Job Description

Cargill | Hatching Hope | Heifer International Kenya

HEIFER KENYA INSTALLATION OF ACCOUNTING SOFTWARE FOR POULTRY PRODUCER ORGANIZATIONS UNDER HATCHING HOPE KENYA (HHK)

TERMS OF REFERENCE

1. BACKGROUND INFORMATION

Heifer International Kenya (HIK)

Heifer international Kenya has been operating in Kenya since 1981 with a mission to work with communities to end hunger and poverty and care for the Earth and its vision is “a world of communities living together in peace and equitably sharing the resources of a healthy planet”.

Using a values-based community development approach, HIK works with communities to strengthen the local economy, diversify diets with better nutrition, and properly manage water and soil systems for future generations.

HIK implements its projects through

1) Community development and

2) enterprise development approaches carries out its development activities by designing and implementing solely or through partnerships appropriate development projects with the key objective of ending hunger and poverty in the world.

Each of the projects focuses on three priority directions, namely, strengthening, and diversifying resource base, strengthening country Program efficiency and increasing outreach and impacts through utilization of innovative value chain systems.

Currently among its portfolio is the Hatching Hope Project.

About Hatching Hope Kenya

Hatching Hope Kenya is a partnership Project between Cargill and Heifer International, with the potential to reach 21 million people in 12-year as contribution to 100 million people targeted globally during the same period.

In the initial three years, HHK will improve livelihoods of 180,000 smallholder poultry farmers (40,000Households) through enhanced poultry production and create demand by increasing awareness and education of nearly 10 million people about the benefits of poultry production and consumption.

The HHK interventions is aimed at creating  functional and profitable poultry businesses, closing the living income gap by 53 percent per family in Western region (Kisumu, Siaya, Homabay & Migori Counties) Central and Northern Rift regions of Kenya through improved access to financial services, production skills, business knowledge, market linkages, group cohesion and functionality through the VBHCD approach.

2. SCOPE OF WORK

HHK’S third result area is increased access to products, services, solutions, and markets that improve farmers’ productivity and net income to 207,000 people.

HHK plans to partly achieve this by setting up two prototype enterprises on aggregation of live birds, and feed bulking.

The purpose of this assignment is to set up accounting software in the feed bulking prototype enterprise, for a poultry Producer Organization under the Hatching Hope Project, in Siaya County.

3. OVERALL OBJECTIVE

The overall objective is to set up an accounting software in 3 prototype enterprises feed bulking & aggregation of live birds and eggs).

3.1 Specific Objectives

i. To supply an accounting software.

ii. To install and configure the accounting software in 3 desktop computers based at 3 different Producer Organizations in Ugunja, Siaya and Homabay.

iii. To train staffs from the 3 Producer Organizations on the use of the softwares.

iv. Provide after sales services i.e., technical support and maintenance of the accounting software.

4. METHODOLOGY

The consultancy entails coming up with proposed methodologies for setting up the accounting software.

5. EXPECTED OUTPUTS

a) Installed and operating accounting software in 3 desktop computers at 3 different Producer Organizations in Ugunja, Siaya and Homabay.

b) Trained staff on the use of the accounting software.

c) Provision of maintenance services wherever called upon

6. SYSTEM REQUIREMENTS

6.1 Core Features and Modules

a) Stock registration and Tracking including balances

b) Stock record search

c) Stock Pricing

d) Vendors and Customers registration including Tracking and reporting

e) Vendors and Customers payment management including payment aging analysis

f) Sales and Purchases Management including entry, receipting, printing, Invoicing, ordering, summaries and or listings

g) Stock Transfers between stores

h) Performance reporting i.e., profit and loss statement periodically, Statement of Financial position – periodically.

i) Security and Multi – User Levels

j) Sales and Stocks Variance analysis

k) Petty Cash Entries and management

6.2 Software Requirements

a) Windows Operating System: Microsoft Windows 10

b) System Memory: 512 mb or higher

c) System Speed: Not Lower than 1.0GHz

d) Hard Disk Space: 10 GB and above

e) Pre – requisites: SQL Server 2014 and above and Crystal Report viewer 10 and above

6.3 Computer hardware

The accounting software will be installed in 3 desktop computers with the following specifications:

• HP 290 G4 Microtower PC, Intel® CoreTM i5-10500, 8 GB


• DDR4-2666 MHz RAM (1 x 8 GB) (2 DIMM), 1 TB 7200 rpm


• SATA HDD (Two 3.5″ (2.5″) HDD Internal drive bays),


• Windows 10 pro 64bit

7.0 RESPONSIBILITY OF THE CONSULTANT AND HEIFER PROJECT INTERNATIONAL

7.1 Responsibility of the consultant

• Identify appropriate accounting software and present to Heifer International for approval


• Install the approved accounting software in 3 desktop computers at 3 different Producer Organizations in Ugunja, Siaya and Homabay.


• Train staff on use and maintenance of the accounting software


• Advice the Producer Organization on required maintenance of software

7.2 Responsibility of Heifer Project International – Kenya

a) Provide any information that may be required by the consultants during the implementation of the task.

b) Be available for consultation as needed.

8.0 APPLICATION PROCEDURE

The application requirements

Only legally registered entities are eligible to apply and should submit the following:

a) Letter of expression of interest and demonstration of capability.

b) Cover Page (Name of organization/company, contact details – the name of the contact person, physical address, phone number, and email address).

c) A technical proposal detailing your understanding and how you propose to undertake the assignment, and work plan. Include at least three referees and their contacts, and CV(s) of the person(s) to be engaged on the assignment.

d) Financial proposal–Applicants should submit a detailed budget in excel format with budget notes that explain the basis of the estimate for each line item (in KSh).

e) Certificate of Incorporation or Business Registration Certificate.

f) A Partnership Deed if you are running a partnership business.

g) Audited financial statements for the last three years.

h) Valid CR12 Certificate

i) KRA online PIN Certificate.

j) Valid tax Compliance Certificate.

k) Physical location including town, building, room number and postal address.

l) Directors’ / Partners’ personal guarantee.

m) Trade reference and clientele list including their respective contacts.

How to Apply

All applicants should submit their applications to procurement-ke@heifer.org with the subject line labelled ‘HEIFER KENYA INSTALLATION OF ACCOUNTING SOFTWARE FOR POULTRY PRODUCER ORGANIZATIONS UNDER HATCHING HOPE KENYA’

Closing date for applications is by 4th November, 2021.

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