Invitation to Tender for internal control and compliance

Background and purpose

We Effect is a development aid organisation founded in 1958 by the Swedish cooperative movement. Our core philosophy is solidarity. Our motto is self-help. We Effect has country and regional offices in more than 20 countries, which support local organisations, helping women and men, living in poverty, to improve their living conditions by working together, defend their rights and contribute to a more just world. 

We Effect has its head office in Stockholm, Sweden. The Regional Office Southern Africa is based in Lusaka, Zambia, and is co-located with We Effect Zambia country office. The regional office oversees four country offices with their programmes in Zambia, Zimbabwe, Mozambique, and Malawi. 

As part of improving the internal control and compliance, We Effect is procuring suppliers for framework agreements for the provision of services in the area of internal control and compliance for the countries Zambia, Zimbabwe, Mozambique and Malawi. 

Framework agreement

We Effect will enter framework agreements, with a possibility of call-off contracts for various assignments, with each of the selected suppliers. The selected service providers, holding framework agreements, will be eligible to participate in any call-offs made under the framework, resulting in call-off contracts for specific assignments in one of the countries but the call-offs could also include more countries in the region.

Assignments 

The assignments can include but are not limited to compliance inspections (spot checks) of internal control and compliance, including analysis of potential gaps in internal policies and guidelines, and forensic audits. 

For each assignment, We Effect will issue a detailed Terms of reference. 

Methodology

Depending on the type of assignment, different methodologies can be required. The methodology for a specific assignment will be decided in close dialogue with the Administrative Director or Compliance Controller at Head office. 

Reporting and outputs

The output from the assignment will be a written report with the following contents (with possible changes depending on a specific assignment):

a)Executive summary 

b)Methodology  

c)Findings

d)Conclusions and recommendations on improvements

e)Annexes including lists of interviewed persons, supporting documentation and the terms of reference for the assignment.

The reporting and all other communication in connection with the assignments will be done in English.

Estimated cost

For all assignments, the supplier holding a framework agreement must deliver a specification of estimated cost. 

Tenders

Tender for the framework agreement shall consist of:

•Company profile and experience (clearly stating full contact details, physical address, and telephone lines).

•Certificate of incorporation or registration.  

•VAT registration and tax clearance certificates.

•Declaration of any business or personal relationships connected to We Effect, which might lead to a conflict of interest.

•Pricing model including hourly fee, if applicable, and any additional cost that may occur, not covered by the hourly fees.

Send Tenders for the framework agreement to Impactpool no later than 20 June 2021.

Contact information

For further information or clarification, please contact: 

Administrative Director Ewa Holmstedter, ewa.holmstedter@weeffect.org or Compliance Controller Lada Biskup, lada.biskup@weeffect.org.