Introduction
In a significant stride toward institutional development, the Society of Obstetricians and Gynaecologists of Ghana (SOGOG) has received continued technical and financial support from the Society of Obstetricians and Gynaecologists of Canada (SOGC). This support has enabled the establishment of a national secretariat, the hiring of a full-time administrative assistant, and the development of SOGOG’s first five-year strategic plan, launched during its annual meeting from October 31 to November 2, 2024.
As part of this ongoing collaboration, from the 9th June 2025 to Thursday 19th June 2025, a technical assistance mission was conducted by Venerande Ndayisaba, Administrative and Financial Officer at SOGC, to strengthen SOGOG’s financial and administrative policies and procedures.
Mission Objectives
General Objective
To support the enhancement of SOGOG’s administrative and financial systems.
Specific Objectives
– Analyze current financial, budgetary, administrative, and reporting practices.
– Develop internal control procedures and tools to improve financial management and reporting.
– Establish a comprehensive procedures manual and reporting templates.
– Provide training on procurement and document management systems.
Key Activities and Outcomes
Financial and Administrative Systems Review
The mission began with a comprehensive review of SOGOG’s financial operations, including:
– Bank account and petty cash management.
– Financial monitoring tools and reporting templates.
– Budget monitoring processes and internal control mechanisms.
– Risk identification related to fund mismanagement and reporting errors.
Development of Tools and Procedures
A suite of tools and templates was developed to standardize and strengthen operations:
– Financial templates: monthly transaction logs, bank reconciliation, petty cash, and bank reports.
– Budgeting templates and procedures.
– Reporting templates for monthly, quarterly, and annual financial reports.
– Procurement tools: requisition vouchers, purchase orders, comparison tables, and approval thresholds.
Administrative Structure Review
The mission also assessed:
– Roles and responsibilities in financial and administrative management.
– Procurement authorization levels and required documentation.
– Systems for document retention, sharing, and archiving.
Training and Capacity Building
Staff received targeted training on:
– Procurement procedures and tools.
– Document management practices.
– Use of newly developed templates and reporting systems.
Mission Timeline Overview
The 10-day mission included:
– Stakeholder meetings and needs assessment.
– Systematic review and tool development.
– Drafting and presentation of the report.
– Multiple training sessions.
– Final debrief and planning for next steps.
Conclusion and Recommendations
A Manual of Procedures was created by Venerande, to oversee and manage the organization’s human, material, and financial resources. Report templates and reporting procedures were established, along with internal control procedures for procurement.
In his closing remarks, Dr. Ali Samba, President of SOGOG commended the active participation and enthusiasm of SOGOG members. He emphasized the importance of robust financial and administrative systems in ensuring accountability and attracting donor support.
Next Steps
– Implement an accounting system to track transactions and generate reports.
– Explore affordable software options such as QuickBooks or local alternatives.
– Hire a qualified accountant on a contract basis to oversee implementation and reporting.
– Submit a note and semi-annual financial report to SOGC to request additional funding through Oxfam and GAC for software acquisition.
– Conduct an external audit once the accounting system is operational.
This mission marks a pivotal moment in SOGOG’s journey toward institutional maturity and sustainability. With the right tools, training, and support, the organization is well-positioned to enhance its operational effectiveness and impact.
