CALL FOR QUOTATIONS: Finance and Operations services for six weeks for VVOB Tanzania. Full Time

Are you an experienced finance and operations professional looking for a short-term consultancy opportunity?

VVOB Tanzania is inviting quotations for a Finance and Operations Advisor role (6 weeks).

Check the full details in the link below and share with your networks!

https://drive.google.com/file/d/1WiMUpK4UZYcZWLGkl-wEqHtGdNok10n4/view?usp=drive_link

Scope of Work
A. Improve Procurement Systems and Processes
1. Review Current Procurement Systems
 Conduct a review of existing procurement systems and processes.
 Identify gaps, challenges, and areas requiring improvement.
2. Develop and Improve Procurement Systems and Tools
 Review all past procurement and operations documents and processes; propose and
implement corrective measures.
 Develop and customise templates and tools for use by the Operations and Finance teams,
including (but not limited to):
o Call for Quotations (CFQ)
o Quotation Analysis

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o Supplier/Vendor Agreements
o Purchase Requisition
o Purchase Order
 Upload finalised templates to VVOB Tanzania SharePoint for team-wide access.
 Develop a Procurement Tracker to monitor each procurement from Purchase Requisition
through to payment. This will cover categories such as:
o Accommodation
o Travel (car hire, flights, train)
o ICT equipment and supplies
o Office supplies and consumables
o Other ad hoc purchases
 Establish procurement processes leading to framework agreements for commonly used
vendors, including:
o Accommodation providers (Hotels)
o Travel Agents
o Car Hire companies
o Stationery and Office Supplies providers
o ICT Maintenance service providers
 Establish procurement processes for non-recurring or specialised procurement (e.g., office
furniture, ICT equipment, appliances such as fridges, microwaves, water dispensers).
 Develop a system/tracker to monitor pending or unpaid invoices related to issued Local
Purchase Orders (LPOs).
Deliverable
A user-friendly guideline and process manual summarising all procurement processes, including
templates, flowcharts, documentation requirements, and standard operating procedures (SOPs).

B. Improve Finance Systems and Processes
1. Review Current Finance Processes
 Conduct a review of existing finance processes and systems.
 Identify gaps, challenges, and risks.
2. Develop and Improve Finance Systems and Tools

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 Review all past finance and operations documents and processes; propose and implement
corrective measures.
 Develop a comprehensive checklist/tracker of required documentation for initiating any type
of payment (e.g., per diem for staff and partners, procurement-related payments).
 Develop clear procedures for preparing expenditure and payment vouchers, with all
supporting documentation.
 Demonstrate best practices in maintaining complete and organised financial records and
ensuring a robust audit trail (filing structure, document naming conventions, physical and
digital locations).
 Provide hands-on guidance on petty cash management, including reconciliation processes and
maintenance of accurate financial records.
 Provide recommendations for tax management and compliance. The Operations Manager will
review and provide input on any necessary follow-up actions to be included in the final report.
 Provide training and guidance on key internal control measures, including:
o Monthly supplier reconciliation and maintenance of supplier balance records.
o Asset management: ensuring proper recording and tagging of assets, maintaining an
up-to-date fixed asset register, and ensuring appropriate insurance coverage.

Deliverable
A user-friendly guideline and process manual summarising all finance processes, including templates,
flowcharts, documentation requirements, and standard operating procedures (SOPs).

C. Capacity Building
 Conduct interactive sessions with the Operations team to transfer knowledge, demonstrate
tools, and walk through practical scenarios.
 Facilitate joint sessions with the Operations and Programme teams to explain minimum
requirements for Operations and Finance support (e.g., documentation required for travel, per
diem requests, procurement requests).
 Support the incoming Operations team members (Operations Officer, Finance Officer,
Accountant), in overview of relevant documents and processes, especially in Finance.

Summary of Deliverables
 Procurement guideline and process manual
 Finance guideline and process manual
 Capacity-building sessions delivered
 Induction support provided to incoming Operations team members

Tagged as: Flemish Association for Development Cooperation and Technical Assistance, United Republic of Tanzania