CONSULTANCY SERVICES TO PROVIDE PROJECT AND FINANCIAL MANAGEMENT SERVICES AT THE NATIONAL YOUTH SERVICE TERMS OF REFERENCE

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1 CONSULTANCY SERVICES TO PROVIDE PROJECT AND FINANCIAL MANAGEMENT SERVICES AT THE NATIONAL YOUTH SERVICE TERMS OF REFERENCE Background The National Youth Service is a Government Department established by an Act of Parliament (Cap 208 Laws of Kenya) on 1st September In September 2014, H.E The President launched and commissioned the new National Youth Service (NYS). The vision for the new NYS is: to catalyse transformative youth empowerment in Kenya. The Ministry of Public Service, Youth and Gender Affairs, being the Ministry responsible for youth affairs is mandated to facilitate the successful implementation of NYS programmes and activities. NYS has undergone through management and operational challenges that have affected implementation of social programs and service delivery in the past year. A new leadership has been appointed at NYS and is in the process of establishing strong management accountability systems. In view of this, the Ministry intends to recruit a Financial Management Agency (FMA) for the National Youth Service to provide institutional strengthening to enhance its ability to deliver on its mandate. Objective The objective of this assignment is to review the current financial and management control systems; institute and implement institutional and capacity enhancing systems designed to improve and strengthen both financial and management control systems in the National Youth 1

2 Service and; carry out capacity building programmes to ensure that NYS staff have the requisite capacity to implement the improved financial and management systems. Scope of the Services A. Review of the current systems I. Financial Management Systems a. Review existing financial management systems and procedures as compared to the requirements of the IFMIS module currently used in the public sector. b. Carry out a critical review of the internal control system, focusing on: control environment; risk assessment (in particular identify fraud risk factors); control procedures. c. Perform walk-through tests of the finance function including review of sample transactions at the headquarters and field operations. d. Review the financial management processes for the field operating units and identify weaknesses in the tracking and reporting of both incomes and expenditure. e. Review the internal audit function of the NYS to determine its suitability and how the organization enforces the internal control framework. f. Undertake an inventory of all the assets of the NYS both at the head office and in the 22 field offices across the country. g. Review the payroll, with particular focus on procedure, control, and system of contractual employees (SM/W & cohorts). h. Review the revenue generation and management system of the different operating units of NYS and inter departmental revenue generation and recognition process. i. Review compliance with statutory obligations and reporting. j. Review the business development process for main production units in the Service. II. Procurement System a. Review existing procurement processes as compared to the requirements of the e-procurement platform that all MDAs have migrated to, the controls 2

3 III. IV. therein and assess whether they facilitate the efficient use of financial resources. b. Carry out a review of the entire procurement and supply chain, including the procedures, processes and practices in place; verify conformity with the Public Procurement and Asset Disposal Act 2015; identify weaknesses in the procurement process that can lead to fraud or procurement anomalies. Stores and Warehousing Systems a. Review the existing warehousing, inventory, receiving and stores management system and recommend changes that will ensure goods are optimally stocked and accountably distributed. Project Management and M&E a. Review the current systems in place for planning, executing, monitoring and measuring results for projects implemented by the NYS. B. Design and develop appropriate systems I. Financial Management Systems a. Develop a financial management policies and procedures manual that strengthens the NYS internal control environment and address the weaknesses identified in the assessment stage. b. Strengthen the controls in the access and approval of transactions within IFMIS c. Develop payroll management system for contractual employees and support the automation of the same where practicable. d. Develop an asset register for the NYS, including a system for updating acquisitions and disposals of assets. The register should facilitate the verification of the existence, location and condition of assets. e. Develop an internal audit manual and support the implementation of the internal audit framework. f. Develop a risk management framework. II. Procurement Systems 3

4 III. a. Develop a procurement management manual to strengthen the procurement process as well as address gaps identified in the assessment of the procurement function. b. Support the implementation of the e-procurement module in IFMIS and design the appropriate controls in the access and approval of transactions within the system. Stores and Warehousing Systems a. Develop guidelines and tools for inventory and warehousing management. b. Design terms of reference for a warehouse management system and support the implementation of the system. IV. Project management and M&E a. Develop a project management manual complete with tools for developing annual work plans, developing goals, outcomes, outputs and indicators. b. Support the design and implementation of a project management system c. Develop a monitoring and evaluation system. C. Fiduciary management support I. Financial Management a. Undertake the review of the annual budgets b. Undertake review of all payments before they are approved for payment at the NYS. c. Regularly review the payroll to ensure only genuine staff are paid d. Monitor the revenue generated at various NYS departments and ensure the proceeds are remitted as per the approved guidelines e. Undertake monitoring through monthly spot checks of all the activities of the 22 field operating units f. Support NYS in collating and consolidating financial reports from the field operations g. Regular reviews of the assets register to ensure it is kept up to date. 4

5 h. Regularly monitor the utilization of funds against the approved budget i. Support the preparation and review the periodic financial reports j. Support and strengthen the internal audit function. II. III. Procurement Management a. Support the preparation and review of the annual procurement plans b. Support the procurement process by reviewing each procurement stage before a recommendation of award is issued c. Support in strengthening the contract management, including undertaking regular spot checks to verify if goods/ services are delivered as per the contract d. Undertake regular procurement reviews of the field implementing units e. Support in preparation of procurement monitoring reports Stores and Warehousing Management a. Undertake frequent review of the stocking and re order levels b. Undertake periodic reviews of the receiving and issuing of stocks from NYS warehouses c. Support the stock count and reconciliation process of NYS warehouses d. Prepare progress reports on the warehouse management of NYS IV. Project management a. Support NYS in design of projects, including developing baselines, work plans and project indicators b. Support in monitoring the progress in the implementation of projects and provide guidance on how to fast track the projects where necessary c. Support in measuring results and reporting on the projects progress D. Training and Capacity Building a. Undertake a staff training and needs assessment of NYS Staff at all levels b. Develop a training and capacity building plan c. Implement the training and capacity building plan d. Conduct change management training within the Service. 5

6 Deliverables Inception report containing a detailed work plan and time schedule within 1 month of contracting Assessment report indicating the current gaps and a road map to strengthening the current operations of the NYS Staff Capacity needs assessment and capacity building plan Financial Management policies and procedures Manual Procurement policies and procedures manual Inventory management procedures Internal audit framework Risk management framework Monthly financial monitoring/internal audit reports for all the NYS departments and 22 field operations units Monthly Procurement review reports Quarterly progress report detailing the progress in the implementation of financial management, procurement and capacity building initiatives Quarterly project implementation reports providing progress in the implementation of projects and achievement of target outputs and indicators An M&E framework that is able to track and measure processes, outputs and impacts. Communication The consultant will be required to update NYS Director General and other project team members on a regular basis by holding a monthly progress meeting. Duration The FMA will be required to support the NYS for a duration of 2 years. Consultants Team The consultant shall provide a team of 8 full time staff. The consultant may engage other short term team members as necessary in the delivery of the assignment. Minimum Required Qualifications and Experience The consultant must demonstrate clear understanding of the Kenyan Public Financial Management Reforms and an in-depth understanding of the organization and management of public sector institutions. In addition, the consultant must have demonstrated key competencies 6

7 in: project management; financial management; management control systems; auditing; supply chain management; monitoring & evaluation; communication; and capacity development in the public sector. 7