Request for Proposal (UCOBAC Internal Audit)

REQUEST FOR PROPOSAL (RFP) OF INTERNAL AUDIT SERVICES FOR UGANDA COMMUNITY BASED ASSOCIATION FOR WOMEN AND CHILDREN WELFARE (UCOBAC)

1. Manner of submission

   Your proposal shall comprise the following documents:

   1. Technical component
   2. Financial (price component)
   3.  

   Content of Proposal

   • Technical Component
   1. 1. Executive brief of relevant similar assignments undertaken in the past 5 years particularly in similar I/NGO environments 
      2. Firm Profile including Copy of Company Certificate of incorporation and registration of professional and regulation bodies.
      3. Proposed Approach and Methodology for how the Internal Audit Service objectives will be achieved
      4. Relevant References from recent and current internal audit clients, particularly within the I/NGO sector.
      5. Team Composition and Staffing including partners, managers, specialists, and assistants together with the curricula vitae of key personnel.
      6. Audit Work Plan outlining the timing and scope of the proposed activities
   • Financial (Price Component)
   1. 1. Proposed Budget detailing all assumptions made in developing the budget, including all cost factors such as travel and logistics.
      2. The period of its validity.
      3. Taxes

   Payment terms (provisions)

   Uganda Community Based Association for Women and Children Welfare is to pay for contractual services based on the performance of contractual services rendered. For this task, UCOBAC intends to make payments quarterly at agreed timelines.

   Evaluation of proposals

   A two-stage procedure will be used in evaluating the proposals, with an evaluation of the technical component being completed prior to any price component. Scores will be awarded for the technical proposal.

   The price component proposal will be opened only for those firms/ institutions whose technical component meets the requirements for the assignment

   Deadline for Submission

   Sealed proposals are to be submitted to to the UCOBAC office Plot 17, Robert Mugabe Road, Mbuya during the normal office hours: Monday – Friday, 08:00 – 17:00 hrs. Alternatively proposals may be sent via email to: info@ucobac.org by September 10, 2025.

   A REQUEST FOR A PROPOSAL FOR THE PROVISION OF AN INTERNAL AUDIT SERVICE FOR UCOBAC

   •   BACKGROUND AND PURPOSE

   Uganda Community Based Association for Women and Children Welfare (UCOBAC) is a Non-Government Organization in Uganda whose mission is to promote human rights and improve welfare of women and children in Uganda using community-based initiatives. The organization was founded in 1990 and first registered in 1991.Since 1990 UCOBAC has worked with millions of children, women and youth empowering them with the most powerful tools to transform their lives as individuals, families and communities. 

   Emerging from being a purely child-oriented organization supporting millions of orphans and vulnerable children who became victims of civil war, HIV/AIDS and other health related factors at the time, to providing holistic, comprehensive, sustainable programs focusing on empowering and transforming children, women and their communities.

   Our head office is located on Plot 17, Robert Mugabe Road, Mbuya Zone 1. We have three active field offices situated in Lamwo, Butaleja and Bugiri.

   For more information about UCOBAC, visit our website https://ucobac.org

   •    ROLE AND OBJECTIVES OF THE INTERNAL AUDIT SERVICE

   The Internal Audit Service is an independent evaluation function within UCOBAC that provides management with a systematic review and evaluation of the operations for determining the economy, efficiency, and effectiveness of policies, procedures, practices, and the overall internal controls within the organization.

   The objective of the Internal Audit Service is to add value by assisting the Risk and Audit Committee of the Board and the Management in effectively discharging their responsibilities, including the advancement of adequate internal controls at a reasonable cost.

   The Internal Audit Service will play a key role in promoting and ensuring the following:

   • Independence of the Internal Audit function
   • Comprehensive audit coverage across all UCOBAC operations and offices
   • Effective review and consideration of audit findings
   • Monitoring and facilitating timely implementation of audit recommendations
   1. Review and evaluation of key systems, processes, and the policy environment
   •   REPORTING STRUCTURE OF THE INTERNAL AUDIT SERVICE

   The service provider will report functionally to the Risk and Audit Committee of the Board and administratively to the Executive Director to uphold the independence, integrity, and effectiveness of the internal audit function.

   • SCOPE OF THE INTERNAL AUDIT WORK

   The Internal Audit Service will be responsible for independently evaluating the adequacy, effectiveness, and efficiency of UCOBAC’s internal control systems, risk management practices, and governance processes. 

   The scope of work shall include, but is not limited to, the following:

   • Financial and Operational Integrity. Assess the reliability, accuracy, and integrity of financial and operational information, including the methods used to identify, measure, classify, and report such data.
   • Compliance Audits. Conduct entity-wide internal audits to examine financial records, accounting procedures, and operational systems to ensure compliance with UCOBAC policies, donor requirements, and relevant laws and regulations.
   • Policy and Regulatory Compliance. Review the systems and procedures established by management to ensure adherence to applicable policies, plans, procedures, laws, and regulations, and determine the level of organizational compliance
   • Support for External Audit. Assist in preparatory work for external audits, including preliminary reviews of financial statements and supporting documentation.
   • Risk Management. Perform risk assessments and report findings to the risk and audit committee periodically.
   • Asset Safeguarding. Review the effectiveness of internal controls designed to safeguard organizational assets and verify the existence and proper documentation of such assets.
   • IT Systems and Controls. Reviewing the planning, design, development, implementation, and operation of major computer-based systems of UCOBAC to determine:
   • Incorporation of adequate internal controls;
   • Completion of comprehensive systems testing at appropriate stages;
   • Accuracy and completeness of system documentation;
   • Alignment of systems with user and organizational needs.
   • Capacity building. Contribute to strengthening UCOBAC’s internal capacity by providing practical training or advisory sessions to staff, aimed at enhancing understanding of audit findings, internal controls, and risk management.
   • Reporting. Submit timely, written reports to the Executive Director and the Risk and Audit Committee, detailing the scope of work performed, findings, conclusions, and actionable recommendations.
   • CONDUCTING AUDIT ASSIGNMENTS
   • Compliance with standards

   The Internal Audit Service Provider shall conduct all audit assignments in accordance with the UCOBAC internal audit procedures and compliance with relevant professional standards. However, all audit assignments must adhere to the following minimum structure:

   • Audit preparation, including development of a scoping document and detailed audit plan
   • Preliminary survey
   • Review of internal controls
   • Audit testing
   • Development of findings and recommendations
   • Obtaining management responses
   • Reporting
   • Timing of assignments

   The Annual Internal Audit Coverage Plan shall be submitted to and approved by the Risk and Audit Committee prior to commencement of audit work. Furthermore, the final responsibility for approving the scope and extent of the work to be carried out resides with the Risk and Audit Committee.

   • Quality assurance reviews of the work

   The Internal Audit Service Provider shall ensure that all work conforms to the Standards for the Professional Practice of Internal Auditing.

   • Independence and objectivity 

   To maintain the credibility of the audit function, all auditing staff must remain objective and independent from the activities or operations they review.

   • Monitoring the progress of assignments

   The Internal Audit Service Provider shall present progress reports at scheduled Risk and Audit Committee meetings, and to the Executive Director as and when required.

   • Reporting on audit results

   Audit findings and recommendations shall be submitted to the organization for review and response. The process shall include:

   • Allowing 10 working days for written feedback and proposed implementation dates from the auditee.
   • Holding a formal exit meeting with the auditee to discuss findings and responses.
   • Finalizing the audit report incorporating management responses.
   • Submitting the final report to the Executive Director and tabling at the Risk and Audit Committee for discussion.

   Audit findings must be ranked based on the severity of the identified risks.

   • Audit Report structure.

    Each audit report must follow a standardized format to ensure clarity, completeness, and consistency.

        The report should include the following sections:

   • Introduction
   • Audit objectives and scope
   • Background information
   • Executive summary
   • Findings and Recommendations including; Observation, criteria, cause, effect, risk rating, recommendations and management response including responsible person, and timelines).
   • Practical method for proceeding with recommendations.
   • Conclusion
   • CONFIDENTIALITY

   The auditor shall hold confidential all data and information and not directly or indirectly disclose, publish, or use same for own benefit or other third party without the written consent of UCOBAC.

    

   • APPOINTMENT, COMMENCEMENT, AND DURATION

   The successful bidder will be appointed for a period of one (1) year, commencing from the effective date of appointment as agreed in the contract. 

   This appointment shall be subject to performance review and may be renewed based on satisfactory delivery of services, adherence to professional standards, and UCOBAC’s evolving audit needs.

   The Internal Audit Service Provider is expected to cover both the Head Office and all UCOBAC field offices during the audit period.

   • SUBMISSION OF BIDS

   Interested firms should submit sealed bid proposals to the UCOBAC office Plot 17, Robert Mugabe Road, Mbuya during the normal office hours: Monday – Friday, 08:00 – 17:00 hrs. Alternatively proposals may be sent via email to: info@ucobac.org by October 30, 2025.

   NB: All bid documents must be compiled, clearly labelled, and submitted in accordance with the specified requirements.