REQUEST FOR EXPRESSION OF INTEREST (EIO)
Job Title: 1. BACKGROUND:
1.1. About Nairobi Waldorf School
From its beginnings over 100 years ago, Waldorf education has spread across the globe. With over 1,500 schools and kindergartens in over 50 countries, it is the fastest-growing independent school movement globally. We are proud to be part of this growth and have contributed to establishing Waldorf education in East Africa.
Driven by the energy of a small group of pioneering parents who started our first non-profit primary school in 2000 with only four children, we are now a thriving multi-cultural community with more than one hundred teaching faculty and support personnel serving over about five hundred students in kindergarten, primary, and high school across our campuses in Karen and Lavington.
The Nairobi Waldorf School Trust (NWST) invites proposals for expressions of interest from qualified and competent professional systems auditors with expertise in QuickBooks online accounting systems. The successful systems auditor will be tasked with cleaning and optimizing our QuickBooks online accounting system to ensure accurate financial reporting and compliance with the International Financial Reporting Standards for a Trust entity.
1.2. Vision
Nurturing wholistic beings.
1.3. Mission
To be the leading inspirational school in Kenya by nurturing, through Waldorf education, balanced, free individuals who are capable of critical, creative, and flexible thinking.
1.4. Core values include:
•Reverence - Nurturing deep respect for individuals and our connection to the world around us.
•Imagination - Cultivating the creative, imaginative minds of our students.
•Inventiveness - Inspiring thoughts and actions through innovative means.
•Freedom - Encouraging individuality while maintaining personal responsibility.
•Diversity -Embracing and appreciating our differences.
1.5. Core pillars include;
•Teaching and Learning Excellence
•Financial Stability and Growth
•Growing and Supporting the High School
•Campus and Facility Quality
•Sustainable Enrollment
2. SCOPE OF WORK
The tasks involved will include, but are not limited to;
2.1 Review of Accounts Classifications: Assess current classifications and suggest and implement improvements.
2.2 Cost Centres and Ledger Accounts Coding: Review current coding and implement necessary changes.
2.3 Development of a New Chart of Accounts; Create a revised and condensed chart of accounts tailored to the school’s operational needs.
2.4 Mapping Budget Lines in the Computerized QuickBooks Online Accounting System; Align the budget lines effectively within the accounting system.
2.5 Development of an IFRS- Compliant reporting Spreadsheet for a Trust: Design and implement a reporting template that meets IFRS standards for a Trust entity.
2.6 Clean-Up of the Computerized Accounting System Ledger Coding: Streamline and correct ledger codes to enhance clarity and usability.
3.DELIVERABLES
The successful systems auditor will provide the following deliverables;
3.1 Revised Chart of Accounts: Deliver a finalized and functional chart of accounts
3.2 IFRS-Compliant Reporting Template: Supply a reporting template ready for implementation.
3.3 Cleaned-Up QuickBooks Accounting System: Ensure the school's QuickBooks online accounting system is tidy, functional, and ready for use.
3.4 Guidelines on Creating Accounts and Cost Centres: Provide a manual with clear instructions for staff on creating and maintaining accounts.Provide brief training to the accounts staff on creating accounts.
4. PRESENTATION TO THE SCHOOL FINANCE AND PROJECTS COMMITTEE
The systems auditor will be expected to present the systems audit report to the finance and projects committee of the Board of Trustees in a sitting organized by the committee for that purpose.
5. QUALIFICATION
The systems auditor shall possess the following qualifications;
5.1 Bachelor's degree in a relevant field.
5.2 Evidence of CISA certification.
5.3 Demonstrated experience with QuickBooks and systems auditing.
5.4 Proven track record of developing IFRS-compliant financial reporting templates.
5.5 At least three years of experience conducting systems audits of educational institutions or similar non- profit organizations.
5.6 Strong analytical and communication skills.
6.7 Registration with a professional body will be an added advantage.
6. APPLICATION
a) Name of the Firm
b) Contact Person(s)/Authorized signatories
c) Registered Address
d) Telephone and Mobile number
e) Name of the Managing Partner
f) Legal status of the Firm
g) Details of Partners and Key Staff
h) Firm and partners Practicing Licenses and letters of good standing.
7. PROPOSAL SUBMISSION
Interested firms are requested to submit a proposal outlining their approach to conducting the systems audit and clean-up exercise, including relevant experience, qualifications of the systems audit team, and proposed fees. Proposals should be sent to nwstfinanceandprojectscommittee@nairobiwaldorfschool.ac.ke with the subject line clearly marked “Expression of Interest for Provision of Accounting Systems Audit Services” no later than Friday, October 25, 2024.
8. SUBMISSION REQUIREMENTS
Interested parties are invited to submit the following;
8.1 A cover letter expressing interest and detailing relevant experience.
8.2 Curriculum Vitae of key staff (CV) highlighting qualifications and previous work in similar projects.
8.3 A proposed approach to accomplishing the tasks outlined in the scope of work.
8.4 References from previous clients
8.5 Details of partners and key staff
8.6 Firm and partners practicing licenses and letters of good standing.
8.7 Kenya Revenue Authority compliance certificate
9. EVALUATION CRITERIA
Proposals will be evaluated based on the following criteria;
9.1. Qualifications and experience of the systems audit firm and team.
9.2. Approach to conducting the accounting systems audit
9.3. Proposed fees and cost-effectiveness
9.4. Timelines for conducting the systems audit
9.5. Compliance with the terms of reference and any additional requirements specified by NWST.
10. CONFIDENTIALITY
The systems auditor shall maintain the confidentiality of all information obtained during the systems audit process and shall not disclose such information to any third party without NWST's prior written consent. The systems auditor shall be expected to sign the school’s non-disclosure agreement and adhere to its terms.
11. AMENDMENT OF TERMS
NWST reserves the right to amend these terms of reference at any time by providing written notice to the selected systems audit firm.
12. GOVERNING LAW
The expression of interest shall be governed by and construed in accordance with the relevant laws of the Republic of Kenya.
13. CONFLICT RESOLUTION
In case of a conflict, the matter will first be referred for arbitration before being taken to court if necessary.
14. CONTACT INFORMATION
For any inquiries regarding this expression of interest, please contact:
Tom Omolo
Finance Manager
Nairobi Waldorf School Trust
0721874112