Terms of Reference: Financial Management Systems Assessment at Bees for Development Ethiopia

Financial Management Systems Assessment -Terms of Reference

Bees for Development Ethiopia is an Ethiopian resident NGO with a growing programme of work which achieves positive change for people and biodiversity, through sustainable beekeeping. We are seeking a Financial Management Consultant to provide advice about how we can strengthen and optimise our financial management system, making it robust, efficient and fit-for-purpose.

Purpose

The purpose of this consultancy is to assess BfDE financial management systems to support the team in Ethiopia and enhance clarity, efficiency and transparency – for internal management and external reporting. The outcome of the assessment will feed into future steps and actions towards strengthening the organisation’s financial management capacity, systems and practice. With this in mind, the assessment should be conducted in a collaborative, supportive and inclusive manner so that staff feel empowered, and know how to apply the results of the assessment.

Background

As Bees for Development Ethiopia grows as an organisation and takes on more complex programmes, the robustness of their financial management practice must also evolve to meet multiple imperatives including the ability to:

• Support internal processes – such as reporting to the Board, monitoring cost centres and budgets, managing and reconciling cash flows, tracking grant income
• Support external processes – such as providing full accountability to donors, demonstrating value for money and managing exchange rate losses and gains
• Support organisational development – such as forward budgeting, future-proofing, maintaining reserves, securing sufficient resources to maintain and develop staff

The aim of the assignment is to assess the organisation’s financial capacity – in relation to policies, protocols, software, clarity of roles and responsibilities, and systems – and, if required, make recommendations about how the system can be strengthened. System strengthening may take the form of updated software, staff training, or new protocols. Above all the assignment must be governed by best practice guidelines within the NGO sector in Ethiopia.

This assignment is being undertaken by Bees for Development Ethiopia, with support from strategic partner, Bees for Development UK.

The Consultant will:

• Undertake a desk review of relevant materials. Documents to be reviewed may include the following (if available):
  • Budgets
  • Chart of accounts
  • Finance manual
  • Cashbook and bank reconciliation for the last 3 months
  • Files with supporting documents
  • Asset register
  • Budget monitoring reports or any management accounting reports
  • Latest audit report with management letters
  • Examples of standard internal documents for example vouchers
  • Delegation of authority
• Undertake a detailed financial assessment against the following requirements. The financial system should be able to produce the following reports and analysis easily (without many hours of work):
  • Grant tracker – taking into account that BfDE and donor-funded projects operate on different calendar [some run from Jan to Dec, others April to March]
  • Profit and loss against each project cost centre, showing fund balance
  • Budget v spend against each cost centre and budget lines (including overhead budget lines which are cross-project) , to allow rapid and accurate project management, forecasting and planning
  • Statement of financial position – snapshot of assets, liabilities, reserves
  • Implications of exchange rate changes
• Staff roles, delegation and reporting chain of command. At present the Finance Department takes the bulk of the responsibility of financial management. The Consultant will be asked to clarify who else needs what information, and how this can be managed effectively. Notably this concerns the Executive Director, the Board of Trustees and Project Managers.
• Review the Chart of Accounts, and make recommendations (if necessary) about how it can be improved or amended.
• Undertake a review of the structure and use of Peachtree accounting software as used by BfD Ethiopia – is the version in use most up-to-date and is the software being used fully e.g. use of tracking categories, report set-up, bank feeds? Is there any benefit to transitioning to an alternative package e.g. QuickBooks Online?
• In addition to the completed assessment, the Consultant will provide BfD Ethiopia and BfD UK with a report outlining key findings from the assessment and a review of Peachtree set up and use. The report should focus on providing guidance on how best to address any capacity weaknesses that may exist and work towards BfD Ethiopia developing a robust and efficient financial management system that meets best practice in the sector.
• Handle all sensitive information in strict confidence and not disclose to unauthorised people.

Deliverable

• The consultant will deliver a formal assessment report, including analysis, findings, recommendations (in prioritised order) and a financial system review. These recommendations should cover software, staff training and systems protocols.
• Present finding in an online meeting to which a representative from BfD UK will be invited.

Reporting

This consultancy is being commissioned by Bees for Development Ethiopia, with support from strategic partner, Bees for Development UK. The consultant will report directly to the Director of Bees for Development Ethiopia, whilst also copying in a representative from Bees for Development UK. It is expected that the Consultant will meet with a representative from Bees for Development UK during the period of the assignment.

Timeline and terms

Candidates interested in this assignment should submit an application to Bees for Development Ethiopia, demonstrating that they are suitably qualified and experienced to complete this assignment to a high standard.

It is expected that the consultant will:

Stage			To be completed by
1	Complete an information gathering stage – interviews and document review	2 days
2	Undertake analysis and consider recommendations	4 days
3	Submit final report and present at final meeting	2 days	30 September 2025

 

Terms: The Consultant will be paid a daily fee and may claim for actual expenses for travel and accommodation based on the organization payment scale if needed.

Required Qualifications

• Degree in Accounting, Finance, or related field
• Professional certification.
• Valid and renewed legal consultancy license in Ethiopia (mandatory)
• Proven experience in financial systems assessments for NGOs
• Familiarity with Ethiopian NGO financial regulations and donor compliance
• Proficiency in Peachtree and other accounting software (e.g., QuickBooks Online)
• Commitment to confidentiality and ethical standards