Well-Functioning National Society Self-Assessment

Transcription

1 Questionnaire 2002/2003 Well-Functioning National Society Self-Assessment Prepared by Monitoring and Evaluation Division National Society: Questionnaire completed by: Name: Designation/Title: Contact details of above person: Tel. number: Fax number: address: Approved by: 1 Name: Designation/Title: Date: Signature: This questionnaire is accompanied by a set of explanatory notes, containing further definitions and clarifications on specific questions. Such questions are marked with an asterisk in the questionnaire. 1 - The completed Questionnaire should be approved by the Secretary General/Chief Executive Officer of the National Society or his/her authorised representative before it is returned. 1

2 A. Mission A.1* Has your Society formally adopted a mission statement? A.1.1 Please indicate the year when this statement was: a) first adopted: b) last amended: B. Legal Base B.1 The Society is recognized by the National Government in your country by: O National law O Decree O Other instrument (please specify): B.1.1 Please indicate the year when this law/decree/other instrument was: a) first passed: b) last revised: B.1.2. Is there a need to revise the existing legal provisions for recognition? B.2 Is there a national law/decree 2 governing the use of the Red Cross and Red Crescent emblem in your country? B.2.1 Please indicate the year when the emblem law/decree was: a) first passed: b) last amended: B.2.2 B.2.3 Is there a need to revise the emblem law/decree in your country? How do you rate the enforcement of the emblem law/decree in the country? O Satisfactory O Unsatisfactory B.3 Apart from an emblem law/decree, are there other mechanisms to ensure protection of the emblem in the country? 3 OYesONo B.3.1 Please specify: B.4 Have there been problems of emblem misuse in the country during the past 3 years? B.4.1 Please describe the problems and any corrective measures taken. Please also state whether these measures have been successful: Or other instrument enacted in accordance with Art. 53 and Art. 54 of the First Geneva Convention of E.g. recourse to provisions in civil/trademark law.

3 B.5 Please indicate the year when the Society s Statutes were: a) first adopted: b) last amended: B.6* Are amendments to the current Statutes necessary? B.7 Has your Society reviewed its Statutes against the Guidance for National Societies Statutes 4? B.7.1 In your opinion, do they meet the minimum requirements as set out in that guideline document? C. Membership C.1* Does the Society have clear definitions differentiating members and volunteers? OYesONo C.2 Please indicate the total number of members in your Society: C.3* Do you have any restrictions on membership? C.3.1 Please specify: D. General Assembly D.1 Do the Society s Statutes require the regular convening of the General Assembly? D.1.1 How often must the General Assembly be held according to the Statutes? O once a year O once every two years O once every three years O once every four years O other (please specify): D.2 Please provide the dates of the last 3 meetings of the General Assembly: D.4 Please indicate the percentage of total votes exercised by branch representatives at the last General Assembly: % D.5* Do your government s representatives have voting rights at the General Assembly? D.5.1 Please indicate the percentage of total votes exercised by the government representatives at the last General Assembly: % 4 - Published by the International Federation,

4 E. Governing Board E.1* Do the Society s Statutes require the regular meeting of the Governing Board? 5 OYesONo E.1.1 Is the Governing Board meeting as required in the Statutes? E.2 Please provide the dates of the last 3 meetings of the Governing Board: E.3* Do the Statutes lay down clear election requirements for the members of the Governing Board? E.3.1 Please rate the Society s compliance to these election requirements: O Fully complies O Mostly complies O Occasionally complies E.4* Please provide the following statistics on Governing Board members: (specify in the brackets the number of members with voting rights if this differs from the total number of members in each category) a) Total No. of Board members: ( ) b) No. of elected members: ( ) c) No. of appointed/nominated members: ( ) d) No. of members representing branches: ( ) e) No. of government representatives: ( ) f) No. of female members: ( ) g) No. of youth members: ( ) E.5* Has your Governing Board assessed itself against the Characteristics of a Well-Functioning Governing Board, as set out in the National Society Governance Guidelines? 6 OYesONo E.6* Does your Society have an intermediary governance body/layer 7 between the General Assembly and the Governing Board? In some Societies this entity is called by a different name, e.g. the Executive Committee. 6 - Published by the International Federation, Equivalent to the Governing Council as referred to in the Guidance for National Societies Statutes.

5 E.7 Please provide the following information on the office-bearers 8 on the Governing Board: Title/Office Elected (E)/ Body responsible Number Appointed (A)/ for election/ of years Nominated (N) appointment/ served in nomination of the current office-bearer position Where there are more than one office-bearers (e.g., General Assembly, with the same title, please list each) Please select one President, etc.) (Please attach separate sheet if necessary) 8 - E.g., President, Vice-President, Chairperson, Vice-Chairperson, Secretary General, Deputy Secretary General, Treasurer, Deputy Treasurer, etc. 5

6 F. Separation of Governance and Management F.1* Has the Society adopted clear regulations/guidelines on the separation of roles and responsibilities of governance and management? F.1.1 How do you rate the Society s compliance to these regulations/guidelines? O Fully complies O Mostly complies O Occasionally complies F.2* Does your Society s Chief Executive Officer have voting rights at the Governing Board? G. Human Resources G.1 Has the Society adopted a human resource development strategy/policy? G.2* Please provide the following statistics on paid staff of the Society: a) Total No. of paid staff: b) No. of men: c) No. of women: d) No. working at National Headquarters: e) No. working at regional/district/branch level: f) No. of men in management positions: g) No. of women in management positions: G.3* Has the National Society adopted a specific policy in relation to volunteering? G.3.1 In which year was the policy adopted/last amended? G.3.2 Does your Governing Board regularly review progress made in implementing the volunteering policy? G.4 Has the National Society adopted a plan on volunteering development during the last 5 years? G.5* Do you find it difficult to recruit a sufficient number of qualified volunteers for the programmes you have? G.5.1 For which of the following types of tasks, do you find it most difficult to recruit qualified volunteers? (please do not choose more than two) O service delivery O governance O external expertise or advice O administrative tasks O fundraising O advocacy O other: 6

7 G.6* Please briefly describe your Society s volunteer management system: G.7 How would you rate the performance of your National Society in terms of volunteer management as compared to other main volunteer-based organizations in your country? O excellent O strong O average O poor G.8 What is the total number of volunteers of the Society? Total: Male: Female: G.9* How many of these volunteers are also members? G.10 How many new volunteers joined the Society last year? G.11 Over the last 3 years, the total number of volunteers with the Society has: O increased O remained constant O decreased G.12* Does your National Society have a database on its volunteers? G.12.1 Is the data contained therein updated each year? G.13 Do you provide your volunteers with: O an introductory training course on RC/RC knowledge and principles? O an information session on the volunteers and the National Society s respective rights and responsibilities? O basic training for the different functions and services provided? O advanced training for the different functions and services provided? O volunteer leadership/management training? O training for governance volunteers? G.14 Please provide an estimation of the percentage of volunteers who received one or more types of training organised by the Society last year: % G.14.1 If you organize leadership/management training(s) for your volunteers, can you provide an estimate of the percentage of men and women who attended those courses last year? Male: % Female: % G.15 Is there a focal point (person or unit) at the National Society s Headquarters specifically responsible for volunteer management and development? G.15.1 Please indicate the name of the function or unit: 7

8 H. Financial Management H.1* Does the Society prepare comprehensive annual budgets before each financial year? H.2 Please indicate your Society s total income for the last financial year: Financial year end (mm/yy) Currency: Amount: H.3 For the last financial year, please indicate percentage of total income from the following sources: Government funding 9 : % Local private donations/fundraising: % Local income-generating activities: % International funds (Red Cross/Crescent Movement) % International funds 10 (Non-Red Cross/Crescent Movement) % H.4 Please indicate your Society s total expenditure at the end of the last financial year: Currency: Amount: H.5 Do you produce financial statements yearly? (Please attach a copy of the most recent annual statement) H.5.1 Do you commission an external audit of these statements every year? ( please attach a copy of the most recent external audit report) H.5.2 Are the financial statements made available to the public? H.6* Do you have persons carrying out an internal audit function within your Society? H.7 Do you have a finance procedure manual? H.8* Does the Society enjoy tax-exemption from: a) direct taxes? b) indirect taxes? I. Branch Network I.1 Does your branch network cover all regions 11 in the country? I.2. Please list the various levels of branches/chapters 12 in your Society, along with the corresponding number of branches/chapters at each level: Level: No. Level: No. Level: No. Level: No. (attach additional sheet if necessary) Including national, regional and local public authorities Including foreign governments; international organisations; international NGOs, etc i.e. the regional administrative structures in the country e.g. local (village, town, city), regional or provincial branches/chapters/sections.

9 I.3 Are there procedures whereby the lower branch levels are represented at the higher levels? I.4 Do you have mechanisms to monitor/review the operation and activities of branches/chapters? I.4.1 What mechanisms are used? O Regular reports from branches to National Headquarters (HQ) on operations and activities O Review of branch board minutes by HQ O Review of financial statements/reports of branches by HQ O Review of audit reports (internal/external) of branches by HQ O Regular visits by HQ staff to review branch operations and activities O Task force set up occasionally to review issues concerning branches O Evaluation reports on branch operations/activities by HQ staff or external consultants O Other (Please specify) I.4.2 Are these mechanisms sufficient to ensure that branch activities are consistent with the Statutes and mission of the National Society? I.5 Do your Society s Statutes clearly state the consequences for branches which fail to comply with decisions/policies taken at the central governing level? I.6 Do you consider the structure of your branch network to be rather: O centralized O decentralized I.7 Please indicate the proportion of branches/chapters which have: a) own statutes/by-laws in addition to the Society s Statutes O All O Most O Some O None b) own legal personality O All O Most O Some O None c) no financial co-ordination with the HQ/higher branch levels O All O Most O Some O None d) different staffing policies from the National Society s policy O All O Most O Some O None I.8 In your opinion, what proportion of your branches/ chapters are functioning well? O All O Most O Some O None 9

10 J. Self-Monitoring J.1* Has the Society encountered the following problems in the last 5 years relating to integrity? a) The Society s own action or inaction violating the Fundamental Principles b) Government interference with the Society s affairs c) Violation of the Society s Statutes d) Mismanagement of finances e) Problems of individual integrity from Governing Board members or management personnel J.2. If there have been problems relating to any of the above, or a combination of the above, please describe the problems and corrective actions, if any, that have been taken: J.3. Are there any mechanisms by which the Society monitors its own integrity? J.3.1 Please explain the mechanism(s): J.4. Has the Society faced any problems relating to/ affecting its image in recent years? J.4.1 Please describe the problems that have been encountered: J.4.2 Please describe the corrective measures, if any, that have been taken: 10

11 K. Communications and Advocacy K.1 Does your Society have a communications plan? K.2 Has your Society conducted any research on the public perception of the Society s image? K.2.1 Please specify whether this includes: O public opinion surveys O media content analysis O other: K.3 Does your Society conduct systematic media monitoring? K.3.1 Does this include: O counts of reports about NS on main national Radio/TV stations? O counts of articles about NS in main national newspapers/magazines? O other: K.4 How would you rate the image of your Society as compared to other main humanitarian organisations in your country? O excellent O strong O average O poor K.5 Please indicate whether your Society: O produces a newsletter for members and volunteers O produces a regular information bulletin for the general public K.6 Please indicate whether your Society has: O access to the Internet O a web site (address: ) K.6.1 If your Society maintains a website, how many visitors to that site do you get on average per month? K.7* Does your Society have an advocacy programme? K.7.1 Please briefly describe three advocacy issues pursued by your Society during the last two years, and your principal targets:

12 K.8 Have you evaluated the success/failure of your advocacy campaigns? K.8.1 Please give examples of key findings and recommendations: L. Plans and Achievements L.1* Has the Society adopted or updated a Development/ Strategic Plan within the last 5 years? L.1.1. Please indicate the period covered by the plan: From (year) to L.1.2. In your opinion, does the Plan adequately incorporate the strategic directions and four core areas of Strategy 2010? L.2 Does the Society require Federation support in formulating/revising its Development/Strategic Plan? L.3 Does the Society have an annual plan which clearly sets out its targets for the year? OYesONo L.4 Bearing in mind planned targets, what in your opinion are the main achievements of the Society in the last calendar year? (Please attach additional sheet if necessary) L.5 Does the Society publish an annual report on its operations and activities? ( please attach the latest annual report.) M. Programmes and Beneficiaries M.1* Has the Society carried out a vulnerability and capacity assessment(s) in the country during the last 3 years? M.1.1 Please indicate the year of the latest assessment: If no, M.1.2 Please provide reason: 12

13 M.2 Please list vulnerable groups in your country as identified by your Society: (Please attach additional sheet if necessary) M.3* Apart from vulnerability and capacity assessment, what other assessment tools /methodologies does the Society use for its programme/project planning? M.4* Does your Society collect and use disaggregated data by the sex of beneficiaries for the purpose of programme planning and targetting? M.5 Is there a focal point (person or unit) for programme planning in your Society? M.6 Is Strategy 2010 an important basis for decisions on the formulation of new programmes in your Society? M.7* In terms of promoting Fundamental Principles and Humanitarian Values, what programmes has your Society developed and implemented since the adoption of Strategy 2010? M.8* Does the Society have a disaster preparedness plan covering both national and local levels? M.9 Does the government of your country have a National Disaster Plan? M.9.1. Does the Society have a formal role in this Plan? 13

14 M.10* In relation to health and care in the community, please indicate the areas covered by your Society s long-term health programmes: O education concerning prevailing health problems and the methods of prevention and control; O promotion of food supply and proper nutrition; O supply of safe water and basic sanitation; O maternal and child health care, including family planning; O immunisation against the major infectious diseases; O prevention and control of locally endemic diseases; O appropriate treatment of common diseases and injuries; O provision of essential drugs. M.11 Does your Society have an on-going community-based HIV/AIDS (control and prevention) programme? M.11.1 Are you expanding or planning to expand your HIV/AIDS related activies to cover more beneficiaries this year? M.12 Is there a focal person/persons in your Society for technical guidance on HIV/AIDS? M.13 Do you monitor the quality of your services to beneficiaries? M.13.1 Please explain how: M.14* Do you review or evaluate the effectiveness and impact of your programmes? M.14.1 Have you tried to assess the differential impact (if any) of your programmes on: a) men and women? b) children, adults and elderly? M.15 Does your Society require training/support from the International Federation in monitoring and evaluation? M.16 Is there a focal point (person or unit) in your Society for monitoring and evaluation? 14

15 N. Cooperation and Partnerships N.1 Does your Society have a system to keep track of the activities carried out by other providers of humanitarian services in the country? N.2 Does your Society have specific service agreements with the ministry of health in your country? N.2.1 Please list the sectors covered by the agreements: N.3* Please list your key partners among the following: a) Red Cross/Red Crescent Movement b) National Government Ministries/Agencies c) International (intergovernmental) Organizations d) Other Organizations (please specify name and type of organization):

16 N.4 Is your Society receiving any support or services from the Federation Secretariat (incl. Delegations)? N.4.1 Please specify the support or service(s) you receive and tick the corresponding rating on the scale from 1 (extremely unsatisfied) to 5 (extremely satisfied): Extremely unsatisfied Extremely satisfied Advice and guidance in promotion of fundamental principles and humanitarian values Advice and guidance in disaster response Advice and guidance in disaster preparedness Advice and guidance in health and care in the community Guidance and support in organisational development and capacity-building Provision of frameworks for cooperation and coordinated action Global resource mobilization Other (specify): N.5 How do you rate the overall support from the following? a. Federation Secretariat (incl. Delegations): b. Participating National Societies: c. ICRC: Annex Additional Documents If your Society has updated its profile for the 2002 edition of Partnerships in Profile, please indicate whether the information contained in the profile may be considered as further information for the self-assessment. The following documents have been requested in the self-assessment questionnaire and will form part of the self-assessment materials. Please confirm whether the documents have been attached. 1. Most recent Annual Report 2. Most recent Development Plan 3. Most recent Society s Statutes 4. Most recent annual financial statement 5. Most recent external audit report /2002 E