CALL FOR EXPRESSIONS OF INTEREST: Administrative support consultancy Freelance

South Caucasus (SC) project, that covers projects in Georgia and Armenia, aims to facilitate the exchange of experience and best practices between countries, support regional dynamics on capacity building and advocacy, specifically targeting crosscutting issues of access to essential services and medicines, enabling environment, transition and sustainability.

Currently, the mission manages long term UNITAID project and Emergency project funded by: CDCS, ECHO, IDF, OF, Geneve, FDF.

Evaluate Financial Management Practices:

• Analyze current budgeting processes, including the introduction to MdM’s budgeting framework.
• Review financial documentation related to cash control and bank reconciliations.
• Assess Accounting Software (Saga):
• Provide practical training on the Saga system to ensure effective usage.
• Review the procedures for the closure of the Saga system and identify potential improvements.
• Examine the integration of the Saga system with existing financial processes, including document exchange and archiving.

Analyze Project Budgets and Financial Reporting:

• Overview of the project’s budget, partners, and reporting deadlines.
• Assess the emergency project’s budget management and donor compliance.

Review

• SAGA Analytics Review: Ensure that SAGA expenses from previous months are accurately allocated and identifying best practices for recording the expenses
• Armenia & Emergency Project Review: Collaborate with other departments to ensure the forecast aligns with project needs.
• Improving the Functionality of the SAGA System: Identify areas for improvement in the SAGA system to boost performance, usability, and integration with other financial tools.

Recommendation

• Recommendations for Optimizing Budgeting Processes: Provide suggestions to streamline and enhance budgeting workflows, ensuring greater accuracy, efficiency, and alignment with organizational goals.

1_Administrator Training on SAGA, BFF, and Donor Reporting Forms: Conduct training sessions for administrators on the use of the SAGA system, BFF (Budgeting, Forecasting, and Financial) tools, and donor-specific reporting formats to ensure proficiency and accurate reporting.

2_Evaluating Financial Management Practices

• Conduct discussion with Admin/Finance advisor to gather insights on current budgeting and reporting processes.
• Analyze existing financial documentation, including cash control and bank reconciliation records, to identify areas for improvement.

3_Assessing Accounting Software (Saga)

• Facilitate training sessions for Admin/Finance advisor on the Saga system to ensure proper understanding and usage.
• Review the current closure procedures of the Saga system and recommend best practices.
• Evaluate the efficiency of cash control documents and bank reconciliation practices in relation to the Saga system.
• Examine the processes for document exchange (archiving, scanning, sharing via SharePoint) to ensure they align with financial reporting requirements.

4_Analyzing Project Budgets and Financial Reporting

• Conduct a detailed review of the project budget, including timelines and accountability for reporting deadlines.
• Assess the financial management of the emergency project, focusing on budget adherence, donor reporting, and compliance.

• Analysis of budgeting practices and accounting software integration.
• Development of actionable recommendations based on findings to enhance financial management.

• A comprehensive report detailing findings related to financial practices and accounting software.
• SAGA Analytics Review: Verify that SAGA expenses from previous months are properly allocated and reflect accurate financial data.
• Armenia & Emergency Project Review: Collaborate with other departments to ensure that the forecast aligns with the project’s actual needs and objectives.
• Donor Follow-up Optimization in BFF: Streamline and optimize the follow-up process for donors dedicated to Armenia within the BFF system to improve efficiency and tracking.
• Recommendations for optimizing budgeting processes and improving the functionality of the Saga system.

The consultancy will be conducted over a period of one month.

Conclusion

This Terms of Reference serves as a guiding document for assessing and enhancing the organization’s financial management practices and the effectiveness of its accounting software. The findings will support strategic financial decision-making and compliance with donor requirements, ultimately improving the organization’s operational efficiency.

LOCATION OF THE VISIT

Yerevan – Armenia

How to apply

DOCUMENTS TO BE SUBMITTED

Service providers wishing to express their interest are invited to submit the following 2 elements:

1. Up-to-date curriculum vitae (CV) of a maximum of 3 pages for each member of the proposed team and stating as applicable the consultancy firm to which each team member belongs.

2. A letter of interest of a maximum of three (3) pages, indicating: experience of comparable missions, at least two (2) credentials concerning the performance of comparable contracts, dates of availability for the consultancy process, etc.

The expression of interest will be considered complete if it includes the following 2 elements. It must be sent via email to: doi.applications@medecinsdumonde.net with the subject line “Administrative support consultancy”. Expressions of interest submitted in any other manner will not be taken into consideration.

The deadline for submitting an expression of interest is January 15, 2025 at 12 noon (Paris time/CET).

INFORMATION FOR APPLICANTS

All information obtained in the context of this expression of interest is the subject of IT processing aimed at creating and archiving a professional file for each application received and for the purpose of any potential audit of our internal procedures. The data collected is sent to: Direction Santé Plaidoyer de MdM-F. In accordance with the French and EU legislation in force, you have the right to access and amend any information relating to you and you can exercise this right by emailing or writing to Médecins du Monde France, Direction Santé Plaidoyer, 84 avenue du Président Wilson 93210 Saint-Denis. You may also object to the processing of your data on legitimate grounds.

In order to be authorised to apply, bidders must be able to establish, at the discretion of MdM, that they meet the legal, technical and financial conditions applicable and that they have the necessary capacity and sufficient resources to carry out the mission.

Tagged as: ac technicians

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