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TERMS OF REFERENCE FOR OXFAM AGRICULTURE EXTENSION PROJECT FTCs FIXED ASSET REGISTRATION
BACKGROUND
Oxfam America -Horn of Africa Regional Office (OA-HARO) has been implementing ”Strengthening Ethiopian Agricultural Extension System (SEAES)” project funded by Bill and Melinda Gates Foundation (BMGF), in partnership with Sasakawa Africa Association (SAA) and Ministry of Agriculture (MoA). The purpose of the project is to improve the productivity and production of smallholder farmers/ pastoralists through strengthening the frontline extension service delivery system at selected Pastoralist/Farmer Training Centers (P/FTCs) in all regions of Ethiopia over five year period.
One of the specific objectives of the project is to equip FTCs with basic infrastructure and resources at Woreda-level. Accordingly, various equipments and furniture were procured to selected 214 pilot FTCs across the country. According to the identified need of the FTCs, current record show, the project procured 4,240 pieces of furniture, 137 pieces of equipment, 1,688 farm tools and power supplies.
The actual procurement and the physical existence of the equipments were being checked from time to time by the project staffs as part of the project monitoring process. However, with the project coming to an end in September 30, 2015 a full review and verification of assets procured during the project life-cycle and its appropriate labeling of these assets for record keeping is vital.
Due to the wide coverage of the FTCs (all regional states), and the vast number of assets procured and distributed at regional, woreda and kebele levels, Oxfam is looking for a suitable company/firm, capable of providing accurate inventory.
2. OBJECTIVES
Oxfam is looking for a suitable qualified person / company, capable of providing accurate inventory of fixed asset distributed in 214 FTCs, in all regional states of Ethiopia within 1 and half months.
3. SCOPE OF WORK
Verify that FTCs maintain an updated fixed asset register that lists all assets procured throughout the project life ;Verify the physical existence and conditions of each fixed assetReconcile fixed asset registration against the counting and against the ledger Verify the proper tagging (labeling) of all procured fixed assets by the project, and label those that are not properly labeledWhere there are gaps orient dedicated staff on maintenance of the asset registers system Work together with the regional/Woreda staff to develop fixed asset register if such document is not available to conduct the count4. METHODOLOGY
The consultant shall come up with the appropriate methodology to achieve the objective within the time table given.
5. REPORTING AND DELIVERABLEs
Provide a report that includes the following:
Produce inventory of fixed assets report which shows the condition of each asset by location
Discrepancies found between the FTCs register and fixed assets on the ground, and the reason why Number of fixed assets that were not labeled, but now are labeledNumber of personnel who were oriented (trained) on proper registration and labeling of fixed asset Summary of the findings and recommendations.
The company will deliver the report for review by mid-September and will make any reasonable adjustment based on the comments provided from Oxfam.
6. Logistics
Oxfam will provide the necessary logistics including a vehicle with driver for the specific assignment.
7. Required Profile
The consultancy firm and individuals to be assigned shall have prior experiences in carrying out similar assignments. The company shall provide a team of qualified staffs with relevant educational background in procurement, supplies management, logistics, and inventory management with 5 or more years of relevant experience.
Interested consultancy firms should submit two separate sealed documents in which one document should include the technical proposal including curriculum vitae of the proposed professionals with supporting documents that show previous work experiences as well as certificate of experience/recommendation letter from clients for whom a similar work is done by the firm. The financial proposal should include professional fee on the bases of daily rates along with copy of renewed business license, TIN and other relevant documents to Oxfam America Horn of Africa Regional Office, Addis Ababa, Bole Road, DH Geda Tower, 5th Floor, by August 4, 2015 during Office Hours.
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