and help to assure (on an ongoing basis) the partner’s attainment of eligibility criteria and qualitative and timely project financial reporting obligations. To be able to meet these deliverables the consultant is expected to perform the following functions/duties:
- Obtain a deep understanding of the Hivos and UKAID financial management and reporting requirements and the capacity gaps identified in the Hivos due diligence assessment
- Support implementation of the partner’s existing Management Response Plan to ensure that the outstanding weaknesses identified in the Hivos due diligence process are addressed. (These are: finalisation of the revision of the Human Resources Policy, development of a suitable Procurement Policy, and enforcing the stipulations in the Finance Policy regarding the compliance to policy procedures on expenditure verifications such as timely acquittal of advances to staff)
- Work with the partner to assure that the partner opens dedicated project bank accounts (both in foreign currency& Rand).
- Review all current policies and recommend improvements in current procedures and templates to ensure compliance with Hivos and UKAID accountability requirements
- Check all the requisitions for payments allocated to the project to confirm that all costs are eligible and that payments have adequate supporting documents to assure that costs are fully eligible in accordance with Hivos and UKAID conditions (budget, procurement process followed, adequate supporting documents/invoices, proof of delivery of services/goods, approval)
- For payroll costs, the Consultant will check the payment schedule to ensure that all costs are eligible, adequately supported and provided for in the budget (supported with contract and payslip and any deliverables required from the staff member in the month)
- For all advances, the Consultant shall be responsible for final approval of all advance retirements ensuring that they are retired within the required timeframes and unused funds deposited back into the Implementing Partner bank account or recovered from the next payroll (with adequate supporting documents, for eligible expenses in accordance with grant requirements +the Implementing Partner policies & approvals). The Consultant will conduct a monthly review of all open advances/aged staff debtors for the project.
- Take responsibility for reviewing and certifying Financial submissions to the lead agency after checking all supporting documents to ensure that all costs are eligible and adequately supported and that period end balances are reconciled with balances on bank accounts.
- The Consultant shall assist The Implementing Partner to conduct Due Diligence Assessments on all selected partners who will be receiving sub-grants, and shall produce reports and recommendations on risk mitigating measures.
- Support The Implementing Partner in addressing any questions or timely resolutions of and gaps identified by Hivos or external Auditors in connection with any grant retirements or financial reporting submissions related to the partner grant. The Consultant will review and sign off monthly management accounts, and Bank Reconciliation statements
- The Consultant is expected to give monthly progress reports to the Lead partner, on all areas under his/her/its mandate. The monthly report and invoice will form the basis for settlement of the consultancy fees.
Under the supervision of the Lead Partner led by the Programme Manager the Consultant will ensure that the expected results and objective of the consultancy are delivered and achieved, respectively.
In particular, the Consultant will:
- Ensure the entire management team of the partner have clearly understood his/her/its mandate, by holding consultations which will also help orient the consultant to the organisation so he/she/they can understand its development and support needs.
- Help the partner clean up the co-creation phase queries in order to establish opening balances for the Full Implementation phase. This includes working on recommendations of previous due diligence exercises that remain outstanding to date.
- Give an assessment of the capacity of the current finance staff and make recommendations for improving their performance and delivery, and/or increasing capacity
- Guide and support the partner in complying with requirements of the grant.
- The Consultant shall deliver the services with the requisite level of skill, Integrity and professional competence at all times. The Consultant shall refrain from giving any directive or instruction except as regards compliance with the requirements of The Implementing Partner’s Policies and Procedures, Hivos and the donor. The consultant shall take all reasonable steps to assure their availability for review of transactional documents and provision of any required support within the objectives of the consultancy in order to avoid delays in project implementation activities.
- All communications under this contract shall be deemed confidential and used solely for internal purposes. All materials produced under the agreement shall remain the property of the partner and the consortium.
- The Consultant shall inform both The Implementing Partner and Hivos of any challenges and potential risks to the objectives of the agreement to ensure that challenges are resolved promptly.
- The Consultant actively supports The Implementing Partner Finance department and management towards attainment of the financial management and reporting obligations, aiming to attain a transfer of skills and enhancement of capacity.
- The Implementing Partner commits to timely sharing of information about new developments in The Implementing Partner’s financial management structures that may affect the work of the consultancy.
The Consultant should have the following expertise:
- Relevant academic and professional qualifications
- Familiarity with donor financial management requirements
- Proven track record of providing financial management consultancy or project support
- Having worked with similar organizations with a budget above one million dollars in the last two years.
- Proof of knowledge of the operations of LGBT+ programmes and projects
- An understanding of the human rights environment in different African contexts.
- Proven track record of having worked with the LGBT+ groups and community at different levels will be an added advantage
Duration of engagement
The total management program will run for an initial 6 months, and the Consultant is expected to have not more than 2 billable days per week. This consultancy may be renewed by mutual consent provided that the need for such arrangement remains after the initial 6 months of the project.
What we offer
Those wishing to be considered for this consultancy should submit the following documents in English to the SiDBoI Programme Manager, email: firstname.lastname@example.org no later than 12 June 2020.
- A letter of motivation
- A brief description of the methods that will be used to provide support to the partner.
- Financial offer
- Three references of previous similar work.