Revenue Collection Books Tax Payment Vouchers Requisition Forms Land Ownership Documents District Services—Education, Health, Infrastructure, Security, Sanitation Village Council—names and membership Note that filing is covered in Section 2.5 of the HRM manual, and is explored in more detail in the associated training materials, Topic 4. Filing. 7.0 Visitors This section is adapted from the document ‘Capacity Building for NGOs: a guidance manual for good practice’ (CIIR, 2005). 7.1 How to manage office visitors The district office should be accessible, to the beneficiaries and client groups. Members of the public will also want to the office to find out more information about the work of the local government, including the District Council and district departments, as well as to seek assistance on matters. Sometimes government officials or representatives of NGOs or international funding agencies will also come to the office for meetings. It is important that their first impressions of the office are positive. To ensure that the daily work of staff at the office is not endlessly interrupted by unanticipated visitors, it is advisable to establish an appointments system. Of course, visitors will come to the office unexpectedly from time to time, but an appointments system will ensure that most visits are planned in advance for the benefit of both staff and the visitors themselves. The box below contains some tips for an appointments system can be found below. Visitor Appointments System: Ask visitors to make an appointment in advance so that the necessary people are available to meet with them (see Annex 29). Have some background information about the district local government and its work available to give or show to the visitor, such as an organisational profile, the structure chart, annual report, and a list of completed projects. Ask the visitor to sign the visitor’s book and state his or her name, job title and organisation, and phone number or email address. (see Annex 30) Collect any information that the visitor gives the organisation and file it for future reference. Prepare for an informal office tour and visit to project sites if requested.
ID No. Serial No. Description (including Brand) Physical Location of Asset Person Responsible Date of Asset Survey Condition of Asset at time of Survey Action Recommended Prepared by: (Internal Auditor) Name ………………………………………………… Signature …………………………………………… Date …………………………………………………… Verified by: (Director Administration and Finance) Name ………………………………………………………… Signature …………………………………………………… Date …………………………………………………………… Approved by: (ES/Mayor) Name ………………………………………………………… Signature …………………………………………………… Date ……………………………………………………………
ANNEX 7 Supply Stock Register Name of Item: _________________________________________________________________________________ Date Description of receipt of from /issued to Qty. received Qty. Issued Balance in Stock Signature Remarks
ANNEX 8 Requisition Voucher NO.______________ Date._____________ Description Unit Requested Quantity Approved Quantity Remarks Requested By: Name ……………………………………………………………………………………………… Signature ………………………………………………………………………………………… Date ………………………………………………………………………………………………… Approved By: Name ………………………………………………………………………………………………… Signature …………………………………………………………………………………………… Date ……………………………………………………………………………………………………
13 Vehicle Maintenance Log Book Vehicle No………………….. Vehicle brand:…………………………….. Vehicle Type………………………………. Date Meter reading Type of maintenance Parts replaced / services done Name and Contact of Garage Total cost Next service / maint. due (km) Name and Signature of Driver Name and Signature of Logs officer Last Current Total Kms
ANNEX 17 Travel Request and Authorisation Form Foomka Ogolaanshaha Socdaalka Name of Traveler: ……………………………………………………………..………… Date: ………………………… (Magaca Qofka Socdaalaya) (Taariikh) Place/s of travel Goobta loo safrayo (indicate if domestic or abroad) Mode of Transport (e.g. air, road) Main Objectives Ujeedada Safarka Activities to be undertaken Hawlaha lasoo qabanayo Date Bilaw Return Date Noqosho DSA Advance? Yes/No Horumarin- Habeen dhax Remarks Faallo Shaqaale Staff Member (Traveler) Magaca Name: _________________________________________ Xilka Position: __________________________________________ Saxeexa Sign: ___________________________________________ Korjooge Supervisor Magaca Name: ___________________________________ Xilka Position: ____________________________________ Saxeexa Sign: _____________________________________
Annexes/Supporting Documents: Prepared by: ……………….……..…………(Officer) Position: …………………………………………………….. Signature:…………………………….. Date: …..…….. Received by:……………….…………….(Supervisor) Position: ……………………………………………………… Signature:………………………….. Date: ……………..
ANNEX 23 Quarterly Report Format Department: ……………………….………………………………….. Quarter/Year: …………….…………… Summary: Programme Activities Target Vs Achievements (Quarterly review): Act. No. Activities planned Progress made so far Achievements Justification if not completed Action points / follow up plan (next quarter) Summary: Key Learning Specific activities Problem Key Learning Recommendations Detailed Report: Background/Political Situation: Activities undertaken: Results achieved:
ANNEX 24 Annual Report Format Department: ………………………………………………………………….……….. Year: …………….……….. Executive Summary Objectives Progress Resources and budget delivery Work plans for next year Prepared by: ……………….……..………….(Officer) Position/Department: ………………………………… …………………………………………………………………... Signature:……………………….….. Date: ……….….. Received by:………………………….………………….. Position/Department: ………………………………. …………………………………………………………………… Signature:…………………….. Date: …………………
Waaxda:-____________________________ Mudada:-____________________________ No Hawlaha Qorshaysnaa Hawlaha Qabsoomay Hawlaha Aan Qabsoomin Sababta Ayna U Qabsoomin Faallo . Diyaariyay: ____________________ Saxeex_________________ Waxaa Hubiyay: _____________________________ Masuuliyada ____________________ Saxeex__________________ Ansixiyay: ____________________________ Masuuliyada_____________________ Saxeex__________________