Abjad Development Foundation, a non-profit organization registered in Germany and Syria, is seeking to strengthen its financial system to ensure operational efficiency, transparency, and compliance with donor and regulatory requirements.

Currently, the organization relies on Excel-based tools to manage financial operations. It aims to transition to a simplified, professional accounting system that supports project-based management and reporting, built on clear financial policies and procedures.

This project focuses on the practical design and implementation of an integrated financial system, including governance, chart of accounts, workflows, and the selection and deployment of an appropriate accounting solution.

2. Project Objectives

The project aims to:

• Establish a practical and fully functional financial system.
• Develop clear financial policies that strengthen compliance and governance.
• Design a project- and donor-based Chart of Accounts.
• Standardize and streamline daily financial operations (revenues and expenses).
• Select and implement a suitable accounting system.
• Improve the accuracy and timeliness of financial reporting.
• Establish a practical approach to multi-currency management and exchange differences.

3. Scope of Work

1. Rapid Assessment of Current System

• Conduct a focused review of the current Excel-based system.
• Understand existing financial workflows (As-Is).
• Identify key gaps and priority challenges.

Note:
The assessment is intended to directly support system design and implementation. It should remain practical and focused, avoiding prolonged or overly theoretical analysis.

2. Financial Governance Development

• Develop a comprehensive Financial Policy.
• Design an Approval Matrix.
• Establish clear and practical Internal Controls.

3. Financial System Design

• Develop a Chart of Accounts linked to projects and donors.
• Design essential financial templates and forms.
• Standardize financial recording procedures.

4. Multi-Currency Management

• Develop a clear and practical approach for handling multiple currencies.
• Define a methodology for calculating exchange rate differences.
• Establish a unified reporting currency.

5. Accounting System Selection

• Analyze operational and financial needs.
• Propose simple and effective accounting system options.
• Provide a clear comparison of alternatives.
• Support final decision-making.

Note:
The project does not include complex ERP systems. Practical, easy-to-implement solutions are expected.

6. System Implementation

• Configure and set up the selected accounting system.
• Input initial data.
• Conduct system testing.

7. Reporting Development

• Develop project-based financial reports.
• Design management-level reports to support decision-making.

8. Training & Support

• Train the relevant team on system use.
• Provide a simplified user manual.
• Offer support during the initial implementation phase.

4. Expected Deliverables

• Brief assessment report.
• Approved Financial Policy.
• Structured Chart of Accounts.
• Fully operational accounting system.
• Standardized financial templates.
• Reporting package.
• Staff training.
• Final implementation report.

5. Duration

The project duration is up to 2 months, covering all phases from assessment to final delivery.

6. Required Qualifications

• Proven experience in financial system development.
• Experience working with non-profit organizations.
• Strong background in financial policies and governance.
• Practical knowledge of accounting systems.
• Ability to deliver within tight timelines.

Applications are open to both individual consultants and consulting firms.

7. Technical Proposal Requirements

• Clear and practical understanding of the assignment.
• Implementation-focused methodology (not theoretical).
• Concise work plan and timeline.
• Proposed accounting system(s).

8. Financial Proposal Requirements

• Total project cost.
• Cost breakdown (if applicable).

9. Evaluation Criteria

• Technical proposal: 40%
• Relevant experience: 25%
• Methodology: 20%
• Cost: 15%

10. Notes

• The organization is seeking a practical, simple, and efficient solution.
• Proposals that emphasize implementation over theoretical analysis will be prioritized.

Conclusion

The goal of this project is to establish a practical and sustainable financial system that supports the organization’s growth without unnecessary complexity.