NNNGO Protecting Company Assets and Resources

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NNNGO Protecting Company Assets and Resources

Nigeria Network of NGOs assets are to be used for your job and should be protected.

Organisation’s assets are meant for business, and not personal use. We all have a responsibility
to protect and safeguard company assets from loss, theft, misuse and waste. These assets include,
but are not limited to:

    • The NNNGO name, our various Computers, laptops, DPAs, cell phones,
    and ancillary equipment,
    • Software and software licenses,
    • Office supplies,
    • Fax, copy machines and other office equipment,
    • Books, electronic media, CDs and DVDs and other media,
    • Business plans,
    • Technology and
    • Customer, supplier and distributor lists and information.
You should use company assets and funds for legitimate and authorized business purposes. The organisation does understand the need for limited and occasional use of organisation email, the Internet and phones for personal purposes, subject to the guidelines in the next section.

Organisation property should never be used for personal gain, and you should not allow organisation property to be used for illegal activities. If you become aware of theft, misuse or waste of our assets or funds or have any questions about your proper use of them, you should feel free to speak with your manager or your Human Resources department. Misappropriation of organisation assets is a breach of your duty to the organisation and may be an act of fraud against the organisation. Taking the Network property from our facilities without permission is regarded as theft and could result in the termination of your employment. In addition, carelessness or waste of the organisation assets may also be a breach of your duty to the organisation and could result in dismissal. All Organisation Assets are to be delivered to the Organisation promptly when your employment ceases, or at any other time that the Organisation requests.

Unless you are taking office supplies so you can work from home and your manager has approved it, this is not permitted. Taking home the organisation property, such as office supplies, can add up to significant costs for the organisaton.

Damages to the organisation’s asset due to the negligence of staff would be duly repair, replaced or purchased by the staff as the case may be.


Accuracy of Records and Information Reporting

Keep complete, accurate and reliable records.

Our financial and accounting records are used to produce reports for our organisation’s management, shareholders, governmental authorities and others. Therefore, we must all protect the Organisation’s financial strength and reputation for integrity by ensuring complete and accurate financial and accounting records that are not misleading. Implementing an appropriate control system helps to make sure this happens.

  1. All of your books, records and accounts – including time sheets, sales records, invoices, bills and expense reports – must be complete, accurate and reliable,

  2. Unrecorded, undisclosed or “off-the-books” funds or assets should not be kept for any purpose,

  3. Never falsify any document or distort the facts relating to a particular transaction,

  4. Transitions should be recorded in a timely manner and supported by appropriate documentation,

  5. Employees should not incur or pay the costs of anything using Organisation’s funds if the incurrence or payment is not authorized by your manager or supervisor or reimbursable, and

  6. Financial records that reflect the Organisation’s activities and transactions should be maintained in accordance with generally accepted accounting principles (GAAP) and in compliance with applicable laws and regulations.


Project Accounting

Term Definition

Project accounting differs from standard accounting in that it is designed to monitor the financial progress of a project rather than the overall progress of organizational elements. With Project Accounting, financial reports are specifically created to track the project process. Utilizing Project Accounting provides Project Managers with the ability to accurately assess and monitor project budgets and ensure that the project is proceeding on budget. Project managers can quickly address any cost overruns and revise budgets if necessary.

Project accounting also differs from standard accounting in the time period that it is reported. Standard accounting reports financial progress for fixed periods of time, for example, quarterly or annually. Projects can last from a few days to a number of years. During this time, there may be numerous budget revisions. The project may also be part of a larger overall project. For example, if an organization were constructing a new building that would be the larger project, however telecommunications could be handled as its own project, and as such with a separate project budget.

Costs and revenues that are allocated to projects may be further subdivided into a work breakdown structure (WBS). In utilizing project accounting, you have the flexibility to report at any such level and can also compare historical as well as current budgets.

Project accounting allows companies to accurately assess the ROI (Return on Investment) of individual projects and enables true performance measurement. Project managers are able to calculate funding advances and actual versus budgeted cost variances using project accounting. As revenue, costs, activities and labors are accurately tracked and measured, project accounting provides future benefits to the organization. Future quotes and estimates can be fine-tuned based on past project performance. Project accounting can also have an impact on the investment decisions that companies make. As companies seek to invest in new projects with low upfront costs, less risk, and longer-term benefits, the costs and benefit information from a project accounting system provides crucial feedback that improves the quality of such important decisions.


Accounting, Auditing or Disclosure Concerns

Investigate and report any accounting, auditing or disclosure concerns that you may have.

We all have a responsibility to submit good faith questions and concerns regarding questionable
accounting, auditing or disclosure matters or controls. In order to facilitate the reporting of
employee complaints, NNNGO has established procedures for:

  1. The receipt, retention and treatment of complaints regarding accounting, internal accounting controls, auditing matters and disclosure controls, and

  2. The confidential and anonymous submission by employees of concerns regarding questionable accounting or auditing matters of disclosure controls.
Complaints and concerns relating to accounting, internal accounting controls or auditing matters may include actions involving:
  1. Fraud or deliberate errors in the preparation, maintenance, evaluation, review or audit of any financial statement or financial record of the Organisation,
  2. Deficiencies in, or noncompliance with, the Organisation’s internal accounting controls,

  3. Misrepresentation or false statements to or by a senior officer or accountant regarding a

  4. matter contained in the financial records, financial reports or audit reports of the Organisation or
  5. Deviations from full and fair reporting of the Organisation’s financial condition.

  6. You should report the following if you discover any of them, or have good faith suspicions:
  1. Questionable payments to vendors, agents or consultants whose backgrounds have not been adequately investigated in accordance with NNNGO policies,

  2. Billings made higher or lower than normal prices for products or services at a client’s request,

  3. Payments made for any reason other than as described in a contract or other documentation, or

  4. Payments made through intermediaries that deviate from ordinary business transactions.

In addition, it is unlawful to fraudulently influence, coerce, manipulate or mislead any independent
public or certified accountant who is auditing our financial statements


Media, Public and Governmental Inquiries

Don’t speak on behalf of NNNGO unless you are authorized to do so.

We have professionals at our Organisation who are trained and qualified to release information to the public. When members of the media, financial analysts or government authorities contact the Organisation to request information, the response can have far-reaching implications, including effects on the Organisation’s ability to compete. When we provide information on the Organisation’s products, operational strategies or financial results, we must ensure both that the information is accurate and that the Organisation’s is ready to “go public” with that information. If you receive a request for information from outside the Organisation, you must forward it to the appropriate department if you are not authorized to speak on behalf of the Organisation. See below for the appropriate department:

If it is unclear which department to refer an inquiry to or it does not fall into one of the Categories above please refer the matter either to Director of Communication or the Legal Department. Additionally, before publishing, making a speech or giving an interview in your capacity as a NNNGO employee or executive, you should obtain approval from the Communication
Financial community or banks Financial Officer
News or Media Director of Communication
Regulatory and Governmental Agencies Legal Department
Elected officials Public Relations
Persons seeking employment information/referrals Human Referrals