Terms of Reference

Consultant to Review and Revise Finance, Procurement, and Grant Management Policies and Procedures

Background

King Faisal Hospital Rwanda Foundation (KFHRF) supports health service delivery, training, research, and system strengthening in Rwanda. As KFHRF’s portfolio of donor-funded programs, grants, and institutional partnerships expands, there is a need to review and strengthen existing finance, procurement, and grant management policies to ensure alignment with international best practices, donor compliance requirements, and applicable Rwandan laws and regulations. 

In this regard, KFHRF seeks to engage an experienced consultant to conduct a comprehensive review and revision of its finance, procurement, and grant management policies, including the development or refinement of standard operating procedures (SOPs) and template forms to support consistent implementation.

Scope of Work

The consultant will undertake the following tasks:

Policy Review and Gap Analysis

• Review existing KFHRF policies, manuals, and practices related to:
  • Financial management and controls
  • Procurement and asset management
  • Grant and contract management
  • Donation management
• Conduct a gap analysis against:
  • International best practices (e.g., NGO financial management standards)
  • Common donor requirements (e.g., government, multilateral, philanthropic funders)
  • Rwandan financial, procurement, and tax regulations

Policy Revision and Development

• Revise and harmonize KFHRF policies covering:
  • Financial management and internal controls
  • Budgeting, accounting, cash management, and financial reporting
  • Procurement methods, thresholds, and approval processes
  • Asset management and inventory control
  • Grant lifecycle management (pre-award to close-out)
• Ensure clear role definitions, approval authorities, and segregation of duties.

SOPs and Template Development

Develop or revise practical SOPs and standardized templates, including but not limited to:

• Finance SOPs (e.g., payments, advances, reconciliations)
• Procurement SOPs (e.g., requisitions, bid evaluation, contract award)
• Grant management SOPs (e.g., budget revisions, reporting, audits)
• Template forms such as:
  • Purchase requisitions and purchase orders
  • Bid evaluation and procurement committee forms
  • Payment requests and advance liquidation forms
  • Grant tracking, reporting, and compliance checklists

Validation and Capacity Building

• Facilitate validation meetings with KFHRF leadership and relevant staff
• Incorporate feedback into final documents
• Provide a briefing or orientation session to staff on revised policies and SOPs

Deliverables

The consultant will submit the following deliverables:

1. Inception report outlining approach, methodology, and workplan
2. Policy gap analysis report with key findings and recommendations
3. Revised finance, procurement, and grant management policies
4. Comprehensive SOPs aligned with revised policies
5. Standardized template forms and tools (editable formats)
6. Final consolidated policy and procedures manual
7. Presentation of final outputs to KFHRF management

Duration and Level of Effort

• Estimated duration: 10 weeks
• Level of effort: To be proposed by the consultant
• Location: Remote with periodic virtual meetings (and in-person meetings if required)

Reporting and Coordination

The consultant will report to the Executive Secretary of KFHRF and work closely with:

• Finance and procurement teams
• Program and grant management staff
• Senior management and governance representatives

Required Qualifications and Experience

The consultant should possess:

• Master’sdegree in finance, accounting, public administration, or a related field
• Minimum of 8–10 years’ experience in financial management and systems strengthening for NGOs or donor-funded organizations
• Demonstrated experience developing finance, procurement, and grant management policies
• Strong knowledge of donor compliance and audit requirements
• Familiarity with regulatory frameworks in Rwanda or similar contexts
• Excellent analytical, writing, and facilitation skills

Proposal Submission Requirements

Interested consultants should submit:

• Technical proposal outlining approach and methodology
• Detailed workplan and timeline
• Financial proposal with professional fees and costs
• CV(s) and relevant experience
• At least two references from similar assignments

How to Apply via this link