Population Health and Environment – Ethiopia Consortium Terms of Reference for Guassa Project Audit of Kks Grant Fund Jobs in Ethiopia
Population Health and Environment – Ethiopia Consortium Terms of Reference for Guassa Project Audit of Kks Grant Fund Jobs in Ethiopia
Purpose of the ContractIn accordance with the project agreement between Karl Kübel Stiftung and the Project Holder which form the legal basis of the above mentioned project (annex 1), the purpose of this contract is to furnish the Karl Kübel Stiftung with objective proof of the proper and correct use of the funds made available to the project, based above all on a thorough examination of accounts of all receipts and payments and the related documentary evidence.
The Audited Statement of Accounts is the sole responsibility of the Chartered Accountant and shall accordingly be signed by the Auditor only.
The two above mentioned parties hereby agree on an audit to be carried out as stated in the following:
Scope and Location of Auditing
The auditing shall be conducted at the location of the project, in particular at the place where the project bookkeeping is done.
Each annual audit shall also include a field visit to the project area. The auditor’s assignment includes the following tasks:
To examine the propriety of projects accounting operations and their conformity with the agreements and relevant national regulations.
To examine the tools and procedures of internal control for the project.
To examine the bank accounts (sub-account, FC project account(s), LC account) opened especially and exclusively for the project, and any further bank accounts of the projects (if applicable according to the national regulations).
To examine whether the person(s) enjoying power of disposal over the project bank account is/are the same or among those officially authorized to represent the Legal Holder of the project.
To examine whether there have been any changes regarding staff enjoying authorization to represent the legal holder of the project.
To examine all payment transactions of and within the project especially accuracy and completeness of records and evidences of records and bank charges for fund transfers received from the Karl Kübel Stiftung.
To examine the project book keeping accounts with their supporting documents of all receipts and payments in the national currency; to verify whether a clear distinction has been maintained between amounts actually paid out at the point of time when the accounting period ends and payments not yet effected but to be recognized as expenditure for the same period on the basis of the obligations incurred.
To examine whether the local contributions to be provided as part of the project have actually been received, duly shown in the books, and properly used for the financing of project expenditure; to verify information on the income which was due but actually received after the end of the period under review from local contributions, if any.
To examine whether any interests were gained from payments of Karl Kübel Stiftung, local contributions and/ or any third party, and if so, whether the interest gained was properly used for the financing of project expenditure.
To examine the inventory of all movables of a value exceeding ETB 10.000,00 and purchased with money from project funds; to examine compliance with project-tied use of long lived objects within the periods stipulated in the Project Agreement (Article III / 12); to examine evidence of their
value.
Auditing of Annual Statements
The Auditor shall audit the accounts per calendar year (01.01. – 31.12).
Auditing Procedure
The auditing shall be conducted in accordance with the relevant national regulations as well as internationally recognized auditing standards.
The auditor shall inform KKS about ineligible costs and faulty accounting documents.
In consultation with KKS the auditor during the auditing process may ask for revisions of the unaudited financial statement becoming necessary due to ineligible costs or vouchers or due to unauthorized overdrafts of more than 20%.
The auditor may accept rectifications of faulty documents by the project holder during the audit process. These shall be reported in the special notes.
In addition to the auditing as such, the auditor is invited to provide professional advice in whatever financial management and bookkeeping matters.
As part of the each annual audit, the auditor shall undertake an exclusive field visit of appropriate duration to the target villages for visual inspection of the activities implemented and project funds invested.
Auditor’s Report
The auditor shall draw up his statement according to the format provided by the Karl Kübel Stiftung (Annex 2).
The original vouchers must be presented structured in conformity with the items of the financing plan and in chronological order. The Annual Audited Statement of Accounts should also be accompanied by condensed vouchers as hard copy signed and certified by the auditor only (Annex 3).
Budget Items that exceed the budget appropriations by more than ± 20% must be explained separately.
The audit report shall contain elaboration on the detailed task that has been entrusted and a detailed list of documents which have been made available for inspection.
The audit report shall also include precise comments and recommendations on the accounting systems/procedures of the project.
Each following audit report shall refer to such recommendations and verify whether the same have been implemented by the project holder.
The draft audit report shall be submitted for comments to Karl Kübel Stiftung not later than 15th February every year. KKS shall provide feedback within 10 days.
The final audit report shall be submitted to Karl Kübel Stiftung not later than 28th of February every year.
Once the audit report is approved by KKS Germany, the auditor shall send a scanned copy of the audit report, annual SOA and cumulative SOA duly stamped and signed only by the auditor to KKS, Germany within three working days.
Thereafter, the final report shall be sent by the auditor to KKS and one copy to the project holder.
Each page of the final Audit Report shall be signed and authorized by the Chartered Accountant.
How to Apply
Interested applicants should submit their technical and financial proposals with an application letter, brief CV and relevant credentials.
Contents of the technical proposal should include: introduction, contents of the training materials, training schedule, training methodology, profile and experience of the consultant/consulting firm, and CVs of relevant technical team;
The financial proposal should be submitted in a separate sealed envelope and needs to be presented in a tabular format, including detailed presentation of major cost items, unit of measurement, quantity, unit cost, total cost and remarks.
Interested applicants should submit their application to PHE Ethiopia on or before on Nov. 27, 2020 5:00 pm
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