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Department of the Auditor General of Pakistan AUDIT REPORT ON THE ACCOUNTS OF DISASTER MANAGEMENT ORGANIZATIONS KHYBER PAKHTUNKHWA AUDIT YEAR 2016-17 AUDITOR GENERAL OF PAKISTAN TABLE OF CONTENTS ABBREVIATIONS & ACRONYMS i PREFACE iii EXECUTIVE SUMMARY v SUMMARY TABLES & CHARTS 1 I Audit Work Statistics 1 II Audit observations regarding Financial Management 1 III Outcome Statistics 2 IV Table of Irregularities pointed out 3 V Cost-Benefit 3 Chapter - 1 4 Provincial Disaster Management Authority (PDMA), Peshawar 4 1.1 Introduction of Authority 4 1.2 AUDIT PARAS 5 Non production/concealment of record 5 Irregularities/ non-compliance 6 Chapter – 2 12 District Disaster Management Units (DDMUs) 12 2. Introduction to the DDMUs 12 DDMU / Deputy Commissioner Chitral 13 2.1 AUDIT PARAS 13 Irregularities/ non-compliance 13 Chapter - 3 25 DDMU / Deputy Commissioner Malakand 25 3.1 Introduction of entity 25 3.2 AUDIT PARAS 25 Non production / concealment of record 25 Irregularities / Non - compliance 26 Chapter – 4 37 DDMU / Deputy Commissioner Swat 37 4.1 Introduction of entity 37 4.2 AUDIT PARAS 37 Irregularities / Non-compliance 37 Chapter -5 45 DDMU / Deputy Commissioner Shangla 45 5.1 Introduction of entity 45 5.2 AUDIT PARAS 45 Irregularities / Non-compliance 45 Chapter – 6 53 DDMU / Deputy Commissioner Upper Dir 53 6.1 Introduction of entity 53 6.2 AUDIT PARAS 53 Non-production/ concealment of record 53 Irregularities / Non compliance 54 Chapter - 7 63 DDMU / Deputy CommissionerLower Dir 63 7.1 Introduction of entity 63 7.2 AUDIT PARAS 63 Non-production/ concealment of record 63 Irregularities / Non compliance 64 Chapter- 8 74 Khyber Pakhtunkhwa Emergency Rescue Service (Rescue 1122) Peshawar 74 8.1 Introduction to the Department 74 8.2 AUDIT PARAS 74 Non-production / concealment of record 74 Irregularities / Non compliance 77 Annexures 130 ABBREVIATIONS & ACRONYMS AA Administrative Approval AC Air Conditioners AC Assistant Commissioner ADP Annual Development Plan AVL Automatic Vehicle Location C & W Communication & Works CBP Capacity Building Project CTR Central Treasury Rules DAC Departmental Accounts Committee DDMO District Disaster Management Officer DDO Drawing and Disbursing Officer DG Director General DHQ District Headquarter DMO District Emergency Officer DOR & E District Officer Revenue & Estate Dy Deputy ERS Emergency Rescue Service FAP Foreign Aid Project FATA Federally Administered Tribal Areas FTR Federal Treasury Rules GoP Government of Pakistan Km Kilometer KP Khyber Pakhtunkhwa Kv Kilovolt MB Measurement Book NAB National Accountability Bureau NADRA National Database Registration Authority NBP National Bank of Pakistan NDMA National Disaster Management Authority NIC National Identity Card NIT Notice Inviting Tender NWA North Waziristan Agency NWFP North West Frontier Province P&D Planning & Development PC-I Planning Commission Proforma PDMA Provincial Disaster Management Authority PM Prime Minister i PMC Provincial Monitoring Cell POL Petrol & Oil Lubricant PPRA Public Procurement Regulatory Authority PRO Public Relation Officer TDP Temporarily Dislocated Person TR Treasury Rules TS Technical Sanction UBL United Bank Limited USAID States Agency for International Development ii PREFACE Articles 169 & 170 of the Constitution of the Islamic Republic of Pakistan read with Sections 8 and 12 of the Auditor General (Functions, Powers and Terms and Conditions of Service) Ordinance 2001, require the Auditor General of Pakistan to conduct audit of receipts and expenditure of the Federation and the Provinces or the accounts of any authority or body established by the Federation or a Province. The report is based on audit of the accounts of Provincial Disaster Management Authority (PDMA), Deputy Commissioners (DC) and Rescue 1122 in Khyber Pakhtunkhwa (KP) for the financial year2010-11 to 2015-16. The Directorate General Audit (Disaster Management) conducted audit during 2015-16 on test check basis with a view to reporting significant findings to the relevant stakeholders. The main body of the Audit Report includes only the systemic issues and audit findings carrying value of Rs 1 million or more. Relatively less significant issues are listed in the Annexure-I of the Audit Report. The audit observations listed in the Annexure-I shall be pursued with the Principal Accounting Officer at the DAC level and in all cases where the PAOs do not initiate appropriate action, the audit observations will be brought to the notice of the Public Accounts Committee through the next year’s Audit Report. Audit findings indicate the need for adherence to the regularity framework besides instituting and strengthening of internal controls to avoid recurrence of similar violations and irregularities. Most of the audit observations in this report were finalized in the light of replies received from the department; however no DAC meeting could be arranged by the management till finalization of this report. The Audit Report is submitted to the Governor of Khyber Pakhtunkhwa in pursuance of the Article 171 of the Constitution of the Islamic Republic of Pakistan 1973 for causing it to be laid before Provincial Assembly. Dated: (Rana Assad Amin) Auditor-General of Pakistan iii EXECUTIVE SUMMARY The Director General Audit Disaster Management Islamabad conducts the audit of receipts and utilization of funds of Disaster Management organizations in the Federal as well as in Provincial and District Government level. This office is mandated to conduct regularity audit, financial attest, compliance with authority audit, audit of sanctions and propriety and performance audit. Regional Directorate of Audit Disaster Management Abbottabad on behalf of DG Audit Disaster Management Islamabad conducted audit of Provincial Disaster Management Authority (PDMA), Deputy Commissioners (DC) and KP Emergency Rescue Service (Rescue 1122). Disaster Management has two Principal Accounting Officers (PAO) and 28 formations. Audit Plan for 2016-17 includes audit of expenditure of these formations. Out of 28, 08 formations were planned for audit during the year 2015-16 and all these formations were audited accordingly. a) Scope of audit Disaster Management Audit conducted audit of 08 organizations as planned during 2015-16. b) Recoveries at the instance of audit Recoveries of Rs 462.455 million were pointed out. Since it is the 1st audit by this office and no DAC / PAC meetings have been held so far. Therefore, no recoveries reported. c) Audit Methodology The financial audit of PDMA, DCs and Rescue 1122 was carried out in accordance with the regularity frame work provided by relevant laws. This financial audit was conducted by examining permanent files, computer generated data and other related documents along with the policies and rules followed. This facilitated the understanding of system, procedures and audit entity. In addition risk assessment was carried out performing the analytical procedures, testing controls, substantive testing and evaluating the results. v d) Comments on Internal Control and Internal Audit Department There existed no formal Internal Audit units and the Internal Control Mechanism was found to be weak in the organizations. e) Key audit findings of the report i. Irregular/ unauthorized payments/ violation of rules in 66 cases involving Rs 5,315.12 million.1 ii. Recoveries were pointed out in 26 cases amounting to Rs 462.455 million.2 iii. There were 21 cases of inappropriate/ irregular asset management amounting to Rs 336.155 million.3 iv. There were 06 cases of weak internal control involving Rs 626.522 million.4 v. There were 04 cases of fraud / misappropriation amounting to Rs 198.825 million.5 f) Recommendations The Principal Accounting Officers PAOs needs to take necessary steps to evaluate the financial management and strengthen and institutionalize the internal controls. The corrective measures required are: i. Irregular/ un-authorized payments made needs to be investigated and got regularized/ recovered from the defaulters. ii. System and procedure may be upgraded so that the chances of payments on the basis of fake/ false documents could be eliminated. iii. Internal Control weaknesses may be removed. iv. Effective steps may be taken to make good the recoveries and deposited in the Government treasury. 1 Para 1.2.3, 1.2.5, 2.2.4, 2.2.5, 2.2.6, 2.2.7, 2.2.8, 2.2.9, 2.2.10, 3.2.3, 3.2.4, 3.2.5, 3.2.6, 3.2.8, 3.2.10, 4.2.1, 4.2.3, 4.2.4, 4.2.5, 4.2.6, 4.2.7, 5.2.1, 5.2.2, 5.2.3, 5.2.4, 5.2.6, 6.2.2, 6.2.3, 6.2.5, 6.2.6, 6.2.7,7.2.2, 7.2.3, 7.2.6, 7.2.7, 7.2.8, 8.2.4, 8.2.6, 8.2.7, 8.2.8, 8.2.9, 8.2.11, 8.2.12, 8.2.13, 8.2.15, 8.2.17, 8.2.18, 8.2.19, 8.2.22, 8.2.23, 8.2.24, 8.2.25, 8.2.26, 8.2.27, 8.2.29, 8.2.30, 8.2.31, 8.2.33, 8.2.34, 8.2.35, 8.2.37, 8.2.38, 8.2.41, 8.2.42, 8.2.43, 8.2.44, 2 Para 1.2.2, 2.2.4, 2.2.5, 2.2.6, 2.2.7, 2.2.8, 2.2.10, 3.2.3, 3.2.5, 3.2.6, 3.2.7, 3.2.8, 4.2.4, 4.2.5, 4.2.6,5.2.1, 6.2.4, 6.2.6, 7.2.4, 7.2.5, 8.2.5, 8.2.09, 8.2.13, 8.2.17, 8.2.37, 8.2.39 3 Para 1.2.4, 8.2.4, 8.2.8, 8.2.09, 8.2.10, 8.2.11, 8.2.12, 8.2.13, 8.2.14, 8.2.17, 8.2.20, 8.2.22, 8.2.23, 8.2.24, 8.2.26, 8.2.27, 8.2.30, 8.2.31, 8.2.34, 8.2.35, 8.2.37 4 Para 2.2.3, 4.2.2, 5.2.5, 8.2.16, 8.2.21, 8.2.32 5 Para 6.2.4, 7.2.4, 7.2.5, 8.2.5 vi v.
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