Invitation to Tender for External Audit Services

Job description

Zambia Open Community Schools (ZOCS) Board of Governors has decided to review its external audit arrangements for the year ending 31 December 2025. This letter invites you to put forward a proposal for the work as outlined below:

ZOCS is a vibrant and a flagship organization of Community Schools since 1992 in Zambia that empowers communities to provide quality basic education to over 224,847 learners (112,433 Boys and 112,414 Girls) in 1,325 demonstration Community Schools across 97 Districts in all the 10 provinces of Zambia, premised on the principle that “every child has a right to education”.

The Organisation work is directed by an Annual Work Plan and budget derived from the ZOCS 2021-2025 Strategic Plan and from Member Community Schools through Annual General Meetings. The Strategic Plan reflects the three pillars on which ZOCS builds its approach. These are Advocacy, Capacity Building and Service delivery.

Legal Status

ZOCS was registered as Non-Governmental Organisation in 1996 under the Registrar of Societies in Zambia.

Mission

ZOCS exists to brighten prospects of Community Schools, building partnerships, influencing policy, supporting learners and creating conducive learning environments.

Scope of Services Required

The External Audit services will include, but will not be limited to:
Planning management and execution of Annual External Audit of ZOCS in accordance with International Standards on Auditing;
Provide an Audit opinion on the ZOCS financials
Reporting on External Audit progress to the ZOCS Board of Governors including attendance at ZOCS Board meetings if required: and
Provision of an Assessment as to whether ZOCS’ Financial Statements have been properly prepared in accordance with International Financial Reporting Standards.
Auditing of one Donor report.

Period of Appointment

The initial appointment will be for one year.
ZOCS shall review the Audit Appointment every three years to ensure competitive pricing and quality of service.

Timing

ZOCS has a 31st December year end.
The pre-year end Audit work has previously been conducted in early December with the year end audit work taking place in January;
Audit meetings with Management or the Board of Governors may be necessary by the end of January;
The year-end timetable requires the finalisation of Financial Statements at the Board of Governors’ meeting by January.

Proposal requirements and criteria on which a decision will be made: Details of your firm

Summary of the potential benefits to ZOCS of selecting your firm;
Organisation structure as it is relevant to this engagement;
Information regarding relevant sector experience and experience of clients comparable to ZOCS in organisational status and size;

Resourcing

Names of your core service team, location and relevant experience;
Information on how involved the partner will be on the engagement;
Your firm’s Policy on the rotation of Audit Partners;
Time key team members will commit to this Appointment;
References for the firm and each core team member.

Approach and Transition

Explanation of the External Audit Approach and how this would be aligned to the ZOCS’ specific needs;
Details of your reporting arrangements;
Relevant previous experience with Audit transitions of similar Organisations.

Independence and Governance

Details of your internal practices to ensure compliance with independence requirements and freedom from conflicts of interest;
Confirmation from your firm that it will take all necessary steps to ensure its independence.

Fees

Competitive Fee Quote to complete the year end Audit of the Financial Statements for 2025;
The basis on which fees will be determined in future years;
General overview of the schedule and Timings of billings.

Tender Process

Each firm will be required to submit a written proposal setting out their capabilities, the key elements of their service and team, as well as their proposed fee.
After the proposals have been received and Management meetings have taken place, a shortlist of firms will be asked to attend a meeting with ZOCS Management and the ZOCS Board of Governors.
We would be grateful if you will confirm willingness to participate in the selection process by sending your application to zocs2008@gmail.com or :

The Executive Director,

Zambia Open Community Schools,

P.O. Box 50429,

Plot 20, Tito Road, Rhodes Park,

LUSAKA.

Closing date for receipt of applications is Tuesday 24th June 2025 at 17:00 hours.

Note: Only shortlisted applicants will be contacted.

Zambia Open Community Schools  is an equal opportunity employer and women are encouraged to apply