Terms of Reference (TOR): Consultancy to Accompany Twi Partners to Comply With Financial Policies and Regulations tender job at Trócaire
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Terms of Reference (ToR): Consultancy to accompany TWI partners to comply with financial policies and
regulations.
Organization
Trócaire Rwanda
BHC Building, 260 Bvd de l’Umuganda, Kacyiru, P.O. Box 2040,
Kigali, Rwanda
Tel: (+250) 0252 502663 / (+250) 0252 502664
Reference
Request for quotation from suitably qualified accounting firms
Assignment
Support TWI partners to comply with financial policies and regulations.
Contact for clarification
Yves UWIBONA
yves.uwibona@trocaire.org
Deadline for Submitting
November 20 th 2025
Background and Context
Trócaire is the official overseas development agency of the Catholic Church in Ireland, established in 1973 and currently operating in over 17 countries in Latin America, Africa, and Asia, including Rwanda. Since 1994, Trócaire Rwanda has worked through local partners, focusing on three strategic areas: Resource Rights, Women’s Empowerment, and Localization & Partnership. More information about Trócaire can be found on www.trocaire.org
Under the Twiyubakire (TWI) Programme, Trócaire seeks to strengthen the financial, administrative, and governance capacity of its partner organizations. A recent assessment identified gaps in financial and budgeting policy, procurement policy, Human Resources policy and IT policy for some partners. To address these gaps, Trócaire intends to engage a qualified consultancy firm to support selected partners to develop and/or update their Financial, HR, Procurement, IT, policies and related tools, ensuring compliance with Trócaire, donor, and national standards.
Purpose of the Assignment
To strengthen the financial and operational capacity of four (4) partner organizations under the TWI Programme by developing or revising key operational manuals and tools, ensuring alignment with national legislation, donor regulations, and Trócaire’s partnership standards.
Specific Objectives
Develop or update Human Resource and Benefits Policies, including travel and leave management procedures.
Develop or update Financial and budgeting Manuals
Develop or update Procurement policy ensuring strong internal controls and compliance with the donor and national standards.
Develop or update IT policy
Develop related tools/templates to the above mentioned policies
Build partner staff capacity through a validation and orientation session on the developed policies and procedures.
Scope of Work and Methodology
The consultant will:
1. Conduct a desk review of existing partner documents, donor guidelines, and national laws.
2. Hold consultative meetings with Trócaire and partner staff to understand gaps and needs.
3. Draft manuals and tools, ensuring integration of safeguarding, anti-fraud, and compliance requirements.
4. Facilitate a validation workshop with Trócaire and partner representatives.
5. Finalize and submit manuals and tools incorporating feedback received.
6. Provide an orientation/training session to ensure practical understanding and implementation.
The methodology should be participatory and capacity-building in nature, emphasizing learning and ownership by the partners.
Expected Deliverables
Deliverable
Description
Format
Due Date
Approval Authority
Inception Report
Methodology, detailed work plan, and timeline
Word
Within 3 days
Trócaire
Draft HR, Finance & Procurement Manuals
Draft versions for review and feedback
Word
Within 10 Days
Partner & Trócaire
Validation Workshop Report
Summary of feedback and actions taken
Word
Within 12 Days
Trócaire
Final Manuals & Tools
Approved editable and PDF versions
Word + PDF
Within 15 Days
Trócaire
Capacity Building Session
Facilitation materials and session report
Word + PPT
By 8 Dec 25
Trócaire
Duration and Timeline
The consultancy will take up to 15 working days, commencing 24November 2025 and concluding no later than 12th December 2025.
Supervision and Reporting
The consultant will report to the Finance Manager, TWI Programme, Trócaire Rwanda, and work closely with partner organizations. Regular progress meetings will be held to review deliverables and provide guidance.
Qualification and Experience
At least five (5) years of experience in institutional capacity development.
Proven experience with INGOs or donor-funded projects.
Multidisciplinary team with accountants, HR specialists, IT and procurement experts registered with ICPAR.
Strong knowledge of Rwandan labor and financial laws and donor compliance standards.
Excellent analytical, writing, and facilitation skills.
Submission Requirements
Interested consultants should submit:
1. Technical proposal detailing understanding, methodology, and work plan.
2. Financial proposal (in RWF) with clear cost breakdown.
3. CVs of proposed team members.
4. Organization profile and proof of registration (RRA, ICPAR).
5. Tax clearance and VAT registration certificate.
6. Three (3) referees for similar assignments.
7. Examples of at least two similar assignments.
Evaluation Criteria
Proposals will be evaluated as follows:
Understanding of the assignment and methodology (20%)
Relevant experience and similar assignments (20%)
Qualifications and experience of team (20%)
Work plan (10%)
Financial proposal (30%)
Minimum technical score required: 70%.
Payment Terms
- 30% on submission and approval of inception report.
- 40% on submission of draft manuals and tools.
- 30% on submission and approval of final deliverables.
All fees are inclusive of taxes and logistics.
General Terms and Conditions
Trócaire Rwanda reserves the right to reject any or all Expressions of Interest not fulfilling requirements associated with this request.
Trócaire Rwanda will in no case be responsible or liable for any and all costs associated with the preparation and submission of Expressions of Interest.
Trócaire does not bind itself to accept the lowest priced tender;
Trócaire reserves the right to engage other companies / consultants if required;
Trócaire shall be free to:
To accept the whole, or part only, of any EOI;
To accept none of the EOIs tendered;
To republish this Request for EOIs;
In the event of not accepting any of the EOIs received on foot of this Request for EOI, Trócaire shall be free to make such arrangements as it considers necessary in relation to the provision of the services;
The EOI shall maintain strict confidentiality in relation to the services being sought and the evaluation process;
Any subsequent contract shall be considered as a contract made in Rwanda, according to Rwanda law; and
The Standard Terms and Conditions to which Trócaire expects all of its supplier to respect is found on the Trócaire website - https://www.trocaire.org/about/work-with-trocaire/supply-chain .
Conflict of interest.
Any conflict of interest involving an applicant must be fully disclosed to Trócaire. Failure to disclose a conflict may disqualify an applicant or invalidate an award of contract. Applicants are required to declare any current or past work which might reasonably be considered to represent a conflict of interest. It will be for Trócaire to decide if any material conflict of interest exists and applicants in doubt in this regard should seek the advice of Trócaire.
Confidentiality
Trócaire will treat the content of all submissions as strictly confidential, and information provided in the proposals will be used solely for the purpose of selecting a suitable consultant as described in this document.
Intellectual Property
Any concept, guidelines or other materials developed during the contract will be considered as property of Trócaire and may be used by Trócaire and its partners.
Submission of proposal
All interested and qualified consultants should submit financial proposals not later than November 20, 2025, at 16:30
EOIs should be submittedby email to inforwanda@trocaire.org indicating “EOI to support Trocaire partner to comply with financial management” in the subject heading.
Signed by Marleen Masclee
Country Director
Trocaire Rwanda.
regulations.
Organization
Trócaire Rwanda
BHC Building, 260 Bvd de l’Umuganda, Kacyiru, P.O. Box 2040,
Kigali, Rwanda
Tel: (+250) 0252 502663 / (+250) 0252 502664
Reference
Request for quotation from suitably qualified accounting firms
Assignment
Support TWI partners to comply with financial policies and regulations.
Contact for clarification
Yves UWIBONA
yves.uwibona@trocaire.org
Deadline for Submitting
November 20 th 2025
Background and Context
Trócaire is the official overseas development agency of the Catholic Church in Ireland, established in 1973 and currently operating in over 17 countries in Latin America, Africa, and Asia, including Rwanda. Since 1994, Trócaire Rwanda has worked through local partners, focusing on three strategic areas: Resource Rights, Women’s Empowerment, and Localization & Partnership. More information about Trócaire can be found on www.trocaire.org
Under the Twiyubakire (TWI) Programme, Trócaire seeks to strengthen the financial, administrative, and governance capacity of its partner organizations. A recent assessment identified gaps in financial and budgeting policy, procurement policy, Human Resources policy and IT policy for some partners. To address these gaps, Trócaire intends to engage a qualified consultancy firm to support selected partners to develop and/or update their Financial, HR, Procurement, IT, policies and related tools, ensuring compliance with Trócaire, donor, and national standards.
Purpose of the Assignment
To strengthen the financial and operational capacity of four (4) partner organizations under the TWI Programme by developing or revising key operational manuals and tools, ensuring alignment with national legislation, donor regulations, and Trócaire’s partnership standards.
Specific Objectives
Develop or update Human Resource and Benefits Policies, including travel and leave management procedures.
Develop or update Financial and budgeting Manuals
Develop or update Procurement policy ensuring strong internal controls and compliance with the donor and national standards.
Develop or update IT policy
Develop related tools/templates to the above mentioned policies
Build partner staff capacity through a validation and orientation session on the developed policies and procedures.
Scope of Work and Methodology
The consultant will:
1. Conduct a desk review of existing partner documents, donor guidelines, and national laws.
2. Hold consultative meetings with Trócaire and partner staff to understand gaps and needs.
3. Draft manuals and tools, ensuring integration of safeguarding, anti-fraud, and compliance requirements.
4. Facilitate a validation workshop with Trócaire and partner representatives.
5. Finalize and submit manuals and tools incorporating feedback received.
6. Provide an orientation/training session to ensure practical understanding and implementation.
The methodology should be participatory and capacity-building in nature, emphasizing learning and ownership by the partners.
Expected Deliverables
Deliverable
Description
Format
Due Date
Approval Authority
Inception Report
Methodology, detailed work plan, and timeline
Word
Within 3 days
Trócaire
Draft HR, Finance & Procurement Manuals
Draft versions for review and feedback
Word
Within 10 Days
Partner & Trócaire
Validation Workshop Report
Summary of feedback and actions taken
Word
Within 12 Days
Trócaire
Final Manuals & Tools
Approved editable and PDF versions
Word + PDF
Within 15 Days
Trócaire
Capacity Building Session
Facilitation materials and session report
Word + PPT
By 8 Dec 25
Trócaire
Duration and Timeline
The consultancy will take up to 15 working days, commencing 24November 2025 and concluding no later than 12th December 2025.
Supervision and Reporting
The consultant will report to the Finance Manager, TWI Programme, Trócaire Rwanda, and work closely with partner organizations. Regular progress meetings will be held to review deliverables and provide guidance.
Qualification and Experience
At least five (5) years of experience in institutional capacity development.
Proven experience with INGOs or donor-funded projects.
Multidisciplinary team with accountants, HR specialists, IT and procurement experts registered with ICPAR.
Strong knowledge of Rwandan labor and financial laws and donor compliance standards.
Excellent analytical, writing, and facilitation skills.
Submission Requirements
Interested consultants should submit:
1. Technical proposal detailing understanding, methodology, and work plan.
2. Financial proposal (in RWF) with clear cost breakdown.
3. CVs of proposed team members.
4. Organization profile and proof of registration (RRA, ICPAR).
5. Tax clearance and VAT registration certificate.
6. Three (3) referees for similar assignments.
7. Examples of at least two similar assignments.
Evaluation Criteria
Proposals will be evaluated as follows:
Understanding of the assignment and methodology (20%)
Relevant experience and similar assignments (20%)
Qualifications and experience of team (20%)
Work plan (10%)
Financial proposal (30%)
Minimum technical score required: 70%.
Payment Terms
- 30% on submission and approval of inception report.
- 40% on submission of draft manuals and tools.
- 30% on submission and approval of final deliverables.
All fees are inclusive of taxes and logistics.
General Terms and Conditions
Trócaire Rwanda reserves the right to reject any or all Expressions of Interest not fulfilling requirements associated with this request.
Trócaire Rwanda will in no case be responsible or liable for any and all costs associated with the preparation and submission of Expressions of Interest.
Trócaire does not bind itself to accept the lowest priced tender;
Trócaire reserves the right to engage other companies / consultants if required;
Trócaire shall be free to:
To accept the whole, or part only, of any EOI;
To accept none of the EOIs tendered;
To republish this Request for EOIs;
In the event of not accepting any of the EOIs received on foot of this Request for EOI, Trócaire shall be free to make such arrangements as it considers necessary in relation to the provision of the services;
The EOI shall maintain strict confidentiality in relation to the services being sought and the evaluation process;
Any subsequent contract shall be considered as a contract made in Rwanda, according to Rwanda law; and
The Standard Terms and Conditions to which Trócaire expects all of its supplier to respect is found on the Trócaire website - https://www.trocaire.org/about/work-with-trocaire/supply-chain .
Conflict of interest.
Any conflict of interest involving an applicant must be fully disclosed to Trócaire. Failure to disclose a conflict may disqualify an applicant or invalidate an award of contract. Applicants are required to declare any current or past work which might reasonably be considered to represent a conflict of interest. It will be for Trócaire to decide if any material conflict of interest exists and applicants in doubt in this regard should seek the advice of Trócaire.
Confidentiality
Trócaire will treat the content of all submissions as strictly confidential, and information provided in the proposals will be used solely for the purpose of selecting a suitable consultant as described in this document.
Intellectual Property
Any concept, guidelines or other materials developed during the contract will be considered as property of Trócaire and may be used by Trócaire and its partners.
Submission of proposal
All interested and qualified consultants should submit financial proposals not later than November 20, 2025, at 16:30
EOIs should be submittedby email to inforwanda@trocaire.org indicating “EOI to support Trocaire partner to comply with financial management” in the subject heading.
Signed by Marleen Masclee
Country Director
Trocaire Rwanda.
Job Info
Job Category:
Tenders in Rwanda
Job Type:
Full-time
Deadline of this Job: November 20, 2025
Duty Station: Rwanda | Kigali | Rwanda
Posted:
19-11-2025
No of Jobs:
1
Start Publishing:
19-11-2025
Stop Publishing (Put date of 2030):
19-11-2099
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