Our project management approach is based on societal integration and optimum utilization of resources, highly concerned for the well-being of the people living in the society. We have a strong footprint in the government as well as private sector and our partners supported programs makes us high achieving and purposely sound organization in the sector.
GAP has double entry accounting system with approved financial policy. All the organizational matters are guided by the policy manual which is recently revised & still ready to incorporate further improvements with the help of consultants, professionals and board members. Regular audit of accounts is conducted by renowned external auditors.
GAP has a very transparent and credible financial management system. All the financial documentation is well maintained as per the international standards. GAP uses registered computerized accounting software “Quick Book Enterprise Solution and peach expenditures tree’’ for recording daily transactions. The ledgers are generated from the software automatically and are reported to the donors based on the data taken from the software.
GAP has established internal audit department and internal auditor reviews each transaction for Donor’s Agreement compliance, internal policies & procedures compliance and government regulations before entering in the software. All the internal audit reports shared with chief executive to overcome the gaps in the process. Chief Executive sends report to Board of Governors. The unit keeps an eye on performance evaluation and financial controls of the organization through sample audit.
For ensuring proper segregation of duties, the finance department consists of 4 people; each involved the processing of a single payment and it’s recording in the software. The payments are verified by the project coordinator/manager, reviewed by the Finance Manager for availability of budget, allow ability and reasonability and approved by Chief Executive Officer.
GAP has developed Financial Policies & Procedures manual, which contains the policies & procedures relating to the financial management of the organization besides this administrative, human resource & procurement manual are developed and updated. The manual is regularly updated and approved by the Board of Directors.
A monthly financial report is submitted to CEO at the end of each month, which describes the overall status of funds and expenditures of the organization. Besides, regular Budget versus Actual reports is circulated to the project managers to update them about the financial status of the project.
GAP regularly conducts its external audit at the end of financial year through a QCR certified Chartered Accountant firm. Beside this different project audited was also conducted by top audit institutions.
This unit is responsible for procuring all goods and services as per policy approved by the Board. It holds charge of the procurement manual and works independently as a separate function. The procurement has a PC-based procurement module and has also Pre-Qualification of procurement PQP with functional procurement unit, internal control system and the ability to undertake large scale procurements.
This unit operates through a PC-based HRIS system customized to the organization’s requirements. The HRIS system includes data for all employees of the organization, such as personal information, employee contract details, current job and previous employment details, leave history, education and training and TNA information. A Performance Management system, including Performance Appraisals, has been developed. The organization has also developed an organization-wide Training Needs Analysis (TNA). Gender and sexual harassment at work place policy is part of HR policy.
GAP has in place an effective monitoring and evaluation system. GAP M&E system is an integral part of its program implementation and management. The basic function of the M&E system is to provide the information needed for result-based project management, to involve key stakeholders in learning as how to improve project implementation. The M&E system also focuses on strengthening the capacity of
project staff and stakeholders to manage the efficient use of resources over which they have decision-making power. At GAP, we have an independent M&E section to ensure compliance to monitoring of all projects as well as tools for reporting, surveys and assessments in order to form project design and produce timely & quality reports. Similarly regular monitoring visits are made to project sites to assess the situation, identify gaps if any, and make suggestions to bridge those gaps. M&E staff maintains proper record of key documents such as M&E tools, tracking sheets and reporting
