Administration and Finance Unit is generally responsible for Ensuring effective collection of Revenues and proper overall administration within RMF. With the assistance of one Expenditure Accountant and Revenue Accountants, DAF and his/her team are responsible of preparation of Payment of invoices. He/she is responsible of overall collection of revenues from different legal sources of RMF. Suppliers’ Required documents for invoice to be received include: the copy of Contract, Service Order, invoice to be paid, Provisional acceptance of works or final acceptance of works depending on the progress of works. After the technical Unit’s verification of invoice and the DG approves payment by a signature and stamp, the invoice is sent to DAF’s office in the Finance Unit to process payment.
In specific terms, DAF has to:
Coordinate activities of administration, human resources and finance;
Oversee the annual finance planning/budgeting processes and prepare the annual operating budget;
Coordinate the collection of revenues and proper overall administration;
Verify transactions, ledgers and other records, and prepare supporting account reconciliations;
Ensure accurate reconciliation of financial records and annual accounts is produced to meet statutory requirements;
Clearly prepare, analyze and communicate monthly and annual financial statements and reports;
Coordinate and lead the annual audit process including liaising with external auditors/ OAG and monitor timely implementation of internal and external audit recommendations;
Monitor progress and changes and keep the Senior Management Team informed of financial status;
Prepare and estimate annual budget before the beginning of the fiscal year;
Prepare and manage cash flow plans and forecasting on quarterly and annual basis and oversee all bank accounts;
Implement contracts management and financial management/reporting systems and ensure that they are regularly updated;
Create and maintain financial controls, policies and procedures;
Ensure efficient functioning and documentation for all financial systems including receipts, disbursements, billing, bookkeeping, budgeting and accounting;
Oversee accounts receivable and payable;
Oversee compensation, recruitment, performance appraisals;
Oversee staff planning, training and development activities;
Advise the management team on personnel and management issues;
Oversee employee-related welfare as provided in relevant laws;
Coordinate the management of office materials and assets;
Advise the management on development of Projects to be initiated aiming at funds mobilization;
Coordinate and supervise proper management of ICT tools /Resources and maintenance
Ensure that the Manual of Administrative Procedures is adhered to;
Advise the Director General of Road Maintenance Fund on financial matters as may be required;
Regularly report (weekly, monthly quarterly and annual) on the activities carried out by the Finance Unit;
Carry out regular evaluation of the staff of the Finance Unit;
Any other duty assigned by the Director General.