Page History

...

1. Once the balance of available funds in the BOA account in Benin for a particular project has fallen below the defined lower limit, the Project Coordinator will submit a request for the disbursement of funds for replenishing the service fund to the Finance Unit at HQ. The request will include a detailed record of all payments made.
2. The Project Coordinator financial and administrative manager of CIVA at the Benin station will submit a request for disbursement to replenish the BOA account in Benin Benin  to the Finance Unit at HQ for the various projects once approved by the Project Coordinator.
3. The Finance Unit at HQ will disburse the funds to the BOA account in Benin in order to replenish the service fund of the particular project and notifies to CIVA Financial and Administrative Manager once funds are sent by the bank debit note.
4. The financial and administrative manager of CIVA at the Benin station will inform the project coordinator once funds have arrived.
5. This procedure will be repeated until funds for services of a specific project are exhausted.

...

1. The financial and administrative manager of CIVA at the Benin station will will submit a request for disbursement to replenish the Mobile Money account once approved by The head of the KM-Unit to the IITA finance Unit at the Benin station. The upper limit of the Mobile Money account is 20 million XOF. A request for the refilling of the Mobile Money account may be submitted once the balance of the Mobile Money account drops below 10 million XOF.
2. The Finance Unit will exchange with the contact person (Eric 97 98 37 10) at BOA to assure immediate transfer. They will notify the Head of the KM-Unit once the Mobile Money account is credited, the financial and administrative manager of CIVA at the Benin station will debit the BOA MTN account and credit AfricaRice GIZ - Green Innovations Project account in OCS for realize the release of the funds collections from the main account GIZ in OCS.
3. The project coordinator will define services (see Definition of services).
4. The National Service Coordinator will launch services and inform Tasks Agents about payment modalities as defined in the description of services (see SC).
5. The Task Agents will send invoices to the Financial Control Agent according to progress.
6. The Financial Control Agent will verify the invoices.
7. At the end of a service Quality Control Agent will verify if services were delivered according to defined quality criteria and approve the payment requests (invoices of Task Agents).
8. The Financial Control Agent will group invoices and prepare project specific the request for payment including a list of the amounts due for each Task Agent in Excel format. It will include the transfer charges.
9. The National Service Coordinator verifies the request and submits it to the Project Coordinator.
10. The Project Coordinator will approve the request, submit it to the Financial Control Agent and copy the Head of the KM-Unit.
11. The Financial Control Agent will upload the list of payments due on the Mobile Money account and inform the Finance Unit once the operation is completed.
12. The Financial Control Agent will login into the Mobile Money account, verify, validate and trigger the bulk payment of Task Agents.
13. The Financial and Administrative Manager will credit the BOA MTN account in OCS and debit the project (Services expenses account) to reduce the Risk of underestimated of expenditures due to delays in updating the various systems and in particular OCS.
14. After all payment, the Financial and Administrative Manager of CIVA in Benin Station will Make sure that the balance in all systems is coherent / identical
    

...