Harare
Posted on May 14, 2025

HelpAge Zimbabwe

DUE: 20 MAY 2025

Terms of Reference for Project Audit of the project implemented by HelpAge Zimbabwe
32 Hillside Road, Hillside, Harare

BACKGROUND OF THE ORGANIZATION

HelpAge Zimbabwe is a local Non-Profit Organization registered in 1989 as W.O 11/89, dedicated to improving the quality of life for older persons in Zimbabwe. Founded on the belief that every older person deserves respect, dignity, and the opportunity to lead a fulfilling life, HelpAge Zimbabwe has committed itself to addressing the unique challenges faced by older persons, including access to healthcare, economic empowerment, social inclusion, and protection of their rights. HAZ mandate is to advocate the rights, dignity, and well-being of older persons, ensuring that they are supported in living active, healthy, and fulfilling lives in their communities.

VISION AND MISION, VALUES

Vision Statement

Leading in transforming the lives of older and vulnerable persons in Zimbabwe

Mission Statement

To promote, support, and sustain the quality of life for older persons in Zimbabwe.

Core Values

Accountability and Transparency
Participation (teamwork, stakeholder engagement)
Non-discrimination (embody the spirit of social protection)
Integrity & honesty
Empathy (objectivity and connectivity)
Leadership (servant leadership)
Safeguarding human life
Ethical

BRIEF ABOUT PROJECT

Project numbers	P00204
Project name	P00204 – Improving vision for communities in Zimbabwe’s Midlands province.
Partner name	S00230 HelpAge Zimbabwe/ CBM Global – Zimbabwe
Project description	Improving vision for communities in Zimbabwe’s Midlands province’.
CBM Global Member Team	UK
Geographical coverage	Midlands – Zimbabwe
Project budget	P00204 – USD1,389,993.38
Project Implementation Start Date	July 2022
Target Audit Commencement Date	23-May-2025

CBMG Zimbabwe CT with the support from CBM UK and FCDO implements through HelpAge Zimbabwe the project P00204 ‘Improving vision for communities in Zimbabwe’s Midlands province’ in Midland’s province. The Project is a partnership between CBMG, HelpAge and the Ministry of Health and Childcare (MoHCC). The CBMG Zimbabwe CT is mandated to commission annual Audits for all the projects being implemented through its Partners which HelpAge Zimbabwe.

OBJECTIVES

To review the project expenditure reported to the donor Project’s Financial Statements and Financial Position for the period from 1^st April 2024 to 31 March 2025. The specific objectives of the financial review are:

Review expenses to determine whether the Partners are compliant in all material respects, with theapplicable Local laws and government regulations including statutory requirements.

All material instances of non- compliance and all illegal acts that have occurred or are likely to occur are to be identified and reported.

SCOPE OF AUDIT

The Audit Team will use the following key deliverables as the basis for the review. They are not considered all-inclusive or restrictive in nature and do not constitute relief from exercising professional judgment.

Key Deliverables
At the end of his work, the auditor must:

Check and verify NGO’s tax laws and reporting mandates as required by law in Zimbabwe
Conductvouching to attest to the timeliness, validity, accuracy, verifiability, relevance, and allocability of project expenditures, applying an 80% materiality threshold per line item
Check if project activities were implemented and costed accurately, completely and according to budget.
Check whether procurement undertaken by the partners are in accordance with donor rules.
The audit standards that were applied (IFRS national standards) comply with these in all material respects.
The auditors’ report whether the financial project reports are compliant in all material respects and consistent with the project reports submitted to the donor.
All ineligible expenditures will be disclosed under notes to the report.
The international Standard on Related Services(ISRS)4400 “Engagement to Agreed-upon Procedures Regarding Financial Information”, Federation of Accountants(IFAC)
The Code of Ethics for Professional Accountants issued by the IFAC

Review Procedures and Reporting

The Audit Team should exercise due professional care and judgment and determine the nature, timing and extent of review procedures to fit the objectives, scope and context of the review.

All currency amounts in the Project donor reports must be stated in local currency.

Review Documentation and Evidence

The Audit Team should document the level of evidence found at sight and describe in the report whether they have sufficiently obtained appropriate evidence to support their findings and to draw reasonable conclusions on which the report was based.

Planning and Conduct of Audit

The Audit Team will report to the Country Office and CBMUK in writing in any areas of concern and recommended changes. The review and work with partners must be conducted in English. The report and all findings shall be presented simultaneously in English.

Timeframe

By the end of May 2025 the audit and the report have been completed

GENERAL AND FINANCIAL REQUIREMENT

The Audit Reports should consist of Income and Expenditure Statement, Receipts & Payments Statement/cash flow statement and Balance Sheet. Auditor is also required to submit Management Reports
Audit will be conducted based on the Financial Reports and documents provided by organization.
Verification of transfer of funds to the Partner Organizations if any.
Physical verification of Stores and inventory (if any) at the time of visit.
Physical verification of Assets.
Verify and confirm that Goods, works and services financed have been procured in accordance with established rules and procedures.
Verifying bank reconciliation with the bank statement and cash book.
That personnel costs agree with paid salaries, with signed contracts, payroll, cashbook, staff salaries ledger, and timesheet.
The disbursements are made in accordance with the activities and budgets of the Project(s)
That agreement withcontractors isverified and confirm the agreed payments.
The auditor will prepare and sign the audit certificate as per the CBMGrequirements.

The auditor will provide a management letter on the audit of the financialstatements of the project. The management letter will include the following things–

Give comments and observations on the accounting records, procedures, systems, and controls that were examined during the course of the audit.
Identify specific deficiencies and areas of weakness in systems and controls and make recommendations for improvement.

Report on the degree of compliance with all governing laws or statutory Requirements

Communicate matters that have come to their attention during the audit, which might have a significant impact on the management and sustainability of the HelpAge Zimbabwe Office.
Verify theshared cost in accordance with standard or organization policy.

TIMELINES

The audit shall be implemented, and Reports shall be provided by Auditors as per the timelines given in the table below.

Task	Tentative deadline	Responsible person
Submission of expression of interest	19May 2025	Various audit firms
Entrance meeting between management and Auditor	TBA	Selected Auditor/ Firm/ HAZ Management
Audit trail (Checking Books of Accounts, bills, vouchers along with other documents)	TBA	Selected Auditor/ Firm
Exit meeting	TBA	Selected Auditor/ Firm/ HAZ Management
Share draft report and Management report	TBA	Selected Auditor/ Firm
Feedback on draft report	TBA	HAZ Management
Sign audit report and Management report	TBA	Selected Auditor/ Firm/ HAZ Management

REPORTING AND DELIVERABLES:

The Audit Report will be written in English language and will comprise:

The audit standards that were applied (IFRS, or national standards that comply with one of these in all material respects).
The auditors’ opinion on the financial statements on the period covered.
The Audit Report and Management Letter shall be submitted in 3 copies; each addressed to the Executive Director of HelpAge Zimbabwe.
All ineligible expenditures will be disclosed under notes to the audit report.

General Requirements:

The auditor should have;

Relevant experience in auditing NGO projects (able to provide at least three (3) Referees and Recommendation letters certifying previous experience in auditing NGOs).
Be independent and objective
Have necessary professional qualifications and documentation (i.e., valid registration certificate, tax clearance and operating license)
Meet deadlines

Submission Guidelines

Expression of interest should be addressed and or delivered to (with clearly specified subject line-RE:EOI FOR EXTERNAL AUDIT SERVICES- P00204):

The Executive Director
HelpAge Zimbabwe
32 Hillside Road
Hillside, Harare
Or via email: [email protected], copy [email protected] and [email protected]

The deadline for submission of the proposal is: 20May 2025.

Only shortlisted candidates will be invited to present themselves for interview at HelpAge Zimbabwe offices at a date to be communicated.