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Donau Soja is seeking

Bookkeeping/Accounting Services

The Donau Soja Representative office in Moldova hereby invites tenders from organizations with expertise in the area of bookkeeping/accounting, as well as regular fulfilment of legislative obligations and regular annual reporting.

1. Background

The Donau Soja Organisation

The Donau Soja Organisation is an independent, international, non-profit, multi-stakeholder organization aiming to effectively meet protein market demand and to provide a baseline for the development of high-quality soy cultivation in the Danube region (www.donausoja.org). The Organization seat is in Vienna (Austria) with regional offices in Novi Sad (Serbia), Kiev (Ukraine) and Chisinau (Moldova).

Strategic Partnership Programme

At the beginning of 2017, Donau Soja and Austrian Development Agency (ADA) started the Strategic Partnership Programme to build sustainable, inclusive and well-functioning value chains (local, regional and international) for Non-GM soya and organic soya in Moldova, Serbia, Bosnia and Herzegovina and Ukraine planned to be implemented until August 2023. This service will be provided within framework of ADA Strategic Partnership Programme.

The main reason for outsourcing accounting services for Donau Soja Representative office in Moldova is to ensure that bookkeeping and accounting is done according to the legal framework and national legislative requirements and therefore costs are eligible for Strategic Partnership Project.  

2. The work of the expert/service provider

The service provider objective is to enable the performance of all activities in accordance with the law and standards in bookkeeping/accounting, as well as regular fulfillment of legislative obligations and regular annual reporting.

2.1 Tasks

The Service Provider will provide the following professional services:

1. Providing consulting and bookkeeping/accounting services,
2. Keeping business records,
3. Calculation of all taxes for the reporting period and filing of tax returns,
4. Notifications regarding any legislative changes that affect business operations and reporting,
5. Representation in front of legal authorities within regular communication and control,
6. Preparing payroll, calculating travel expenses and recourse and meal reimbursements for employees in accordance with applicable regulations,
7. Electronically entering and deleting employees form the central registry for pension and disability insurance funds, as well as the health insurance fund.

Note: estimated workload:

-Number of employees is up to 2 (employment and work/service contract),

- Expected number of invoices is around 6 per month.

• Expected outputs:

1. All business events are recorded.

2. All tax obligations are calculated and filed in accordance with valid Tax Regulation.

3. Timely response to all inquiries regarding administration, accounting law and other relevant legislative (24 hours upon receiving the request the latest – subject of offer).

3.   Reporting

A monthly short report on the activities carried out and payment approvals shall directly reported to Ms. Ela Malai, Director of DS Representative Office in Moldova 

e-mail: malai@donausoja.org

4. The requirements

The Service Provider that undertakes providing services from point 4. Tasks/Activities should have the following qualifications:

1. Excellent knowledge of accounting and financial regulation, as well as other relevant legislative (officially recognized degree in Accounting and Auditing- subject of the offer),and be able to provide a Profit and Loss Statement in English latest by February the following year.
2. Excellent knowledge regarding applicable regulations for NGOs, small and micro enterprises,
3. Excellent expertise in working with small and micro enterprises and NGOs (at least 5 years of previous experience is subject of the offer).

The offer should also include a reference list for providing similar services.

The Company must be legally authorized to undertake the work on required services and company profile and business license must be provided as part of the offer.

 5. Time schedule and organization

The Service Provider will start providing requested services as soon as an agreement is reached between contracting parties, and the contract is signed. 

Duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

The Service provider is expected to use his/her office for the assignment.

6. Remuneration

1. Payment for services rendered (monthly flat rate) will be made against proof of evidence (issued invoices).
2. (Financial reimbursement for rendered services is subject of the offer in EUR)

7. Selection criteria

The evaluation will be done based on following criteria:

1. Price

2. Professional experience in work with grants and project funded organisations

3. Reputation of service provider/references

4. Fulfilment of the formal requirements defined in the ToR

5. English knowledge

8. Documents to be provided

Tenders are to be sent by email to moldova@donausoja.org by 15.11.2021, indicating “Bookkeeping/Accounting Services” in the subject, with the following documents (in English):

• A curriculum vitae for each of the staff expected to be engaged in the work.
• References (list of contacts)
• Financial offer including detailed budget overview per work package.

8. Workforce diversity

“Donau Soja is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.”