William Adah has taken over as Acting COMU Lead from Abraham Ayom in MSH South Sudan. The 3-page handover report provides details on handing over responsibilities, ongoing operations, compliance requirements and processes. Key items include renewing organizational certificates, legal compliance obligations, financial management duties divided among William, Mary Juan and Pascal Adrawa, and transition of security coordination from Abraham to Pascal.

1. Handover Report Abraham Ayom. Page 1 of 16
Handover Report For
MSH South Sudan Outgoing Staff
Staff Name: Abraham Ayom Ayom
Employee Index number: 16266
Job Title: Finance Manager/COMU Lead
Date of Handover Report: Wednesday 28th
October, 2015
Duration of Assignment (10th
January 2012 to 28 October 2015. Three years, & 10 months)
Supervisor and reporting procedures
Report to Country Representative (Albert Nettey Akai) with direct & indirect Relationship
reporting to other Project Director (Stephen Macharia for Challenge TB), Regional HR Partner
for East Africa (Grace Gatebi) and to Home Office Operation Support Team (Daniel Brame for
overall Country operational support, Jessica Hemmer for contract, Natalia Mahoney for
Procurement, Lee Pelletier for Accounting & Finance, Ellie Carlson for Field Fund Request
Wire Transfer and John Mckenney for Security.
Brief Description of Duties/Roles
• Country Operations
• Compliance and Risk management
• Financial Management services
• Accounting services
• Procurement and Purchasing
• People Management
• Human Resources
• Facilities and Office Services
• Fleet Management
• In-Country travel and Logistics Services
Handover Key Notes in Details
1. Country Operational Activities
COMU Responsibilities
• Prior to my departure, In MSH South Sudan, William Adah, Senior Accountant
from MSH Nigeria Office, acting as a COMU Lead for MSH South Sudan,
officially take over COMU roles from Abraham Ayom in the Country office
effect 28th
October 2015 until the replacement is finalize for the new COMU
Manager, William to work together with the COMU team and supervise COMU
Staff.
• Office Key and Stamp are hand it over to William Adah
• Pascal Adrawa to handle Procurement, Administration, Mary Juan to handle
Accounting & Finance, Simon Lujang to handle Logistics, Fleet &

2. Handover Report Abraham Ayom. Page 2 of 16
Assets/Inventory, Elizabeth Kadayi Mutto to handle office utilities, office
supplies & office maintenance & Receptionist
Registration and renewal for MSH Certificates
MSH legally registered in the Country with various certificates from different institutions,
some of the certificates expired in September and they are due for renewal. Registration
and renewal process require several report such as Annual Financial Report, Annual
Project Activities Report, Work plan & Budget, Assets, Staffing Polices, list of staff with
their nationality, Organogram etc.
1. NGO Operating Certificate issued by Relief and Rehabilitation Commission.
Expired in September 2015. It is due for renewal. William, Pascal, Mary Juan,
Program staff for both SIAPS & Challenge TB, home office Finance-Lee to work on
the require information for the renewal of the certificate.
2. Tax Clearance Certificate issued by the Ministry of Finance and Economic
Planning. Expired on September 2015. William and Pascal apply for the renewal,
draft an Introduction letter to Ministry of Finance & Economic Planning, Country
Rep to sign off the letter, attached all the copies of certificates for MSH Legal
registration in the Country. Mary Juan to submit the application to directorate of
Taxation and make a regular follow to obtain new certificate. In the first certificate
issued by the Ministry, MSH name was not properly spell out. This require
correction for the next renewal
3. Certificate of Registration from the Ministry of Justice to be renewing on February
2016, various reports are required to renew certificates, refer to the previous renewal
folder.
4. Tax Identification Number. This certificate doesn’t require a renewal
5. Membership Certificate NGO Forum Registration. MSH obtained South Sudan
NGO Forum membership certificate since 2011, William and Pascal to make an
inquiry if this certificate is issue at once, annually or require renewal
Legal Compliances & Tax
• Visa & alien registration is a legal requirement. Always foreign national in the Country
are require to register for alien within 72 hours while in the Country, William and Pascal
to write a letter of introduction to Directorate of Immigration, copies all legal certificates
for MSH attach together with the letter for submission to Immigration, Simon or
Elizabeth to request for advances for fees or staff pay and get reimburse through TEF.
• Renewal of Multiple visa entry for expatriate is a Mandatory requirement (Dr. Stephen
Macharia, Albert Nettey Akai, Dr. Stephen Ataro Ayella are the only current expatriate in
the Country) William and Pascal to write a letter of introduction to Directorate of
Immigration, copies all legal certificates for MSH attached to the letter, Simon or
Elizabeth to facilitate the process
• Renewal of Work Permit for Dr. Stephen Macharia, Albert Nettey & Dr. Stephen Ataro
Ayella) William and Pascal to apply for the work permit renewal through Ministry of
Labor, copies of employment contract, CV, Qualifications, copy of passport details page,
visa, alien registration, photos passport size are always require by the labor office. Any
COMU Staff can facilitate the process, all expatriate obtained their work permit, and
renewal is due next earlier next year 2016.
• Persona Income Tax from Staff Salary is a mandatory and to be pay on time. Mary Juan,
the accountant will continue to do this task.

3. Handover Report Abraham Ayom. Page 3 of 16
• Any dismissal, termination, end of employment, staff downsizing, Project ending, require
labor office approval in consultation with MSH Lawyer.
Internal Control & Compliance
• Check book only kept by the accountant in the safe and custodian of the key for safe
• All invoices, advances and TEF to be review by William before processing.
• Accountant-Mary Juan to generate Payment and General Journal Vouchers, COMU Lead
to review vouchers, sign off and Budget Holder/Project Director to approve the vouchers.
• Only authorized signatories to bank account can sign on the checks. Finance Manager,
COMU Lead or Accountants are not a signatory to MSH bank accounts.
• Any field trip for project activity & expenses require budget holder/project director
approval before any process start.
• The entire procurement threshold above $3,000 or equivalent to be send to home office to
Natasha and Atanas for PO approval. Pascal has a delegation of Authority to
sign/approve LPO locally threshold limit of $3,000 or equivalent.
• For any big procurements, threshold of $100,000 and above, home office involvement is
require and a participation of the Procurement Internal Committee.
• For any local consultant in the country, involved home office, only Jessica has the
authority to negotiate for both local & International consultant.
• Apply an appropriate share cost percentage on common expenses for both projects: The
current share cost ratio: 60% SIAPS & 50% Challenge TB. The share cost is based on the
headcount, number of staff. It can change or amend at any time once number of staff
reduces or increase.
• Movement of MSH Vehicles to be authorize by acting COMU Lead-William, Logistics
Coordinator – Simon & Pascal Adrawa by signing off vehicle movement request form.
Operating System and Business Process
• Work officially begins at 8:00 am and end at 5:00 pm, one hour lunch time break is
observed from 1:00 pm. There are about more than 14 public holidays in each calendar
year. Weekends are only Saturday and Sunday.
• MSH South Sudan work in close collaboration with the Ministry of Health, National
Malaria Control Program and National Tuberculosis Program (NTP), State Ministry of
Health & Other health partners in the Country.
• MSH main office at the National Ministry of Health at Ministerial Complex, another
office at State Ministry of Health in Western Equatoria State, another small office at the
Central Equatoria State Medical Warehouse.
• Two MSH offices occupied by the government staff, Director of EPI and Director of
Health Education within MSH Office building.
• MSH has MOU with MOH for office space usage up to 22nd
September, 2016 for the
main office. The existing MOU has to be nullifying and we have to consider the latest
MOU that Jessica has draft to cover office space, fuel/power contribution for MOH
Generator and Garbage collection, William and Pascal to complete this process.
• MSH office building is connected to MOH Power generator since 2013. We are
benefiting from MOH Power. Most often, MSH can only run it generators at Lunch time,
after 4:00 pm, on weekend, Public Holiday or when MOH generator is break down.
• MSH Conference Hall. This hall is widely used by Ministry of Health & Partners for
meeting; a request to book a hall has to go through Elizabeth and managed by her.

4. Handover Report Abraham Ayom. Page 4 of 16
• New Proposal/Business opportunity, in case of any future business opportunity/proposal
from donor for the Country, William, Pascal and Mary to participate in the process by
providing the require data such as cost proposal as well as technical proposal to Business
& Development department at the home office.
COMU Structure, Staff Management, Cost Allocation and COMU Budget.
1. The current COMU Structure as per the below organogram will not change
2. William Adah the acting COMU Lead to supervise COMU Staff and to encourage all
COMU Staff for capacity building & training.
3. William, together with Country Leadership Team to discuss further for a proposal for
additional COMU Staff to support operation area of accounting and HR.
4. COMU Staff are equally shared between SIAPS 50% & Challenge TB 50%. They need
to charge their time according to the actual hours work for each project.
5. COMU Budget, Willam to review the current draft COMU Budget and submit it to home
office for approval.
COMU Organogram
William Adah
Acting COMU Lead
Pascal Adrawa
Office Manager
(Administration &
Procurement Lead)
Simon Lujang
Logistics
Coordinator
(Logistics &
Fleet
Management)
Elizabeth Kadayi Mutto
Administrative
Coordinator
TBD
Head of Drivers
Driver 2
Oliver Batali
Driver 3
Sunday
Emmanuel
Driver 1
Ayiga Moses
Juan Mary
Accountant
(Accounting &
Finance)
Driver 4
Juac Lual

5. Handover Report Abraham Ayom. Page 5 of 16
COMU Function lead, area of Accountability
Primary
Person
Title Secondary Person
1. Country
Operations -
General
Management
&
Compliance
Country Registration
William
Adah
COMU
Lead/Finance
Manager Pascal Adrawa
Tax and Legal
Commitments
William
Adah
COMU
Lead/Finance
Manager Pascal Adrawa
Internal Controls and
Compliance
William
Adah
COMU
Lead/Finance
Manager Mary Juan
Operating Systems &
Business Processes
William
Adah
COMU
Lead/Finance
Manager Pascal Adrawa
COMU Structure & Staff
Management
William
Adah
COMU
Lead/Finance
Manager Pascal Adrawa
COMU Cost Allocation
William
Adah
COMU
Lead/Finance
Manager Mary Juan
COMU Budget
Management
William
Adah
COMU
Lead/Finance
Manager Mary Juan
Security
William
Adah
COMU
Lead/Finance
Manager Pascal/Simon
2. Finance
3.
Accounting Country Bank Account
Management
William
Adah
COMU
Lead/Finance
Manager Mary Juan
Cash and Advance
Management
William
Adah
COMU
Lead/Finance
Manager Mary Juan
VAT and Tax Reporting
William
Adah
COMU
Lead/Finance
Manager Mary Juan
Local Payroll
Administration
William
Adah
COMU
Lead/Finance
Manager Mary Juan
Payment,
Documentation and
Accounting for All MSH
In Country Projects
invoices and
Disbursements
William
Adah
COMU
Lead/Finance
Manager Mary Juan
Field Accounting and
Reporting
William
Adah
COMU
Lead/Finance
Manager Mary Juan
4. Human
Resources
Management
Country based
Recruitment and
Administration
Grace
Gatebi
Regional Human
Resource Pascal/Mary Juan

6. Handover Report Abraham Ayom. Page 6 of 16
Country Compensation
Plan
Grace
Gatebi
Regional Human
Resource Pascal/Mary Juan
Fringe Benefit/HSV
Management
Grace
Gatebi
Regional Human
Resource Pascal/Mary Juan
Day to Day HR
Management and
Support
Grace
Gatebi
COMU
Lead/Finance
Manager Pascal/Mary Juan
5.
Procurement
&
Purchasing
Purchase of Common
Commercial Goods and
Services Natasha
COMU
Lead/Finance
Manager Pascal Adrawa/Simon Lujang
Procurement or
Contracting Actions
Delegated to COMU Natasha
COMU
Lead/Finance
Manager Pascal Adrawa
Local Consultant
Agreements
Jessica
Hemmer
COMU
Lead/Finance
Manager Pascal Adrawa
6. Facilities
& Office
Services
MSH Office and
Facilities
Simon
Lujang Logistic Coordinator Pascal/Elizabeth
General Office Services
Pascal
Adrawa Office Manager
Elizabeth Kadayi/Logistics
Coordinator
Information Services
Simon
Lujang Logistic Coordinator Pascal/Elizabeth Kadyai
Property Management
and Inventory
Simon
Lujang Logistic Coordinator Pascal/Elizabeth/Mary/Drivers
7. In Country
Travel &
Logistics
Services
Participant Training and
Study Tours
All COMU
Staff COMU Staff COMU Staff
Events Planning and
Logistics
All COMU
Staff COMU Staff COMU Staff
Workshops
All COMU
Staff COMU Staff COMU Staff
8. Fleet
Management All Fleet/Vehicle related
Simon
Lujang Logistic Coordinator Pascal//Drivers
Security
MSH South Sudan is a member of NGO Forum and every day we received security
update late evening. There is weekly security meeting for security focal points. John
Mckenney, Abraham Ayom, Stephen Macharia & Albert Nettey subscribing to NGO
Forum mailing list for daily security update.
1. John McKenney to always forward/recirculate security update to South Sudan Staff
email address, SouthSudanStaff@msh.org
2. Adding Pascal Adrawa, New COMU Lead to NGO Forum security mailing list and
removing Abraham Ayom from mailing list, William and Pascal to work on this
contact NGO Forum and resubmit the registration matrix to NGO Forum. Pascal can
locally be added to NGO Forum Mailing List.
3. Pay annual membership fees for MSH to NGO Forum, to maintain the membership,
failure to pay, MSH can lose its membership.
4. Pascal or Simon to attend weekly security meeting and to update CTL about the
outcome of the meeting.
5. William, Pascal or Simon to always security briefing and walk through new staff,
guest or any person for STTA through security briefing document and on road travel
protocol briefing for MSH Staff with frequent field work.
6. Pascal to engage Warrior Security company for acquiring temporary security for
Grace and William

7. Handover Report Abraham Ayom. Page 7 of 16
7. MSH office located inside Ministry of Health, at the ministerial complex, The main
entrance are guided by the National Police but inside MSH office is not guide any
guard, our Administrative Coordinator Elizabeth always in the front desk.
Satellite phone/Thuraya
MSH South Sudan has three satellites; all are in the custody of Simon Lujang, Logistics
Coordinator. One of the thuraya phones to be send to Yambio field office to Taban Pasquale
MSH South Sudan Satellite (Thurayas) Phone Numbers
Juba Base +8821675114686 (COMU Office)
Yambio Base +8821675111951 (Taban Pasquale)
Mobile +8821655539035 (For any field travel to remote areas)
2. Accounting and Finance
Country Bank Account Management
• MSH South Sudan has four bank account, all are with Kenya Commercial Bank
(KCB) two accounts are for MSH, USD & Local currency (SSP) while the other
two are for National Staff Provident Fund USD & Local currency (SSP). We are
switching over to Ecobank.
• We have seven signatories to all bank account, at least two signatory has to sign
the check as per the bank requirement.
• Each account has its own check book, once checkbook leaflet 70% almost
complete, Accountant place an order, request for more check books and a
signatories sign off the request.
• Any change in the bank, either adding or removing signatory from the bank
account require home office approval from CFO office. Currently we are adding
Stephen Ataro Ayella to all bank account and we are removing Seraphine
Adibaku from MSH bank account. William to follow up on this
• MSH is planning to move one if account to Ecobank, it was discussed and agreed
that the main account for MSH US Dollar to be move to Ecobank and a Local
currency account to remain with KCB bank. KCB Bank has many branches
across the Country unlike Ecobank with only one branch in Juba, it was also
agreed to move Staff provident fund to Ecobank as well as staff salaries with the
condition that staff can get bank loan against their provident fund. William to
follow up on this arrangement for implementation,
• Ecobank has shared their proposal to MSH for review, William can review the
proposal together with Ellie, call for the meeting with Ecobank team if require
and determine the way forward.
List of Authorized Signatories to bank account
Account Title Account
Number
Currency Signatories to the Accounts
Management Sciences
for Health
5500135821 USD
MSH Main
Account in
USD
1. Jonathan Dickson
2. Stephen Kamu Macharia
3. Albert Akai Nettey
4. Seraphine Adibaku
5. Worri Anthony Simon

8. Handover Report Abraham Ayom. Page 8 of 16
6. Neni Daniel Dhanho
7. Vickie Jane Barrow
Management Sciences
for Health 5500133411 SSP
MSH Local
Currency
Account
1. Jonathan Dickson
2. Stephen Kamu Macharia
3. Albert Akai Nettey
4. Seraphine Adibaku
5. Worri Anthony Simon
6. Neni Daniel Dhanho
7. Vickie Jane Barrow
Management Sciences
for Health 5500934554 USD
Bank
account for
national Staff
Provident
fund in US
Dollar
8. Jonathan Dickson
9. Stephen Kamu Macharia
10. Albert Akai Nettey
11. Seraphine Adibaku
12. Worri Anthony Simon
13. Neni Daniel Dhanho
14. Vickie Jane Barrow
Management Sciences
for Health 5500202766 SSP
Bank
account for
national Staff
Provident
fund in local
currency
1. Jonathan Dickson
2. Stephen Kamu Macharia
3. Albert Akai Nettey
4. Seraphine Adibaku
5. Worri Anthony Simon
6. Neni Daniel Dhanho
7. Vickie Jane Barrow
Cash and Advance Management
• Mary to work together with William for unliquidated advances from the staff and to share the
advance aging report.
• MSH South Sudan Prohibits giving advances to MOH Staff or Staff of another
organization.
• MSH South Sudan cash limit advance per each COMU Staff is 20,000 SSP. depending on the
budget for the workshop amount.
• All advances related to workshop and events are only mange by COMU Staff.
• For the advance taken, Staff is to clear advance taken within 10 days after the completion of the
activity or field trip.
VAT and Tax Reporting
There is no any VAT to report at the moment, only personal income tax (PIT) for employee on
payroll
Local Payroll, Documentation and Accounting for All MSH in Country
MSH South Sudan is currently managing payroll in house process- Accountant Mary Juan will
continue to do payroll for national staff and it will be review, verified by William and approved
by Project Directors (or their supervisors in their absence, so Kwesi when he gets there would fill
in for Albert).

9. Handover Report Abraham Ayom. Page 9 of 16
• All pay checks for each month pay periods are to be distributed within five working days
after the last working day of the pay period. Paychecks are directly deposited into
individual employee checking or savings accounts.
• All national employees of MSH South Sudan are required to submit a time sheet, which
must be received by the COMU Office, by 21st
of every month working day at 2:00 P.M
following the end of the pay period.
• All additions or changes in payroll must be done on the “Employee Term of assignment
Data Form” through Human resources office, signed by the employee and submitted to
Regional Human Resources for signature and filing in the personnel file. The employee
must sign for all changes. This Term of assignment form is used for all individualized
changes to an employee’s status including salary or wage, job title, working status,
address, name or fringe benefits.
• No advances on salaries or loans to employees are made on local payroll.
• Payment to all employees is based on the approved time sheets.
• Payroll checks are direct deposited to employees’ bank account. Pay slip/stubs are
available within 7 (seven) working days. Employee’s checks cannot not be given to
anyone except the employee, unless a written consent has been sent to Finance Manager/
COMU Director in advance of the payroll. Note: (The Finance Manager/COMU Director
cannot accept verbal permission to distribute an employee’s paycheck to another party).
• A new employee cannot be put on payroll without the approved contract and Employee
Term of Assignment Data Form signed by Regional Human Resource, Country Project
Director and Employee.
• Local Payroll for MSH South Sudan is currently done on excel spreadsheet system. The
plans are underway to purchase payroll software system or outsource payroll services to
consultancy firm (This is something that should be done and has been pending for a long
time, however, Williams, I wouldn’t expect you to prioritize this, the new COMU lead
can do this as well).
• Each employee to complete and submit a signed individual time sheet showing hours
worked, sick time, vacation time and holiday time taken.
• Each supervisor to review for accuracy and sign time sheets. All time sheets are to be
sent to Finance Manager/COMU Director for final review.
• If an employee has not yet enrolled for direct deposit, the payroll check can be distributed
to the employee normally, following the close of the pay period.
• Payroll deductions is made on the employee contribution provident fund 8% and
personal income tax on the employee gross pay deducted based on the law of Taxation
policy for Government of South Sudan. These accumulated deductions are submitted to
the Ministry of Finance and Economic Planning, Directorate of Taxation on or before
their due date.
• An accounting of deductions to be given to the employee as part of the payroll
documentation. Staffs are instructed to verify that the deductions are correct and
maintain their pay stubs
Projects invoices and Disbursements
Accountant, Mary Juan to share all the pending invoices, outstanding payments, TEFs and
reimbursement with William for verification
Field Accounting and Reporting
William and Mary to work on the following reports for October, November & December 2015.

10. Handover Report Abraham Ayom. Page 10 of 16
• Field Expenses Report, include Quick Book reconciliation, bank reconciliation, upload
file etc.
• Commitments and accrual Report
• Advances Aging Report
• Fund Request
• Source Name Report
• Pay Time off Allocation (PTO)
• PEPFAR Expenditures Report
3. Human Resources Management(Country Based Recruitment and Administration,
Country Compensation Plan, Fringe Benefits/HSV Management, Day to Day HR
Management & Support)
• The current national staffs active in South Sudan payroll are 18 in total, 3 more new
recruit staff that receive the offer are expected to report in November, these are Deputy
Project Director, Communication Specialist & M&E Advisor, and 2 pending
recruitment for COMU Lead and Contract Analyst. Expatriate staffs are only Three,
Stephen Macharia, Stephen Ataro Ayella & Albert Nettey Akai.
• Grace Gatebi to take the lead on any recruitment process in the Country, the current
pending recruitment are for COMU Lead & Contract Analyst, the next step is to do
shortlisting, conduct interview & issue the offer for the successful candidates.
• Updating Staff files, Grace has review all staff personal files and some of the
information are missing on four staff files such as Interview notes, Attus check,
reference, JD, HR records, HR Documents for Dulu Emmanuel, Gbiaundore
Roman,Julie Jande and to Revise Taban Pasquale contract typing error on the correct
starting date, while Grace to complete the missing information in staff file
• About 6 national staff exceeds salary limits, their salary is frozen, and all drivers require
salary adjustment from level one to level two or three, Grace to take the lead on this and
to reach out to Project Director for approval.
• Benefit- staff medical- 17 national staff with their dependents are cover for medical
insurance with Britam Insurance Company, medical cards are distributed to staff and
their dependents. The contract is for one year from September 2015 to next year 2016
with the total cost of $44,863. This can be review, renew or terminate if they
beneficiary-employee are not happy with Britam services. Grace to remove Abraham
Ayom from the insurance scheme and to add new employee in the cover.
• GPA & Life Insurance is not yet finalize, Grace already taking the lead on this.
• HR day to day activities, Pascal and Mary Juan to help Grace in daily HR activities
• Mary Juan to do payroll for local staff, to be review by William and Project Directors
• Mary Juan to do 13th
month pay for all national staff in the first week of December 2015
4. Procurement & Contract
• Pascal Adrawa, Office Manager and a COMU Procurement Lead will continue to
work together with William Adah and Project Directors. Pascal has a
procurement delegation of Authority up to $3,000 or equivalent. All other
procurement above $3,000 to be send to home office for approval.
• Natasha to train Pascal on procurement and to increase Pascal Procurement
Delegation of Authority up to $10,000 or 25,000, William to send an email a
request to Natasha for Pascal Procurement training and increase of his threshold.
• Natasha to train New COMU lead on Procurement Delegation of Authority

11. Handover Report Abraham Ayom. Page 11 of 16
• Pascal to share the list of all pending procurements as soon as they completed
verification of all assets
• Pascal to share the upcoming procurement plan for both SIAPS & Challenge TB
for November & December 2015
• Pascal to send the update monthly PO Tracker to home office- Natasha, copy
Williiam, Dan and Project Directors.
• Improvement of Yambio Warehouse for Medical Store, Local consultant already
engaged, and he has developed assessment report/Bill of Quantity. The next step
is review BOQ; advertise the bid for company to compete, Jessica to take the
lead on this.
• Jessica to train new COMU lead on Contract, delegation of Authority to
negotiate with the local consultant.
• Prequalification of Vendors, Pascal and William to pursue the process of
prequalification of vendors.
• To procure the new travel agent, avoid using Muthiaga Travel as per Internal
Audit recommendation.
5. Internal Audit Recommendation
There are 28 internal audit recommendations, two already close. For the
remaining recommendations, implementation will be done by William, Pascal,
Mary Juan and New COMU Lead. The update spreadsheet will be send out by
William.
6. Workshop, Event, Meeting, Conference or Supportive Supervision
• Two Participants from Challenge TB will attend World Union Conference in
Cape Town South Africa, from December 2015. MSH South Sudan to pay
perdiem, arranges their accommodation and Flight booking. William, Pascal &
Mary to follow up with Stephen Macharia for more details
• SIAPS Project- Dejuking for expiry commodities in coordination with the state
ministry of Health.
7. Logistics, Fleet & Assets
 Simon Lujang Rufas, new logistics Coordinator manage, Logistics, Fleet
& Assets, Simon to generate monthly report for:
 Fleet report for vehicles
 Servicing of the Vehicles
 Generator maintenance report
 Vehicle insurance with UAP
 New SIAPS vehicle will arrive in November, Simon need to register
vehicle get insurance and installation of tracking devices to all vehicles
 Simon and Pascal to finalize the Inventory and conduct quarterly spot
check/assets verification.
 Simon together with drivers to generate Vehicle fuel consumption reports
 HASS Petrolum and Global Petrolum are the current vendor supplying
vehicle to MSH vehicle and generator, LPO is to issue and fuel is
delivering to MSH Office storage.
8. Office Administration & Utilities

12. Handover Report Abraham Ayom. Page 12 of 16
Elizabeth, Administrative Coordinator will continue to manage office supplies, ensure
availability of water supplies, ensuring proper supply of office consumables (coffee, tea,
printing papers, toners, pens, stickers, etc)
9. IT & Internet Services
• The current internet provider for MSH South Sudan is Scoop Connect; internet
often goes off, Pascal and William to pursue Scoop to improve internet
connection and also to engage our home office IT Umar to provide guidance
support for internet improvement, William and Pascal to schedule a skpye call
meeting with Umar.
• The current connection is at MSH main office building, together with Malaria
Program office as the first connection, 2nd
connection at LMU/NTP office and 3rd
connection at Central Equatoria State Warehouse.
• Our staff in Yambio did not have internet, therefore William and Pascal to address
this matter.
• Cloud29Computing Company is the IT vendor for the general IT services, that we
engage case by case basis.
10. Lawyer
The process for getting MSH Lawyer is underway. Grace already taking the lead on this,
William can follow up with Grace to finalize the process. TOR was posted in advert,
Profile and CVs were share for review.
Regular/re-occurring meetings that a COMU Team need to Facilitate & Participate
• Bi-weekly COMU Meeting, chair by COMU Lead,
• Monthly MSH Staff Meeting, chair by Country Representative
• Monthly Project Financial Review meeting for SIAPS, initiated by the home office,
COMU Lead to attend the meeting
• Bi-weekly Project meeting for challenge TB for activities progress update, COMU Lead
to attend the meeting
Calendar of major activities Regular Monthly Report
Accounting & Finance
No DESCRITPON MONTHLY REPORT Due Date FUNCTION LEAD PERSON
1
Field Expenses Report 5th
of Every Business
Month
Mary Juan
2
Commitments & Accruals Report 6th
of Every Business
Month
Mary Juan
3
Advances Aging Report 5th
of Every Business
Month
Mary Juan
4
Fund Request 25th
of every
Business Month
Mary Juan

13. Handover Report Abraham Ayom. Page 13 of 16
5
Source Name Report
5th
of every quarter
of the last month Mary Juan
6
Pay Time Off Allocation Report (PTO) 5th
of Every Business
Month
Mary Juan
Logistic, Fleet & Asset Inventory Report
NO DESCRIPTON MONTHLY REPORT DUE DATE FUNCTION LEAD PERSON
1
Fleet Report(Vehicles & Generators)
4th of every business
day of the Month Simon Lujang Rufas &
Drivers
2 Vehicle Insurance Report 4th of every business
day of the Month
Simon Lujang & Pascal
3
Asset Inventory Report, the latest
inventory report will be send out by
William, Pascal & Simon upon the
completion of inspection.
10th
of every business
day of the Month
Simon Lujang Rufas &
Pascal Adrawa
4
Staff Travel Booking Report, including
WFP UNHAS
5th
of every business
day of the month Simon Lujang Rufas &
Drivers
5 Reservation Bookings Accommodation for
the Guest in Country
1-5th
of every business
of the month
Pascal & Simon
6
IT related issues report, including internet,
Anti-virus, troubleshooting, software)
6th
of every business
day of the month Cloud29Computing &
Simon/Pascal
7 Fuel consumption Report for Generator
and Vehicles
5th
of every business
day of the month Simon Lujang Rufas &
Drivers
8 Renewal & Registration for MSH Legal
Document Certificates and Expatriates
Work Permits, aliens and Visa)
One it Due Pascal, Simon, Mary,
Elizabeth
Procurement Report
NO DESCRIPTION MONTHLY REPORT DUE DATE FUNCTION LEAD
PERSON
1 Pascal Adrawa

14. Handover Report Abraham Ayom. Page 14 of 16
Procurement Report(all services
agreement, contract & PO)
5th
of every business
month
2
Monthly POs Tracker Report 10th
of every business
month
Pascal Adrawa
3
Vendors Report, including Clearance
verification
10th
of every business
month
Pascal Adrawa & Mary
Juan
4
Upcoming Procurement Planning Report 25th
of every business
month
Pascal Adraw & Program
Staff
Office Administration
NO DESCRIPTION MONTHLY REPORT DUE DATE FUNCTION LEAD
PERSON
1 Office Supplies & Stationaries Report 6th
of every business
month
Elizabeth
2 Office Water supply Report 7th
of every business
month
Elizabeth
3 Office Kitchen consumption Report 7th
of every business
month
Elizabeth
4 Office Maintenance and Cleaning Report 8th
of every business
month
Elizabeth
5 Store Items general report 8th
of every business
month
Elizabeth
6 MSH Hall Usage Booking Report 1st
of every business of
the month
Elizabeth
7 Stateline phone(Thuraya phone)
consumption Report
31st
of Every month Simon Lujang Rufas &
Pascal Adrawa
Program Report
NO DESCRIPTION MONTHLY REPORT DUE DATE FUNCTION LEAD
PERSON
1 Training Workshop & Field Trip 1-5th
of every
business of the
month
COMU Staff Involve in
the Process
2 Meetings Minutes 1-5th
of every
business of the
month
Pascal, Kenyi & Elizabeth
3 Supportive Supervisions 1-5th
of every
business of the
month
COMU Staff Involve in
the Process

15. Handover Report Abraham Ayom. Page 15 of 16
4 Entering Data into TrainNet In every 5 days after
the even
Pascal, Betty , Neni &
Worri
HR Report
NO DESCRIPTION MONTHLY REPORT DUE DATE FUNCTION LEAD
PERSON
1 Payroll Processing for National Staff Salaries 21-25 of every
month
Mary Juan & COMU
Lead
2 Update Records & list of Staff for MSH South
Sudan with new hire, outgoing staff, contact
details etc.
2nd
of every
business day of the
month
Grace Gatebi
3 Staff Health Benefits Report(Medical, GPA &
Life Insurance)
1-5th
of every
business of the
month
Britam & Grace Gatebi
4 PPRD Progress Report for the Country Staff Once it happen Grace Gatebi
Key Documents/reference material to read
• Agreement for Sharing Costs and Operational Services Shared among MSH Project
operating in South Sudan, word document and PDF File
• Country COMU Function Lead and Area of accountability, excel file
• Term of Reference for Country Leadership Team(CTL) word document
• Term of Reference for Country Internal Procurement Committee, word document & PDF
• Local Perdiem Policy, PDF file
• In House Payroll Processing Procedure & Control, Word & PDF file
• Workshop, Training and Event Planning Guidelines & Policies for MSH South Sudan
• Advances Policy
• Term of Reference for Internal Procurement Committee
• HR Manual for Country South Sudan
• MSH Cooperate Financial Manual
• Project Vehicle Travel Policy
• Taxation Law
• Labor Law
NGO Forum Meeting to be attend by COMU Lead/Focal Point
1. Weekly Security Meeting, Every Thursday
2. HR Working Group Meeting- Every Month
3. UNHAS-WFP Monthly meeting
Where to find files (hardcopy and electronic):
• Electronic File in Abraham Laptop Computer on Desktop, these are:
1. Human Resources Folder
2. Accounting & Finance Folder

16. Handover Report Abraham Ayom. Page 16 of 16
3. Procurement Folder
4. Logistics, Fleet & Travel Coordination Folder
5. Security Folder
6. Contract Related Activities, Consultant
7. COMU Folder
8. Assets & Inventory Folder
9. Audit Folder
10. Policies and Procedure Folder
11. Event, trip, training workshop Folder
12. SIAPS Folder
13. Challenge TB Folder
14. TB Care I Folder
15. Proposal & Business Development Folder
16. Clearance Verification Folder
17. SHTP II, OFDA & AIDSTAR TWO Folder
18. Epath Learning & Code of Business Ethics
• Hard copies in the box file store in the cabinet file- COMU Office
1. Contract for office internet Services
2. Contract for IT General Services
3. Contract for Yambio Office vehicle repair, Maintenance & Fuel Supply
4. Contract for Office Cleaning Services
5. Consultant File
6. Britam Insurance File
7. Asset Transfer File
8. Bank Statement, Bank Reconciliation, Fund Request File
9. Invitation Letter, Visa, Authorization, Request folder
10. Leave Request file
11. Pay slip file
12. Mini Salary Survey
13. Audit Report file
14. SIAPS Retreat
15. Malaria Indicator Survey
16. Vehicle Log Sheet
17. MOU for Vehicle & Bikes for SHTP II
18. Policies and Procedures
19. Lawyer File
20. Recruitment files for Accountant, Data Coordinators, Technical Advisor, Malaria
Advisor, Logistics Coordinator, Driver, M&E, Communication and Challenge TB
File
21. Payment and Journal Vouchers
My contact information after departure:
• Phone: +211914444789 • E-mail:abraham.ayom@yahoo.com
Signature and Date
Abraham Ayom
Digitally signed by Abraham Ayom
DN: cn=Abraham Ayom, o=MSH, ou=Finance &
Admin, email=aayom@msh.org, c=SD
Date: 2015.10.28 21:57:19 +03'00'