JezK

Edit File: 1636259699.M933365P154555.mocha3025.mochahost.com,S=20102,W=20591:2,S

Envelope-to: dr.tabesh@jack.ngo,
 hananzai@jack.ngo,
 naveed@jack.ngo,
 procurement.assistant@jack.ngo
Delivery-date: Sun, 07 Nov 2021 00:34:59 -0400
From: <zadran@jack.ngo>
To: <naveed@jack.ngo>,
	<hananzai@jack.ngo>,
	<procurement.assistant@jack.ngo>,
	<najand25@gmail.com>
Cc: <dr.tabesh@jack.ngo>,
	<drsadat.57@gmail.com>
References: <01c501d7d2f9$6da8d5f0$48fa81d0$@jack.ngo>
In-Reply-To: <01c501d7d2f9$6da8d5f0$48fa81d0$@jack.ngo>
Subject: FW: Finance Department Observation in Payment Documents 
Date: Sun, 7 Nov 2021 09:04:48 +0430
Message-ID: <002e01d7d390$d28e4710$77aad530$@jack.ngo>
MIME-Version: 1.0
Content-Type: multipart/alternative;
	boundary="----=_NextPart_000_002F_01D7D3B6.8A832C80"
Thread-Index: AQF7P0t7ZjbLv08YKyHBgAtI46/boaywon5w
Content-Language: en-us

This is a multipart message in MIME format.

------=_NextPart_000_002F_01D7D3B6.8A832C80
Content-Type: text/plain;
	charset="us-ascii"
Content-Transfer-Encoding: 7bit

Dear Operation Team,

Please follow-up the below email.

Thanks,

ZADRAN.

From: finance.advisor@jack.ngo [mailto:finance.advisor@jack.ngo] 
Sent: Saturday, November 6, 2021 3:01 PM
To: dr.tabesh@jack.ngo; ghani@jack.ngo; zadran@jack.ngo; ghaznawi@jack.ngo
Cc: 'Nooromari' <nooromari@jack.ngo>; takal@jack.ngo; 'Dr. Faiq Sediqi'
<faiq.sediqi@jack.ngo>; ahmad@jack.ngo
Subject: Finance Department Observation in Payment Documents

Dear regional offices colleagues,

Hope you are doing well.

Based on my recent review of the Kabul office regional office payment
documents, there were my common observations in all the documents. Therefore
I am sending those observations listed below for your high consideration to
take quick corrective action all your procurement/finance related documents
before submission to JACK finance department at HD office to avoid any
stipulated risk during clearance with donor agencies and/or any future audit
assignment. The observations are below;

1.       The dates are missing in most of the documents. The sequence of
dates are also overlapping.

2.       The transportation documents are developed for all the staff but
accumulative document is used for a single person travel.

3.       The purpose of the travel was missing in most of the documents.
Therefore before traveling, develop Travel Request and mention the purpose
of travel clearly.

4.       The purpose of the travel is not defined in the Purchase Request
Form (PRF)).

5.       The Project name and Budget codes are not mentioned in the PRF.

6.       The documents are not signed by authorized signatories.

7.       Some of the documents are missing the PRF, GRN.

8.       The Tazkira of the labors were missing. (The documents developed
for the labor shall be containing his name, father name, purpose of hiring,
Tazkira number, number of days, daily wages, the accumulative amount, and
finger print of the labor at the end).

9.       The Tazkira number in the Pay To form was missing in the most of
the documents.

10.   Most of the invoices are missing the dates, Client name, Signature and
vendor Stump. (Only the very remote areas invoices will be considered
regarding this finding but make sure that those invoices are dully approved
by regional project manager and dully signed by supplier).

11.   Some of the invoices are not readable. So make sure that all the
invoices shall be readable.

12.   Some of the documents were overwritten. So no overwriting document
will be accepted.

13.   Most of the documents were missing JACK stump.

14.   The fuel are purchased on daily basis without any quotation. Therefore
make sure that you are procuring the fuel as per policy and collected three
quotations.

15.   It is noticed that some of the expenses have occurred for regional
office food. As food expenses are unallowable expenses therefore strictly
avoid such expenses. If there is any meeting has conducted, please get
advance approval for the food expenses. All meetings related expenses shall
have the approval, participants list, participants attendance sheet, The
purpose of the meeting shall be written in the PRF.

16.   The documents are missing with paid stump.

17.   The ledger was missing from the documents. Therefore develop your own
ledger before submitting the documents to finance department.

18.   The documents were not filled in the folder. Therefore fill all your
documents in sequence according to your developed ledger. Make sure that put
limited documents in a single folder as per its capacity.

Note: It is to let you know that no document will be accepted if the above
observations are not considered in your procurement documents.

Make sure that you made clearance with finance department for October
project funded by UNDP/GF before 10th of November otherwise any decision
made by JACK management will be highly applied.

I am highly appreciating if there is any query or any assistance required.
Should be there, please let me know.

I am so thankful for your understanding and quick action in this regards.

Best

Obaid Shahzad

Operation Director

JACK

0788918088

------=_NextPart_000_002F_01D7D3B6.8A832C80
Content-Type: text/html;
	charset="us-ascii"
Content-Transfer-Encoding: quoted-printable

<html xmlns:v=3D"urn:schemas-microsoft-com:vml" =
xmlns:o=3D"urn:schemas-microsoft-com:office:office" =
xmlns:w=3D"urn:schemas-microsoft-com:office:word" =
xmlns:m=3D"http://schemas.microsoft.com/office/2004/12/omml" =
xmlns=3D"http://www.w3.org/TR/REC-html40"><head><meta =
http-equiv=3DContent-Type content=3D"text/html; =
charset=3Dus-ascii"><meta name=3DGenerator content=3D"Microsoft Word 15 =
(filtered medium)"><style></style></head><body lang=3DEN-US =
link=3D"#0563C1" vlink=3D"#954F72"><div class=3DWordSection1>Dear Operation Team, =
<o:p></o:p><o:p>&nbsp;</o:p>Please follow-up the =
below email. <o:p></o:p><o:p>&nbsp;</o:p>Thanks, =
<o:p></o:p>ZADRAN. <o:p></o:p><o:p>&nbsp;</o:p><a name=3D"_MailEndCompose"><o:p>&nbsp;</o:p></a><div><div =
style=3D'border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in =
0in 0in'>From: finance.advisor@jack.ngo =
[mailto:finance.advisor@jack.ngo] Sent: Saturday, November 6, =
2021 3:01 PM To: dr.tabesh@jack.ngo; ghani@jack.ngo; =
zadran@jack.ngo; ghaznawi@jack.ngo Cc: 'Nooromari' =
&lt;nooromari@jack.ngo&gt;; takal@jack.ngo; 'Dr. Faiq Sediqi' =
&lt;faiq.sediqi@jack.ngo&gt;; ahmad@jack.ngo Subject: Finance =
Department Observation in Payment Documents =
<o:p></o:p></div></div><o:p>&nbsp;</o:p>Dear regional offices colleagues, <o:p></o:p><o:p>&nbsp;</o:p><o:p>&nbsp;</o:p>Hope you are =
doing well. <o:p></o:p><o:p>&nbsp;</o:p><o:p>&nbsp;</o:p>Based on my =
recent review of the Kabul office regional office payment documents, =
there were my common observations in all the documents. Therefore I am =
sending those observations listed below for your high consideration to =
take quick corrective action all your procurement/finance related =
documents before submission to JACK finance department at HD office to =
avoid any stipulated risk during clearance with donor agencies and/or =
any future audit assignment. The observations are below; =
<o:p></o:p><o:p>&nbsp;</o:p><![if !supportLists]>1.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <![endif]>The =
dates are missing in most of the documents. The sequence of dates are =
also overlapping. <o:p></o:p><![if =
!supportLists]>2.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <![endif]>The =
transportation documents are developed for all the staff but =
accumulative document is used for a single person travel. =
<o:p></o:p><![if =
!supportLists]>3.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <![endif]>The =
purpose of the travel was missing in most of the documents. Therefore =
before traveling, develop Travel Request and mention the purpose of =
travel clearly. <o:p></o:p><![if =
!supportLists]>4.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <![endif]>The =
purpose of the travel is not defined in the Purchase Request Form =
(PRF)). <o:p></o:p><![if =
!supportLists]>5.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <![endif]>The =
Project name and Budget codes are not mentioned in the =
PRF.<o:p></o:p><![if =
!supportLists]>6.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <![endif]>The =
documents are not signed by authorized signatories. <o:p></o:p><![if !supportLists]>7.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; =
<![endif]>Some of the documents are missing the PRF, =
GRN.<o:p></o:p><![if =
!supportLists]>8.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <![endif]>The =
Tazkira of the labors were missing. (The documents developed for the =
labor shall be containing his name, father name, purpose of hiring, =
Tazkira number, number of days, daily wages, the accumulative amount, =
and finger print of the labor at the end). <o:p></o:p><![if !supportLists]>9.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <![endif]>The =
Tazkira number in the Pay To form was missing in the most of the =
documents. <o:p></o:p><![if =
!supportLists]>10.&nbsp;&nbsp; =
<![endif]>Most of the invoices are missing the dates, =
Client name, Signature and vendor Stump. (Only the very remote areas =
invoices will be considered regarding this finding but make sure that =
those invoices are dully approved by regional project manager and dully =
signed by supplier).<o:p></o:p><![if =
!supportLists]>11.&nbsp;&nbsp; =
<![endif]>Some of the invoices are not readable. So make =
sure that all the invoices shall be readable. <o:p></o:p><![if !supportLists]>12.&nbsp;&nbsp; =
<![endif]>Some of the documents were overwritten. So no =
overwriting document will be accepted. <o:p></o:p><![if !supportLists]>13.&nbsp;&nbsp; =
<![endif]>Most of the documents were missing JACK stump. =
<o:p></o:p><![if =
!supportLists]>14.&nbsp;&nbsp; =
<![endif]>The fuel are purchased on daily basis without =
any quotation. Therefore make sure that you are procuring the fuel as =
per policy and collected three quotations. <o:p></o:p><![if !supportLists]>15.&nbsp;&nbsp; =
<![endif]>It is noticed that some of the expenses have =
occurred for regional office food. As food expenses are unallowable =
expenses therefore strictly avoid such expenses. If there is any meeting =
has conducted, please get advance approval for the food expenses. All =
meetings related expenses shall have the approval, participants list, =
participants attendance sheet, The purpose of the meeting shall be =
written in the PRF. <o:p></o:p><![if =
!supportLists]>16.&nbsp;&nbsp; =
<![endif]>The documents are missing with paid stump. =
<o:p></o:p><![if =
!supportLists]>17.&nbsp;&nbsp; =
<![endif]>The ledger was missing from the documents. =
Therefore develop your own ledger before submitting the documents to =
finance department. <o:p></o:p><![if =
!supportLists]>18.&nbsp;&nbsp; =
<![endif]>The documents were not filled in the folder. =
Therefore fill all your documents in sequence according to your =
developed ledger. Make sure that put limited documents in a single =
folder as per its capacity. <o:p></o:p><o:p>&nbsp;</o:p>Note: It is to let you know that no document will be =
accepted if the above observations are not considered in your =
procurement documents. <o:p></o:p>Make sure that you made =
clearance with finance department for October project funded by UNDP/GF =
before 10th of November otherwise any decision made by JACK =
management will be highly applied. <o:p></o:p><o:p>&nbsp;</o:p><o:p>&nbsp;</o:p>I am highly appreciating if there is any query or any =
assistance required. Should be there, please let me know. =
<o:p></o:p>I am so thankful for your =
understanding and quick action in this regards.<o:p></o:p><o:p>&nbsp;</o:p><o:p>&nbsp;</o:p>Best =
<o:p></o:p><o:p>&nbsp;</o:p><o:p>&nbsp;</o:p>Obaid =
Shahzad <o:p></o:p>Operation Director =
<o:p></o:p>JACK <o:p></o:p>0788918088<o:p></o:p><o:p>&nbsp;</o:p></div></body></html>
------=_NextPart_000_002F_01D7D3B6.8A832C80--