JOB POST: QuickBooks Training for Sub Grantees, Kenya, Handicap International, Dec 15-19, 2008
This short-term consultancy position requires someone to provide a five-day training workshop in the use of QuickBooks from December 15 to 19, 2008. Profiles and proposals must be submitted by December 10, 2008.
TERMS OF REFERENCE: QUICKBOOKS TRAINING FOR THE SUB GRANTEES
HANDICAP INTERNATIONAL (HI) is an international NGO engaged in the field of disability and development. A strong emphasis, however, is placed on empowering people with disabilities through their integration into mainstream development activities and the provision of appropriate health and rehabilitation services to ensure equal opportunities for all.
Currently, HI is working with 6 partner organizations in the USAID/AED funded projects in the field of Disability and HIV & AIDS. The group represents a cross section of disabilities including the deaf, blind and low vision, physically and intellectually disabled.
The main thematic areas of the project activities include;
• Policy and advocacy
• Behavior change communication
• Appropriate IEC materials for the PWD
• Stigma reduction
One focus of the project is to provide technical support, build the capacities of the partner organization and provide funding to enable them implement HIV& AIDS activities.
Good financial management practice helps an organization to attain effective and efficient use of resources and be more accountable to donors and other stakeholders. Hence, HI would wish to commission training in QuickBooks for her partners as a requisite to ensuring quality and accurate financial record keeping and reporting on usage of donor funding. HI further wishes to install QuickBooks accounting packages for all the partner organizations that are not yet compliant to the package and final set up a cut-off period for compliance by all the organization.
BACKGROUND OF PARTNER ORGANIZATIONS
We have detailed as underneath a brief profile of each of the organizations that we are currently collaborating with as a basis of your understanding the scope of each partner. However, it may be worth noting that the proposed training may also include other partners we are yet to bring on board.
DDSHG (DANDORA DEAF SELF HELP GROUP)
Dandora is an organisation of deaf people that was formed over 10 years ago; Structural formation was very minimal in the initial years. Thus, Handicap international organized governance training which has since increased cohesiveness among the group membership. This is expressed through an increase of paid membership, while several board members who were also employees of the organization resigned as employees to pave for a clear segregation of interests. The organization is situated in Dandora area of Nairobi province.
On overall, the organization has sound and consistent financial management and reporting systems. In the period under review the organization was funded to a tune of Ksh. 1,996,453.00 (one million nine hundred ninety six thousand four hundred fifty three only)
BLINK (Blind and Low Vision Network)
Blink’s beneficiaries are primarily blind and/or persons with very low vision. A key issue for this organisation is that their beneficiaries are in different geographical locations. However, they have focal persons in each district that they meet weekly to discuss the needs of the communities. The board members are also representatives of different Community Based Organizations. They function as resource persons and may have their expenses reimbursed and allowances for services provided.
The organisation refers to itself as a Community Based Organization network that helps the individual Community Based Organisations provide support and care to their communities through awareness creation activities on HIV/AIDS. The discussions in the communities are generally broader than the HIV/AIDS, so the meetings are used as an opportunity to discuss other issues.
Blink has received training in project design and management including M&E frameworks, resource mobilisation, programme reporting, financial management, and managing special needs projects (e.g. reproductive health, HIV/AIDS counselling for disabled people, VCT testing). The counsellors are now better equipped to inform visually impaired people about their test results. Their reporting has also improved.
As regards the governance function, both board members and staff members now understand their roles and what is expected of them thanks to the capacity building initiatives by HI. The board members are also informed about the organisation’s activities by the Director on a regular basis.
The backbone of the spending in the organization is mainly logistical, thus the need for well tailored internal checks and balances mechanism that ensures prudence in the commitment of expenditure. In the current grant period the organisation was obligated to spend Ksh.2,728,962.00(two million seven hundred twenty eight thousand nine hundred sixty two only).
KEDAN (Kenya Disabled Action Network)
KEDAN is a youth organisation which is only 4 years old and covers several types of disability, contrary to most of the other disabled people’s organisations that target a particular category of disability (blind, deaf, physically impaired, and albinos – for capacity reasons they are currently unable to include mentally handicapped. The organisation started out with mobilisation, awareness creation and experience sharing and has only actively implemented programme activities since 2005. . They have developed an action plan for the next couple of years which they intend to implement, despite their limited resources, with the help of their motivated supporters.
As regards the needs of the organisation, KEDAN’s staff feels that they need to strengthen their competencies in the area of resource mobilisation, in particular proposal writing. They also need help to manage their existing resources better. Finally, they wish to develop their staff competencies in areas such as leadership and management, IT, and income generating activities.
In the current grant period the group is obligated to spend Ksh. 2,388,811.00 (two million three hundred eighty eight thousand eight hundred and eleven only).
NFSS (Nairobi Family Support Services)
NFSS was started in 1982 by Actionaid and registered as a local NGO in 1996. The Programme Coordinator has been the leader ever since. The organisation receives funding from HI France and from the AED-programme and is also supported by Sense International and the Liliane Foundation.
The mission of the organisation is to raise awareness on HIV-AIDS and disability through their work with community groups and attempt to change the stigma of disabled people in the community and their low-self esteem. The peer educators meet twice a month to exchange experiences.
NFSS has strong networking capacity. The organisation partners with different institutions, especially through referrals: the Liliane foundation (support for disabled people’s surgery), specialised schools (educational assessment), the Ministry of Health, government hospitals, networks of therapists. This gives the organisation high credibility in the communities.
NFSS would like to support “merry-go-rounds” (revolving credit systems), but as most of their beneficiaries are not working, it is difficult to collect the funds.
Until 2005, Action Aid funded a microfinance programme for the parents of disabled children. These loans were considered by some as grants. After having received several loans, and hence being allowed to loan greater sums, gradually, some of the beneficiaries disappeared with their funds. Only about 50% of these parents are able to continue repaying their microloans.
NFSS has an internal control manual but it has not enhanced its usage. There is therefore need to educate the staff on the importance of these procedures and its implementation. In the current grant period the organization is obligated to spend Ksh. 2,211,847.00 (two million two and eleven thousand eight hundred forty seven only).
DIGROT (Disabled Group of Trans Nzoia)
DIGROT was started in 1990 as a self help group of 50 members on the concept of a merry go round. Since 1998, the group has operated a bank account with Kenya Commercial Bank, Kitale Branch. The group started a micro finance lending system; Members were given loans of ksh.500 to Ksh 2,000 at an interest rate of 10% p.a.
In 2000, they received a grant from District Social Development Officer (Poverty Eradication Programme) which they used to loan their members. 14 members were successfully loaned through this programme and 7 defaulted to repay back. DIGROT was trained by HI in 2004 on micro-credit management.
In the year 2001-2003 they approached HI on HIV/AIDS awareness and in 2004 they wrote a proposal to HI on HIV and AIDS and Disability which was funded in May 2006.
DIGROT has representatives from different locations in Trans Nzoia district and was registered as a Community based Organization (CBO) in 2007. DIGROT is a network of DPOs (Disabled Persons Organizations) in Trans Nzoia district and usually conducts quarterly meetings with representatives from these DPOs.
It currently has 224 registered members and each member pays 524 shillings registration fee with a renewal fee of 200 shillings annually. Not all members are fully registered and the money is kept in a savings account.
The organization lacked well defined operational systems and procedures but has been subjected to vigorous capacity building initiatives, the organizations has also just finalized a recruitment exercise where competent and qualified staff have been brought on board.
In the current partnership agreement the organization is obligated to spend Ksh. 1,131,139.00 (one million one thirty one thousand one hundred thirty nine only)
UDPK (United Disabled Persons of Kenya)
United Disabled Persons of Kenya (UDPK) is an umbrella network of persons with disability in Kenya and was established in 1989 with a membership of the following organizations – Kenya Union of the Blind (KUB), Kenya National Association of the Deaf (KNAD) and Kenya Society of the Physically Handicapped (KSPH), Kenya Society for the Mentally Handicapped (KSMH). Kenya Autism Society joined later to champion issues of parents of mentally challenged Albinos and autism.
Currently UDPK has about 200 member organizations. UDPK was formed so that disabled persons could be united and speak with one voice, advocacy and lobbying remains the core objective.
Membership is both by organizations of and for disabled person. UDPK has five full time staff and 13 Field Officers working in different regions and is headquartered in Westlands, along Waiyaki Way. The mission of UDPK is to unite all persons, groups of Persons with Disabilities (PWDs) to advocate for disability issues on a united front. The vision for the organization is a barrier free society where Persons with Disabilities (PWDS) enjoy access to services in all spheres of life.
In the current grant agreement the organization is mandated to spend Ksh.2, 542,345.00 (two million five forty two thousand three hundred forty five only).
The general objective of this consultancy is to conduct an application based QuickBooks Training for management and finance staff of Handicap International partners so as to reflect through proper recording keeping and accurate financial reporting an accountable and effective use of donor funds as outlined in the individual budgets of the funded organizations and based on properly defined internal control systems, proper administrative and logistical management.
• To design and develop a training programme that will equip the trainees with relevant skills and knowledge in Quickbooks
HI proposes to hold a five day residential application based training for management and financial staff from each of the partnering organizations.
HI also proposes that the consulting firm shall at all times seek clarifications and/or guidelines from HI on all issues that are not clear and/or appear ambiguous in their opinion. For the purposes of this Training, the contact person for HI is Mr. Erick Karani, the Project Finance Officer.
TASKS OF THE CONSULTANT
1. Development of a training curriculum that shall conform to the afore-mentioned specific and general objectives and/or all other related aspects of QuickBooks financial package.
2. Carry out an evaluation of the training and produce a training report.
At the end of the training, the trainees will be able to:-
• Explain the essence and challenges of QuickBooks.
• Understand the usage and benefits of QuickBooks in financial management.
• Establish the relationship between QuickBooks reports and external reporting.
• Outline the QuickBooks main menu.
• Set up Accounts in the Quickbooks software
• Key in data and prepare accounting documents.
• Record General Journals.
• Prepare Bank Reconciliations.
• Develop Internal and Donor Reporting formats.
• Prepare monthly/annually reports.
• Correct Errors.
The training is expected to commence on 15th and end on 19th December, 2008 close of business.
The consultant should have :-
• Relevant educational back ground and experience in teaching QuickBooks in a reputable institution.
• Relevant experience in working as a consultant/ lecturer is added advantage.
• Excellent analytical, writing and communication/facilitation skills.
All interested applicants must submit their profiles and proposals on or before 10th December, 2008 5.00 pm by email to the Project Finance Officer at: email@example.com
The email subject line should be marked: “QuickBooks training for the Sub grantees”
I received this announcement via the Global Partnership for Disability and Development (GPDD) mailing list. All inquiries and applications should please be directed to Handicap International as instructed above, NOT to We Can Do.
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