TERMS OF REFERENCE

1. CASA PROGRAMME OVERVIEW

CASA is an FCDO - International Climate Finance (ICF) funded programme driving global investment for inclusive climate-resilient agri-food systems that increase smallholder incomes. CASA makes the case to impact and return-oriented investors for increased investment in agribusinesses that work with smallholder supply chains. The programme achieves this goal by: 

• Demonstrating the commercial viability and investment readiness of small and medium-sized (SME) agribusinesses with significant smallholder supply chains
• Helping investors to increase the impact of their investments through the provision of inclusive technical assistance
• Strengthening the socio-legal empowerment of smallholders within value chains
• Tackling the information and evidence gaps holding back investment

For demonstrating the commercial and development potential of smallholder sourcing models, CASA focuses on catalytic interventions in the agriculture sectors of Ethiopia, Malawi, Nepal and Rwanda that support Agri-SMEs prepare for and secure investment while connecting smallholders to commercial markets. CASA’s work on research and communications is structured around identifying constraints, opportunities and addressing evidence gaps through research; shaping the debate on smallholder agriculture to influence actions of investors, governments, and donors; and creating networking opportunities through events and stakeholder engagement.

2.PARTNER BRIEF BACKGROUND

Maggot Farm Ltd aims to address a production gap in raw materials for animal feeds by producing a sustainable and eco-friendly alternative source of protein as a major ingredient in feed production. Owned by two agri-preneurs, it was initiated in Kayonza District and subsequently relocated to Kamonyi. Maggot Farm acquired a greenhouse equipped with all the necessary facilities to produce black soldier fly (BSF) larvae. The farm is currently producing 2.5 to 3 tonnes of fresh BSF larvae per cycle (45 days) and 7.5 tonnes of organic fertilizer (compost) per month. Due to high demand for BSF products from feed producers, Maggot Farm plans to add two more greenhouses to scale up production and help close the demand gap

3.ASSIGNMENT BACKGROUND

CASA and its project partners will collaborate to implement projects across various intervention areas aimed at enhancing investment. To facilitate this, CASA Rwanda intends to engage a Financial Systems Expert to support the program team in executing fiduciary capacity-building activities for Maggot Farm Ltd. This assignment is expected to enhance Maggot Farm's financial management processes, improving business management, investment readiness, and risk management.

4.OBJECTIVE

The primary objective of this assignment is to provide technical support to Maggot farm Ltd by developing and instituting key fiduciary management policies, systems and procedures and orienting Maggot Farm’s key personnel in their effective use to help improve the efficiency and robustness of fiduciary management of Maggot Farm Ltd. The Financial Systems Expert will also work closely with the CASA programme team, particularly Market Managers and the Grants manager in delivery of these tasks for IP.

5.DUTIES AND RESPONSIBILITIES

Under the overall management of the Market Manager and the Grants Manager, the Expert will support the CASA team to develop and incorporate fraud detection and whistle blowing mechanisms in Maggot Farm’s operations; develop and build its financial management systems for CASA fund accounting system; develop a procurement policy that meets minimum FCDO requirements; review and supplement the existing documentation tracking mechanisms for seamless audit trail purposes; review and set up a system that enhances value for money for CASA funds; and develop an asset register for Maggot Farm Ltd .

The specific duties of the Expert include:

• Developing and setting-up an accounting and cost share tracking system for Maggot Farm Ltd.
• Developing and instituting a procurement policy with clear procurement guidelines and thresholds, meeting FCDO’s minimum acceptable standards, rules and regulations.
• Developing a standard chart of accounts which enables the business to track costs and ensure good accountability of CASA sub award.

Develop an electronic financial management system that can provide for effective control over and accountability for all funds, property, and other assets (including but not limited to:

• comparison of expenditures with budget amounts for each award; and
• recording of each grant/contract by the budget cost categories shown in the approved budget.
• Designing and setting-up a monthly back reconciliation template as a control mechanism to ensure good accountability.
• Developing and setting-up a cash forecasting system which will minimize the time elapsed between the drawing down of funds and the disbursement of those funds.
• Developing a conflict-of-interest policy to mitigate the risk of funds mismanagement.
• Review and supplement the existing documentation tracking mechanisms to enhance audit trail and documentation for CASA funds.
• Reviewing and setting-up a system that enhances value for money for CASA funds in all areas of Maggot Farm’s operations.
• Developing and setting-up a fraud detection mechanism in the SOPs based on the fraud and anticorruption training and awareness that will be provided and facilitated by CASA.
• Developing and orienting key personnel on updating an asset register for all assets procured under CASA subaward funds.
• Developing a clear Safeguarding policy that protects employees, partners and visitors to Maggot Farm Ltd.
• Contributing to periodic progress reports and outputs for relevant project interventions in accordance with communication guidelines and needs; and,Complying with the Standard Operating Procedures (SOP) manual and other relevant requirements of Swisscontact - Rwanda.

6.DELIVERABLES

All the deliverables that to relate the implementing partners policies and systems must be vetted and approved by CASA and the partner to be deemed as having been satisfactorily completed. The required deliverables Include: 

Submission of the key fiduciary management tools and documentation as outlined below:

• CASA Fund Account and Cost Share Tracking Tool.
• Comprehensive Procurement Policy that meets FCDO minimum standards.
• Chart of accounts for CASA Sub-award.
• Electronic financial management system/tool.
• Monthly bank reconciliation template.
• Cash forecasting tool vii) Conflict of Interest Policy viii) Fraud detection mechanism ix) Safeguarding policy
• x) Training materials and plan for training.
• Monthly timesheet after completion of every month, within 10 days of the following month.
• Other deliverables as per the needs of the project partners as determined by CASA and Maggot Farm Ltd.
• Development of tools in 20 working days and training provided in 10 working days.

7.ASSIGNMENT MANAGEMENT and DURATION

1.1 Duration

Expected Start Date: 15 September 2024

Expected End Date: 31 November 2024

1.2 Assignment Days

Up to 30 working days

1.3 Reporting Lines

The consultant will report to the CASA Market Manager and the Grants Manager

8.REQUIREMENTS and EXPERTISE

Key qualification and field of expertise for the ideal expert are: 

• Education: Bachelor's in accountancy, Finance, Auditing, Business Management or in other relevant fields (MBA/master’s in business administration preferred);
• Bachelor’s degree holder should have a minimum of 10 years of professional experience in the financial system or business development, while master’s degree holders should demonstrate a minimum of 7 years of professional experience.
• Qualified Accountants (or at least part-qualified with a recognised accounting professional body).
• Demonstrable prior experience in designing fiduciary management systems and tools such as financial accounting systems and manuals as well as procurement policies highly desirable.
• Excellent critical thinking, financial and data analytical skills - proficient in MS Excel and strong ability to model financial information.
• Demonstrable relationship management and performance management skills.
• Excellent written and oral communication, listening and interpersonal skills with the ability to deal tactfully and diplomatically with a wide range of people combined with an appreciation of the importance of confidentiality.
• Willingness to take on new assignments at short notice and travel frequently to remote places.
• Ability to make decisions regarding own work, often in ambiguous situations and suggest recommendations regarding own function/discipline.
• Ability to function with minimum guidance and under pre-set procedures with attention to detail; and
• Able to exercise independent judgment within defined policies and practices.

9.TERMS OF PAYMENT

As per Swisscontact norms and mutually agreed during the signing of the contract.

Note: This term of reference can be amended by the Country Manager as necessary.

Offers/ proposals for this tender should only be submitted on the mentioned email: rw_info@swisscontact.org Deadline: septermber 23rd, 2024