Tenders Are Invited For Finance And Operations Services For Six Weeks For Vvob Tanzania

Quotation are invited for Finance and Operations Services for Six Weeks for VVOB Tanzania. Scope of Work A. Improve Procurement Systems and Processes 1. Review Current Procurement Systems Conduct a review of existing procurement systems and processes. Identify gaps, challenges, and areas requiring improvement. 2. Develop and Improve Procurement Systems and Tools Review all past procurement and operations documents and processes; propose and implement corrective measures. Develop and customise templates and tools for use by the Operations and Finance teams, including (but not limited to): o Call for Quotations (CFQ) o Quotation Analysis 10 o Supplier/Vendor Agreements o Purchase Requisition o Purchase Order Upload finalised templates to VVOB Tanzania SharePoint for team-wide access. Develop a Procurement Tracker to monitor each procurement from Purchase Requisition through to payment. This will cover categories such as: o Accommodation o Travel (car hire, flights, train) o ICT equipment and supplies o Office supplies and consumables o Other ad hoc purchases Establish procurement processes leading to framework agreements for commonly used vendors, including: o Accommodation providers (Hotels) o Travel Agents o Car Hire companies o Stationery and Office Supplies providers o ICT Maintenance service providers Establish procurement processes for non-recurring or specialised procurement (e.g., office furniture, ICT equipment, appliances such as fridges, microwaves, water dispensers). Develop a system/tracker to monitor pending or unpaid invoices related to issued Local Purchase Orders (LPOs). Deliverable A user-friendly guideline and process manual summarising all procurement processes, including templates, flowcharts, documentation requirements, and standard operating procedures (SOPs). B. Improve Finance Systems and Processes 1. Review Current Finance Processes Conduct a review of existing finance processes and systems. Identify gaps, challenges, and risks. 2. Develop and Improve Finance Systems and Tools 11 Review all past finance and operations documents and processes; propose and implement corrective measures. Develop a comprehensive checklist/tracker of required documentation for initiating any type of payment (e.g., per diem for staff and partners, procurement-related payments). Develop clear procedures for preparing expenditure and payment vouchers, with all supporting documentation. Demonstrate best practices in maintaining complete and organised financial records and ensuring a robust audit trail (filing structure, document naming conventions, physical and digital locations). Provide hands-on guidance on petty cash management, including reconciliation processes and maintenance of accurate financial records. Provide recommendations for tax management and compliance. The Operations Manager will review and provide input on any necessary follow-up actions to be included in the final report. Provide training and guidance on key internal control measures, including: o Monthly supplier reconciliation and maintenance of supplier balance records. o Asset management: ensuring proper recording and tagging of assets, maintaining an up-to-date fixed asset register, and ensuring appropriate insurance coverage. Deliverable A user-friendly guideline and process manual summarising all finance processes, including templates, flowcharts, documentation requirements, and standard operating procedures (SOPs). C. Capacity Building Conduct interactive sessions with the Operations team to transfer knowledge, demonstrate tools, and walk through practical scenarios. Facilitate joint sessions with the Operations and Programme teams to explain minimum requirements for Operations and Finance support (e.g., documentation required for travel, per diem requests, procurement requests). Support the incoming Operations team members (Operations Officer, Finance Officer, Accountant), in overview of relevant documents and processes, especially in Finance. Summary of Deliverables Procurement guideline and process manual Finance guideline and process manual Capacity-building sessions delivered Induction support provided to incoming Operations team members How to apply please review the full call for quotation document here The signed quotations must be submitted in English by e-mail to [email protected] before 27th June 2025 at 17:00PM (East Africa Time), and mention in object : quotation ref VVOB-TZ-2025-001 Tender Link : https://reliefweb.int/job/4159618/call-quotations-finance-and-operations-services-six-weeks-vvob-tanzania