Public Disclosure Authorized Public Disclosure Authorized Public Disclosure Authorized GROOTS KENYA JSDF GRANT FOR ACCELERATING RURAL WOMEN'S ACCESS TO AGRICULTURAL MARKETS AND TRADE PROJECT ANNUAL REPORTS AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2015 GRANT NO:TF012019 Public Disclosure Authorized
Groots Kenya - JSDF Grant No. TF012019 Annual report and financial statements For the period ended 31 December 2015 CONTENTS PAGE Organisation's information 1 Report of the management committee 2 Statement of management committee responsibilities 3 Report of the independent auditors 4 Financial statements Summary of Source and Use of Funds 5 Statement of Expenditure 6 Special Account 7 Statement of Comprehensive Income 8 Statement of Financial Position 9 Statement of Equity 10 Notes 11-14 Detailed fixed assets list Appendix I Detailed Expenditure Statements For the quarter ended 31.03.2014 For the quarter ended 30.06.2014 For the quarter ended 30.09.2014 For the quarter ended 31.12.2014 Withdrawal applications Appendix II Appendix III Appendix III Appendix IV Appendix V
Groots Kenya - JSDF Grant No. TF012019 Annual report and financial statements For the period ended 31 December 2015 SOCIETYS' INFORMATION Management committee M/s Esther Mwaura-Muiru M/s Rose Olima M/s Hellen Waigumo National coordinator M/s Esther Mwaura-Muiru Registered office Beverly Court Building Marcus Garvey Road Hurlinghamn P.0 Box 10320-00100 Nairobi Auditors M.G.N. Njung'e & Co Certified Public Accountants Royal Offices, 4th Floor P.O. Box 857-0606 Mogotio Road Nairobi, Kenya. Principal bankers NIC Bank Prestige Branch Nairobi
Groots Kenya - JSDF Grant No. TF012019 Report of the directors For the period ended 31 December 2015 REPORT OF THE MANAGEMENT COMMITTEE The management committee members submit their report together with the audited financial statements for the period ended 31st December 2015. Introduction Groots Kenya is registered in Kenya under the Societies Act. Groots Kenya through an agreement signed with the International Development Association has acquired a grant from the Japan Social Development Fund., Grant No:TF012019 Principal activities The main activity of the grant is to accelerate rural women's access to agricultural markets and trade project. Results The results for the period ended 31 st December 2015 are set out on page 5 Committee members The committee members who held office during the year and to the date of this report are set out on page 1. Auditors During the period, M.G.N Njunge & Co were appointed as the project's auditors and have expressed their willingness to continue in office. By order of the management committee Na na oordinator Nairobi... 2016 2
Groots Kenya - JSDF Grant No. TF012019 Statement of Members' responsibilities For the period ended 31 December 2015 Statement of management committee responsibilities The management committee is required to prepare financial statements for each financial year that give a true and fair view of the state of affairs of the Project as at the end of the financial year and of its operating results for that year. The management committee should ensure that the Project maintains proper accounting records and disclose with reasonable accuracy, the financial position of the organisation. The management committee is also responsible for safeguarding the assets of the organisation. The management committee accept responsibility for the preparation and fair presentation of financial statements that are free from material misstatement whether due to fraud or error. They also accept responsibility for: i) designing, implementing and maintaining internal control relevant to the preparation and fair presentation of the financial statements; ii) selecting and applying appropriate accounting policies; and iii) making accounting estimates and judgements that are reasonable in circumstances. the The management committee is of the opinion that the financial statements give a true and fair view of the state of the financial affairs of the Project as at 31st December 2015 in accordance with the Grant agreement concluded between the International Development Association and Groots Kenya. Approved by the management committee on... on its behalf by: 2016 and signed National Coordi ator %0. 0committee member 3
REPORT OF THE INDEPENDENT AUDITORS TO THE COMMITTEE MEMBERS OF GROOTS KENYA Report on the financial statements We have audited the accompanying financial statements for the project on accelerating rural women's access to agricultural markets and trade (ref:tf012019) for the period ended 31 December 2015, set out on pages 5 to 14 financed under the International Development Grant Agreement concluded between the International Development Association and Groots Kenya. Management's responsibility for the financial statements The Management are responsible for the preparation and fair presentation of these financial statements in accordance with financial reporting provisions of the Grant agreement concluded with the International Development Association and of such internal control as management determines is necessary to enable the preparation of the financial report that is free from material mistatement whether due to fraud or error. Auditor's responsibility Our responsibility is to express an independent opinion of these financial statements based on our audit. We conducted our audit in accordance with International Standards on Auditing. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depended on our professional judgement, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, we considered the internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that were appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the projects' internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by the management, as well as evaluating the overall presentation of the financial statements. In this context, we validated: We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. Eligibility of Expenditure All the expenditure reviewed for the period in our opinion satisfied the eligibility criteria set out in the grant agreement. Opinion In our opinion the accompanying financial report for the period ended 31st December 2015 is prepared in all material respect in accordance with the financial reporting provisions of the grant agreement. The engagement partner responsible for the audit resulting in this independent auditor's opinion is CPA Martin Githire-P/NO:1668 M.G.N. Njunge & C M G N. Njung'e & Certified Public Ac VO t.pt UI A C U O. Nairobi. Nairobi EDPUBLIC ACCOUNTANTS #I.I. P. O. Box 857-00606 Nairobi
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Groots Kenya - JSDF Grant No. TF012019 Financial statements 2015 2014 Usd. Designated Account - NIC bank Notes Usd Usd Balance B/f as at 1st January 2014 142,901 251,772 JSDF Grant transfered on 9th March 2015 165,427 101,590 JSDF Grant transfered on 26th May 2015 128,094 124,823 JSDF Grant transfered on 26th May 2015 49,990 JSDF Grant transfered on 16th June 2015 179,003 JSDF Grant transfered on 30th July 2015 223,727 - JSDF Grant transfered on 17th August 2015 368,728 160,543 141,650 Bank interest 841 615 Sub -Total 1,115,810 529,222 Less Transfer to Project account 1,255,727 638,000 Bank charges 126 92 1,255,853 638,092 Closing Balance at 31st Dec 2015 & 2014 3 2,858 142,901 Reconciliation Between amount Received and That Disbursed 2015 2014 Usd Usd Amount Disbursed (WB 12, WB13, WB14, WB15, WB16,WB17) 1,114,980 528,646 Bank charges(interest) 830 (40) Amount received into Groots Kenya account 1,115,810 528,606 The funds were disbursed as an advance payment through electronic wire transfer from the bank. 7
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Groots Kenya - JSDF Grant No. TF012019 Financial statements For the period ended 31 December 2015 NOTES 1. Accounting policies The principal accounting policies adopted in the preparation of these financial statements are set out below: These policies have been consistently applied for the period, unless otherwise stated. a) Basis of preparation These statements of the Groots Kenya-ISDF Grant has been prepared in accordance with the requirements of the Grant Agreement signed between Groots Kenya and the International Development Association.(The Administrator of the Grant) b) Revenue recognition Grant income received is recognised in the year that it is budgeted for. Income received in advance for the next budget year is deferred and recognised in that year. c) Translation of Foreign Currencies All transactions in foreign currencies are initially recorded in Kenya Shillings, using the spot rate at the date of the transaction. Foreign currency monetary items at the balance sheet date are translated using the closing rate. Closing Exchange rates used were Rate at Rate at Currency 31/12/2015 31/12/2014 USD: KSHS 1:102.3114 1:87.0775 d) Statement of Expenditure Statement of Expenditure are used by Groots Kenya to state the expenditure under the JSDF agreement during a certain period. The statements are sent to the World Bank's disbursement specialist who authorises the payments of the expenditure through the special account. The date the cheque is issued by Groots' Kenya is considered as the actual payment for the purpose of the preparation of the Statement of Expenditure I, 11
Groots Kenya - JSDF Grant No. TF012019 Financial statements For the period ended 31 December 2015 NOTES (CONTINUED) e) Property, plant and equipment All categories of Property and Equipment are initially recorded at historical cost and thereafter stated at historical cost less accumulated depreciation and accumulated impairment losses. Subsequent costs are included in the assets carrying value only when it is probable that future economic benefits associated with the item will flow to the organisation and the cost of the item measured reliably. Cost of repairs and maintenance is charged to the statement of expenditure in the period to which it relates. The fixed assets purchased from grants are fully expensed in the statement of expendtiure in the year of purchase. For the purpose of control, they are held in property and equipment and capital funds accounts, so that any change in the assets can be traced. Depreciation of the assets is reflected in both the property and equipment and capital funds accounts.depreciation is charged on a straight line basis in the project life. The effect of this is to reduce the value of the property and equipment and capital fund as a result of diminution due to use. The annual rates used on reducing balance basis are: Computers faxes 33% and copiers Furniture & fittings 33% Property and equipment are reviewed for impairment whenever events or change in circumstances indicate that the carrying amount may not be recoverable. An impairment loss is recognised for the amount by which the assets carrying amount exceeds its recoverable amount. The recoverable amount is higher of a asset's fair value less costs to sell and value in use. Proceeds on disposal of property and equipment are determined by reference to their carrying amount and taken into account in determining operating results. f) Eligibility of Expenditure Expenditure submitted for reimbursement from the JSDF grant is assessed against eligibility criteria detailed in the JSDF grant agreement. Where expenditure is deemed ineligible, it is excluded from the financial statements. g) Receivables Receivables are stated at nominal value. h) Payables Payables are stated at nominal value. 12
Groots Kenya - JSDF Grant No. TF012019 Financial statements For the period ended 31 December 2015 NOTES 2 Property, plant and equipment Year ended 2015 Cost or Valuation Computers faxes & Furniture & copiers Fittings Total At 1 January 2015 9,662 3,096 12,758 Additions _ 9,662 3,096 12,758 Depreciation At 1 January 2015 6,958 2,580 9,538 Charge for the period 2,704 516 3,220 9,662 3,096 12,758 Net Book Value At 31 December 2015 - Usd - - - At 31 December 2015- Ksh - - - Year ended 2014 Cost or Valuation Computers faxes & Furniture & copiers Fittings Total At 1 January 2014 9,662 3,096 12,758 Additions _ 9,662 3,096 12,758 Depreciation At 1 January 2014 3,741 1,548 5,289 Charge for the period 3,217 1,032 4,249 6,958 2,580 9,538 Net Book Value At 31 December 2014 - Usd 2,704 516 3,220 At 31 December 2014- Ksh 235,442 44,938 280,380 13
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