Financial and Accounting Service Provide

Selection of a Financial and Accounting Service Provider

1. Background and Objective

Fight for Humanity is an international non-governmental organization based in Geneva, Switzerland, whose mission is to work for the fulfilment of the human rights of individuals affected by armed conflict or violence. In 2025, it operates more than 10 projects over 5 countries.

In order to ensure continuity of high-quality financial management and compliance with donor requirements, and in line with its procurement procedures, Fight for Humanity seeks to engage a new external service provider. This engagement will cover the full range of accounting, financial management, payroll, donor reporting, and system support services, ensuring a smooth transition from the current provider with minimal disruption to ongoing operations.

2. Scope of Services

The selected service provider will be responsible for the following ongoing services:

A. Core Financial and Accounting Services

Bookkeeping, reconciliations, and preparation of monthly accounts.

Preparation of annual financial statements in compliance with Swiss GAAP FER 2.

Ensuring compliance with international accounting standards and best practices in internal controls, including segregation of duties.

Payroll and social security management in Switzerland.

Advisory on HR, contracts, payroll, and social security in countries of operation outside Switzerland.

Oversight and support for procurement processes to ensure compliance with internal policies and donor rules.

B. Donor Reporting and Audit Support

Preparation of donor-specific financial reports, in accordance with donor templates and contractual obligations.

Contract financial management, including cost allocation and eligibility checks.

Support and coordination during external audits, including preparation of documentation, responding to audit queries, and implementing recommendations.

Internal control and review of project and field accounts, with recommendations for improvement.

C. IT/Systems Hosting and Support

Hosting and maintaining the financial and administrative management system on the provider’s infrastructure.

Granting Fight for Humanity (HQ and field offices) secure access with appropriate user rights.

Ensuring data security, backups, updates, and compliance with data protection regulations (e.g., GDPR).

Offering integration with Business Intelligence (BI) tools and automated reporting solutions for improved efficiency and real-time monitoring.
Ensuring the system supports :

Tracking of expenses and individual expense reports, with digital submission, supporting documents, and smooth approval workflows.
Invoice management and approvals, including electronic processing, validation, and archiving.

Procurement monitoring integrated into the system.

Dashboards and reporting tools to enhance transparency and operational efficiency.

3. Communication and Collaboration

The provider must ensure clear, proactive, and timely communication with Fight for Humanity at HQ and field levels.

A designated focal point/team should be available for coordination, support, and urgent requests.

Regular review meetings (monthly/quarterly) will be held to assess progress, resolve issues, and plan improvements.

4. Expected Deliverables

Bi-Annual financial statements compliant with Swiss GAAP FER 2.

Donor financial reports delivered on time and in the required format.

Payroll, tax, and social security submissions (Switzerland + advisory internationally).

Internal control review reports and audit support.

A secure, functional, and user-friendly financial management system, with:

BI/reporting integration.

Smooth expense and invoice management workflows.

Procurement monitoring features.

Advisory reports and recommendations as needed.

5. Transition and Handover

The provider is expected to:

Collaborate with Fight for Humanity and the outgoing provider to ensure a smooth transfer of data, systems, and procedures.

Guarantee continuity of reporting, payroll, and compliance activities during the transition.

Provide a transition plan with timeline, responsibilities, and risk mitigation.

6. Duration of Contract

The contract will be established for an open-ended duration. Either party may terminate the agreement with a written notice of two months. Continuation of the contract will be subject to satisfactory performance and ongoing organizational needs.

7. Qualifications of the Service Provider

Proven experience delivering financial/accounting services to NGOs or international organizations.

Demonstrated expertise in donor compliance and external audit support.

Strong knowledge of Swiss GAAP FER 2 and international accounting standards.

Proven track record of managing transitions between providers.

Qualified staff with expertise in accounting, audit, payroll, procurement, and NGO compliance.

Strong IT capacity, with hosted financial system solutions including expense, invoice, and procurement management modules.

8. Proposal Submission

Interested service providers should submit a proposal including:

Technical proposal (approach, methodology, transition plan, and proposed team).

Organizational profile and relevant experience with NGOs.

References from at least two NGO or international clients.

Financial proposal with detailed cost breakdown (fees, rates, other charges).

Any value-added services offered (e.g., BI tools, automation solutions).

9. Evaluation Criteria

Proposals will be evaluated according to:

NGO experience and expertise (25%)

Transition and continuity plan (15%)

Donor reporting and audit support capacity (20%)

Financial proposal and cost-effectiveness (15%)

IT system hosting and features (BI, expense, invoice, procurement tools) (20%)

References and past performance (5%)

10. Submission Details

Proposals must be submitted by 21 October 2025 to tenders@fightforhumanity.org. Questions regarding this ToR can also be directed to tenders@fightforhumanity.org