Tender: Internal Audit Assessment
in the Chernivtsi and Zhytomyr City Councils
Background and context
The European Union Anti-Corruption Initiative (EUACI)
The European Union Anti-Corruption Initiative (EUACI) in Ukraine is a joint EU and Government of Denmark financed programme aimed at supporting Ukraine to reduce corruption at the national and local level through the empowerment of citizens, civil society, businesses, and state institutions. In January 2024, the EUACI entered into phase III which runs till mid-2027.
This specific assignment concerns the EUACI's support for Integrity Cities (Component 2). It is in this context that the EUACI is seeking a Consultant (Consulting firm or a consortium of organisations) that can work closely with the EUACI and its partner cities to deliver the integrity assessment of the Control and Inspection Unit of the Chernivtsi City Council and the Control and Analytical Unit of the Zhytomyr City Council and provide practical recommendations (solutions) on enhancing the internal control procedure and establishing the internal audit function within mentioned units.
The attached Terms of Reference (ToR) will provide more details about the assignment.
Purpose:
The project’s objective is to establish the efficiency, transparency, and effectiveness of the internal control and audit process in Chernivtsi and Zhytomyr City Councils.
The project aims to conduct the assessment of internal audit and control functions, encompassing processes, methodologies, documentation, and reporting procedures in the Control and Inspection Unit of the Chernivtsi City Council and the Control and Analytical Unit of the Zhytomyr City Council, with a resulting report detailing findings, recommendations, and a plan for addressing any identified gaps.
Scope of work:
The scope of work includes all activities necessary to ensure the achievement of the above objective, including, but not necessarily limited to:
Kick-Off:
- Present the work plan and assignment implementation strategy and considerations to the EUACI Component Team during the Kick-Off meeting.
Main tasks
- Review of Current Internal Audit Practices:
a. Conduct an in-depth analysis of the existing practices, including regulatory documentation, procedures, policies, and regulations, as well as reports by the Ministry of Finance and their comments, underlying potential changes in the organisational structure and policies within the mentioned units.
b. Evaluate the strengths and weaknesses of the current system, identifying bottlenecks, inefficiencies, and potential risks.
Stakeholder Consultation:
a. Engage key stakeholders, including City Councils' staff, procurement officers, and finance department representatives, to understand their perspectives, challenges, and suggestions for improvement.
Best Practices Overview:
a. Benchmark of both City Councils' internal audit processes against recognised standards and successful case studies.
b. Identify tools and approaches that can be leveraged to streamline and improve the internal audit process.
Recommendations and Action Plan:
a. Develop a set of clear and actionable recommendations for establishing the internal audit process within the mentioned units.
b. Prioritize recommendations based on their potential impact, feasibility, and alignment with the City Council’s strategic objectives.
c. Provide a detailed action plan outlining the steps, timelines, responsibilities, and resources required for implementing the recommendations, taking into account ISO 9001:2015 – Quality Management Systems standard.
d. Develop updated regulatory documentation, procedures, and policies.
Timing
The expected duration of the assignment is up to three months, with a tentative start on 5 April 2024 and completion on 30 June 2024.
The Consultant is expected to travel to each city 2 times as a minimum (4 times in general – for assessments and final report presentation). Travel costs and other reimbursable costs need to be included in the proposed budget.
Estimated budget and level of effort
The maximum budget available for this assignment is approx. EUR 9,000. This amount includes subsistence allowance for fieldwork in the partner cities as well as costs related to local travel, and other project-related costs such as audit of the contract, printing, etc.
Bids evaluation criteria
Bids will be evaluated in accordance with the criteria provided below:
|
# |
Criteria |
Weight |
|
1 |
Budget |
20% |
|
2 |
Methodology |
50% |
|
3 |
Participant(s) CV(s) |
30% |
How to apply
The proposals with
1) budget proposal;
2) methodology of project implementation;
3) CV(s) of of the tender participant(s)
shall be submitted in electronic format only within the below deadline to the email: oleoho@um.dk, indicating the subject line «Internal Audit Assessment for Integrity Cities».
Any clarification questions for the bid request should be addressed: oleoho@um.dk, no later than 26 March, 18:00 Kyiv time.
The deadline for submitting proposals is 29 March 2024, 18:00 Kyiv time.
Bidding language: English or Ukrainian.