Consultancy mission to strengthen the management and purchasing procedures of Samusocial Pointe-Noire (SSPN)
Consultancy mission to strengthen the management and purchasing procedures of Samusocial Pointe-Noire (SSPN)
Mission carried out as part of the program
“Strengthening the response capacities of the Samusocial network to social exclusions” Financing agreement between the French Development Agency and Samusocial International referenced CZZ 3387 01 J
Terms of reference
The mission of Samusocial International is to act against exclusion. Since its creation in 1998, Samusocial International has contributed to the development of 17 Samusocial systems around the world, constituting a network sharing principles (formalized in a charter and a Samusocial professional code of ethics) and an intervention method specifically designed to respond, in an individualized way, to the particular needs of people experiencing severe exclusion, whatever their profile and history. Samusocial Pointe-Noire is part of the Samusocial International network.
Samusocial Pointe-Noire (SSPN) was created in 2006 at the initiative of the Municipality of Pointe-Noire and with the support of Samusocial International to help children and young people in street situations in Pointe-Noire and their provide medical and psychosocial services. Its main mission is to fight against the social exclusion of children and young people in street situations (EJSR), girls and boys.
Samusocial International is looking for a consultant to strengthen the management and purchasing procedures of Samusocial Pointe-Noire (SSPN). The mission will be based in Pointe-Noire, in the Republic of Congo.
Objective: strengthen SSPN management and purchasing procedures
It is more precisely:
· Check and organize the 2023 documentation, with a view to preparing the audits which will cover the year 2023
· Take stock of current practices in planning, management, validation, implementation and control of purchases,
· Propose improvements to be implemented from 2024,
· Implement validated improvements: update the procedures manual, update job descriptions, update procurement plans, launch the necessary (re)competitions, formalize the organization and secure the archiving of parts.
At the end of the mission, the expected results are as follows:
· The 2023 documentation for audits is up to date, organized and available in scanned version;
· The archiving system for accounting documents and purchasing procedures is in place;
· The procedures manual is revised as well as the forms, tools and documentation to implement it;
· The team is informed (and if necessary, trained) in these new procedures and tools;
· Procurement plans are up to date and the necessary (re)competition is carried out;
· The job description is ready to allow the launch of the recruitment of a new CAF;
· The job description of the administrative assistant is reviewed
The indicative timetable for the call for tenders is as follows:
· March 26, 2024: launch of the call for tenders
· April 15, 2024: deadline for receipt of offers
· Early May 2024: desired start of the service
It is up to the candidates to propose the duration which seems appropriate to them to carry out the mission (number of man days and completion schedule to be detailed). It will be necessary to allow time for validation of the proposed modifications, between the stage of analysis and drafting of improvement proposals, and the stage of implementation of the decisions taken, including with Samusocial International (via exchanges by videoconferencing and document sharing).
The mission will have to take place on site in Pointe-Noire (Republic of Congo), at least for the most part.
The estimated budget for the service is 8,000 euros including tax. Candidates remain free to propose a different amount; the award will be made to the lowest bidder, the weight of the technical quality of the bid being preponderant in relation to the price in the rating.
· Initial training in accounting and financial management,
· Experience in preparing/conducting audits,
· Experience in setting up administrative and financial procedures,
· Experience in NGO,
· Knowledge of the procedures and issues of audits of donors such as the EU and AFD
Consultants are invited to send, no later than April 22, 2024, their proposals in electronic format to the address aossi@samu-social-international.com , specifying in the subject line: “SSPN procedures consultancy”.
Proposals must contain:
– A CV of the consultant(s) highlighting relevant qualifications and experience related to this mission as well as professional references
– A financial proposal detailing the cost/man, the estimated number of days, and any other costs necessary to carry out the mission, including possible travel costs (in euros including tax)
– An indicative schedule / calendar
– The completed LCBFT screening sheet (see Appendix)
– A document justifying the legal identity and nationality of the bidder.
– A declaration of integrity (see Appendix) signed by the consultant(s) or their legal entity.
Only complete proposals will be considered.
A bid evaluation committee will meet to analyze the eligible and complete bids. To do this, it will apply an offer evaluation grid. If several offers must be decided, interviews may be offered to the candidates obtaining the best score.
Negotiations may take place with the successful candidate(s). All applicants will receive a response as soon as the process is closed.
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