Terms of referance (tor) - Maharashtra · Draft Terms of Reference (ToR) for Hiring of Individual consultants (Chartered Accountant) for Financial Management & Technical Support to

TERMS OF REFERANCE (TOR)

Hiring of Individual consultants (Chartered Accountant) for

Financial Management & Technical Support to Umed-MSRLM

Umed Maharashtra State Rural Livelihoods Mission (MSRLM) State Mission Management Unit,

Sector 11, 5th floor, South Wing (SBI Side), CIDCO Bhavan,CBD Belapur, Navi Mumbai, Maharashtra

http://www.umed.in

http://www.umed.in/

Draft ToR /IC FMTS- CA / MSRLM / February 2016 Page 1

Contents 1. Background ...................................................................................................................... 2

2. Purpose ........................................................................................................................... 3

3. Scope of work ................................................................................................................... 4

4. Duration and location ......................................................................................................... 5

5. Reporting mechanism ........................................................................................................ 5

6. Deliverables and Timeline .................................................................................................. 5

7. Financial aspects .............................................................................................................. 6

8. Facilities provided by MSRLM ............................................................................................ 7

9. Composition of Review Committee to Monitor Consultants Work and procedure for review of

progress reports; ....................................................................................................................... 7

10. Qualification requirement -IC FMTSC – (Chartered Accountant) one person ....................... 8

11. Documents to be submitted along with CV for evaluation: ................................................. 8

12. Evaluation of CV ........................................................................................................... 8

Annex A –Format CURRICULUM VITAE (CV) ............................................................................. 9


Draft Terms of Reference (ToR) for Hiring of Individual consultants (Chartered Accountant)

for Financial Management & Technical Support to Umed-MSRLM

1. Background

Maharashtra State Rural Livelihoods Mission (MSRLM) is an independent and autonomous institution

registered society under the Societies Registration Act 1860. Maharashtra State Rural Livelihoods

Mission is implementing National Rural Livelihoods Mission (NRLM). A special component under

National Rural Livelihoods Mission is National Rural Livelihoods Project (NRLP), which is funded jointly

by Government of India, IDA & Government of Maharashtra.

Mission:

To reduce poverty by enabling the poor households to access gainful self-employment and skilled wage

employment opportunities, resulting in appreciable improvement in their livelihoods on a sustainable

basis, through building strong grassroots institutions of the poor."

Mission Scope & Components:

Initially, it was envisaged that the Mission, to be implemented over a period of 5 years, will support and

strengthen the Community Based Organizations i. g. Federations, Producer Organizations, SHGs. The

NRLM will be implemented in select areas in an intensive manner and adopting saturation approach the

entire state will be covered intensively in phased manner over 5-7 years. In the remaining areas less

intensive approach for implementing the Mission will be adopted.

The four broad components of the Mission are:

Component under NRLP Component under other NRLM

Project Management units at state, Districts and Block levels

Institution Building and capacity Building

Institution Building and capacity Building Revolving Fund

Community Investment Support Capital / Interest Subsidy

Special Programs Infrastructure and Marketing

--- Administration

National Rural Livelihood Project (NRLP):

The Project shall be implemented in a phased manner. As of now total of eleven (11) districts viz.

Palghar, Gadchiroli, Wardha, Yeotmal, Osmanabad, Jalna, Ratnagiri, Nandurbar, Solapur, Thane &

Gondia & 36 blocks within these 11 districts have been identified as the pilot districts for the National

Rural Livelihood Project (NRLP) which are also called as intensive block (36 Blocks), in addition this

MSRLM is planning to convert three NRLM districts viz Chandrapur, Beed & Sindhudurg in NRLP, this

will result in increase in 14 intensive blocks.


National Rural Livelihood Mission (NRLM):

As of now Out of 34 rural districts of Maharashtra, in 315 blocks and 34 districts NRLM is being

implemented in non-intensive manner for 2015-16. After conversion of Three NRLM districts in to NRLP

the number of blocks will reduced to 301 blocks.

Implementation Arrangements:

The overall responsibility for Mission implementation and coordination would rest with the Maharashtra

State Rural Livelihoods Mission (MSRLM) which has been established to implement the Mission in the

state. The General Body of the MSRLM is chaired by the Honourable Chief Minister to Govt. of

Maharashtra. Governing Body of the MSRLM is chaired by the Honourable Minister for Rural

Development to Govt. of Maharashtra. Executive Committee (EC) of the MSRLM is chaired by the

Honourable Secretary Rural Development and Water Conservation Department, Govt. of

Maharashtra.EC review Mission progress and provides strategic directions, guidance on policy matters

and resolve conflicts, amongst the implementing agencies. Funds will flow from the GoI Finance

Department to the SMMU through a budgetary allocation for the Mission as a line item under the State

budget. All Mission components and sub-components are funded through the SMMU.

2. Purpose

The need for the Individual consultant Financial Management & Technical Support Consultant (FMTS)

arises to initially provide support to the Mission regarding putting in place robust financial management

mechanism during the initial years of project implementation.

In this context, MSRLM seeks to engage individual consultant who is willing to travel extensively

across the Maharashtra. MSRLM seeks to engage Individual Consultant FMTSC (Chartered

Accountant) -1 person on financial management as an individual consultant at SMMU level, he will be

assisted by seven the Individual consultant FMTS- B.Com with tally.

The objective of the FMTSC assignment is to support overall level of management of MSRLM in general

and finance cell in particular. Individual consultant FMTS will help management in conducting different

level financial help management and Accounting functions, Identifying critical deviations. Assist in

smooth functioning of financial activities and factor responsible and facilitate project management in

getting feedback from all levels to take appropriate decisions in course correction.


3. Scope of work

The scope of work will include implementation support to Finance Team of State Mission Management

Unit (SMMU), DRDA and DMMU under Umed-MSRLM. Key Task and deliverable are as follows;

Key task and deliverables

A Computerised accounting: i)Ensure high standard of accounting and financial management system within the organization and facilitate computerized accounting through ‘Tally Package’ of accounting in all accounting centres of NRLM and NRLP. ii)Rolling out & synchronization of the TALLY accounting system, after modification of the chart of accounts and integration with CPSMS. iii)Ensure functioning of the system and facilitate monthly / quarterly consolidation of the financial information from the computerized accounting system tally. iv)Ensuring proper tally entries as per budget heads in tally software at all level v) He/ she will be responsible for capacity building of Finance Staff on financial aspects such as Tally related issues, proper book keeping, PFS, Statutory deduction & returns etc. at all level i.e. SMMU/DMMU/DRDA

B Ensure maintenance of proper accounting practices as per the regulation of World Bank and project agreement as well as Accounting Standards applicable in India.

C Statutory return Verification of deductions, statutory return filling in time such as TDS, PT etc. and also verify that statutory requirement including Income tax, service tax and filing of various statutory returns (like eTDS filling) on monthly/quarterly basis with issuance of certificate to concerned authority/ parties at SMMU level.

D Financial Reporting: i)Prepare and consolidate annual project /mission financial statements such as receipt and payment statement, balance sheet, Income & Expenditure A/c etc. for the purpose of audit, and consolidation of DMMU, DRDA & SMMU project financial statements at the end of financial year. ii)Ensuring preparation of Bank Reconciliation Statement preferably in tally system every month and reconcile it as per fund released. iii)Quarterly submission of management report which will also include various issues identified during the execution of the assignment. iv)Preparation and consolidate of monthly Financial Progress Report (MPR) & quarterly IUFR. v)Individual Consultant CA FMTS will be responsible for timely preparation and consolidation of compliances of statutory, Internal, AG Audit. Individual Consultant FMTS will guide MSRLM in preparing the Compliances.

E Training: The consultant will also facilitate the staff trainings at state, district and block level

based on the need of the programme.

He/ She will travel to districts at least 60% of his monthly man-days.


Role of IC (CA) (FMTS)

The role of IC FMTS (CA) is to ensure carrying out accounting & financial activities as per the

SAPs. He/ she will ensure uniform practices at all levels.

IC FMTS (CA) will coordinate with seven IC FMTS (BCOM with tally) to ensure technical

support and to carry out of financial activities at all level to smoothen the financial functions.

He/ She will also responsible to submit recommendation’s to MSRLM in quarterly management

report for strengthening the financial systems of UMED.

4. Duration and location

The consultant’s services would be required initially for 1 year from date of signing of the contract, the

contract may be extended for another year based on the performance and needs of the mission on

mutually agreed terms. Given the nature of the role, the location of the consultant would be SMMU,

MSRLM, but he/ she will be responsible for travelling to districts at 60 % of his/her time.

5. Reporting mechanism

The consultant would report to the Additional Director, MSRLM and for operational purposes will

report to Deputy Director Finance and Accounts, MSRLM for overall reporting for the duration of this

assignment.

6. Deliverables and Timeline

Deliverables for the assignment are as follows apart from these consultant or client can propose

additional set of deliverables as per the requirement of mission. Additional deliverables will be mutually

finalised through work plan:

a. An inception report along with the advance work plan would be submitted within 10 days of signing of the contract.

b. This reporting mechanism would be in the form of a Monthly report analysing the results achieved by the consultant against deliverables planned for the month in the advance work plan.

c. Achievement report-Quarterly on the basis of scope of work mentioned earlier. d. Preparation, consolidation and submission of dully signed Quarterly Interim Unaudited

Financial Report (IUFR), submission of consolidated signed Monthly Progress Report (Financial) (MPR), Bank Reconciliation statements (BR), preparation, consolidation and submission of signed Project Financial Statement (PFS).

e. He/ she must submit their monthly progress report (work done report) by 8th of next month ensuring summery of work done against the advance work plan.

f. Achievement report-Quarterly on the basis of scope of work mentioned earlier.

Following is the list of Indicative Key deliverables for contract period

Sr. No Particular Number

1 Inception report 1

2 Advance work plan (by 3rd of every month) 12


3 Consolidated Financial monthly progress report (MPR) 12

4 Bank Reconciliation statements (BR) of SMMU 12

5 Monthly progress report (Work done report) with daily diaries. 12

6 Achievement report 4

7 Consolidated Quarterly Interim Unaudited Financial Report (IUFR) 4

8 Consolidated Project Financial Statement 1

9 Quarterly TDS return 4

7. Financial aspects

Payment will be made on per month basis as follows;

Remuneration will be paid against advance work plan for the next month, submission of monthly work

report (activity done report) and daily diary duly signed. Remuneration will be based on the actual days

of work. IC FMTSC – (Chartered Accountant) will be paid INR 66000 per month (3000 per day) (22

Billable days in a month) inclusive of all taxes.

Applicable TDS will be deducted while making the payment as per the statutory requirements. Fees to

the Consultant shall be paid on a monthly basis (22 Billable days in a month) upon satisfactory delivery

of work and a detailed tax invoice with breakup of expenses and number of workdays for the month,

minimum work days for the month would be 22 days. If consultant worked for less than 22 days

remuneration will be paid on pro rata basis.

In addition MSRLM will reimburse the cost of lodging, boarding and travel incurred for the purpose of the assignment as follows

Item Rate Location

Boarding expenses Rs. 750/-per day. (Only applicable during intercity travel). Subject to following terms 1) If two meals during the day are hosted by the Government or any other relevant agency or included by hotel (along with lodging expenses) per diem will not be applicable.

2) If one meal is hosted, then 50% per diem will be applicable.

3) Above will not be applicable for Home town of consultant.

For any city / District / block/village and MSRLM office.

Lodging expenses Expenditure Up to Rs. 1500 per day (Inclusive of taxes) or actual whichever is less. (Applicable only when Lodging arrangement by Govt. or any relevant agency is not be made.) Consultant will not be paid for home location i.e. CBD Belapur Mumbai.

For all cities

Travel by air Applicable on prior approval of CEO MSRLM. ---

Travel by Train Air-conditioned Class III travel or actual whichever is less

---

Travel by bus. At Actual For field visits or as may be required

Travel by taxi Not Applicable ---


Item Rate Location

Travel by personal car

Not Applicable ---

Communication cost / Consumables /stationery

Lump sum Rs. 1000 Per month will be paid irrespective of invoice.

---

Travel by Local II nd trains in Mumbai

At Actual For visits to MSRLM or as may be required

Please note that there will not be any fee payable for holidays and leaves taken, if any;

The consultants must bring his/her own computing equipment for the assignment and

MSRLM will not provide any separate equipment for the assignment.

8. Facilities provided by MSRLM

Financial data of previous year such as PFS, IUFR, MPR, and BRS will be provided. Annual

Action Plan, Procurement Manual, Financial Management Manual, HR Manual & SPIP will be

provided by MSRLM. Accounts, administrative and procurement staff of SMMU & DMMU of

MSRLM, will Support FMTSC in smooth functioning of the assignment. Proper seating and

filling arrangement, computer system will be made available at SMMU and DMMU/DRDA

level if required.

9. Composition of Review Committee to Monitor Consultants Work and procedure for

review of progress reports;

Individual Consultant FMTS Review committee at SMMU will keep a watch on the deliverables, of the assignments, take actions for the speedy settlement of the issues raised by individual consultants and timely follow up. Committee is set up under Chief Executive officer with following members.

SMMU Members Designation Representation

Chief Executive officer Chairman SRLM/State Govt.

COO & Additional Director Member SRLM/State Govt.

Dy. Director –Finance and Accounts

Member SRLM/State Govt.

Senior Accounts Officer-1 Member Secretary SRLM/State Govt.

Senior Accounts Officer-2 Member SRLM

MM procurement Member SRLM

Review will be done for the work performed by the individual consultant FMTS.


Annex A –Format CURRICULUM VITAE (CV) (to be attached with covering letter)

Position Title and No. Individual Consultant FMTSC Chartered Accountant

with knowledge of Tally

Name of Expert: {Insert full name}

Date of Birth: {day/month/year}

Country of Citizenship

Residential address

Education: {List college/university or other specialized education, giving names of

educational institutions, dates attended, degree(s)/diploma(s) obtained}

________________________________________________________________________

________________________________________________________________________

Employment record relevant to the assignment: {Starting with present position, list in

reverse order. Please provide dates, name of employing organization, titles of positions held,

types of activities performed and location of the assignment, and contact information of

previous clients and employing organization(s) who can be contacted for references. Past

employment that is not relevant to the assignment does not need to be included.}

Period Employing organization and your title/position. Contact information for references

Country / location Summary of activities performed relevant to the Assignment

[e.g., May

2005-

present]

[e.g., Ministry of ……,

advisor/consultant to…

For references: Tel…………/ e-

mail……; Mr. abc, designation]


Membership in Professional Associations and Publications:

______________________________________________________________________

Language Skills (indicate only languages in which you can work): (Tick appropriate box)

Sr. No Language Read Write Speak

1 English

2 Marathi

3

4

Adequacy for the Assignment: Specific experience relevant to the assignment

Detailed Tasks Assigned Reference to Prior Work/Assignments that

Best Illustrates Capability to Handle the

Assigned Tasks

{List all deliverables/tasks}

Area of specialisation

Area of specialisation

Work Done

{Name of assignment and work done}


Expert’s contact information: (e-mail…………………., phone……………)

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly

describes myself, my qualifications, and my experience, and I am available to undertake the

assignment in case of an award. I understand that any misstatement or misrepresentation

described herein may lead to my disqualification or dismissal by the Client, and/or sanctions

by the Bank.

Declaration:

I, the undersigned, certify that I read the Terms of Reference (ToR) and willing to work for

the assignment as per the remuneration rates disclosed in the ToR and willing to travel

extensively. I have attached following documents with the CV.

1) A brief (not more than 3 pages) technical understanding of the financial management

2)…………………………………

3) …………………………………

Name & Signature

Date

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