OHK funding 25-26 Project Audit

Terms of Reference OHK funding 25-26 Project Audit 1.Background Oxfam operates as a confederation, which is a decentralized network of independent organizations (affiliates) working together under a shared mission and brand. It is an international confederation of 23 organizations working across 77 countries as part of a global movement to create a future free from poverty and injustice. Oxfam operates under the “One Oxfam Model,” which defines the different roles and responsibilities of Executive Affiliates (EA), Partner Affiliates (PA), Oxfam International (OI), Regional Platforms, and country offices to strengthen coordination and collaboration across the confederation. As part of this model, Regional Platforms has been established in different regions, including the Asia Regional Platform, to serve as hubs for strategic leadership, joint programming, advocacy, management, and accountability within the region. These platforms enable affiliates to pool resources and expertise for greater regional impact. The Regional Platform itself is not physically registered and receives business operational support from different Executive Affiliates (EAs) with an objective to bring regional platform operations under one consolidated budget, monitoring framework, and financial management system that allows effective tracking of budget against expenditure. The role of the Regional Platform is primarily focused on strategic leadership, management, coordination, accountability, and regional impact and program implementation. Funding for the Regional Platform is generally supported through core funds and pooled funds contributed by different Partner Affiliates (PAs) and restricted grants from external donors.

Localisation

In Asia, the Asia Regional Platform provides strategic leadership, management, and accountability support across the region, while Oxfam GB serves as the regional business service provider for the Asia Regional Platform. Under the pooled fund mechanism, Partner Affiliates contribute annual funding allocations to support the mission and vision of the Regional Platform. OHK is one of the Partner Affiliates contributing annual funding support to the Asia Regional Platform. As stipulated in the agreement between the Asia Regional Platform and OHK, the Asia Regional Platform intends to engage the services of an independent external audit firm to conduct the audit of OHK funding for FY 2025–2026.

• 2. Details of the project Under OHK FY 25-26 funding there are 2 projects that require project audit to be conducted, and the details are as follows: Project I Project Title: Asia Humanitarian Programme Donor: Discretionary funding from Oxfam Hongkong Project Period: 1 August 2025 to 31 August 2026 Audit Assignment Period: Estimated date of Audit: 1 January 2027- 28 February 2027 Place of Assignment: Remote Based with desk review. Field Review may not be applicable as the expenses incurred are in different countries and Asia Regional Platform Program Budget: USD 120,000 Implementing partners: Asia Regional Platform Country: Across Asia countries where Oxfam has presence Like Across Asia countries where Oxfam has presence like Philippines, Bangladesh, Indonesia, Thailand, Nepal, Timor Leste, Myanmar Project II Project Title: Asia Project: Capacity Building for Impact Measurement, Business development and Advocacy Donor: Discretionary funding from Oxfam Hongkong Project Period: 20 Dec 2025 to 31 Dec 2026 Audit Assignment Period: Estimated date of Audit: 1 January 2027- 28 February 2027 Place of Assignment: Remote Based with desk review. Field Review may not be applicable as the expenses incurred are in different countries and Asia Regional Platform Program Budget: USD 140,000 Implementing partners: Asia Regional Platform Country: Across Asia countries where Oxfam has presence like Philippines, Bangladesh, Thailand, Nepal, Timor Leste, Myanmar, India
• 3. Objectives of the audit: Oxfam Asia Regional Platform seeks to engage - an Independent, External, and Qualified Auditor to conduct an audit of the above-described programs. The audit will be carried out in accordance with International Standards on Auditing (ISA) issued by International Auditing and Assurance Standards Board (IAASB). The primary objective of the audit is to provide an independent opinion on whether: Project funds have been used solely for their intended purposes. The financial statements present a true and fair view of the projects financial position, including actual expenditure incurred, and the revenues received All expenditures are adequately supported by required documentation. The project has complied with donor agreements, applicable laws, and relevant organizational policies & procedures. Internal controls and financial management systems are adequate and operating effectively. In addition, the Auditor is required to prepare a Management Letter highlighting any identified weaknesses and providing recommendations based on audit findings
• 4. Scope of the Audit: The audit will include but not be limited to: Examination of the project’s financial statements in accordance with international Standards on Auditing or an equivalent nationally recognized standard. Review and verification of total income received, and expenditure incurred under the project. Assessment of expenditure against approved budget and donor agreements. Evaluation of the accuracy, completeness and reliability of accounting records.

Verification of compliance with donor requirements, grant agreements and reporting obligations. Review of procurement processes and related supporting documents. Assessment of compliance with applicable tax laws and statutory requirements. Review of payroll and staff-related costs charged to the project. Evaluation of the adequacy and effectiveness of internal control and financial management systems. Identification of any weaknesses, risks, or gaps in internal controls and compliance mechanisms. Conduct sample-based testing of financial transactions and supporting documents. Verification of supporting evidence for selected expenditures and project activities.

• 5. Audit Engagement There is direct involvement of Asia Regional Platform Team and the countries where the expenditure has been incurred under these projects. 5.1. Engagement Procedures: The procedures below will be followed during audit engagement: Develop TOR. Recruit audit firms, obtaining an understanding of the engagement context. Sign Audit engagement agreement. Make an audit plan stated clearly on objectives, methodologies, and timeline. Transaction Sampling Provide a sample list of transactions to regions for preparation and necessary coordination with countries. Review and audit transactions, policies, guidelines, and systems. Review financial reports corresponding with budget of the Grant Contract and reconcile financial statements. Draft an audit report with findings and a management letter and submit it to Regional Platform for management response. The auditors will finalize the reports with Asia Regional Platform. Audit Report will be submitted to OHK. 5.2 Deliverables: The auditor is expected to provide: Draft Audit Report highlighting findings, observations, recommendations, and management responses Final Audit Report incorporating management comments. Management Letter outlining internal control weaknesses and recommendations for improvement. 5.3 Engagement timeline: Audit period covers 1 August 2025 to 31 December 2026 of the program – see the table below. Date-Description June 2026: Develop TOR September-October 2026: Recruit auditors, Sign a contract with the auditor November 2026: Debriefing meeting
• 1 January 2027: Audit Start Date
• 28 Feb 2027: Draft Report Submission
• 15 March 2027: Final Report Submission
• 31 March 2027: Final Audit report submission to OHK The audit commencement date may be subject to change and will be confirmed based on the closure of the “ Asia Project: Capacity Building for Impact Measurement, Business development and Advocacy .” The audit is expected to commence once the project closure process is completed and the required financial and support documents are available. 5.4 Qualifications of the Auditor: The audit firm must be a chartered accountant firm: Be legally registered and licensed to operate in Asia.

Expérience

Have proven experience in auditing donor-funded projects/INGOs/NGOs. Experience of multi country project Audit is preferred with experience of remote auditing as this project audit is not specific to single country transactions. Have qualified professional auditors with relevant certifications. Demonstrate knowledge of donor compliance requirements and international accounting standards. 5.5 Documents for Submission: Technical and financial proposal Proposed methodology and workplan CV of Lead consultant, auditors Company Registration Certificate VAT/Tax Registration Certificate

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