The FSSP has been designed to support the planning and implementation of Global Affairs Canada’s (GAC) development programming activities across Ghana through the provision of procurement, financial, administrative, logistical and technical support services. The project aims to deliver two sets of outputs: those that are fixed and established within the FSSP contract agreement; and those that are delivered on-demand in response to GAC’s requests.
Administrative Services: a) providing secretarial and administrative support services, including but not limited to document production and binding; b) developing and maintaining appropriate databases (such as Canadian and local NGOs and other key contacts) in Ghana; c) setting up and maintaining an electronic and a physical filing system for all FSSP correspondence and documents based on project, d) providing assistance and technical support in the preparation and delivery of multimedia presentations; e) advising visiting missions and stakeholders on the structure and functions of local ministries, and culturally appropriate modes of engagement; f) providing interpretation and translation services as/if necessary; and, g) other administrative services, as required.
Logistical Services a) booking accommodation, making in-country and international travel arrangements, and arranging and confirming appointments and meetings; b) providing transportation services and, if necessary, arranging vehicle rental (with English speaking driver; taxi services are not allowed), as required; c) providing office space and equipment services in accordance with paragraphs d) booking meeting rooms with interpretation (if necessary), video and teleconferencing services for meetings; e) making arrangements for training, seminars, conferences, or other events; f) providing advice to GAC on multiple needs. g) providing assistance with obtaining various government permits h) other logistical services, as required.
Financial Services (in accordance with the generally accepted financial practices) a) processing payments to Technical Specialists and suppliers of goods and services procured under the Project; b) providing ongoing monitoring and advice on local economic indicators such as inflation and exchange rates to support DFATD programming; c) providing financial advice related to local laws and regulations, d) providing accounting and financial reconciliation services; e) review DFATD (CAG) development projects’ Financial Reports; f) maintaining up-to-date information on local salary scales for development project staff and development-related consultants in Ghana; and, g) other financial services, as required.
Procurement Services a) developing and managing databases or lists of suppliers (firms and individuals), for Technical Specialists in the various themes and sectors required by DFATD (GAC); b) carrying out market research on the availability of other goods and services; c) providing assistance in identification of requirements, including the development of Terms of Reference and budget; d) undertaking procurement exercises for Technical Specialists and all other goods and services required to deliver the Project; e) conducting evaluation and selection of suppliers; f) issuing and administering contracts, including the issuance of contract amendments and contract termination; g) providing administrative oversight of the Technical Specialists, including but not limited to: i. ensuring day-to-day time management; ii. ensuring adherence to the schedule of deliverables; and, iii. ensuring client’s satisfaction in accordance with the quality assurance system defined in the FSS Operating Procedures Manual. h) other procurement services, as required.
Support to DFATD-funded local development initiatives. a) developing tools (e.g. brochures, outreach documents, due diligence checklists); b) coordinating calls or requests for proposals, including receipt of proponent proposals; c) conducting preliminary screening of proponent proposals in accordance with formal selection criteria; d) supporting or conducting due diligence of short-listed proponents; e) preparing local contribution agreements or other financial instruments, based on established templates; f) monitoring initiative implementation; g) ongoing liaison with DFATD (GAC) officers, maintaining proper project files, and preparing collated periodic and Annual Reports on the initiatives; h) coordinating monitoring, evaluations, and/or audits of the initiatives; and, i) other support services, as required.
1. Procurements - Goods and Services, Technical Specialists
2. Office Secretarial Support Services - Office Space for Technical Specialists, Meeting Rooms
3. Events Planning - Partner Meetings, Conferences, Monitoring Visits etc
4. Project Support Services - Ground and Air Travel, Project-related Logistics
5. Financial Management - Management of Consultant Contracts
6. Project Reports - Consultant/Specialists' Reports, Reports to GAC
All Programs funded by GAC