financial and operational consultant

TERMS OF REFERENCE FOR FINANCIAL AND OPERATIONAL CONSULTANCY

1. Background

Humanitarian Effort for the Learning of the Girl-child in Africa (HELGA) was founded in 2002 as a self-help group tackling girl-child education challenges. To scale its impact, HELGA was registered as a Community-Based Organization on 18th August 2020.

Our mission is to foster inclusion and diversity through education, advocacy and leadership development for everyone to thrive and contribute to the common good.

HELGA is an implementing partner of the HER Lab program, an initiative by Global Give Back Circle (GGBC) funded by Mastercard Foundation. This program aims to equip marginalized women and youth with skills for economic empowerment.

2. Goal and Objectives

HELGA is seeking an experienced financial and operational consultant or firm to review its financial systems and institutional policies to ensure compliance with donor requirements and to build the capacity of its team.

The consultant will be responsible for the following objectives:

•
Review and Strengthen Financial Policies and Controls:
Implement robust financial policies and procedures to create a more resilient and compliant financial framework.

•
Modernize Financial Systems:
Review and migrate HELGA's financial data into QuickBooks Online, ensuring the system is fully configured for long-term use and optimized for donor reporting and audit preparedness.

•
Enhance Financial Reporting:
Develop and implement practical reporting processes and templates that generate timely, reliable, and donor-compliant financial information for both management and donor reporting.

•
Improve Operational Governance:
Review, update, and implement Human Resources and Administration policies to enhance institutional efficiency and compliance.

•
Build Team Capacity:
Provide hands-on training and mentorship to strengthen the finance and administration team's capacity in financial management, reporting, and audit preparation.

3. Scope of Work

A.
Financial Systems Review & Support

• Conduct a comprehensive review of HELGA's financial and operational processes, identifying gaps and risks.

• Recommend and support implementation of changes to improve efficiency, strengthen internal controls and ensure donor compliance.

•
QuickBooks Migration:
Migrate all financial data to QuickBooks, ensure completeness, configuration, audit readiness, develop automated reports including budget vs actual, donor reports, cash flow, etc.

•
Financial Reporting & Statutory Compliance:
Ensure compliance with PAYE, NSSF, NHIF, and donor reporting requirements.

B.
Policy & Procedures

Consultant will review, update and develop policies including:

i. Finance & internal controls

ii. Procurement & asset management

iii. HR & Administration

iv. Anti-fraud & conflict of interest

v. Audit documentation & SOPs

C.
Training & Capacity Building

• Deliver QuickBooks training for finance staff.

• Train staff on donor reporting, audits and compliance.

• Facilitate staff policy orientation and offer mentorship.

4. Deliverables

A. A fully functional QuickBooks system, reconciled 2025 data, custom chart of accounts, donor reporting setup.

B. Updated Finance, HR & Admin policies and SOPs.

C. Donor reporting templates and statutory compliance review.

D. Training materials, attendance reports and mentorship summary.

5. Consultant Requirements

• Senior NGO financial consultancy experience.

• Proven QuickBooks setup & migration skills.

• Strong understanding of donor compliance and Kenyan statutory requirements.

• Experience in policy development.

• CPA-K/ACCA + at least two references.

6. Project Management

Consultant will report directly to HELGA leadership with ongoing progress reviews.

7. Application

• Submit Technical & Financial Proposal (combined).

• Include Work Plan, CV/Organizational Profile, and 2 References.

8. Confidentiality

All HELGA information is confidential; consultant will sign a confidentiality agreement.

9. Application Submission & Deadline

Submit to

and cc

by
11th November 2025
.

Note: Applications will be reviewed on a rolling basis and may close early.