Consultant to Undertake Preliminary work of the Acquisition and Implementation of Barcoding Asset Management System for COMESA Secretariat

Item Description:

The Common Market for Eastern and Southern Africa (COMESA) is a regional grouping of 21 African States which promote regional integration through trade and investment.

More information regarding COMESA objectives, as well as its 2021-2025 Medium Term Strategic Plan can be obtained from the COMESA website comesa.int.

Request for Expressions of Interest (REOI)

The Expression of Interest is called to identify a suitable Consultant to undertake preliminary work of the acquisition and implementation of Barcoding Asset Management System for COMESA Secretariat

COMESA’s fixed assets are categorized into the following classes: land and buildings; Plant and machinery; computers; motor vehicles; and fixtures and fittings. These assets are acquired through purchase, donation and construction and require to be fully accounted for.

The Financial Rules and regulations require that a fixed asset register be maintained and updated upon issue, replacement or disposal of assets. Once a year, a Board of Survey (BOS) is appointed to conduct a Physical Inventory of all fixed assets. The physical inventory report provides, among others, information on each property of the organization such as: description of the assets in each office; asset number (if any); quantity; state in which the assets are – i.e. good or bad; summary of all assets of the organisation; and reconciliation of the physical inventory report with the assets register.

For stock items, a stock take report is also prepared and provides the following information: stock items; description of each item; quantity and value; bin Card number; list of unserviceable/obsolete items; shortage and losses; and conditions of each stock item. The BOS report makes recommendation to write off shortage/losses and disposal of unserviceable and obsolete items.

The Secretariat intends to improve the turnaround and accuracy of its board of survey report through introduction of bar coding of its assets and stocks as well as optimization of fixed assets management software that is currently in the organization. The bar codes will have the following information per asset/stock item:- name, ID code, location and owner as required by the financial rules and regulations.

During annual inventory counts, bar coded assets and stocks will be scanned, and their details availed in real time for analysis, reporting and reconciliation with the fixed asset register and stocked items. Upon approval of the reconciled report, it shall be uploaded in the fixed asset and stores modules of sun system.

Documents

Download Request for Expressions of Interest (REOI) – 65 KB  
Download TORs – Fixed Assets Bar Coding – 36 KB