Terms Of Reference to Provide Accounting, Tax and Advisory Services tender at Equip Rwanda

1.0 Background to the assignment

The leadership of Equip Rwanda Ltd resolved to hire the services of a firm/ individual to provide accounting, tax and advisory services for period of six (6) months with effect from September 2025 -February 2026.

Equip Rwanda Ltd is therefore looking for an accounting/ finance and tax advisory firm or Certified Public Accountant. The applicant firm/ individual should have a tested record of providing similar services for over 7 years in Rwanda. Such a firm or individual must present evidence of being a certified member of the Institute of Certified Public Accountants of Rwanda and/or a member of an international accounting body. Allocated staff to the assignment should be CPA certified.

1.2 About Equip Rwanda Ltd

This is a registered company in Rwanda providing Business Development Trainings and renting out critical equipment to SMEs in Rwanda. Equip Rwanda Ltd has its office in Remera Sector, Gasabo district in the city of Kigali.

2.0 Objectives, Scope and Key deliverables of the assignment;

2.1 The objectives

1. To improve the company’s risk management, compliance and decision making by taking care of all bookkeeping, accounting, reporting and financial management as well as all tax matters.

2. To ensure that the company’s financial resources are well managed, properly utilized and satisfactorily accounted for.
3. To keep accounting records updated, support process of payments, prepare payroll, issuing of monthly reports and annual financial statements accordingly.
4. Take care of the annual budget preparation and quarterly financial forecasting.

2.2 Scope of the assignment

• Review existing finance and procurement policy and keeping them up to date.
• Put in place finance records and appropriate books of accounts executing the attached list of administrative tasks.
• Put all payments for banks and mobile money providers in the system and provide the evidence to the managing director for him to approve for final payment in the system.

• Execute monthly closing according to attached checklist.
• Monthly produce a trial balance, income and cash flow statement and the balance sheet, including an analysis against budget. In addition, get them approved by the designated authority and thereafter submit them to relevant person(s).
• Prepare the annual budget including all underlying calculations.
• Prepare quarterly financial forecasts.
• Record staff advances and ensures that outstanding advances are returned in time
• Responsible for maintaining an up-to-date asset register.
• Prepares journal all entries in QuickBooks based on approved documentation
• Ensure that the payroll (including the payment of NSSF/taxes and filing of tax/NSSF returns) are done accurately and within their stipulated time.
• Ensure timely and accurate closing of the annual accounts, preparing the annual report so that the external auditors just need to audit them, issuing the CIT application and depositing the annual accounts at the relevant authorities.
• Coaching the junior internal accountant.
• Provide quarterly risk assessment reports and guide on realisation of objectives.

2.3 Deliverables.

1. Up to date finance and accounting including procurement policy.
2. Books of accounts/ records documented.
3. Monthly financial reports, quarterly financial forecasts prepared
4. Annual budget prepared.
5. Well maintained fixed asset inventory system.
6. Timely payroll managed
7. Timely filling of taxes and returns.
8. Monthly closing and administrative tasks executed according to the attached overviews.

2.4 Reporting:
The selected service provider/individual shall report directly to the Managing Director of Equip Rwanda Ltd. All deliverables and communications will be coordinated through this point of contact.

3.0 Mode of Engagement and payment terms.

Equip Rwanda Ltd proposes the following modes of engagements

• Designated person shall sit at Remera-Gasabo Company offices.

Payment Terms:

• Monthly invoices shall be submitted within three weeks after month’s end.

• Payments will be processed within 7 working days of receipt of a valid invoice, subject to approval of submitted reports and deliverables.
• All fees shall be subject to applicable Rwandan taxes.

4.0 Details to guide Expression of Interest.

4.1 Eligibility Criteria

The eligible firm or individual must meet the following:

• Minimum of 7 years of experience in accounting and tax advisory services in Rwanda.
• Expert in QuickBooks
• Certified by ICPAU and/or an internationally recognized accounting body (e.g., ACCA, CPA, ICAEW).
• Demonstrable experience with at least two business clients.
• Proven track record in tax compliance, payroll management, and financial reporting.

4.2 Confidentiality:
The selected firm/individual shall be required to treat all information obtained in the course of the assignment with strict confidentiality. Any unauthorized sharing of data or reports may result in termination of the engagement and possible legal action.

5.0 Deadline & Content of Submission

All interested firms/ Individual are hereby asked to:

• Submit a technical and financial proposal of the assignment.
• Recommendation Letters from similar business assignments (at least two and on headed paper).

The deadline for submission of expression of interest is Monday 18 August 2025.

Submission of expression of interest and any queries regarding this ToR and/or assignment should be directed to;

wolthers@inclusivetradinggroup.com

Copy: mrubagumya@equip-rwanda.com