1. Policies and Procedures Manual;
ICASOR has in place a policies and procedures manual to guide its administration, finances, and the management of projects and partners relationships.
2. Board of Directors;
The Board of Directors is the governing body of the organization and ensures that the organization operates according to Ghanaian laws and regulations as spelt out in the regulations. The Board consists of five (5) members inclusive of the Executive Director.
3. Delegated Authority of the Board of Directors;
The Board of Directors has authorized the Executive Director of ICASOR to execute contracts and agreements and enter into other binding contractual relationships on behalf of ICASOR, subject to various limitations as determined by the Board of Directors. Additionally, the Board of Directors has authorized the Executive Director of ICASOR to direct the release of funds and make payments on appropriate transactions up to the maximum as determined by the Board of Directors. Payments and other financial commitments above the delegated maximum amount are to be approved by the Board of Directors.
4. Mandate and Role of the Executive Director;
The Board of Directors invests in the Director the authority and responsibility for ensuring compliance with government laws and regulations, and client requirements within the framework of established policies and procedures and the scope of contractual agreement signed by ICASOR to implement donor funded projects.
The Executive Director has specific authority to take actions that conform to individual contracts with various funding partners, and will apply ICASOR’s operating Policies and Procedures Manual as approved by the Board of Directors.
The Executive Director has the duty to review documentation on contracts, grants and agreements and ensure that they are acceptable to ICASOR, that terms and conditions as to scope of work, financial reporting and any other special provisions such as confidentiality, impartiality, equal opportunity and other agreements are reasonable and consistent with the Policies and Procedures of ICASOR before signing off.
These specific delegations of authority may be modified and amended by the Board of Directors as may be required from time to time.
5. Approvals and Authority Levels;
The Board of Directors has responsibility for establishing the approvals and authority levels of the Executive Director. If a contract or transaction exceeds the approval and authority level of the Executive Director, it will have to be approved by the Board of Directors.
The amount of Thirty thousand Ghana cedis (GHC30, 000) has been established as the maximum value of any single action / transaction or commitment that can be authorized by the Executive Director, including procurement of goods and services, bank transactions, and other commitments of financial resources.
6. Communications with Donors/Development Partners;
The Executive Director has the duty to arrange meetings with potential and existing Donors / Development Partners to review contracts; establish communication procedures, review activity timelines for all contracts and conduct regular and periodic reviews.
7. Relationship with Subcontractors;
The Executive Director has the duty to meet with subcontractors to discuss their roles and responsibilities, relationships, and communications procedures. A formal review of the subcontractor’s budget, project policies, and guidelines shall be conducted prior to signing of any subcontract. Subcontractor’s staff director and supervisors shall report to the Executive Director of ICASOR.
8. Establishing Legal Representation, Banking, and Other Business Relationships;
The national laws and regulations regarding labor, business, and tax matters for Ghana are to be adhered to by the Executive Director and staff of ICASOR. The Executive Director is responsible for ensuring that ICASOR adheres to and maintains registration and other legal requirements as required for NGOs.
9. Signatories to the Bank Account;
The signatories to the Organizations Bank account shall be:
The Chairman of the Board of Directors, the Executive Director and one other named Director, so however that any two (2) of the three shall constitute sufficient mandate for the purpose of carrying out any bank transaction.