Terms of Reference (ToR) for Acquisition of Software and Tools Eastern Africa Standby Force (EASF) Situation Room – Early Warning System

Terms of Reference (ToR) for Acquisition of Software and Tools

Eastern Africa Standby Force (EASF) Situation Room – Early Warning System

1. Background

The Eastern Africa Standby Force (EASF) is a regional peace and security organization mandated to enhance conflict prevention, management, and resolution within the Eastern Africa region. A key element of this mandate is the Early Warning System (EWS), which collects, analyses, and disseminates information to support timely decision-making. To strengthen its capacity, EASF seeks to acquire specialized software and tools for its Situation Room to better monitor, analyse, and anticipate regional conflicts.

1. Objective

The objective of this procurement is to provide the EASF Situation Room with advanced software and tools that:

a)    Improve monitoring of political, security, humanitarian, and socio-economic indicators.

b)    Enhance data collection, visualization, and analysis.

c)    Enable timely early warning and response recommendations.

d)    Integrate multiple data sources (open-source, partners, and internal reports).

1. Scope of Work

The selected company will be required to:

a)    Supply and install the software and tools.

b)    Ensure the system is user-friendly, secure, and compatible with existing infrastructure.

c)    Provide features including but not limited to:

-       Real-time data collection and integration.

-       GIS and mapping capability.

-       Dashboard for visualization and trend analysis.

-       Alert and reporting mechanisms.

-       Secure storage and retrieval of data.

d)    Train EASF Situation Room staff on the use of the system.

e)    Provide technical support and maintenance for a defined period.

1. Deliverables

a)    Installed and operational software and tools.

b)    Technical and user documentation.

c)    Training sessions for designated staff.

d)    Support and maintenance plan.

1. Duration

The assignment is expected to be completed within one (1) month from the date of contract signing.

1. Eligibility and Requirements

Interested companies must demonstrate:

a)    Proven experience in providing conflict early warning, data analysis, or security monitoring software.

b)    Ability to integrate GIS, dashboards, and real-time alert features.

c)    A track record of supplying similar systems to regional or international organizations.

d)    Capacity to provide training and after-sales support.

1. Submission of Proposals

Qualified companies are invited to submit proposals containing:

a)    Company profile and experience.

b)    Technical proposal outlining the software specifications and approach.

c)    Financial proposal, including cost breakdown.

d)    Timeline for delivery and installation.

e)    References from at least two past clients.

1. Evaluation Criteria

Proposals will be evaluated based on:

a)    Technical compliance (40%).

b)    Relevant experience and qualifications (20%).

c)    Training and support plan (20%).

d)    Cost-effectiveness (20%).

1. Deadline

Proposals must be submitted to the EASF Secretariat Tender Box no later than (30 days) September 1st –September 30^th 2025. 

Advert EASF Accountant

EASTERN AFRICA STANDBY FORCE SECRETARIAT

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VACANCY ADVERTISEMENT -ACCT/2025

Background

The Eastern Africa Standby Force (EASF) is a Regional Organization whose mandate is to enhance peace and security in the Eastern Africa region.  It is one of the five Regional Multidimensional Forces of the African Standby Force (ASF) consisting of Military, Police and Civilian components.  EASF was established as a regional mechanism to provide capability for rapid deployment of forces to carry out preventive deployment, rapid intervention, peace support/stability operations and peace enforcement.  

The EASF has four Structures namely; the Secretariat, Planning Element, Force Headquarters and Logistics Base.  The EASF is seeking to recruit an ACCOUNTANT, who will be responsible for maintaining high standards of accounting services in line with the EASF regulations, administer and manage all financial aspects of the organization.

Post: Accountant                                                     Reports to: Senior Accountant

Key Responsibilities

1. Manage the financial accounting and reporting in accordance with the financial regulations.
2. Generate periodical reconciled cash and bank reports.
3. Maintain cashbooks, payroll and statutory returns.  
4. Undertake budget preparation and implementation of budgetary control measures.
5. Responsible for the preparation of the final accounts for submission to external auditors in accordance with the existing financial regulations.
6. Undertake ad hoc financial analysis from time to time to assist the management in evaluating financial spending and potential for cost efficiencies. 
7. Perform any other related duties as may be assigned.  

Key Qualifications and Experience

1. Be aged between 25 - 50 years
2. Bachelor’s degree in Business Administration, Public Administration, Finance, Accounting or related field from a recognized University. 
3. At least 5 years’ continuous-working experience in a busy Finance section in a regional organization or busy firm.
4. CMA, CPA, ACCA, CIMA or equivalent professional qualification with full membership with an internationally recognized professional auditing/accounting institution.
5. Management accounting experience including budgeting, forecasting, monthly reporting. 
6. Proven ability for implementing and monitoring financial controls.
7. Staff management experience.
8. Be a person of high integrity with no criminal record.
9. Must be a Kenyan Citizen.
10. Ability to foster teamwork, encourage initiative and supervises staff.
11. Be proficient in written and spoken English; knowledge of French and Arabic or other regional languages will be an added advantage.

Key Skills and Competencies

1. Have excellent numerical and analytical skills.
2. Have a strategic outlook with the ability to drive change where necessary. 
3. Proficiency in financial accounting and reporting.
4. Have proven capacity to make critical decisions in financial management.
5. Have excellent planning, organizational and time management skills.
6. Have strong leadership skills.
7. Excellent interpersonal and communication skills. 
8. Demonstrate commitment to EASF mission, vision and values.
9. Respect the culture, gender, religion, race and nationality of all the members of EASF.
10. Resourcefulness, sound judgment and decision making skills.
11. Share knowledge and experience that would contribute to the growth of EASF.
12. Provide helpful feedback and advice to others in the office in order to improve team building.
13. Be resilient and able to work well under pressure and prioritize heavy workload.
14. Have proven hands-on knowledge of computer operations and appropriate computer packages

TERMS AND CONDITIONS OF SERVICE

The position is a three (3) year renewable contract subject to Performance appraisal and in accordance with the EASF Service Regulations.   

How to Apply

Suitably qualified candidates are invited to apply for the position, enclosing CVs with full details of education, professional qualifications, experience, copies of academic and professional certificates, relevant testimonials, and National ID.  The sealed applications should be submitted to the address below by 28^th NOVEMBER, 2025 with the envelopes clearly marked ACCOUNTANT.

The Eastern Africa Standby Force (EASF) Secretariat

Westwood Park Road
P.O Box 1444 - 00502
KAREN, NAIROBI
KENYA

Any application received after the deadline will not be considered.  Female candidates are encouraged to apply.