Consultants to capacitate the Local Authorities aiming to make them audit compliant – 11 positions – Sri Lankans only

The Capacity Development for Local Government (CDLG) Project of UNDP Sri Lanka is part of larger efforts by the Government of Sri Lanka to strengthen the local governance system in the country. These efforts are supported by the European Union, and the World Bank. The Government of Sri Lanka will implement the Local Development Support Project (LDSP) in four provinces – North, North Central, Eastern, and Uva – to strengthen local service delivery and local economic infrastructure and enhance bottom-up approaches to support public engagement in local decision-making processes, including through participatory planning and feedback mechanisms for service delivery. Specifically, LDSP will focus on developing Local Area Participatory Development Plans (LAPDP) at the LA level, based on aggregated plans from the ward level, and synergized with sector plans of ministries.

The overall objective of the CDLG project is to strengthen the capacities of LAs to be inclusive, responsive, and accountable and be able to plan, enhance resilience, and deliver better services. The capacity development support, coupled with the fiscal support (through Basic Transfers and Performance Transfers provided through LDSP project) for inclusive service delivery and economic investment, is aimed at strengthening the role of elected representatives at the local level. It is about improving local governance systems and making local governments “fit for future”, as well as increase downward accountability of elected officials and local governments.

In line with Sub-output 1.3. Central and Provincial institutions support local government authorities to deliver better, CDLG Project envisaged to assist LAs to become audit compliant and adopt new systems.  The project also envisages to help implementation of audit recommendation of utilization of basic and performance transfer. This will facilitate improvement in inter-governmental relations, and institutional oversight mechanism on financial utilization and performance.

To strengthen audit compliance mechanism, service of consultants is sought to capacitate Local Authorities in Northern, North Central, Eastern, and Uva Province as follows.

Objective and Description of Responsibilities

The overall objective of this consultancy is.

1. To rectify the issues and major deficiencies reported by the Auditor General’s report on the Annual Financial Statements of each Local Authorities about Local Government Finance, Book-Keeping, Accounting, Procurement, Revenue Management, Contract Management, Internal Controls, and compliance issues of rules and regulations;
2. To strengthen the capacity of each elected member and staff selected for each Local Authorities in the field of Local Government Finance, Accounting, and Financial Management;
3. To develop knowledge product/module for OJT (On the Job Training) which could be used for enhancement of knowledge and skills to actively participate in the Local Government;
4. To increase the Transparency and Accountability in the affairs of Local Government towards stakeholders to fulfil the people’s mandate for Good Governance.

a) Providing advice and training in the field of Local Government Finance, Local Government Accounting, Bookkeeping, and Internal Auditing;

1. Review the Audit Quires and Auditor General’s Annual Audit Reports for the Local Authority concerned for last three years;
2. Identify the deficiencies reported by the Auditor General in his Annual Audit Reports;
3. Identify whether staff are aware of the Accounting Manuals, By-laws, Rules, Regulations and Ordinance/Act presently governed in relation to Local Governance Finance and Accounting, Procurement ;
4. Review the monthly returns of Receipts and Payments are being prepared in correct formats and rendering them to relevant stake holders timely;
5. Monthly Bank Reconciliations are being prepared timely;
6. All Receipts of Revenue are being reconcile with Revenue Registers and the General Ledger balances;
7. All Payments are being reconcile with Control Accounts in the General Ledger;
8. All Assets Registers, Stock Ledgers, Bin cards and Inventories are being maintained;
9. Payments Cash book are maintained tally with monthly classifications.
10. Summary cash book is being maintained timely;
11. Progress of collection of arrears in revenue ;
12. Whether Council Budget is being prepared in accordance with the proposed Budget Timetable made by the Report of the Commission of Inquiry on Local Government Reforms, 1999 appointed by His Excellency the President of Sri Lanka;
13. Progress of Budget Monitoring;
14. Annual board of survey is being held timely;
15. Whether Internal Auditor is appointed, and functioned properly, Audit Query/Reports register maintained;
16. Audit and Management Committee (AMC) is established and functioned and conducted meetings periodically and actions are carried out as per the decision agreed at the AMC;
17.  Assessment Rates, License duty, Trade/Business Taxes, other Taxes, Fees and Rents are revised periodically and updated ;
18. Facilitate to prepare internal audit programmes, Internal Control Questionnaires, Annual Internal Audit Plan, and monthly/quarterly reports;
19. Any other specific matters relevant for achieving objectives of this assignment.

b) Examine the procedures/process related to Local Government Procurement and advice and train to rectify any deficiencies ;

c) Develop a tool for assessing the audit compliance and procurement management practices/procedures as described under A and B for continuous monitoring and self-assessment purposes;

d) Update knowledge Product in English and Tamil/Sinhala (UNDP will provide the knowledge product in English and Sinhala developed during the pilot phase).

Deliverables

1. Inception Report comprising methodology, tools and timeframe, number of employees to be trained from each of the Local Authorities, (within 2 weeks) ;
2. Updated Manual in English and Sinhala/Tamil (after 4 months);
3. Monthly Regress Report (10 Reports);
4. Final Report.

Timeframe

The envisaged timeframe of the consultancy is 12 months from 20 September 2021 to 19th September 2022.

Please refer above Background section for Lots and expected days for consultancies.

The prospective consultant should, as a minimum, have the following functional and technical Competencies:

A. Technical competency

• Competence: Consultant should possess the abilities, skills, and experience appropriate to undertake the tasks proposed;
• Respect for people: Consultant respect the security, dignity and self-worth of respondents and program participants. Consultant has the responsibility to be sensitive to and respect differences amongst participants in culture, religion, gender, disability, age, and ethnicity;
• Adult Learning techniques .

   B. Behavioural Competencies:

• Ability to be flexible and respond to changes to text/layout as part of the review and feedback process;
• Strong interpersonal skills, able to communicate and work with diverse people;
• Participate effectively in team-based, information-sharing environment, collaborating and cooperating with others.

C.  Results

• Proven delivery of high-quality results, in a timely manner;
• Ability to plan own work and use time efficiently, manage conflicting priorities and work under pressure of tight and conflicting deadlines.

Academic Qualifications

• Degree or advanced degree in Finance or relevant professional qualification in Finance (Max.200 points).

Experience

• Minimum 10 years professional experience in Auditing and finance in public sector or at least 5 years expertise in auditing or finance in local government sector (Max.300 points);
• Minimum 2 years of demonstrated experience in working with government partners and other stakeholders in public sector development programs especially in the areas of capacity development (Max.100 points);
• Minimum experience in 4 similar trainings (Max.100 points);

Languages:

• Excellent written English and Sinhala /Tamil language skills.

HOW TO APPLY

The application should contain:

• Cover letter explaining why you are the most suitable candidate for the advertised position and a brief methodology as to how you will approach and conduct the work. Lot number  that you intend  to  apply should be  clearly mentioned in the  cover letter ;

• Updated CV to include qualifications/competencies and relevant experience in similar projects and contact details of 3 professional referees who can certify your competencies, professionalism, quality of writing, presentation, and overall suitability to this TOR;
• Individual Consultants will be evaluated based on a combination of factors including cover letter, the credentials on offer, description of approach, and brief interview (optional), and the offer which gives the best value for money for UNDP;
• Please send your Financial Proposal in LKR – All inclusive lump sum of [state amount in words and in numbers, indicating exact currency], payable in the manner described in the Terms of Reference, separately to the following e-mail address: [email protected]  stating the Position & the Lot number in the subject line.

FINANCIAL PROPOSAL

Part 1: Training and Support

1.1-Inception Report comprising methodology, tools and timeframe, number of employees to be trained from each of the Local Authorities, publications by the government related to audit compliance related to LA-4th Oct 2021;

1.2– Updated Manual in English and Tamil/Sinhala (after 4 months) -20th Jan 2022;

1.3- Monthly Regress Report (10 Reports)- by 20th of each month from Dec 2021 to Sept 2022;

1.4– Final Report-12th Sept 2022.

Considering the above facts, Consultants are requested to prepare the Financial Proposal in the prescribed format given by UNDP.

All Inclusive Lump Sum Fee: LKR (_______________________________________)

Amount in words: (LKR._________________________________________________________)

Please refer the below link to access the template to submit the Financial Proposal

• Offeror’s Letter to UNDP Confirming Interest and Availability for the Individual IC, including Financial Proposal Template

Note: Payments will be based on invoices on achievement of agreed milestones i.e., upon delivery of the services specified in the TOR and certification of acceptance by the UNDP. The applicant must factor in all possible costs in his/her “All Inclusive Lump Sum Fee” including his/her consultancy and professional fee, travel honorarium, board and lodging, and any other foreseeable costs in this exercise. No costs other than what has been indicated in the financial proposal will be paid or reimbursed to the consultant. UNDP will only pay for any unplanned travel outside of this TOR and Duty Station on actual basis and on submission of original bills/invoices and on prior agreement with UNDP officials. Daily perdium and costs for accommodation/meals/incidental expenses for such travel shall not exceed established local UNDP DSA rates.

For an Individual Contractor who is 65 years of age or older, and on an assignment requiring travel, be it for the purpose of arriving at the duty station or as an integral duty required travel under the TOR, a full medical examination and statement of fitness to work must be provided.  Such medical examination costs must be factored into the financial proposal above. Medical examination is not a requirement for individuals on RLA contracts. 

Payment for Services

Payments will be based on milestones certified by the Project Manager, CDLG Project.

Payment Milestones will be as follows:

1. Inception Report and other documents-10%- by 4th Oct 2021
2. Updated Manual in English and Tamil/Sinhala (after 4 months)-5%- by 20th Jan 2021
3. Monthly Progress Report (10 X 8 %)-80%- by 20th of each month from Dec 2021 to Sept 2022
4. Final Report-5%-by 12th Sept 2022

Evaluation

Applications will be first screened and only candidates meeting the minimum criteria will progress to the pool for short listing. Shortlisted Candidates will be then assessed and scored against the following evaluation criteria noting that an interview will be conducted to the shortlisted candidates.

1. Technical Criteria weight: [70%]
2. Financial Criteria weight: [30%]

Only Individual Consultants obtaining a minimum of 49 points (70%) on the Technical Evaluation would be considered for the Financial Evaluation.

Contact information for queries:

If further clarifications needed, please send an e-mail To; [email protected] and Copy; [email protected]

UNDP is committed to achieving diversity within its workplace, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.