(TOR)- Re-advertised _Provision of an Accounting Software at WfWI - CLOSE: 22/10/2020 - Other Tenders in Kigali, Rwanda

Published date: 16/10/2020
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Details of listing: (TOR)- Re-advertised _Provision of an Accounting Software at WfWI - CLOSE: 22/10/2020

Kigali, Rwanda

Additional information

Terms of Reference (TOR)- Re-advertised _Provision of an Accounting Software

Organization context

Women for Women International (WfWI) is an International non-profit making organization committed to improving the lives of socially excluded and marginalized women in conflict and post-conflict settings. Women for Women International (WfWI) provides a 12-month program on life skills, rights education, and vocational skills training.

Women for Women International have been implementing its program to improve women’s lives and their families since 1997 and is operating in 11 Districts of Kayonza, Muhanga, Rwamagana, Gasabo, Kicukiro, Bugesera, Musanze, Nyabihu, Ngororero, Huye, and Nyaruguru.


Women for Women International (WfWI) is in the process of transitioning from an International NGO to a National / Local NGO Women for Women Rwanda (WFWR). In this regard, the organization is looking for new Accounting Software for recording and managing its Finances, Inventories, Assets, and reporting. QuickBooks Accounting Software has been chosen to replace the existing software Sage Intacct Software, and Women for Women International would like to hire a competent company to supply, install and train the staff on the use of QuickBooks Accounting Software.

Technical specifications for Accounting Software:

  1. Software Name: QuickBooks Latest Version

  2. Users: 6

  3. License: At least one-year Renewable

  4. Modules: Accounting, Fixed assets register, and Payroll

Components of the software / what it should be able to do.

  1. Accounting: General charts of account (chart of accounts, Cost chart)

  2. Reports: Up to six analytical codes for reporting, budget versus actual by analytical code reports, summary report and detailed report, transaction listings, programmable, special/customized reports.

  3. Budgets: Capability to upload budgets, the possibility of uploading an activity-based budget, the possibility of keeping an original board-approved budget, and a revised budget.

  4. Budget management: Having & being able to manage the budgets of several donors in the system

  5. Attachments: Uploading supporting documents,

  6. Audit Trail: Capability of audit trails for all transactions etc.

  7. Payroll: Generating monthly payroll, automatic posting of payroll to the GL, timesheet function.

  8. Users and Access: Online access and standalone functions, up to 6 number of users

  9. Back up: desktop and Cloud back up capability.

  10. Able to do bank reconciliation

  11. Import and Export of financial data

  12. Having account payable & receivable

  13. Multi-Currency Management (Reporting Currency being Rwandan Francs: FRW)

 Note: The successful vendor responsibilities:

  1. Software Installation

  2. Accounting data and transactions migration: From the existing to the new software (3 Financial Years)

  3. End users training

  4. Any other service related to the Software

Deadline for Proposals:  October 22nd, 2020.

Send any inquiries to the following email: Rwanda.Procurement@womenforwomen.org

The software vendor must have at least 3 years’ experience working with QuickBooks and having the certificate of representation of the parent company (QuickBooks) would be an added advantage.

How to apply:

The software vendor must submit the following documents by completing very carefully the following Application Form

  • Detailed Company Profile, Including RDB Registration Certificate

  • The software technicians have to master accounting; they will also have to attach their CVs

  • Show at least 7 references.

  • A narrative on how you would approach the assignment (2 pages max)

  • Budget (reflecting the draft work plan and including all estimated costs)


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