Capacity Building on Proposal Budgeting and Financial Reporting

1. Background

Connecting Research to Development – CRD is committed to enhancing the effectiveness, compliance, and quality of our financial management practices, particularly in the areas of proposal budgeting and financial reporting.

Recognizing the critical importance of these areas to the successful acquisition and management of funds from donors and institutions, we seek to improve our business development and administrative team’s skills and knowledge. As part of this initiative, we aim to organize a comprehensive two-day training session in February 2024, focusing on the development, management, and reporting of budgets in the context of project proposals and funded activities.

2. Objective

The aim is to enhance our team’s proficiency in:

• Crafting well-structured and rational budgets tailored for project proposals.
• Adhering to donor guidelines and fulfilling reporting mandates.
• Generating precise financial progress and conclusive reports, backed by relevant supporting documentation.

3. Scope of Work

The consultant will be tasked with designing and delivering a comprehensive two-day training session aimed at enhancing our team’s capabilities in financial management and budget preparation for donor-funded projects. The session will cover a cohesive blend of topics, structured to provide a holistic understanding and practical skills in the development, evaluation, and reporting of project budgets. The training will encompass:

1. Budget Development Rationale: This includes understanding the strategic importance of aligning budgets with project objectives and donor expectations, ensuring every budget proposal directly contributes to the project’s goals and meets the funding criteria.
2. Budgetary Formats and Lines Composition: Participants will learn about the composition of common budgetary lines, including personnel, travel, equipment, and indirect costs. The session will focus on categorizing expenses logically and transparently, facilitating clear communication with donors and stakeholders.
3. International Generic Set of Requirements and Budget Evaluation Process: This segment focuses on aligning with international financial management and reporting standards by:

• Following global practices across funding bodies.
• Managing cross-border compliance, including exchange rates and financial regulations.
• Enhancing cultural sensitivity and adaptability for international donor expectations.
• Implementing a budget evaluation process with review techniques, alignment strategies, efficiency tools, and risk management, alongside feedback mechanisms for continuous improvement.

1. Compliance and Reporting Rules: This section will cover the criteria for allowable changes, the necessary justifications, and the procedures for notifying partners of budget modifications, ensuring compliance, and maintaining strong donor relationships.
2. Supporting Documentation: This part of the training will equip participants with the knowledge to manage documentation effectively, from the planning stages through to the execution of payments, aligning with donor requirements and facilitating smooth financial management.

4. Deliverables

The consultant is expected to provide the following deliverables:

• A detailed training agenda, including session descriptions and objectives, to be submitted for approval one week prior to the training.
• Training materials, including presentations, case studies, and handouts, relevant to the topics covered.
• A post-training report summarizing the sessions, participant engagement, feedback, and recommendations for future capacity-building initiatives.

5. Consultant Qualifications

The ideal consultant will have:

• Proven expertise in financial management, budgeting, and reporting for non-profit organizations, with a focus on donor-funded projects.
• Extensive knowledge of donor requirements and compliance issues related to budgeting and financial reporting.
• Experience in delivering engaging and effective training sessions to diverse audiences.
• Excellent communication and facilitation skills.

6. Timeframe

The training session is scheduled for April 2024. The consultant will submit the training agenda and materials one week prior to the training dates, with the post-training report due one week after the completion of the session.

7. Budget

Proposals should include a detailed budget covering consultancy fee, training materials, and any other associated costs.