TOR for AKA Policies & Procedures Review
AKA is a registered National Non-Government Organization (NGO) operating under the Rwanda Governance Board (RGB) certificate No 66/RGB/NGO/2016. AKA’s mission is providing Rwandan youth with employability skills, capital and support to take advantage of economic opportunities.

Terms Of Reference (Tor) For Aka Policies &Procedures Review
About Akazi Kanoze Access (AKA)
AKA is a registered National Non-Government Organization (NGO) with vision to provide, produce empowered, skilled and inspired population with access to employment for self -sufficiency and missioned to create lasting solutions to increase access to sustainable economic opportunities, through the development of competent and dedicated workforce. The following are the program areas: Employability skills and support services (b) Entrepreneurship and Economic development, (c) Access to capital and inclusion and (d) Advocacy, AKA’s mission is to provide youth with employability skills, access to capital and other support services to take advantage of economic opportunities. AKA’s core values include integrity, excellence, professionalism and innovation with a global vision to be leading organization contributing to youth well-being through employability skills and support services. AKA has a strong system guided by the policy and procedures in place

The AKA is inviting qualified registered firm or individual businesses to facilitate the review of AKA existing Policies and Procedures to inform development of new policies/manuals.
To ensure operational efficiency while delivering its services with cost efficiency, AKA developed key policies and procedures since its inception and this contributed to establishing internal control systems and ensuring the reliability of financial reporting, procurement procedures as well as compliance to laws and regulations.

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Purpose
The purpose of hiring the services of the consultant is to facilitate the review of existing policies and procedures, existing internal systems to inform development of new policies aiming at improved/updated internal controls to ensure operational efficiency and effectiveness.

Objectives and specific tasks to be undertaken by the consultant
• To provide technical support/expertise to review AKA existing policies/procedures manuals as a whole.
• Identify the gaps in existing policies/manuals (Procurement, Financial, and Human in particular ensuring compliance to local laws and regulations as well as related field standards.
• To update and produce standard manuals in compliance with national and international standards.
• Advice the organization on key relevant areas to consider to ensure effective, efficiency and cost-effective implementation in regard to compliance, accountability and transparency standards.

Deliverables and Outputs
The outputs below are expected and may vary depending as required during the assignment.
• Prepare an inception report that outlines the methodology/ approaches and implementation process of the consultancy which also includes the proposed time line for the execution of the assignment. P&P should be structured and including the following:
• detailed updated standalone Human Resources policy/procedures
• detailed updated enriched standalone Financial Manual including Accounting policy/ procedures
• detailed updated enriched standalone procurement policy/procedures
• detailed Inventory management policy/ procedure and depreciation policy;
• Staff structure aligning with the adjusted levels of salaries;
• Developed/amended/adapted relevant forms and/or tools for each policy of the above policy

Monitoring and progress controls.
The consultant’s work progress will be monitored primarily through periodic review meetings scheduled upon consultation with the Consultant. The Consultant is also expected to produce, upon AKA’s request, a formal progress report for AKA Management that displays the progress towards the plan.

Duration of the consultancy.
The consultancy is expected to take up to a maximum of three weeks starting from the date of signature of the contract by both parties Consultant Qualification & experience/expertise
1. a) Master’s Degree in fields related to business Management, Economics Financial Management Project management, Human resources Management, Procurement, Administration and Finance and related fields).
2. b) Completion certificates: Previous proven work experience with INGOs/local NGOs and government relevant or similar work is mandatory.
3. c) 5 years of relevant experience in the field of Human Resource Management, Financial Management, Procurement, and Grant Management, preferably in NGOs (local and/or international).
4. d) Past experience in undertaking a policies development assignment preferably similar policies as those stated above with local and/or international institutions like NGOs and track record of understanding local labor laws towards the policies to be developed/updated
5. e) Familiarity with NGO’s Policies and Procedures in the Rwanda context is added advantage
6. g) Fluent in English.
7. h) Excellent writing and presentation skills (all required reports shall be written in English).
8. Presentation of proposals
The Proposal shall be presented in the following manner:

Administrative Requirements
1. a) Personal Curriculum Vitae highlighting the qualifications that meet the minimum requirements, with at least three (3) references-reference check will be mandatory;
2. b) Explaining why he/she is the most suitable Bidder for the work, and a brief methodology on how he/she will approach and conduct the work
3. c) The Financial Proposal containing the final and all-inclusive (professional fees, all envisaged costs, well detailed total price offer for the full range of services required, broken down into all major cost components associated with the services. The total price shall be in a fixed lump-sum amount, and milestone payments corresponding to outputs shall be indicated in the proposal; Note that the financial proposal indicates the all-inclusive total contract price, supported by a breakdown of all costs. The cost must be in RWF, taxes inclusive.
Firms need to possess
1. d) RGB certificates;
e)Taxes clearance

Submission of proposals & evaluation
Both Technical and Financial proposals will be submitted together. In determining the final selection of the qualified bidder, the technical quality of the proposal will be given a weightage of 70% on the basis of criteria for evaluation (in line with the required qualifications. The financial proposal shall be allocated a weightage of 30% and the proposals will be ranked in terms of total points scored. AKA invites all qualified consultants to send a proposal regardless of their gender, religion, race, ethnicity, or disability.
Disclaimer AKA reserves the right to determine the structure of the process, the number of shortlisted participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice, and reserves the right to withdraw from this bid process at any time, without prior notice and without liability to compensate and/or reimburse any party.
Confidentiality
It is expected that the selected individual will maintain the highest level of confidentiality with regard to the information provided before, during, and after the completion of the assignment. He/she shall practice the highest standard of professional and ethical values and norms in providing this consultancy service.

Application Submission
If you fit to the above profile and are interested in bidding for this assignment send in your application both technical and financial by hard in a sealed envelope at AKA office in Kimihurura
KG 676 ST, 43 – Kimihurura not later than September 14, 2022 at 5.00 PM.
For more information; Reach out to: info@akazikanoze.org
AKA Management