International Consultant Develop Financial Management Manual (FMM) for AIHRC

UNDP Global Mission Statement:

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.

 Organizational context:

Afghanistan has been plunged in conflict for over four decades which cause countless sufferings on the lives of its people ranging from physical, psychological, socioeconomic to political instability. All such sufferings have recently got exacerbated by the COVIID-19 pandemic which has caused more than a public health crisis. Amidst the Peace negotiations, the country continues to experience volatile security situations which undermine the rule of law and human rights therefore hampering the expected development results. Promoting Human Rights is a critical success factor for development and supporting the authorized institution to better promote and monitor Human Rights is a crucial contribution to Afghanistan’s sustainable peace and prosperity. In Afghanistan, there is some room to enhance citizen’s rights, safety and trust in the government. 

This Human Rights and Development Initiation Plan for Afghanistan (HRDIP) Project will support the Afghanistan Independent Human Rights Commission (AIHRC) as a pilot collaboration to strengthen its capacity to effectively deliver their core functions. It will build the pathway for future full-scale project. It is expected to contribute its results to UNDP Afghanistan Country Programme to support Afghanistan Human Rights promotion and monitoring by the empowered independence organisation. To achieve this goal, this PIP will deliver the following output and activity result: Expected output: AIHRC organisational reform process is strengthened to enhance commission’s mandate. Activity Result 1: A Financial Management Manual (FMM) for AIHRC is developed and implemented.  Activity Result 2: Inclusive organisational management digital reform is strengthened.

About AIHRC:

The Afghan Independent Human Rights Commission (AIHRC), as the only national human rights institution enshrined in the Afghan Constitution, is responsible for monitoring the human rights situation, investigating human rights violations and working to promote and protect human rights in Afghanistan. According to the Law on the Structure, Duties and Mandate of the Commission, AIHRC is an independent body within the framework of the State of the Islamic Republic of Afghanistan and since 2009 has continuously been accredited as an A status national human right institution. As such, AIHRC has the independence to develop and implement its programs for the promotion, protection and monitoring of human rights, and to design and implement its budget.

The Commission is composed of nine (9) Members and a Secretariat led by the Executive Director. The Commission has established 8 Regional offices and 6 Provincial offices as well as a Head Office.

Job Description:

Although AIHRC has a detailed FMM in place, the document has become quite outdated and was never updated. As a result of this, the recent audit recommendation for the commission has been that AIHRC should seriously consider updating its FMM. A Similar sentiment has also been echoed by some of its donors. The AIHRC expects that FMM implementation will contribute to improving its financial management credibility.

The Commission will therefore hire an International Consultant (Individual Contractor – IC) who will primarily be tasked to update the current financial management manual. The details of the responsibilities are as follow:

Objective of the Assignment:

OBJECTIVES OF THE ASSISGNMENT

1. Establish and overall responsibility system which enable efficient, effective operational procedures undertaken by AIHRC.
2. Establish an efficient financial system including controls to enable an accurate and reliable financial reporting system and enable scrutiny over budgets.
3. Enable a double entry system of accounting which enables efficient reporting at each cost center in accordance with applicable acceptable accounting principles such as IFRS, GAAP as applicable.
4. Establish an effective staff rules and regulations.
5. Provide guidance to the application of the ERP system making sure both ERP and FMM are supportive of each other

GENERAL REQUIREMENTS

The Financial Management Manual – FMM shall include but not limited to the following:

1. The Consultant should carryout thorough study and analysis of the strategy, objectives and organizational structure of AIHRC and make sure that the Financial Management Manual (FMM) correctly reflects this while setting authority matrix as per International best practices enabling segregation of duties, assigns responsibilities and seek accountability. The manual should ensure efficiency, avoid duplication and bureaucracy. The existing manual can be used as a reference point.
2. The consultant shall make sure all functions and controls are studied and addressed in the FMM giving details on how each function should operate and how it should enable timely and accurate financial reporting. Prepare flowcharts and swim line to enable efficient flow of activities. This will include studying the systems of all AIHRC offices Head Quarter, Regional and Provincial offices.
3. The consultant should develop the FMM in line with existing accounting policies in AIHRC, applicable financial reporting framework (International Financial Reporting Framework (IFRS) or GAAP), applicable Government frameworks, consider laws and regulations, Donor requirements and considering the nature of AIHRC.
4. The FMM shall be supportive of the ERP module in place. For this to happen, the consultant should obtain a thorough understanding of the AIHRC’s ERP solution and make sure the all modules, functions and processes are reflected in the manual, provide guidance on significant areas such as Budgets, functions, process, payroll system, Inventory, Fixed assets, Transport and logistic, Computer and Communications, controls, authorities, applicable laws, filings and other matters identified during study phase of the AIHRC’s functions and systems for the purpose of developing FMM.
5. The consultant shall prepare and annex all applicable forms necessary for the functions and processes of AIHRC.

Note: The TOR is general and acts as a starting point. Detailed Guidelines and requirements will need to be established by the consultant after having carried out thorough study of AIHRC’s processes and systems.

Duties and Responsibilities:

Under the direct supervision of AIHRC designated supervisor (TBD), the International Consultant has the following duties and responsibilities:

• The consultant must prepare a comprehensive Financial Management Manual (FMM) that provides a step by step practical guidance on all financial management aspects including planning, processing, recording and reporting.

• The consultant must develop the FMM based on applicable Government regulations and international best practices.
• The consultant must develop the FMM using a process-based and risk management approach.
• The FMM should serve as a guide for the staff on executing processes and managing risks.
• The FMM should cover all regulatory, institutional and operational aspects of financial management.
• The FMM should define the regulatory framework to identify the statutory environment of the specific financial management element.
• The institutional aspects (of the to Be Developed FMM) must cover identification of roles and responsibilities.

The operational aspects must include the identification of processes and procedures from budget formulation to reporting on the financial transactions.

Payment Modality: 

Payments under the contract shall be delivery based and be made on receipt of the specific milestone deliverables indicated above and including a timesheet according to UNDP procurement formats for individual contractors. The deliverables will be reviewed by the AQJS project manager. The payments will be paid upon the full completion and acceptance of contractual obligations.

WORKING ARRANGEMENTS

Institutional Arrangements:

The Consultant will work under the overall guidance of the AQJS Project Manager (who is responsible for the (HRDIP) Project too), under direct supervision of the AIHRC program Coordinator. The Consultant shall work in close collaboration with the AIHRC and Project colleagues.

The AIHRC will provide office space and internet facility, logistical and other support service including transport and security applicable to UNDP international personnel. The Consultant, however, is expected to bring his/her own laptop and mobile phone and meet local communications costs (UNDP will provide a local pre-paid SIM card).

Duration of the Work

The deliverables under this contract shall be completed within 4 months (With Maximum 88 working days), after the signing of the contract, including all preparation work and on-site visits, excluding joining and repatriation travel days.

Duty Station

The duty station for the contractor is Kabul, Afghanistan for the entire duration of the contract. Some field visits outside Kabul is envisaged. The TSM PIP will cover expenses of all official field missions within or outside the country, upon receiving the prior approval from the LOTFA Programme Coordinator. When in Kabul, the Consultant will be based in G4P Unit at the United Nations Office Complex in Afghanistan (UNOCA) during working hours, security conditions permitting.  The consultant will follow the working hours and weekends as applicable to the Project staff. The Consultant’s movement for meetings and consultations shall be coordinated by the project. The contractor is at all times required to observe UNDP security rules and regulations.

Core competencies:

• Promotes ethics and integrity and creates organizational precedents;
• Builds support and political acumen;
• Builds staff competence and creates an environment of creativity and innovation;
• Builds and promotes effective teams;
• Creates and promotes environment for open communications;
• Leverages conflict in the interest of UNDP and sets standards;
• Shares knowledge across the organization and builds a culture of knowledge sharing and learning.

Functional Competencies:

Job knowledge/technical expertise:

• Possesses expert knowledge of advance concepts in primary discipline, a broad knowledge of related disciplines and in-depth knowledge of relevant organizational policies and procedures;
• Applies knowledge to support the Project´s objectives and to further the mandate of UNDP;
• Keeps abreast of new developments in the area of professional discipline and job knowledge and seeks to develop him/herself;
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
• Demonstrates expert knowledge of the current programme guidelines and project management tools and manages the use of these regularly in work assignments.

Conceptual innovation in the provision of technical expertise:

• Conducts programme assessment to improve development of models and methodologies;
• Demonstrates the ability to engage development partners at all levels in conceptual and methodological innovation that is pertinent to the context.

Advancing a policy-oriented agenda:

• Advocates for inclusion of UNDP´s focus areas in the public policy agenda;
• Brings visibility and sensitizes decision makers to relevant emerging issues;
• Builds consensus concerning UNDP´s strategic agenda with partners on joint initiatives;
• Leverage UNDP´s multidisciplinary expertise to influence policies and programmes;
• Demonstrates political/cultural acumen in proposing technical sound, fact-based solutions/approaches;
• Dialogues with national counterparts and other stakeholders to strengthen advocacy efforts, incorporating country, regional and global perspectives;

Demonstrates cultural sensitivity, political savvy and intellectual capacity in handling; disagreements in order to promote and position UNDP in complex environments

Core competencies:

• Promotes ethics and integrity and creates organizational precedents;
• Builds support and political acumen;
• Builds staff competence and creates an environment of creativity and innovation;
• Builds and promotes effective teams;
• Creates and promotes environment for open communications;
• Leverages conflict in the interest of UNDP and sets standards;
• Shares knowledge across the organization and builds a culture of knowledge sharing and learning.

Functional Competencies:

Job knowledge/technical expertise:

• Possesses expert knowledge of advance concepts in primary discipline, a broad knowledge of related disciplines and in-depth knowledge of relevant organizational policies and procedures;
• Applies knowledge to support the Project´s objectives and to further the mandate of UNDP;
• Keeps abreast of new developments in the area of professional discipline and job knowledge and seeks to develop him/herself;
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
• Demonstrates expert knowledge of the current programme guidelines and project management tools and manages the use of these regularly in work assignments.

Conceptual innovation in the provision of technical expertise:

• Conducts programme assessment to improve development of models and methodologies;
• Demonstrates the ability to engage development partners at all levels in conceptual and methodological innovation that is pertinent to the context.

Advancing a policy-oriented agenda:

• Advocates for inclusion of UNDP´s focus areas in the public policy agenda;
• Brings visibility and sensitizes decision makers to relevant emerging issues;
• Builds consensus concerning UNDP´s strategic agenda with partners on joint initiatives;
• Leverage UNDP´s multidisciplinary expertise to influence policies and programmes;
• Demonstrates political/cultural acumen in proposing technical sound, fact-based solutions/approaches;
• Dialogues with national counterparts and other stakeholders to strengthen advocacy efforts, incorporating country, regional and global perspectives;
• Demonstrates cultural sensitivity, political savvy and intellectual capacity in handling; disagreements in order to promote and position UNDP in complex environments

Academic Qualifications:

• Master’s Degree or equivalent in International Finance, Finance or related field.

Years of experience:

• Extensive knowledge and understanding of financial management processes.
• Good understanding of accountability mechanisms, transparency and reporting frameworks within the context of financial management manuals.
• Experience developing financial management manuals from concept thru completion.
• Experience working with international organizations, INGOs, NGOs and donor-based programs.
• Understanding of UNAMA Human Rights/OHCHR’s SOW, rules, regulations and procedures.
• Understanding of AIHRC’s SOW, rules, regulations and procedures.
• Must have a minimum of 10 years work experience in the international finance sector.
• Experience working in Afghanistan or fragile state context required;
• Experience with government, UN, donor agencies and NGOs in Afghanistan is an advantage; and
• Experience working in the area of democratic governance, rule of law, security sector public administration/civil service reform is an advantage.

Language:

• Excellent written and oral English skills a necessary requirement; knowledge of local language, Pashto and/or Dari, a plus. 

PRICE PROPOSAL AND SCHEDULE OF PAYMENTS

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.  The consultant shall then submit a price proposal when requested by UNDP, in accordance with the below:

• Daily Fee – The Consultant shall propose a daily fee which should be inclusive of his/her professional fee, local communication cost, insurance (inclusive of medical health and medical evacuation etc.), equipment, and other costs required for performance of the contract but excluding travel, visa and DSA. The number of working days for which the daily fee shall be payable under the contract is 22 working days over a contract duration of one month.
• Accommodation in Kabul – The Consultants are NOT allowed to stay in a place of their choice other than the UNDSS approved places in Kabul, Afghanistan. UNDP will provide accommodation to the Consultant for the duration of the stay in Afghanistan in UNDSS approved places. Deductions in this regard shall be made from DSA payment as per applicable UNDP Policy.
• Payment schedule – Payments towards remuneration/fee shall be linked to deliverables and shall be made on certification of completion of deliverables and submission of certified timesheet. Payment towards travel shall be made on an instance of actual travel and shall be cost-reimbursable limited to the amount quoted in Financial Proposal. Payments towards DSA, Visa, etc. shall be cost-reimbursable, as specified above.

EVALUATION METHOD AND CRITERIA

Individual consultants will be evaluated based on the following methodology

Cumulative analysis

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

Technical Criteria weight 70%;

Financial Criteria weight 30%.

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Technical Criteria 70 points:

Qualification and Experience (10 marks) [evaluation of CV for shortlisting]:

• General Qualification (10 marks);
• Experience relevant to the assignment (10 marks); and
• Interview (40 marks)

Financial Evaluation (30%):

The following formula will be used to evaluate financial proposal:

p = y (µ/z), where

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

Documents to be included when submitting the proposals:

Interested individual consultants must submit the following documents/information to demonstrate their qualifications in one single PDF document:

• Updated Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references. 

All materials developed will remain the copyright of UNDP Afghanistan.  UNDP Afghanistan will be free to adapt and modify them in the future.

Annexes (click on the hyperlink to access the documents):

• Annex 1 – IC Contract Template (for information);
• Annex 2 –  Financial Proposal Template using the template provided by UNDP (to be completed at later stage upon request by UNDP);
• Annex 3 – IC General Terms and Conditions (for information);
• Annex 4 – RLA Template (if consultant wishes to be recruited through an employer) – (for information).

Incomplete applications will not be considered and will be disqualified automatically.