Call for Consultancy to Review EACO's Financial Policy and Procedure Manual

Terms of Reference (TOR)
 

For Consultancy to Review Financial Policy and Procedure Manual for Eastern Africa College of Ophthalmologists (EACO)

Invitation for Interested Consultant

1.0 Introduction
 

The Eastern Africa College of Ophthalmologists was registered in July 2005 in Kenya as a company limited by guarantee to coordinate ophthalmic training in the Eastern Africa region.
 

The organization has grown in size and operations over the years and thus the need to review its financial policy and procedure manual to be line with international best practices and reflect the changing operational and environmental conditions.
 

EACO therefore wishes to engage financial management experts/firms to undertake an independent review of the its financial policy and procedure manual.
 

1.1 What is the Eastern Africa College of Ophthalmologists?
 

The Eastern African College of Ophthalmologists (EACO) was established in 2005 with the aim of addressing the chronic shortage of ophthalmologists in Eastern Africa, as well as improving the quality of eye care services in the region.
 

The institution is anchored within the Vision 2020 framework developed under the aegis of World Health Organization (WHO) and International Agency for Prevention of Blindness (IAPB). Its establishment was informed by similar initiatives including the Medical Colleges in South Africa and United Kingdom. However 

EACO aims to address the unique needs in Eastern Africa based on evidence and priorities identified in the region. 

EACO’s Geographic focus is the greater Eastern Africa comprising Kenya. Uganda, Tanzania, Rwanda, Burundi, Malawi, Ethiopia, Zambia, and South Sudan. 

EACO works closely with other players in the eye health and allied sectors in making interventions in the sector.
 

EACO’s vision is Eye health for all in Eastern Africa.
 

EACO’s mission is to increase the numbers of Ophthalmologists and improve the quality of eye care in Eastern Africa through training, research and sub-speciality training.
 

EACO’s work and raison d’etre derive from its mission. 

The College’s mandate, therefore, is: to contribute to the human resource for health through quality training in ophthalmology; set standards for professional ophthalmic practice; facilitate continuous professional development; contribute to health policy development; and, promote research, which advances ophthalmology in the region.
 

1.2 Scope of the work
 

The review of the financial policy and procedure manual will focus of current EACO financial policies and procedures vis-à-vis best practices internationally and other comparable organizations practices.

The consultant shall detail out internal control weaknesses and suggest ways of improving on system of internal controls and financial management of the organization which shall be subject to discussion with EACO Management and staff.

2.0 Objectives
 

The activity is expected to achieve the following objectives;
 

1. Document system of internal control weaknesses and suggest ways of strengthening these.
 

2. Develop a first draft of revised financial policy and procedures for discussion with EACO Management and staff.
 

3. Identify and provide/suggest solution of areas not covered by the policy and procedure manual i.e. investment policy, whistle blowing within the organization.
 

3.0 Expected deliverables
 

The consultant will deliver;
 

1. A revised first draft of the policy and procedure manual for discussion with EACO management and staff;
 

2. A short review and analysis of areas which are not covered by the policy and procedure manual;
 

3. Presentation of revised draft to EACO staff and submission of the final draft manual incorporating EACO’s management views.
 

4.0 Methodology
 

The consultant shall be expected to demonstrate an understanding of the need to review EACO’s financial policy and procedure manual and participate in the initial briefing sessions to get background of information about the college and the driving need to review EACO’s policy and procedures.
 

5.0 Time frame
 

EACO estimates that the assignment shall be conducted over a period of 3 weeks and invites proposals on time for the assignment.
 

6.0 Requirements of the consultant
 

The process will be led by an independent Consultant skilled and experienced in financial and grants management, administration with significant exposure to relevant work, preferably in. 

The consultant(s) must also have carried out similar assignments within the last five years.

For the duration of the assignment, the consultant(s) will be guided by EACO Programme Manager 

7.0 Role of EACO
 

On its part, EACO will:
 

7.0 Prepare and sign an agreement with the consultant;
 

7.1 Honour its financial obligations to the consultant in accordance with the agreement;
 

7.2 Provide all relevant background documents or reference materials to assist in the successful execution of the assignment;
 

8.0 Reporting
 

The consultant will work closely with the EACO Secretariat and will report directly to the Programme Manager of EACO on behalf of the EACO Executive Committee (ExCom). 

The Executive Committee maintains its fiduciary responsibility over EACO and has the final decision on this assignment.

The consultant will be expected to respond in a timely manner, to all queries directed at him for purposes of ensuring effective communication and documentation within the provisions of the agreement.

Conversely, the Programme Manager will respond in a timely manner to all queries directed at him in pursuit of the objectives under the agreement.
 

9.0 Applications
 

Proposals to provide the consultancy services are to be submitted with consultancy fees, service delivery time schedule, Curriculum Vitae with full contact details of three referees and qualifications. 

The proposals must be submitted to information@eacokut.org on or before 17 May 2012 at 1700hrs and addressed to The Programme and Fundraising Manager, Eastern Africa College of Ophthalmologists
 

Contacts:
 

Eastern Africa College of Ophthalmologists (EACO)
Barclay House: Mai Mahiu Road off Langata Road,
P.O. Box 4539-00506, Nairobi, Kenya
Tel: + 254 -20 -6009906 | Mobile: +254-724-111-059
 

Email:information@eacokut.org

Website: www.eacokut.org
 

Contact Person: 

Danny Irungu

Programme Manager
daniel@eacokut.org | +254 722 660 877