Terms of Reference to develop/review and update policies and procedures manuals for Sager Ganza Microfinance Plc.
1. Background
Sager Ganza Microfinance Plc is a microfinance institution established in 2005, with the main objective to contribute to the fight against poverty through the provision of adequate financial services to the economically active poor in order to improve their business activities and living standards.
While profitable over the last 6 years, Sager Ganza Microfinance Plc was also characterized by a relatively limited growth in the view of its shareholders. It is in this regard that the microfinance institution hired the services of BELGIAN BANKERS’ ACADEMY (B.B.A.) in 2021 to develop its strategic plan for the next 5 years.
The strategic plan included the update of all existing policies and procedures, and the creation of new ones based on the organizational needs and regulatory requirements/BNR recommendations. Work closely with board committees to get all reviewed policies and procedures approved by the board in a reasonable timeframe.
It is in this regard that Sager Ganza Microfinance Plc would like to recruit a qualified consultant to support and facilitate the process to review and update old policies and procedures manuals, and develop new ones based on BNR requirements for deposit taking microfinance institutions.
2. Purpose
The purpose of hiring the services of the consultancy firm is to develop operational manuals/procedures for Sager Ganza and other related policies compatible to the needs of small and medium-sized Microfinance with the aim for improved operational efficiency and effectiveness contributing towards appropriate internal controls, transparency and accountability to regulator and stakeholders.

3. Objectives
In recognition of the need to comply with BNR requirements, Sager Ganza Microfinance Plc has required external expertise, which is needed to review existing policies and procedures manuals and update them to base on current institutional context and microfinance legal and regulatory requirements. The service provider will also support and facilitate the process to develop new policies and procedures which are not yet in place. Through this technical assistance, Sager Ganza Microfinance Plc will take necessary informed decisions and strategy regarding safeguarding resources entrusted to them by different stakeholders, including clients, shareholders and donors and comply with requirements from BNR.

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4. Scope of Work
To achieve the above objectives, the consultants will perform the following activities, among others:
• Conduct a literature review on the legal and regulatory requirements or key policies and procedures needed
• Compile a short report highlighting gaps in existing policies and procedures, and a list of missing policies and procedures as per BNR requirements for a deposit taking microfinance institution
• Facilitate workshop with relevant staff to discuss how to fill in the gaps identified, and propose major content for key policies and procedures missing
• Update the following policies and procedures based on the recommendations and inputs from the workshops/consultations with relevant staff:
1. Credit Policy and Procedures
2. Finance and Administration Procedure Manual
• Savings Policy and Procedures
• Design and develop, with inputs from relevant staff, the following policies and procedures:
1. Complaints handling and conflicts’ resolution policy and Procedures
2. Consumer empowerment policy
• Customer care and service delivery policy and procedures
1. Customer Data Privacy Policy
2. Disclosure and Transparency Policy
3. Fraud, Corruption Prevention and handling policy
• Human Resource Policy and Procedures
• Operations policy including procedures governing electronic transactions
1. Procurement Policy
2. Product Development Policy and Procedures
3. Promotion and advertisement policy and procedures
• Recovery Policy and Procedures
• Risk Management Framework
• Salary and Compensation Policy
1. Ethical and Conduct requirements policy
• Present the new policies and procedures for approval to the board and management and finalise them based on the feedback received.
• Make a follow-up on the approval of the new and revised policies and procedures by BNR.

5. Deliverables
At the end of the assignment, the consultant will provide the following final documents (approved by management, and the board)
• A revised Credit Policy and Procedures
• A revised Finance and Administration procedures manual
• A revised Savings Policy and Procedures
• A complaint handling and conflicts’ resolution policy and Procedures manual
• A consumer empowerment policy
• A customer care and service delivery policy and procedures manual
• A Customer Data Privacy Policy
• A Disclosure and Transparency Policy
• A Fraud, Corruption Prevention and Handling Policy
• A Human Resource Policy and Procedures manual
• An operations policy including procedures governing electronic transactions
• A Procurement Policy
• A Product Development Policy and Procedures manual
• A promotion and advertisement policy and procedures manual
• A Recovery Policy and Procedures manual
• A Risk Management Framework
• A Salary and Compensation Policy and incentive scheme.
• An Ethical and Conduct Requirements policy

6. Implementation Approach
It is foreseen that all the TA activities will be implemented by one consultant. She/he may seek additional support from her/his team, so as to meet the timeframe agreed with Sager Ganza Microfinance Plc. The consultant will adopt a highly responsive approach in closely working together with Sager Ganza Microfinance Plc management and all the other relevant staff of the MFI during the project implementation. After good observation and analysis, the expert shall take a pro-active approach in implementing the tasks in close coordination with Sager Ganza Microfinance Plc. The consultant will provide Sager Ganza Microfinance Plc with a Bi-weekly progress report (email brief) highlighting the key activities undertaken and any challenges faced.

7. Competencies Required
The following key competences are required for this assignment:
• Proof (a recommendation letter or reference) of experience in similar assignment (review and development of policies and procedures manuals) in (an) institution (s) of similar or larger size than Saga Ganza Microfinance Plc.
• Extensive microfinance training and technical assistance experience (at least 5 years);
• Track record of at least 10 years in the provision of high-quality TA and training to MFIs/Microfinance banks in Africa in the areas of credit management, financial management, business/strategic planning and process improvement;
• Comprehensive knowledge and application of Microfinance industry best practices;
• Proven in-depth understanding of the Rwandan microfinance market.
• Have excellent communication skills in English, French and Kinyarwanda
• Good understanding of Sager Ganza context, mission and approach desirable.
• Proof of a registration as a consultant with Rwanda Development Board
• Higher Education (Bachelor’s degree or higher) in Economics, Microfinance, Accounting, Administration, or Law.
• Demonstrate the capacity to put together a team of experienced experts with sound experience in the banking and microfinance sector if need be.

8. Timeline
The assignment is planned to commence in January 2023. The duration of the project is foreseen not to exceed a period of three (2) months.

9. Form of Proposals:
Proposal should be submitted by 23rd January 2023 to patbuki@sagerganza.co.rw with copy to sagerganza@yahoo.com
The proposal should include the following:
• Curriculum vitae of personnel to work on this project clearly highlighting the relevant experience for this assignment
• Technical response including the proposed method of implementation
• Full pricing including any applicable taxes
• Any comments and suggestions to the Terms of Reference
• Proposals should be as concise as possible. (Not to exceed 15 pages including annexes).
The financial proposal should be in the following format:
Professional fees Units Rate (FRW) Total (FRW)
Man days of consultant activity 1
Man days of consultant activity 2
Man days of consultant activity 3
Total Fees
Withholding tax
Other taxes
Reimbursable fees
Total Reimbursable Expenses
Total Cost (FRW)

10. Remuneration and schedule of payment
Proposals must be expressed in lump sum amount which must be all-inclusive. All costs that could be possibly incurred by the consultant must be factored in the final amounts submitted in the proposal.
Payment shall be made according to the following modalities:
• 20% after the signature of the contract, as an advance payment
• 40% after submission of draft deliverables
• 40% after the submission and the acceptance of all the deliverables by the management and the board of Directors
Note: The proposal should provide the following information:
• Technical proposal: outline and methodology for undertaking the assignment and the detailed work plan showing the assignment’s important activities and milestones
• Financial proposal: including a detailed quotation for undertaking the assignment, with all necessary costs
• Contact details of 3 past performance references
• Updated CV of the consultant, including relevant work experience and qualifications; and if applicable, the CV of other team members.
Patrick Buki Kanuni
CEO
Sager Ganza Microfinance Plc