ThaiNGO

Thailand Program
Terms of Reference: Financial Capacity Building and Mentoring
Overview: Freedom Fund are seeking a consultant to provide regular financial training and coaching to a migrant worker led civil society organisation to enable them to execute new financial systems and policies confidently. The consultant will train key financial staff and program staff on how to implement the policies, will help in adjusting financial policies as required and will deliver reports and updates to Freedom Fund on
progress. The consultant is required to provide approximately 5 days support to the CSO per month (3 days of which must be in person) over a 6-month period.
A. Overview of the Freedom Fund
The Freedom Fund is a philanthropic initiative designed to bring financial resources and strategic focus to the fight against modern slavery. Its primary objective is to achieve a measurable reduction in modern slavery, by addressing trafficking, exploitation, forced labour, child labour, and debt bondage. Through the Thailand Program, the Freedom Fund is dedicated to preventing and addressing labour exploitation within the seafood sector. The Thailand Hotspot works with six implementing partner organisations to deliver projects that support migrant workers to claim their rights and advocate for improved regulations and systems to promote the welfare of migrant workers working within Thailand.
B. Financial Systems and Controls Technical Assistance
The Freedom Fund is currently seeking proposals to provide financial skills capacity building to a small migrant worker led civil society organisation in Thailand.
Goal: The consultant will provide regular training and coaching to a migrant worker led civil society organisation to enable them to execute new financial systems and policies confidently. The consultant will train key financial staff and program staff on how to implement the policies, as well as amend any inance policies as required due to a change in organisational structure. In addition, the consultant will deliver reportsand updates to Freedom Fund on progress. 

Background: In 2019, assistance was provided to the civil society organisation to develop and implementcomprehensive financial policies and controls. Whilst the policies and systems are in place, staff at theorganisation are struggling to implement them on a daily basis. In terms of progress, there is better
financial documentation and filing than previously occurred and basic accounting has improved (accounting and cash records).
However, whilst the organisation has new accounting software and policies, staff have struggled to use this throughout the organisation. Program staff do not properly understand their role and responsibility in relation to financial management and requests; and finance staff are not confident enough to require program staff to implement various policies. Additionally, some policies may need revision due to a change to the organisation’s structure in the near future (the organisation is hoping to register as a foundation in August 2020). This may require a change of personnel and authorization thresholds. The organisation has one main office, and two smaller regional offices – financial processes of the smaller offices need to be aligned with
the head office. In addition, the consultant will need to work with the CSO to have develop an internal control system, such as cash count, reconciliation, segregation of duties, asset registration, supporting documents and other control measures.
Length and format of consultancy: Freedom Fund would like a consultant that would be able to provide 5 days of coaching and training per month to the CSO. This training and coaching would be in person (at least three working days per month), via online platforms/telephone and through development of written materials.
We would like this financial coaching and assistance to be provided for six months. The head office of the organisation is located in Samut Sakhon, close to Bangkok. In addition, we would like the consultant to visit the two smaller offices to understand the situation to enhance training and coaching. This would require two visits of approximately 3 days each including travel.  In total this means approximately 36 consultancy days across a period of 6 months.
Key tasks:
• With the CSO, evaluate the implementation of finance policy and MWRN accounting system.
• Coach key finance staff to: operate the new accounting system; record cash advances and undertake
reconciliation; prepare and monitor budgets; prepare finance reports; communicate with donors.
• Work in coordination with the CSO Staff to amend the finance and related policies as required.
• Review the finance practices in the two sub-offices and align the finance practices among three
different offices.
• Develop job descriptions for the Finance Manager and part-time finance assistant with key roles and
responsibilities; ensure tasks and responsibilities within the finance team are clear.
• Train finance and program staff on basic grant administration such as how to monitor the budget of
the project, how to record expenses and time against a project, how to prepare a financial report, the
role of the program staff and the role of the finance staff etc.
• Train MWRN senior management on the basic management accounting, and their role in approving
and monitoring finances.
• Train finance and program staff on preparation of finance reports before submission to the donor.
Deliverables:
• Monthly reports on the works of consultancy
• Revised finance policy if required
• Job descriptions for finance staff
• Final report to Freedom Fund and summary of the way forward with the CSO
C. Management and Monitoring of the Assignment
Freedom Fund Program Advisor, Roisai Wongsuban, and Program Manager, Sophie Hicks, will monitor
and coordinate the consultancy by:
• Coordinating initial contact with the CSO involved.
• Monitoring progress of the consultancy through meetings by phone or in person, as needed.
• Providing and facilitating inputs from the Freedom Fund head office as required.
• The selected consultant will be expected to be self sufficient in coordinating visits.
D. Submission Process:
1. Deadline: Proposals should be submitted by 9am UK time on Wednesday, 19 August 2020 Applicants should be ready to begin undertaking the work from September. Please submit all proposal materials to Freedom Fund Program Advisor Roisai Wongsuban at rwongsuban@freedomfund.org and Program Finance Manager Adrian Storey at astorey@freedomfund.org. Any queries or informal inquiries are also welcome via email.
2. Project Duration: The project is expected to be completed within a six-month period as noted in the length and format of the consultancy. The estimated days required is also set out above.
3. Proposal Guidelines: Proposals in response to this request should be between 2-4 pages in length and include the following:
a. A brief narrative describing the activities that will be conducted, including but not limited to, those activities described in this ToR that clearly demonstrate ability to fulfil the objectives and complete the deliverables for the project.
b. A brief profile of the applicant’s experience, including why you or your organisation are best suited to carry out this work.
c. A budget inclusive of fees and travel expenses.
4. Review: Following submission of the proposal, Freedom Fund will review and request additional information as needed. Please identify a contact person and provide contact details with your submission should additional communication be needed