Terms of Reference (Tor) Consultancy to Develop and Customize Quick Book for TWI Partners tender at Trócaire Rwanda

Consultancy to develop and customize quick book for TWI partners

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 management practices. To address this gap, Trócaire intends to engage a qualified consultancy firm to support selected partners to develop and/or update the quick book software for 3 partner organizations.

Purpose of the Assignment

To enhance the financial and operational capacity of three (3) partner organizations under the TWI Programme by developing or upgrading QuickBooks Software tailored to their needs and aligned with national laws, donor requirements and Trócaire’s partnership standards.

Specific Objectives

• Streamline Financial Processes

Develop a QuickBooks software to enable partner organizations to automate routine tasks like invoicing, expense tracking, and payroll processing as well as reducing manual errors and save time on bookkeeping.

• Enhance Financial Visibility

Enable partners organizations to provide real-time dashboards and customizable reports for better insight into cash flow, profit margins, and expenses

Improve Cash Flow Management

Enable partner organizations to monitor incoming and outgoing payments to maintain healthy liquidity. Additionally, setting up alerts and reminders for overdue invoices or upcoming bills.

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. Develop a QuickBooks software that fits each partner organization`s needs

• Upload the chart of accounts into system,
• Networking development, atleast 3 computers to be connected for each organization,
• Design the reporting templates, including bank and cash reconciliation,Budget monitoring, financial statements (Balance sheet and income statement)
• Upload the existing budget and create space for updating the budget across the year;
• Testing the design and sharing the reports Trocaire’s stff before handing over the software with the partner
• Facilitate a validation workshop with Trócaire and partner representatives
• Finalize and handover the software to the partner organization
• Provide an orientation/training session to ensure practical understanding and useful utilization of the QuickBooks

Duration and Timeline

The consultancy will take up to 15 working days, commencing 15 November 2025 and concluding no later than 5 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 working directly with QuickBooks in a consulting, accounting, or bookkeeping role.
• Experience customizing QuickBooks for different organizations
• QuickBooks ProAdvisor Certification is highly recommended.
• Licences to be handed over to the different partners
• Proven experience in financial reporting and analysis, budgeting and forecasting, tax compliance and audit support, bank reconciliation and cash flow management customizing charts of accounts and workflows
• Strong training and troubleshooting 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 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 11, 2025, at 16:30

EOIs should be submitted by 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.