TERMS OF REFERENCE. Financial Management and Technical Support Consultant

Transcription

1 TERMS OF REFERENCE Background Financial Management and Technical Support Consultant The Government of Gujarat (GOG), through the Gujarat Livelihoods Promotion Company (GLPC) is spearheading the implementation of the National Rural Livelihood Mission(NRLM) -GOI project, National Rural Livelihood Mission(NRLP)-World Bank Assisted Project&Mission Manglam(MM)Programme GoG Project. The GLPC aims to improve livelihoods and enhance social and economic empowerment of the rural poor. This would be done by developing organizations of rural poor and producers to enable them to access and negotiate better services, credit and assets from public and private sector agencies and financial organizations and all other activity of implementation by GLPC. 1. Implementation Arrangements: The project would also invest in building capacity of public and private service providers. The project is being implemented by Gujarat Livelihoods Promotion Company (GLPC), set up for this purpose with State, District and Block level project management units. These units will work with various Community Institutions i.e. Self Help Groups (SHG), Village Organizations (VO) and Block Level Federations (BLF). The project will also work with many service providers including NGOs, public and private sector agencies and is hiring professional staff for program management, coordination, monitoring, knowledge management, financial management and capacity building. 2. Need for the Financial Management & Technical Support Consultant The need for the Financial Management,&Technical Support Consultant arises to initially take charge of and subsequently provide support to the General Manager Accounts & Finance (GM-A/F) at State office and District Finance officer/district Project manager at district / block office in discharging responsibilities relating to financial management and procurement during the initial years of project implementation i.e. during the scale up and expansion phase. 3. Abbreviation: SRLM State Rural Livelihood Mission SPMU - State Project Management Unit SMMU-State Management Mission Unit

2 2 DPMU - District Project ManagementUnit BPMU - Block Level Project Management Unit SHG - Self Help Group FMTSC - Financial management and technical support consultant SOE-Statement of Expenditure DFM -District Finance Manager BPM-Block Project Manager VO-Village Organization IDA-International Development Association IUFR-Interim unaudited financial report 4. Scope of Work: The scope of work will include support to GM-A/F (at GLPC/SMMU/SRLM) office, All DMMU/DRLM(DLM) in the following matters: Financial Management i. (a) Complete data entry and vouching with management in the TALLY Accounting system at HO level and at all the District and Block level units. (b) Maintaining of various registers like Grant Register, Cheque Register, Cash Book, Fixed assets register, Dead Stock register, Salary Register, Statutory Deduction Registered at H O, all the district and block level. (c) Bank Reconciliation statement at H O, all district and block level. (d) Provide training and support related to Financial Management and accounting to SPMU, DPMU, BPMU and further need based support/training to Community Institutions. Provide inputs in developing the accounting and accountability training modules/ handbook for the Community Institutions. Training on SHG and VO books of accounts to Projects Staffs and community member as per need. (e) Ensure functioning of the system and facilitate monthly consolidation of the financial information from the computerized accounting system at and between SPMU, DPMU and BPMU. (f)the FMTSC have to travel to blocks frequently. ii. Design, implementation and strengthening of fund flow system including electronic transfer from SPMU to BPMU, DPMU and further to Community Institutions.

3 3 iii. Financial accounting of various components of project as per requirement. Ensuring maintenance of adequate records of all financial transactions. Will ensure that proper accounting practices for maintenance of supporting documents and registers and record maintenance system are in place. Maintenance of accounts as per the regulation of IDA project agreement and Accounting standards applicable in India. iv. Ensure functioning of the system and facilitate monthly consolidation of the financial information from the computerized accounting system through Tally at and between SPMU, DPMU, and BPMU. v. Support and Prepare annual budget & monthly financial reports,interim Unaudited Financial Report for SPMU, DPMU and BPMU. Will have to prepare / assist project in preparing un-audited financial reports as per financing agreement with IDA. vi. vii. viii. ix. Will prepare reporting and accounting as per regulatory and legal requirements including taxation, annual report and accounts. Will ensure proper reporting and accounting as per EPF and ESI regulation, Professional tax, HBA Advance and all other government deduction and receipts.. Filing and preparation of various statutory returns (like ETDS filling) applicable to company and issuing certificate to concerned parties. Suggestions on improvement of financial manual and rules. To actively involved in identification of finance staff requirement by project from time to time. x. Analysis, feedback and suggestion on funds management at the State, District and block Offices and preparation of reports on financial management procedures of other Project stakeholders such as joint ventures, Community Institutions and other sources as appropriate if any. xi. xii. xiii. xiv. xv. Reporting to World Bank, Govt. of India and Govt. of Gujarat as per the requirement. Reconciliation of fund release at all levels. Getting Bank reconciliation statements prepared. Quarterly verification assets and stock verification and reconciliation at SPMU, DPMU & BPMU. The FMTSC will develop internal control and internal Checks mechanism in project. Co-team leaders of FMTSC along with DFM/BPM will monitor and Support internal Audit work at district and block office. FMTSC will help in framing internal control questionnaire in coordination with internal auditor for internal audit. Ensure timely compliance of the audit and assist in ensuring that appropriate and timely follow up action is taken to address the issues identified in audit. Ensuring adequate internal

4 4 control and compliance with audit procedures are in place at the State office, District Offices, Block offices as well as at joint ventures and other relevant place. xvi. xvii. xviii. xix. xx. Advice program managers on the potential risks and control measures for various livelihood funds as they develop during implementation. FMTSC will support & ensure that proper accounting for maintenance of supporting documents, registers and records maintenance are in place. Monthly preparation of SOE/IUFR at District & Block level and consolidation and reconciliation at state level. The role of FMTSC at the District office will be of need based support in financial, legal, procurement and technical matters. They shall act like trouble shooters. Quarterly analysis of budget variance in the light of Physical progress. Status of budgeted with actual expenditure to be tracked on quarterly basis. Procurement at District, Block level and community level. Will assist and provide technical support in procurement at District, Block and Community level in following ways:- Will assist in procurement of goods, works and consultancy at District, Block level. Will guide (train) Project teams at District/Block level to implement Community Procurement. Will assist in preparation of Procurement Plans and status reports of DPMU/BPMU. Assist in further development of Procurement manuals and guidelines for project level and community procurement. Conduct training of staff at various levels and community. Will assist the development and finalization of bid documents, bid evaluation reports, award recommendation and contract administration at DPMU & BPMU levels. Status report of procurement planned with actual should be submitted to head office on quarterly basis. To Co- ordinate with internal auditor and comply with all the requirements and provide all the necessary data and prepare compliances/answer for the report submitted by them. To Coordinate with CAG Auditor and provide all the necessary data and prepare compliance report for remarks raised. To Coordinate with statutory auditor and provide all the necessary data and comply with all the requirements and queries raised by them and comply with al the observation raised. To Prepare Accounts as per revised schedule - VI Any other responsibility assigned by the management from time to time which can be linked with the FMTSC and which will be at the discretion of monitoring committee.

5 5 5 Schedule for completion of tasks Work assigned i. (a) Support/complete data entry and vouching with management in the TALLY accounting system at HO level and at all the District and Block level units. Frequency / Period Daily Basis (b) Maintaining of various registers like Grant Register, Cheque Register, Cash Book, Fixed assets register, Dead Stock register, Salary Register, Statutory Deduction Registered at H O, all the district and block level. (c) Bank Reconciliation statement at H O, all district and block level. (d) Provide training and support related to Financial Management and accounting to SPMU, DPMU, BPMU and further need based support/training to Community Institutions. Provide inputs in developing the accounting and accountability training modules/ handbook for the Community Institutions. Training on SHG and VO books of accounts to Projects Staffs and community member as per need. (e) Ensure functioning of the system and facilitate monthly consolidation of the financial information from the computerized accounting system at and between SPMU, DPMU and BPMU. ii. Design, implementation and strengthening of fund flow system including electronic transfer from SPMU to BPMU, DPMU and further to Community Institutions. iii. Financial accounting of various components of project as per requirement. Ensuring maintenance of adequate records of all financial transactions. Will ensure that proper accounting practices for maintenance of supporting documents and registers and record maintenance system are in place. Maintenance of accounts as per the regulation of IDA project agreement and Accounting standards applicable in India. iv. Ensure functioning of the system and facilitate monthly / quarterly consolidation of the financial information from the computerized accounting system through Tally at and between SPMU, DPMU, and BPMU. Daily Basis Monthly basis Initial Training at all level, after that as per requirement. Minimum three days for all first time and thereafter as per requirement. Monthly/Regular at all district, block level and HO Monthly/Regular at all district, block level and HO Monthly/Regular at all district, block level and HO Regular at H O level and district level

6 6 v. Support and Prepare annual budget & monthly financial reports for SPMU, DPMU and BPMU. Will have to prepare / assist project in preparing un-audited financial reports as per financing agreement with IDA. vi. Will prepare reporting and accounting as per regulatory and legal requirements including taxation, annual report and accounts. vii. Will ensure proper reporting and accounting as per EPF and ESI regulation. viii. Filing and preparation of various statutory returns (like ETDS filling) applicable to society and issuing certificate to concerned parties. ix. Suggestions on improvement of financial manual and rules. To actively involved in identification of finance staff requirement by project from time to time. x. Analysis, feedback and suggestion on funds management at the State, District and block Offices and preparation of reports on financial management procedures of other Project stakeholders such as joint ventures, Community Institutions and other sources as appropriate if any. xi. Reporting to World Bank, Govt. of India and Govt. of Gujarat as per the requirement. xii. Reconciliation of fund release at all levels. Getting Bank reconciliation statements prepared. xiii. Quarterly verification assets and stock verification and reconciliation at SPMU, DPMU & BPMU. xiv. The FMTSC will develop internal control and internal Checks mechanism in project. xv. Co-team leaders of FMTSC along with DFM/BPM will monitor and Support internal Audit work at district and block office. FMTSC will help in framing internal control questionnaire in coordination with internal auditor for internal audit. Ensure timely compliance of the audit and assist in ensuring that appropriate and timely follow up action is taken to address the issues identified in audit. Ensuring adequate internal control and compliance with audit procedures are in place at the State office, District Offices, Block offices as well as at joint ventures and other relevant place. Monthly Contineously as per need As per legal requirement As per legal requirement Contineously as per need Contineously as per need As per requirement Monthly Quarterly Will review the existing system within first months & regular monitoring at all districts level, block level and H O Monthly

7 7 xvi. Advice program managers on the potential risks and control measures for various livelihood funds as they develop during implementation. xvii. FMTSC will support & ensure that proper accounting for maintenance of supporting documents, registers and records maintenance are in place. xviii. Monthly preparation of SOE/IUFR at District & Block level and consolidation and reconciliation at state level. xix. The role of FMTSC at the District office will be of need based support in financial, legal, procurement and technical matters. They shall act like trouble shooters. As and when noticed. Regular Monthly / Quarterly as per the requirement As per the requirement xx. Quarterly analysis of budget variance in the light of Physical progress. Status of budgeted with actual expenditure to be tracked on quarterly basis. Quarterly xxi. Procurement at District, Block level and community level. Will assist and provide technical support in procurement at District, Block and Community level in following ways:- (a) Will assist in procurement of goods, works and consultancy at District, Block &Community level. (b) Will guide (train) Project teams at District/Block level to implement Community Procurement. Regular Regular (c) Will assist in preparation of Procurement Plans and status reports of DPMU/BPMU. Assist in further development of Procurement manuals and guidelines for project level and community procurement. Conduct training of staff at various levels and community. As per the requirement Will assist the development and finalization of bid documents, bid evaluation reports, award recommendation and contract administration at DPMU & BPMU levels. (e) Status report of procurement planned with actual should be submitted to head office on quarterly basis. As per the requirement Quarterly

8 8 xxii To Co- ordinate with internal auditor and comply with all the requirements and provide all the necessary data and prepare compliances/answer for the report submitted by them xxiii To Coordinate with CAG Auditor and provide all the necessary data and prepare compliance report for remarks raised xxiv To Coordinate with statutory auditor and provide all the necessary data and comply with al the requirements and queries raised by them and comply with al the observation raised xxv. To Prepare Accounts as per revised schedule - VI Monthly As per Requirement Yearly Yearly xxvi. project Any other work related to FMTSC as assigned by the As per the requirement Period of assignment The services of the Consultant would be initially required for a period of one year starting from issue the work order (i.e. F.Y )and would be renewed after assessing the pace of implementation, the project s needs and performance of the consultant for further two years. 6 Data, services and facilities provided by the GLPC 1) All data will be provided as per the needs and requirement. 2) Accounts, administrative and procurement team (sufficient number of men power) of GLPC at state, other level will Support FMTSC. 3) Proper seating and filling arrangement, computer system will be made available and other normal facilities in the office availed by the GLPC staffs will also be available to FMTSC and its staffs. 7.Final output (i.e. reports, drawing, etc) that will be required of the consultants. Requirement will be as per scope of works and Schedule for completion of tasks. 8. Composition of review committee and review procedures to monitor consultants work. Review will be done for the work performed by the FMTSC. Review committee will be constituted by the M.D, GLPC.

9 9.List of key positions, whose CV and experience would be evaluated. 9 Sr. no Key position Area of Specific Expertise Desired 1 Financial management and technical support consultant TEAM LEADER (One) (At H.O) Finance, Taxation, Technical and procurement in similar externally aided projects and govt. agencies Minimum Qualification and professional Experience desired 1) Chartered accountant having at least 5 years of post qualification experience in respective fields (or equivalent). Specific experience in similar externally aided project is required and with proven track record in anchoring / conducting financial management and technical support consultancy. 2) Knowledge of Tally accounting packages. 3) Regular travel to project areas is required. 4) He has to attend office/ho on daily basis/regularly. 2 Representative to financial management and technical support consultant CO-TEAM LEADER (Two at H.O) Finance, taxation, and procurement in similar organization or govt. agencies. 1) Chartered Accountant having knowledge of handling financial management, and technical support consultancy. 2) Specific experience in similar externally aided project is desirable. 3) Knowledge of Tally accounting packages. 4) He has to attend office/ho on daily basis/regularly Or, 1) CA (Inter)/M. com having knowledge of handling financial management, and technical support consultancy. 2) She /he should have at least 5 years of experience in respective fields. Specific experience in similar externally aided project is desirable.

10 10 3 Assistant to financial management and technical support consultant. TEAM MEMBERS:Total 27 Finance taxation and 3) Additional qualification Having MBA (Fin) preferred. 4) Knowledge of Tally accounting packages. 5) He has to attend office/ho on daily basis/regularly 1) CA (Inter)/M Com/B Com 2) Knowledge of Tally accounting packages. 3) He has to attain office on daily basis/regularly. (26 at districts and 1 at H.O) Total persons: 4 at H.O (Including one FCA) and 26 at Districts level.= 30 Persons 10. Eligibility Criteria: The Eligibility Criteria required for consideration for appointment are as under:- a) The firm should have its Head office (HO) in Gujarat. b) The Firm should be in existence for more than 15 Years. c) Firm's Last three years annual turnover should be more than Rs Lacs. d) Firm must have minimum 7 years experience in handling work of Government /PSU s/ Semi Government organization. e) Firm should have minimum staff strength of 50. f) Firm must have carried out 3 accounting outsourcing assignment in last 3 years for any PSU/ Govt Corporation/ Board/Semi Government or its subsidiaries involved in externally aided projects / social sector projects/ grant related projects (Excluding the Charitable Institute and NGOs). g) Minimum 5 partners required out of which minimum 3 should be FCA and all the partners must be full time partners. h) Out of all partners minimum 3 partners must be having continuous association with the firm for more than 7 years as on i) All the above data is required as per firm card issued by ICAI dated j) The firm must be empanelled with CAG. k) The firm must be peer reviewed and latest certificate to be attached.

11 11. Selection Procedure: As per Procurement Guidelines Terms & Conditions to execute work: 1. Firm should not outsource work to any other CA firm or other associates to execute the work for any district or Block level unit or HO if firm is found to outsource the work firm will be discontinued from the service and will be black listed and in such cases security deposit will be forfeited 2. Firm should start work immediately after getting Work Order. 3. Firm Cannot discontinue the work during Work period if firm discontinue the work during the period firm will be black listed and in such cases security deposit will be forfeited 13. Evaluation: As per Procurement Guidelines.