Job Description

Posted on February 27, 2022

CALL TO TENDER
TENDER TO PROVIDE AUDIT SERVICES
AUDIT TERMS OF REFERENCE
FOR AUDIT OF Plan International Zambia [Project Name: Enhancing the Voices of Civil Society to End Child Marriage in Eastern and southern Africa:  Project Number P3312 FUNDED BY BMZ
1. Funds Background
Plan International Zambia has been implementing the BMZ project: Enhancing the Voices of Civil Society to End Child Marriage in Eastern and Southern Africa. The project budget was Eur 445,619.71 The project is been implemented in Luapula Programme Area for 41 Months the audit shall cover the period from December 2018 to 30th April 2022. The auditor will carry out the audit of such statements of account in accordance with the following Terms of References.
The audit shall be performed by chartered accountant, who is officially registered by national authorities (e.g. chamber of commerce). The audit shall be reported in the following two documents in appendix 1 and 2, which includes an audit opinion in the submitted Auditor’s report and an attached Management letter describing the scope of the audit and factual findings.
2. Audit Objectives and Scope
The Audit shall confirm the identity of the project concerned and in which way the audit has been carried out. The objective of the audit is to express an independent professional opinion on:
2.1          Whether the financial position of the funded project, funds received and expenditures for the reporting period are presented fairly in all material respects in the financial report and in accordance with donor requirements. Any rules and regulations stricter than the donor rules and regulations lined out in the MoU (Memorandum of Understanding) between the different parties of the project are internal and are not subject to the audit;
2.2          Whether the funds have been used in conformity with the provisions of the donor contract, including approved budget and work plan and any amendments;
2.3          Whether the financial report agrees with the financial accounts which provide the basis for preparation of the financial report and reflect the financial transactions of the project;
2.4          Whether the financial report agrees or reconciles with other information reported to the donor such as narrative reports,
2.5          Based on a representative selection, the expenditures are supported by original bills, duly cancelled, stamped and signed. Appropriate and approved internal procedures for authorising disbursements have been adhered to,
2.6          Based on representative selection, the expenditure dates in the invoice list are recorded based on the date of payment. Accordingly, the expenditure breakdown per year in the financial report is also based on date of payment, and
2.7          Donor’s procurement guidelines as set out in appendix 3 have been followed. In the event of conflict between donor’s guidelines and internal guidelines, donor’s guidelines take precedence.
3.     Responsibility for Preparing the Financial Report
The responsibility for the preparation of the consolidated financial report for each implementing organisation covered by the audit, if applicable, lies with Plan International [Zambia].
4.     Financial Statements
The auditor’s certificate shall be structured according to the quantitative documentary proof of the statement of application of funds (appendix 2). The financial statements should furthermore include the following components:
4.1.   In the local currency, an Income and Expenditure Statement showing funds received and all expenditures.  Expenditures should be reported against the budget in local currency[1] as defined in the donor contract for the period with the actual expenditure allocated to the same budget categories;
4.2.   A statement of financial position
4.3.   A statement of changes in net assets
4.4.   Expenditure which exceeds the budget appropriations by more than 30% shall be explained separately, if the approval of the BMZ has not previously been obtained.
4.5.   Supplemental statements on assets, including a listing of all assets above (410 EUR excl. VAT[2]) purchased with grant funds.
4.6.   Any other footnotes applicable.
5.     Auditor’s report
The audit shall be conducted in accordance with International Standards on Auditing (ISA) 800 “The Independent Auditor’s Report on Special Purpose Audit Engagements and as promulgated by the International Federation of Accountants and that standards used for the preparation of the financial statements are in accordance with the International Financial Reporting Standards.”
The Auditor’s report must include following statement (see appendix 1):
“We hereby certify that we have audited the statement of accounts of (Plan International Zambia of the project-executing agency in the developing country) in respect of the financing of the BMZ project (Enhancing the Voices of Civil Society to End Child Marriage in Eastern and southern Africa) on the basis of the following terms of use made available to us (list of commissions and documents). To this end, we have inspected the books and vouchers and report that:
1.         Proofs of receipts and expenditure have been properly furnished in the form of vouchers.
2.         The expenditures, for which evidence has been supplied, are in keeping with the appointed purpose as set out in the Financing Plan. Any deviations from the Financing Plan are described and explained separately.
3.         The amount and origin of documented income which is accounted for as counterpart contributions made by the project executing agency, the target group and/or other agencies in the project country have been specified.
4.         The terms set by the donor have been observed/have not been observed in the following points.
5.         Special notes.”
6.     Management Letter
The auditor shall also, attached to the Auditor’s Report, submit a Management letter which needs to describe the purpose and the agreed-upon procedures of the engagement in sufficient detail to enable the reader to understand the nature and the extent of the work performed.  The Management letter shall also include factual findings.
7.     Reporting
Plan International Zambia will forward two copies of Auditor’s Report and Management Letter to the NO/Donor in German through both email and regular mail or courier.  The report should be in English.
8.     Audit Report
The required number of copies of the signed report which will be then submitted by Plan both in hard copy and PDF soft copy. Furthermore, the auditor shall submit his/her audit certificate of registration.
Appendix 1
Format for the Auditor’s Report
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AUDITOR’S REPORT (IN ACCORDANCE WITH ISA 800/805) TO THE DONORS OF [Plan International Zambia] – [ENHANCING THE VOICES OF CIVIL SOCIETY TO END CHILD MARRIAGES- ZM05589
We hereby certify that we have audited the statement of accounts of (name of the project-executing agency in the developing country) in respect of the financing of the project (name) on the basis of the following terms of use made available to us (list of commissions and documents). To this end, we have inspected the books and vouchers and report that:
1.         Proofs of receipts and expenditure have been properly furnished in the form of vouchers.
2.         The expenditures, for which evidence has been supplied, are in keeping with the appointed purpose as set out in the Financing Plan. Any deviations from the Financing Plan are described and explained separately.
3.         The amount and origin of documented income which is accounted for as counterpart contributions made by the project executing agency, the target group and/or other agencies in the project country have been specified.
4.         The terms set by the donor have been observed/have not been observed in the following points.
5.         Special notes.
The applications received would be screened internally by Plan International for completeness and for meeting the technical rigour, experience, required qualifications, budget and timeline.
All applicants would be communicated with on the decision regarding the selections.
10.0   Contact
Please send your application to  [email protected] cc: [email protected] by by 17:00hrs. local time and any bids received after this time and date will not be accepted.
[1] to be converted using exchange rate applicable to the project as stated in the proposal. Should the information not be available, the correct exchange rate shall be requested from the German National Office.
[2] Exchange rate applicable to the project according to donor regulations, is the average exchange rate calculated based on the actual transfers (funds received in local currency less bank fees / funds transferred in Euro).

To apply for this job email your details to Planzamtenders@plan-international.org