ECDD Financial Management system – Ethiopian Center for Disability and Development (ECDD)
Accounting and Finance, Consultancy and Training, Information Technology
Ethiopian Center for Disability and Development (ECDD)
“ECDD envisions an inclusive Ethiopia, where persons with disabilities exercise the same rights and have access to the same services and opportunities enjoyed by other citizens”.
In 2005 several individuals in Ethiopia came together to discuss how to address the challenge of more effectively meeting the needs of persons with disabilities in Ethiopia, and ensuring their access to mainstream service delivery as well as development programs. They decided to create a new type of Ethiopian organization, one that would promote and facilitate disability inclusion, but not by providing disability or rehabilitation services to individuals. They decided to create an organization that would reflect, in its structure and programs, certain core values: majority governance by persons with disabilities and family members, gender equality, and positive bias (affirmative action) in the employment of staff. Finally, rather than create a membership organization of persons with disabilities, they decided to create an association composed of prominent individuals, both professionals with and without disabilities, 50% women, reflecting different aspects of society.
Thus the Ethiopian Center for Disability and Development (ECDD) was born and registered with the Ministry of Justice in December 2005. Following the Charities and Societies Proclamation of 2009, ECDD was re-registered by the Charities and Societies Agency on 6 December 2012, as an Ethiopian Residents Charity, Registration No. 0321. By 2012 ECDD Association membership had grown to over 60 members and its staff had increased to 18 full-time employees, over half of whom are persons with disabilities.Today ECDD has a staff of 42 persons with branch offices in Mekele, Tigray Region and in Hawassa in Southern Nations, Nationalities and Peoples’ Regional State, and Local Disability Advisors in Afar, Somali and Oromo Regional States.
ECDD works collaboratively with other organizations to promote and facilitate “disability inclusive development” in Ethiopia – the inclusion of disability issues and persons with disabilities in mainstream government and non-governmental service delivery and development programs.
ECDD action reflects the following core, cross-cutting organizational and operational principles and values:
- Disability Rights: Fundamental human rights of persons with disabilities, as specified in the UN Convention on the Rights of Persons with Disabilities
- Non-discrimination: Non-discrimination on the basis of disability, age, gender, religion, ethnicity, or any other basis in its membership, staff, and programs
- Equal opportunity: Affirmative action, for qualified persons with disabilities and women, in recruitment, training, advancement and retention of staff
- Inclusion: Accessible premises, events, information and communications in all its action
- Integrity: Accountability and transparency in its program activities and finances
- Professionalism: Commitment to staff development and the competence and excellence of its full-time and part-time staff, and interns and volunteers
- Stewardship: Safe-guarding of community resources on behalf of those it serves
- Learning: Commitment to knowledge, learning and change as an organization in collaboration with its partners
- Family: Team spirit and sense of belonging among its personnel
I. OBJECTIVES OF THE SERVICE / WORK
The Objective is to support the ECDD-FMS Finance and Administration Department in reviewing the existing internal systems and processes of the ECDD-FMS and develop improved processes to ensure that the overall financial management system of the ECDD-FMS is strengthened, robust and aligned to the ECDD Financial Rules and Regulations. The consultancy will also assist with transferring the know-how to the staff of ECDD-FMS where necessary.
II. SCOPE OF THE SERVICE / WORK
The Financial Management firm will provide support to the Finance and Administration department of the ECDD-FMS to ensure that throughout ECDD-FMS implementation there are adequate financial management systems in place and that the ECDD-FMS is adhering to the ECDD Financial Rules and Regulations. The firm will guide the implementation of these processes, whilst working closely with and building the capacity of the ECDD-FMS Finance and Administration department, where relevant.
The firm shall work in close consultation with the Finance and Administration Department and the ECDD Admin and Finance of the ECDD-FMS.
The Following elements are the minimum or Core elements that need to be developed to address the requirements raised by ECDD, in addition to other features which will be identified on the process of development.
· Account Main Types Definition and Implementation
o The Main account types are the following as: –
§ Account Receivables
§ Fixed assets
§ Accumulated Depreciations
§ Account Payables
§ Equity does not close
· Account Sub Types Definition and Implementation
o The Sub Account types are sub elements of all of the above Main Account types.
· Create Accounts and Chart of Account Design
· The General Ledger Module
· Trial Balance Module
· Double Entry Accounting Implementation
· Transaction Posting
· Classifying Transaction
· Posting Adjustment Entries
· Transaction Cancellation (Posting Reversal Entries)
· Integration with HRM, M&E and FET Modules
· Year-end closing
o This sub-module is all about: –
§ Close and open the year automatically
§ Keep adjusting period for audit adjustments and other financial transactions after the year close
Furthermore, the purpose of the consultancy will be to assist the ECDD-FMS with the following;
ü Prepare a roadmap with the proposed schedule for the work to be accomplished
ü Conduct participatory sessions with all personnel from Finance, HR, Payroll, Procurement and Administration in developing and implementing internal standard operating procedures aligned with ECDD Policies
ü Develop Financial and Procurement Manuals aligned to those of the ECDD
ü Assessment of fully functional computerized accounting system workflow
ü Develop and implement governance processes
ü Mechanisms for follow up on matters previously reported in previous audits
III. Proposal Outline
The proposals should include the following items and be organized in the manner specified below.
ü Letter of Transmittal
A letter of transmittal briefly outlining the consultant’s understanding of the work and general information regarding the consultant and the people who are available to directly engage on the project. The letter should clearly identify the local address of the office of the consultant performing the work, the telephone number, and the name of the authorized representative. The letter shall include a clear statement from consultant that this offer is binding and shall remain open for 90 days from the due date of this RFP and acknowledges that its proposal cannot be withdrawn within that time without the written consent of ECDD.
ü Contents of the Proposal
The information to be contained in the proposal include organizational profile including overview of organization, certificate of registration, complete list of previous projects (relevant to the current task only, preferably with NGOs in a table format and letters issued by the past clients testifying to the work only are accepted). Background information about the Consultant should be limited to a maximum of 2 pages and focus should be on the offer being made.
Describe recent experience with implementing the above stated solutions for organizations of a similar size and/or industry to ECDD, preferably to NGOs, Letters attesting the work done by such organizations. Include three client references, preferably organizations similar in size and industry to ECDD that should include actual name(s), current phone number(s), and email address.
ü Scope of Services and Proposed Project Schedule
Briefly describe the Consultant’s understanding of the scope of services to be provided including the name/version of the product(s) proposed and estimated implementation schedule.
ü Fees and Compensation
Estimate all costs for the system, implementation, and servicing/support. Please make sure any of the following that are relevant and any other associated costs are clearly indicated and included in your proposal:
· Development/Customization costs:
· Annual Maintenance:
· Implementation costs:
· Training costs:
· Other costs:
I. Job Requirements
The Contractor should have the following minimum qualifications and experience:
Preferably 8 years, but not less than 5 years’ experience in developing and implementing Information Systems similar to the ones listed under Section 2 above in organizations of a similar size and/or industry to ECDD, preferably to NGOs, Letters attesting the work done in such organizations should be attached. Include three client references, preferably organizations similar in size and industry to ECDD.
I. Selection Criteria
The Technical and Financial Proposals will account for 70% and 30% respectively of the selection criteria, broken down as follows:
Experience related to the task
Qualifications of team member(s)
II. Schedule of Payment
· First Installment of 25% of Contract amount upon signing the Contract
· Second Installment of 20% of Contract amount upon submission of the first version of the systems
· Third Installment of 30% of Contract amount upon submission and acceptance of well tested and validated Software together with the full source code, the user manual, the technical documentation as well as installation and configuration manual.
· After the ECDD employees have completed the training, a final payment of 25% will be made.
Taxes will be deducted and paid by ECDD according to government rules.