Description of the contract
Services Required
i) book-keeping and accounting;
ii) preparation of monthly payroll for about fifteen to twenty-one employees;
iii) processing employees’ travel and subsistence claims;
iv) reporting monthly expenditure against budget for the year and, in conjunction with the Commission’s Finance Manager, calculating the amount of Grant-in-Aid required for the operation of the Commission in the coming month;
v) managing the Commission’s bank account and preparing bank reconciliations;
vi) preparing any necessary monthly and annual returns for HMRC (the Commission is not registered for VAT);
vii) preparation of trial balance and annual accounts in International Financial Reporting Standards (IFRS) format including any annual changes required by HM Treasury, the Welsh Government and the Wales Audit Office with the agreement of the Auditor General for Wales. Incorporating into the annual accounts any changes or audit adjustments deemed necessary by the Wales Audit Office; and
viii) liaison with the Commission’s internal and external auditors including attending at least one audit committee meeting per year.
The Commission has a computerised system of recording invoices and payments utilising Sage and Microsoft Office Excel software, which produces financial information for management purposes. It would be beneficial if you are able to devise a method of working or to design and implement a simple accounting system which integrates with this system.
The assignment will run for five years from 1 April 2019 (and include the preparation of the annual accounts for 2019-2020, 2020-2021, 2021-2022, 2022-23 and 2023-24 for audit by the Wales Audit Office). The Commission’s accounts have to be submitted by mid May each year for audit by the Wales Audit Office. You are requested to give an undertaking in your tender that you will meet this deadline.
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Gwasanaethau sydd eu hangen
i) cadw cyfrifon a chyfrifyddu;
ii) paratoi’r gyflogres fisol ar gyfer tua phymtheg i un ar hugain o gyflogeion;
iii) prosesu hawliadau teithio a chynhaliaeth cyflogeion;
iv) adrodd ar wariant misol yn erbyn y gyllideb ar gyfer y flwyddyn ac, ar y cyd â Rheolwr Cyllid y Comisiwn, cyfrifo swm y cymorth grant sydd ei angen i weithredu’r Comisiwn yn y mis sydd i ddod;
v) rheoli cyfrif banc y Comisiwn a pharatoi cysoniadau banc;
vi) paratoi unrhyw adroddiadau misol a blynyddol angenrheidiol ar gyfer Cyllid a Thollau EM (nid yw’r Comisiwn wedi’i gofrestru ar gyfer TAW);
vii) paratoi mantolen brawf a chyfrifon blynyddol ar ffurf Safonau Adrodd Ariannol Rhyngwladol (IFRS), gan gynnwys unrhyw newidiadau blynyddol sydd eu hangen ar Drysorlys EM, Llywodraeth Cymru a Swyddfa Archwilio Cymru, gyda chytundeb Archwilydd Cyffredinol Cymru. Cynnwys unrhyw newidiadau neu addasiadau archwilio sy’n angenrheidiol gan Swyddfa Archwilio Cymru yn y cyfrifon blynyddol; a
viii) chysylltu ag archwilwyr mewnol ac allanol y Comisiwn, gan gynnwys mynychu o leiaf un o gyfarfodydd y pwyllgor archwilio bob blwyddyn.
Mae gan y Comisiwn system gyfrifiadurol ar gyfer cofnodi anfonebau a thaliadau gan ddefnyddio meddalwedd Sage a Microsoft Office Excel, sy’n cynhyrchu gwybodaeth ariannol at ddibenion rheoli. Byddai’n fuddiol pe gallech lunio dull gweithio neu ddylunio a gweithredu system gyfrifyddu syml sy’n integreiddio â’r system hon.
Bydd yr aseiniad yn para pum mlynedd o 1 Ebrill 2019 (ac yn cynnwys paratoi’r cyfrifon blynyddol ar gyfer 2019-2020, 2020-2021, 2021-2022, 2022-23 a 2023-24 i’w harchwilio gan Swyddfa Archwilio Cymru). Rhaid i gyfrifon y Comisiwn gael eu cyflwyno erbyn ganol mis Mai bob blwyddyn i’w harchwilio gan Swyddfa Archwilio Cymru. Gofynnir i chi roi ymrwymiad yn eich tendr y byddwch yn bodloni’r terfyn amser hwn.
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