Summarized Description of IPCRI’s Manual of Policies and Procedures
This manual has been developed by IPCRI’s management, and reviewed and adopted by IPCRI’s Board of Directors. The purpose of this manual is for IPCRI to have a set of policies and procedures that management and staff use a reference in conducting everyday organizational planning, operational, administrative and financial tasks. In IPCRI’s case the manual focuses on the following sections:
- Human Resources:
The purpose of this section is to provide IPCRI’s management and staff with various policies regarding the overall organizational human resource and payroll process, to instruct IPCRI’s staff on their rights and obligations to organization, to inform the staff on the process of human resource development including recruitment, vacation, termination, performance appraisal, etc. and to instruct the staff on the hierarchal issues in the human resources functional areas.
- Organizational Planning and Budgeting:
The purpose of this section is to provide IPCRI’s management and staff with various policies regarding the overall organizational planning and budgeting process, to instruct IPCRI’s staff on their respective duties under the planning and budgeting cycle, and to inform staff about the process of developing these plans and budgets.
This section includes a collective decision-making process how to utilize resources and plan activities to reach specific objectives, goals, and the vision of the organization. IPCRI’s planning process with the vision statement covering a two-year horizon. This statement is developed at the senior staff level. Translation of the statement into an organizational mission and development goals follows. Building on the development goals and department goals to develop attainable and measurable objectives is an organizational team effort. Each of the goals should have a set of objectives, all of which will assist and contribute to the goal attainment. Each objective in turn should have a set of activities.
- Procurement and Disbursement:
The purpose of this sections is provide IPCRI’s management and staff with directions and the mechanisms concerning IPCRI’s procurement, disbursement, and receiving requirements and methods. To instruct IPCRI’s staff on how to perform their duties under the procurement, disbursement, and receiving functions. To instruct the staff on the chain of command or hierarchy in the procurement, disbursement, and receiving based on monetary value and type of activity. To regulate the procurement, disbursement, and receiving procedures in order insure an efficient system while safeguarding the funds and assets of the organization.
- Funds receiving and management:
The purpose of this section is the following:
- Provide IPCRI’s staff with directions and the mechanisms concerning the receipts of funds from third parties.
- Provide policies around the safeguarding of funds received.
- Instruct the staff on their dealing with financial institutions in the carrying of financial transactions.
- General Financial Reporting Policies:
All accounting reports of IPCRI are based on an accounting system and accounting manual of policies and procedures kept and updated by the book keeper in consultation with the organization’s external auditor and its Administrative and Finance Manager. The accounting manual prescribes the policies and procedures in recording and summarizing financial data and transactions. In this sense, the purpose of this section is to complement the accounting manual and accounting system instituted by IPCRI.
The guiding principles and standards for IPCRI’s accounting and financial reporting is International Accounting Standards of the International Accounting Standards Committee. These standards are IPCRI’s official guide for the preparation of financial reports in all matters relating to the accounting, presentation, disclosure, and other matters.