CALL FOR PROPOSALS
Request for Proposal for the Provision of External Audit Services for the 2024 SADC Sustainable Energy Week at SACREEE
Terms of Reference for an Independent Report on Expenditure Verification of the 2024 SADC Sustainable Energy Week
Type of Contract: External Audit Firm
Duration of Assignment: Not more than 30 days
Duration for Call for Proposals: 13 October 2025 – 13 November 2025
Expected Starting Date: 27 November 2025
1. SCOPE OF THE AUDIT
The scope of the audit involves the use and settlement of the Grant Agreement(s) with the event sponsors and other sources, covering but not limited to the following activities:
- Regularity of the use of funds employed on the basis of the Grant Agreements, with random checks of payment vouchers across both the SACREEE account and the SADC SEW event account;
- Trace and confirm fund transfers between the SACREEE organizational account and the SADC SEW event account;
- Track the flow of payments and ensure that they were made within the specified timelines;
- Verify that the funds from sponsors were used in accordance with the approved budgets/purposes outlined in each Grant Agreement;
- Assess the accuracy and reliability of the information, including the reporting of sponsorship payments; and
- Document any discrepancies or issues found during the audit and make recommendations for improvement to address any weaknesses in internal controls or compliance procedures.
The audit will be executed under the general guidance of, and report to, the Executive Director of SACREEE.
Audit Duration: The assignment will be conducted in not more than 30 days, commencing on 27 November 2025.
Deliverables:
- Audit Report
- Management Letter
2. RESPONSIBILITIES
4.1.1 SACREEE – The Auditee
- Must draw up the Financial Statement(s) for the action financed by the Agreement(s) in compliance with the obligations under the Agreement(s). The Financial Statement(s) must be drawn up according to the Auditee’s accounting and book-keeping system and the underlying accounts and records;
- Must provide the Financial Statement(s) to the Auditor;
- Is responsible and liable for the accuracy of the Financial Statement(s);
- Is responsible for the completeness and accuracy of the information provided to enable the Auditor to carry out the Procedures;
- Accepts that the Auditor cannot carry out the Procedures unless full access is given to the Auditee’s staff, accounting, and other relevant records and documentation;
- Must provide the Auditor with all necessary information to perform his/her work.
4.1.2 The Auditor
- Must be independent from the Auditee, and must not have been involved in preparing the Auditee’s Financial Statement(s);
- Must plan work so that the procedures may be carried out and the findings properly assessed;
- Must adhere to the procedures laid down and the compulsory report format;
- Must carry out the engagement in accordance with this ToR;
- Must document all matters which are important to support the Report;
- Must base its report on the evidence gathered;
- Must submit the report to the Auditee.
3. PROFILE OF THE AUDIT TEAM
The successful bidder must be a registered financial audit firm with the Public Accountants & Auditors Board (PAAB) in Namibia, be in good standing with all relevant authorities, and possess the capacity to undertake the assignment.
The Audit Firm must meet the following requirements and provide a qualified team, with the Team Leader possessing, at a minimum, the experience detailed below:
a) Confirmatory letter from the Public Accountants & Auditors Board confirming registration and good standing.
b) At least five (5) years of relevant experience in providing auditing services for regional and international organizations, preferably with experience auditing SADC, the European Union, the United Nations, and/or other development projects.
c) Sufficient knowledge of relevant laws, regulations, and rules in the countries concerned (including company law, taxation, social security and labour regulations, accounting, and reporting).
d) Reference letters for similar work completed.
e) The following documents as part of the submission:
- Valid certified copy of the Company Registration Certificate.
- Valid certified copy of a Standing Tax Certificate.
- Valid certified copy of a Standing Social Security Certificate.
- Valid certified copy of the Affirmative Action Compliance Certificate, or proof from the Employment Equity Commissioner that the bidder is not a relevant employer, or an exemption issued under Section 42 of the Affirmative Action Act, 1998.
The External Audit Firm’s core team should have relevant qualifications, key competencies, and demonstrable experience in similar assignments. Curriculum Vitae (CVs) for all proposed team members must be submitted, clearly detailing relevant experience and qualifications.
Key Personnel and Minimum Requirements:
| Key Personnel | Minimum Requirements |
|---|---|
| Team Leader | Chartered Accountant with 5 years of working experience |
| Support Staff 1 | Diploma in Accounting with 3 years of experience |
| Support Staff 2 | Certificate in Accounting with 3 years of experience |
4. EVALUATION CRITERIA
The qualifying criteria for consideration of the proposal will be based on the requirements below:
a) Registered company in Namibia with all relevant certifications (failure to provide proof will lead to disqualification).
b) Compliance with all Terms of Reference requirements.
Evaluation Process:
All proposals will be screened for technical and financial capacity. Evaluation will be based on the following criteria:
| CRITERIA | POINTS |
|---|---|
| 1. Qualification of team and specific experience related to the services | 30 |
| 2. Competency of the team and previous experience with regional/international organizations such as SADC, EU, UN, or other development projects (submit 3 trade references from the past 2 years) | 30 |
| 3. Adequacy and quality of the proposed methodology and work plan | 40 |
| Total | 100 |
5. PAYMENT SCHEDULE
Payment will be made in accordance with the terms and conditions stipulated in the contract entered into with the appointed External Audit Firm.
The Auditor will be remunerated 100% upon completion, submission of all deliverables, and approval by SACREEE.
6. INTELLECTUAL PROPERTY
All information generated from this assignment (digital, cyber, project documents, etc.) that belongs to SACREEE and is accessed by the External Audit Firm during this engagement shall remain the exclusive property of SACREEE.
Except for purposes of this assignment, the information shall not be disclosed to third parties without written permission from the Executive Director of SACREEE.
7. FORMAL AND LEGAL REQUIREMENTS
The External Audit Firm must be registered as a legal entity in Namibia, authorized to enter into contracts for the provision of services. The following documentation must be submitted:
a) Certified copy of the Certificate of Incorporation or other document setting forth the company’s legal basis;
b) Most recent Tax Clearance Certificate;
c) Proof of Registration with the Public Accountants & Auditors Board;
d) Copies of any licenses, authorizations, or quality standards applicable to the provision of audit services.
Note: SACREEE is not bound to accept any proposal.
8. SUBMISSION OF BIDS
Electronic proposals in PDF format not exceeding 20 pages (excluding annexes/supporting documents) should be addressed to:
The Executive Director
SACREEE Secretariat
Unit 1, Ausspann Plaza, 11 Dr. Agostinho Neto Street
Ausspannplatz, Windhoek, NAMIBIA
📧 Email: [email protected]
Deadline for submission: 13 November 2025, no later than 23:59 PM (Windhoek Time)
Proposals submitted after the deadline shall not be considered.
Clarifications:
Any request for clarification must be sent in writing to [email protected] before 06 November 2025. SACREEE will respond via email to all queries without identifying the source of inquiry.
No requests for clarification should be sent to individual SACREEE staff.