Job Description

FRHS INDIA

Request for Proposal (RFP) for Revision of FRHS India’s Finance and Procurement Manuals

Introduction:

FRHS India invites qualified and experienced consultants/agencies to submit proposals for the revision and update of its Finance and Procurement Manuals. These revisions aim to ensure compliance with current legal requirements, align with industry best practices, and support organizational efficiency in line with MSI Reproductive Choice Global policies. The selected consultant will work closely with the Finance and Procurement teams to deliver a comprehensive and practical set of revised manuals.

Background:

Foundation for Reproductive Health Services India (FRHS India) is a leading Indian Non-Governmental Organization working since 2009 to enable women and girls to exercise their reproductive rights and choice. FRHS India is an affiliate of MSI Reproductive Choices, a global organization providing personalized contraception and safe abortion services to women and girls across 37 countries. FRHS India has been at the forefront of providing essential reproductive health services, and advocating for policies that protect and promote women's rights. FRHS India has been India’s no. 1 provider of clinical family planning services in the private sector and the non-government sector since 2015. Focused on reaching marginalized and underserved communities, FRHS India operates a network of clinics and mobile Clinical Outreach Teams (COTs), collaborating with the government, donors, and civil society to expand access to reproductive health services.

As part of our commitment to operational excellence, we aim to update our Finance and Procurement Manuals, ensuring they reflect the latest regulations, internal policies, and operational requirements. The revised manuals will serve as a guiding document for all finance and procurement-related activities within the organization.

Scope of Work:

1. Review and Revise Finance and Procurement Manuals  

Review the existing Finance and Procurement Guidelines and Manuals and identify areas for revision based on legal compliance, risk management, and operational efficiency.

Conduct consultations with relevant internal stakeholders, including the Finance, Procurement, and Program teams, to gather input for the revisions and to ensure the manuals are practical and aligned with organizational needs.

Identify areas that require revision or enhancement based on legal compliance, risk management, operational efficiency and best practices in finance and procurement management.  

Ensure that the updated manuals provide clear guidance on financial and procurement procedures, roles, and responsibilities.

Revise the Finance Manual, ensuring updates in budgeting, financial reporting, accounting practices, and compliance with relevant tax laws and financial regulations.

Revise the Procurement Manual, incorporating best practices for vendor management, procurement processes, tendering, and compliance with local procurement laws.

2.Strengthen Financial Controls at Clinics 

Update the financial processes related to cash payouts to clients and motivators at FRHS India’s clinics.

Ensure that procedures are in line with current best practices and provide recommendations for strengthening controls to minimize risks.

Identify areas for automation and digitalization of processes, if relevant.

3.Review and Ensure Compliance with Financial Regulations 

Conduct a thorough review of FRHS India’s compliance status, including obligations under the Foreign Contribution (Regulation) Act (FCRA), compliance with relevant tax laws and financial regulations, financial reporting, and accounting practices.

Identify any gaps or pending registrations and complete the required formalities to bring FRHS India into full compliance with all financial and legal regulations.

Expected Deliverables :

The consultant/agency is expected to deliver the following in in line with MSI Global Guidelines & Policies:

Guidelines for Financial Controls at Clinics with detailed financial processes related to cash payouts at FRHS India’s clinics.  

Compliance Assessment Report: A detailed report outlining the compliance status of FRHS India, including any gaps and details of actions taken to ensure compliance with all regulations.

Revised Finance Manual: Including updated sections on cash payouts, financial reporting, and compliance with FCRA and other relevant regulations and industry standards.  

Revised Procurement Manual: Reflecting the latest procurement practices, risk management measures, and internal controls.

Consultation Report: Summary of consultations with internal stakeholders, identifying key feedback and how it was addressed in the updated manuals.

Qualifications and Experience Required:

The ideal consultant/agency should have:

Demonstrated experience in financial and procurement management, preferably in the nonprofit sector.

Proven track record of successfully revising or developing finance and procurement manuals.

Knowledge of Indian financial regulations, including FCRA, tax and procurement laws, and compliance requirements.  

Strong analytical skills and attention to detail in identifying risks and recommending process improvements.

Ability to engage with internal stakeholders and facilitate consultations.

Ability to deliver high-quality work within the agreed timeline         

Proposal Submission Requirements:

Interested consultants/agencies are requested to submit a proposal that includes the following:

1.Technical Proposal:

Understanding of the assignment and details of approach to be followed.  

Detailed methodology and work plan for completing the assignment, including timelines.

Brief description of experience of the consultant/agency in similar assignments, along with relevant case studies or examples.

2.Financial Proposal:

Detailed budget breakdown, including consultancy fees, travel (if applicable), and other expenses.

3.CV/Company Profile:

CV of the consultant or company profile outlining relevant qualifications and past work experience.

In case of agencies, CVs of key personnel who will be involved in the project.

4.References:

At least two references from previous clients for whom the consultant/agency has completed similar assignments.  

Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

Relevant experience and qualifications of the consultant/agency (40%)

Technical Proposal including proposed methodology, approach and timelines (30%)

Financial proposal (20%)

References and past performance (10%)

Assignment Duration:

The assignment is expected to be completed within Eight (8) weeks from the date of the contract.  

Details for Proposal Submission:

Please submit your proposal via email to admindelhi@frhsi.org.in cc: m.srinivasan@frhsi.org.in with the subject line "Proposal for Revision of FRHS India’s Finance and Procurement Manuals" no later than 10 November 2024.

Confidentiality:

All information provided by FRHS India will be treated as confidential and must not be disclosed to third parties without prior written consent from FRHS India.

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We look forward to receiving your proposals and working together to strengthen our financial and procurement processes. 

About Company

FRHS India has been working since 2009 to enable men and women exercise their sexual and reproductive rights and choices. In 2015, we emerged as India’s No. 1 provider of clinical family planning services in the Private sector and the Non-Government sector, a position we continue to hold.

Between 2013 to 2023, FRHS India has provided family planning and safe abortion services to over 2,012,319 women and men. Our aim is to:

• Deliver high quality family planning and reproductive health services efficiently at scale.
• Partner with public and private health systems to improve quality and access.
• Provide choices for clients.
• Advocate for policies that enable women and men exercise their sexual and reproductive rights.
• Behavior change and demand generation communication.
Our team of 403 professionals currently delivers services in 1,205 locations in 85 districts of Bihar, Jharkhand, Madhya Pradesh, Rajasthan and Uttar Pradesh, through multiple channels. We strive to provide the best possible services to our clients who are among the most marginalised – socially, economically and geographically.

All Jobs posted by: Foundation for Reproductive Health Services India