Finance & Admin Consultancy 504 views

TERMS OF REFERENCE FOR FINANCE AND ADMINISTRATIVE CONSULTANT FOR MOJ (POST TRRC UNIT) 

GENERAL INFORMATION 

Services/Work Description: Provision of efficient finance and administrative services to the Post-TRRC Unit Employer: Ministry of Justice 

Contract Type: Individual Consultant 

Duration: 110 working days spread over 11 months 

Expected Start Date: February 2025 

1. BACKGROUND 

The Truth, Reconciliation and Reparations Commission (TRRC) was established in December 2017 through an Act of National Assembly, with a mandate to investigate human rights violations that occurred between July 1994 and January 2017. The Commission was given broad powers to gather evidence, hear testimony from witnesses and victims, and recommend measures to address the legacy of past abuses. The TRRC was also mandated to promote reconciliation and healing, and to make recommendations for reparations for victims and their families.

In November 2021, the TRRC submitted its final report to the Government, which included a wide range of findings and 265 recommendations geared towards addressing the legacy of past human rights violations. The TRRC recommendations include measures to ensure accountability, promote reconciliation and healing, and provide reparations for victims and their families. The recommendations include institutional reforms to strengthen the rule of law, enhance human rights protections, and ensure that state security agencies are accountable to the public. The TRRC also recommended the establishment of a reparations fund to provide financial and other forms of assistance to victims and their families. 

The Government of The Gambia has committed in its White Paper on the TRRC recommendations to implement 263 of the TRRC recommendations, and in May 2023, developed an Implementation Plan to guide the process. The Implementation Plan aims to ensure that the TRRC’s recommendations are fully and effectively implemented, in a manner that is transparent, inclusive, and accountable. The Plan outlines the steps that the Government will take to implement the various recommendations and identifies the key stakeholders responsible for implementing them. 

The Ministry of Justice has set up a Post TRRC Unit (PTU) that will be housed within the Ministry of Justice to serve as a Secretariat to the Steering Committee responsible for coordinating the implementation of the recommendations. 

2. OBJECTIVES 

The objective of this Consultancy is to ensure quality and efficient financial and administrative services for the Post TRRC Unit (PTU), as the Secretariat of the Steering Committee on the Implementation Plan. The Consultant will also provide training and capacity building of the PTU, as well as the Ministry of Justice Finance and Accounts staff. 

3. SCOPE OF THE WORK 

The Ministry of Justice and Attorney General’s Chambers seeks the services of a consultant to provide hands-on assistance in performing the following administrative and financial activities:

 Maintenance of administrative control records such as commitments and expenditures. 

 Confirmation of availability of funds prior to review by supervisor. 

 Creation of supplier set-up information in the UN’s Quantum system. 

 Creation of FACE and ICE documents for submission to the UN.. 

 Follow-up with suppliers for timely submission of invoices and confirmation of payments.  Maintenance of data integrity in the database. 

 Proper control of supporting documents of funds and activities. 

 Support the tagging of all assets procured by the PTU. 

 Any other duty assigned by the Solicitor General, Head of PTU, Operations Manager or Procurement Specialist. 

4. DELIVERABLES 

Activity 

Number Deliverables / Outputs Duration Approving Authority 1 Progress Report with tasks accomplished on monthly basis. Monthly Special Adviser on Transitional Justice 

5. INSTITUTIONAL ARRANGEMENT / REPORTING RELATIONSHIPS 

The selected Consultant will report to and submit deliverables to the Procurement Specialist, who would provide  guidance and assess the quality of the deliverables together with the Deputy Permanent Secretary.

6. DURATION OF THE WORK 

The duration of this contract is for 11 months, from February to December2025. 

7. QUALIFICATIONS REQUIRED 

 Academic Qualifications 

 A bachelor’s degree in accounting, business administration or equivalent professional qualification.  Professional experience 

 Five years professional experience in administration and finance. 

 Proven experience working with and sound knowledge of the UN HACT procedures. 

 Language and other skills 

 Strong knowledge of English, including the ability to present clearly and concisely ideas and concepts in written and  oral form. 

 Capacity to communicate fluently with different stakeholders, and 

 Computer skills: full command of Microsoft applications (word, excel, PowerPoint) and common internet  applications will be required. 

Important Note: 

Applicants are required to have the following professional and technical qualifications and only those who hold these  qualifications will be shortlisted and contacted. Women, young people, victims and their family members, and/or Persons  with Disabilities are strongly encouraged to apply. 

8. CRITERIA FOR SELECTING THE BEST OFFER

Upon the advertisement of the Procurement Notice, any qualified and interested person must submit a Technical and  Financial Proposal separately. The Technical proposal must include a motivational letter and CV. The motivational letter  should provide details on why the applicant believes they are most qualified for this role. 

The Financial proposal should include the individual’s all-inclusive daily rate in GMD. 

Applicants will be evaluated based on Cumulative Analysis as per the following scenario: 

 Responsive/compliant/acceptable, and 

 Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to  the solicitation. In this regard, the respective weight of the proposals are: 

o Technical Criteria weight is 70% 

o Financial Criteria weight is 30% 

Criteria Weight Max. Point 70 

Technical Competence (based on CVs and motivational letter) 70% 

 Criteria: Evidence of qualifications – A bachelor’s degree in accounting, business  

administration or equivalent professional qualification. 20 Criteria: Adequate work experience – 

 Five years professional experience in administration and finance (15 points) 

30

 Proven experience working with and sound knowledge of the UN HACT procedures  (15 points) 

Motivation – well-structured and written, demonstrating understanding of the  

assignment, local context knowledge, finance, and administration. 20 The daily fees in the financial proposal must be all-inclusive and take into account various  expenses expected to be incurred during the contract, including: 

 The daily professional fee 

 Transportation costs 

 Communications, utilities and consumables 

 Life, health and any other insurance 

 Any other relevant expenses related to the performance of services under the  contract 

Total Score Technical Score * 70% + Financial Score * 30% 9. EVALUATION METHODOLOGY 

30% 30 

Contract award shall be made to the applicant whose offer has been evaluated and determined as: 

 responsive/compliant/acceptable, and 

 having received the cumulative highest score out of a predetermined set of weighted technical and financial criteria  specific to the solicitation. 

Only candidates obtaining a minimum of 70% from the maximum available technical score (70 points) would be  considered for the Financial Evaluation. The maximum number of points assigned to the financial proposal is allocated to 

the lowest price proposal and will be equal to 30. The proposal obtaining the overall cumulatively highest score after  adding the score of the technical criteria and the financial proposal will be considered as the most compliant offer. 

10. PAYMENT AUTHORITY 

The qualified consultant shall receive his/her payment upon the monthly certification of the completed tasks as  satisfactory by the Procurement Specialist , as per the following payment schedule: 

Month Deliverables or documents to be delivered Approval should be obtained Amount in GMD 

Progress Report with tasks accomplished since start  # 

of consultancy and roadmap for remaining  

consultancy period. 

Solicitor General/Deputy Permanent Secretary 

9.09% of total contract value 

11. CONFIDENTIALITY AND PROPRIETARY INTERESTS 

The Consultant shall not either during the term or after termination of the assignment, disclose any proprietary or confidential information related to the consultancy service without prior written consent. Proprietary interests on all materials and documents prepared by the consultants under the assignment shall become and remain properties of the Attorney Generals Chambers & the Ministry of Justice. 

12. HOW TO APPLY AND ANNEXES TO THE TOR

Interested individuals are to submit two documents, a Technical and a Financial proposal to bids@posttrrc.com no later than 5th February 2025. Please read section 8 of this ToR for details of what to include in the Technical and Financial proposal. 

Interested individuals are encouraged to read the Government’s White Paper on the TRRC recommendations, and its subsequent Implementation Plan, both available for download here: https://www.moj.gm/downloads 

This TOR is approved by: Ida Persson

Signature:

Date: 1/13/2025

Name and Designation: Ida Persson, Special Adviser to the Minister of Justice on Transitional Justice and Head of the Post TRRC Unit