Terms of Reference for the Regularization of Accounts and Audit Preparation at FAWE Rwanda Chapter
Event Details:
Supporting girls and women to acquire education for development”
TERMS OF REFERENCE FOR THE REGULARIZATION OF ACCOUNTS AND AUDIT PREPARATION
DEADLINE: 19TH APRIL 2025 AT 6.00PM (EAT)
Background
The Forum for African Women Educationalists (FAWE) is a pan-African non-governmental organization founded in 1992 by five women ministers of education. Its mission is to promote girls' and women's education in sub-Saharan Africa, aligning with the Education for All initiative. FAWE works to ensure that girls and women have access to schools, complete their studies, and achieve their dreams. With headquarters in Nairobi, Kenya, FAWE has a network of 34 National Chapters in 33 countries.
Established in 1997, FAWE Rwanda Chapter boasts of a rich history rooted in a visionary commitment to gender equity in education. FAWE Rwanda has been unwavering in its mission to promote gender equity and equality in education in Rwanda by fostering positive policies, practices and attitudes towards girls’ education. As an integral member of a broader network across Sub-Saharan Africa, the chapter in Rwanda has actively collaborated with government entities, local communities, schools, and international organizations to foster an inclusive educational environment.
FAWE Rwanda is seeking Expressions of Interest (EOIs) from eligible consultants with expertise in SAGE accounting software to support the cleaning up of its financial records in preparation for an upcoming external audit for the years 2023 and 2024. The selected candidate will be expected to review, reconcile, and correct all relevant entries within the SAGE system to ensure accuracy, completeness, and compliance with accounting standards and organizational policies.
Purpose of the assignment
The primary goal of this engagement is to ensure that all financial transactions for the audit period are accurately recorded, reconciled, and well-documented, thereby facilitating a smooth and timely audit process. The assignment will also include generating audit-ready reports and schedules, addressing any data inconsistencies, and supporting the finance team in pre-audit preparations.
Objectives of the assignment
FAWE Rwanda is seeking to recruit a consultant with the capacity and experience to provide a solution that meets the following objectives, to:
To conduct a comprehensive review and clean-up of the SAGE accounting system by identifying and correcting mis-postings, duplicate entries, incomplete transactions, and inconsistencies across all general ledger accounts, ensuring the integrity and accuracy of financial data.
To reconcile key financial accounts and generate audit-ready schedules including bank reconciliations, accounts receivable/payable, staff advances, project/donor accounts, and statutory obligations, in line with applicable accounting standards and organizational policies.
To support pre-audit preparations by organizing and verifying supporting documentation, preparing financial reports and audit working papers, and assisting the finance team in responding to preliminary audit requirements to ensure a smooth and efficient audit process.
Scope of the Work/Assignment
In performing the assignment, the consultant will be expected to:
Review and reconcile all general ledger accounts, including but not limited to:
Bank accounts
Accounts receivable and payable
Staff advances and imprests
Donor/project income and expenditures
Statutory accounts (e.g., VAT, PAYE, RSSB, RAMA, CBHI, Maternity
Evidence of returns to the NGO Board-RGB)
Identify and correct any mis-postings, duplicate entries, or unposted transactions.
Match all payment vouchers, receipts, and support documentation with system entries.
Clean up the chart of accounts (e.g., remove or deactivate redundant accounts).
Verify accuracy and consistency of project coding and cost allocations.
Generate accurate trial balance and financial statements from the system.
Prepare a summaryreport detailing the issues identified, actions taken, and any areas requiring follow-up.
Support the finance team in organizing audit schedules and documentation based on auditor requirements.
Deliverables
The consultant/consulting firm will be expected to deliver the following:
Clean and reconciled general ledger with supporting schedules.
Updated and accurate trial balance and financial reports.
Audit preparation checklist completed.
A final report outlining work done, issues encountered, and recommendations for ongoing system maintenance.
Review the chart of accounts and give recommendations for any adjustments where necessary.
Timeline and Management:
The estimated duration of the assignment is two (2) weeks, starting from 21stApril 2025 to 2ndMay 2025. Any extension will require prior approval.
The consultant will provide at least three months free post implementation support to FAWE Rwanda finance team.
Supervision/ Finance support to the Consultant
The Consultant will report to the FAWE Treasurer and will work closely with the finance team throughout the assignment.
Qualifications and Experience
FAWE will select a consultant to undertake the assignment, based on the following qualifications and experience:
A bachelor’s degree in accounting, finance, or related field (CPA/ACCA qualification is an added advantage).
Proven experience in accounting system clean-up and audit preparation.
Strong knowledge of [Sage-Pastel, QuickBooks, ERP Dynamics, etc.].
Familiarity with IFRS and donor financial reporting requirements (if applicable).
Excellent attention to detail, problem-solving skills, and ability to work independently.
Audit experience for INGO is an added advantage.
Proposal Submission
Interested consultants should submit their detailed implementation and budget proposals, including CV’s of their proposed team, three samples of relevant past work samples andReferences (minimum 3) to the Application Button below not later than Saturday 19th April 2025. Only shortlisted candidates will be contacted for the next steps of recruitment. Incomplete and/or applications received after the deadline shall be disqualified.
Apply here : https://www.jobinrwanda.com/form/default-job-application-form?job_application_job=24510
Date and Timings:
14-04-2025 3:51 PM to 19-04-2025 11:51 PM
