DUBLIN AIDS ALLIANCE CLG T/A HIV Ireland invites suitable tender submissions from interested Auditing Services.
Interested Auditing Services Suppliers should submit a proposal by email to Marie Hamilton, Operations Manager (info@hivireland.ie) by close of business on Thursday 17 June 2021.
Background
Established in 1987, Dublin AIDS Alliance CLG is a voluntary organisation working to improve conditions for people living with or affected by HIV and AIDS. Dublin AIDS Alliance CLG is now trading as HIV Ireland.
HIV Ireland operates under an ethos of equality and is committed to making a positive contribution towards a humane and just society. We strive to ensure that our staff, volunteers and service users are treated with dignity and respect at all times and to create an environment that promotes equal opportunity and prohibits discrimination.
To view our 2019 audited accounts visit https://www.hivireland.ie/homepage/about-us/our-governance/
Responsibilities
Your responsibility will be to report to HIV Ireland’s Board of Directors on the matters below, in accordance with the Companies Act 2014, whether, in your expert opinion the financial statements:
- Give a true and fair view of assets, liabilities and the financial position of HIV Ireland as at the end of the financial year on the 31 day of December, and of its surplus/(deficit) for the year then ended.
- Have been properly prepared in accordance with generally accepted accounting practice in Ireland, specifically the Statement of Recommended Practice (SORP) for charities; and
- Have been properly prepared in accordance with the requirements of the Companies Act 2014, Charities Act 2009, Charities Regulatory Authority (CRA) guidance and any other relevant legislation.
In addition, based on the work undertaken in the course of the audit, you will have a statutory duty to report whether, in your opinion;
- The information given in the directors’ report is consistent with the financial statements; and
- The directors’ report has been prepared in accordance with the Companies Act 2014.
Requirements
The range of services for which the successful supplier may be responsible include, but are not restricted to:
- Auditing
- Conduct an annual financial audit of HIV Ireland in accordance with the relevant Standards applicable in Ireland and applicable law.
- Identify and assess the risks of material misstatement of the financial statements.
- Design audit procedures that are appropriate to the internal controls relevant to the audit.
- Evaluate the appropriateness of accounting policies used.
- Conclude on the appropriateness of the directors’ use of the going concern basis for the preparation of the accounts.
- Evaluate and advise on the overall presentation, structure and content of the financial statements.
- Identify if other information (non-financial) included in the annual report is materially consistent with the financial statements.
- Communication
- Promote effective two-way communication between the executive and board of HIV Ireland and the auditor/its representatives.
- Carry out a pre-audit meeting to discuss the forthcoming audit.
- Provide an overview of the planned scope and timing of the audit.
- Conduct a follow up meeting, post audit, to discuss any significant findings.
- Confirm, in writing, matters discussed and any agreed actions.
- Present/review draft audited accounts with HIV Ireland’s finance committee and board, including any audit findings, as and when required.
- Ensure a partner of the firm attends the annual general meeting of HIV Ireland and makes any necessary presentation of the audited accounts to the members.
- Accounting
- Provide assistance to the company secretary by preparing and lodging returns with the Registrar of Companies.
- Assist and advise on any other filing requirements e.g. Revenue Commissioners
Duration of contract
The contract will commence on 23 June 2021 for a three year period, subject to the services being satisfactorily delivered each year and the option for HIV Ireland to end the contract should this not be the case.
Other considerations – Charitable Status
- The Charities Act 2009 and subsequent Regulation
- The Charities Act, 2009, was introduced to provide regulation for registered charities.
- This increased regulation promotes greater accountability and enhanced public trust and confidence in charities and increase transparency in the sector. Applicants must be familiar with the Charities Act 2009 and associated guidance and regulations.
- Statement of Recommended practice for charities (SORP)
- When FRS102 was introduced, the charity SORP was revised to interpret FRS102 for charities. HIV Ireland’s annual auditing services supplier must be familiar with compliance with FRS102 and the SORP for their financial statements to show a true and fair view.
Code of Governance
The Governance Code is a resource to assist community, voluntary and charity (CVC) organisations, develop their overall capacity in terms of how they run their organisation. HIV Ireland is compliant with the code and is listed on the registry http://www.governancecode.ie/registry.html. Applicants must be familiar with the requirements highlighted under the Governance Code.
Software packages used by HIV Ireland
HIV Ireland currently uses TAS accounting software for its day-to-day accounting records for all transactions. It also uses Collsoft payroll to manage monthly payroll.
General Data Protection Regulation
In your role as HIV Ireland’s auditing services supplier you may need to obtain, use, process or, in certain circumstances, disclose personal data belonging to HIV Ireland.
The successful applicant will be expected to sign a data processing agreement with HIV Ireland and manage any data shared in a manner that is compliant with the GDPR.
Retention of access to HIV Ireland records
During the course of your work with HIV Ireland you will have access to various documentation. You will be required to only take away copies of any documentation required for audit purposes and any such documentation must be destroyed after 7 years, with the exception of documentation that is agreed to be of continuing significance.
Tender Process
Interested Auditing Services Suppliers should submit a proposal to Marie Hamilton, Operations Manager, email: stephen.ohare@hivireland.ie by close of business on Thursday 17 June 2021.
The proposal should provide the following information:
- Services
- a) the range of services you provide;
- b) your proven ability to efficiently and effectively conduct an annual audit;
- c) the return on investment to your client
- References
Two examples of previous work – client name, contact number and email. We will not contact your references without letting you know first.
- Proposal
A short proposal (approximately three pages and no more than five) based on how you plan to deliver on the above listed requirements over a three year period, outlining your proposed approach to meet HIV Ireland’s auditing requirements as set out in this document.
- Costs
A detailed breakdown of costs, including hourly or daily rates for your staff and a best estimate of the overall annual cost (including VAT).
- Added Value
An outline of any added value or additional information you think is relevant.
Appointment
The Board of Directors’ Finance and Audit Committee will consider all applications and contact the successful applicant by Monday 21 June with a view to appointment by way of ordinary resolution at the forthcoming company Annual General Meeting, Wednesday 23 June 2021, 6.30pm.
Queries or clarifications:
Contact Marie Hamilton, Operations Manager, HIV Ireland at info@hivireland.ie or on 01 873 3799.