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Administration Requirements. 1. Staffing:  Appointment of staff: a) Community Based Rehabilitation Workers:  Select CBRWs from the cluster of villages.

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Presentation on theme: "Administration Requirements. 1. Staffing:  Appointment of staff: a) Community Based Rehabilitation Workers:  Select CBRWs from the cluster of villages."— Presentation transcript:

1 Administration Requirements

2 1. Staffing:  Appointment of staff: a) Community Based Rehabilitation Workers:  Select CBRWs from the cluster of villages concerned.  Qualification: minimum 12th Std. pass with field experience in Community Development (may be relaxed in case of PWDs/women).  Preference should be given to PWDs.  Ensure that at least 50% of the staff members are PWDs/women  CBRWs should be at least 18 years of age.  CBRWs should be a full time staff working exclusively for this project.  Obtain undertaking that they will work for at least 2 years PROGRAMME RELATED MATTERS

3 b) Coordinators:  Graduate with field experience in Community Development essential (may be relaxed in case of PWDs/women).  Preference should be given to PWDs.  Coordinators should be at least 18 years of age.  Coordinator should be a full time staff working exclusively for this project. Her/ His residence should be within a radius of 10-15 Kms from the project area.  Obtain undertaking that he / she will work for at least 2 years

4  New staff employed should not be more than 45 years.  Only lay persons from the project area should be Coordinators and CBR workers. Religious personnel can act only as Directors of the programme.  Submit details of staff to CBR Forum within 15 days of the commencement of the partnership.  Specific dates of appointment/ resignation/ termination/ new appointments of CBR staff should be intimated to CBR Forum immediately.

5  Salary should be paid by cheque as per amount approved by CBR Forum. Salary not utilized should be returned or used for other purposes with prior permission from CBR Forum. Partners are not permitted to pay salaries to staff other than those in the list available with CBR Forum.  Applicant and the Coordinator should attend all the meetings conducted / organized by CBR Forum. This is essential if the programme is to be effective.  At times the NGO Partner will be asked to depute others like DPO leaders / CBR Workers for certain meetings/ workshops etc.

6  2. Programme:  Our Approach: Programme should be rights based and in line with Article 3 – General Principles of Convention on the Rights of Persons with Disabilities (CRPD).  Project Management Workshop: This is organized prior to the commencement of the programme to ensure that Partner NGOs and CBRF have a common understanding of the programme and the mode of taking it forward.  Ensuring that the team and DPOs are on the same page: After the Project Management Workshop, translate the planner and budget into your local language and ensure that each CBR Worker and DPO leader has a copy of the same.

7  Reflection Process:  Village level Reflection Process: Ensure participation of PWDs/DPOs and other stake holders in the planning, implementation, monitoring and evaluation process. Ensure that a reflection workshop is conducted at the village/cluster level to enlist the needs of PWDs with regard to health, education, livelihood etc., before the PWDs/DPOs come to the Project level Reflection Workshop. Village level representatives will have to present the needs of their DPO at the Project level Reflection Workshop.

8  Project level Reflection Process: Conduct a Project level Reflection Workshop during the 9th month for Phase I programme and during 18th month for the remaining Phases of the programme to plan for the next phase. One or Two representatives from each village attend this programme with the report of the Village level Reflection process. While formulating the Planner based on the needs of the PWDs/DPOs, make linkages with the Phase Wise Indicators.

9  Follow up of Assessment / Evaluation / Facilitation visits: In consultation with CBR Forum, address the suggestions made after Assessment / Evaluation / Facilitation visits. Document the follow up taken and keep CBR Forum informed in this regard.  Confirmation of acceptance NGO partners should confirm their acceptance of the approved project planner and approved budget in writing.  Internal Monitoring Process: Partners should put in place a monitoring process as specified by CBRF from time to time.  Continuation of partnership: Funding of the current phase/year does not guarantee continuation of funding for the remaining phases/years of the programme.  Mainstreaming: Take steps to include PWDs into all programmes of the organization. Review and take steps to make the organization pro disability.

10  Formation and Strengthening of DPOs: As the formation and strengthening of DPOs is the primary foundation of the programme:  Plan for Disabled People’s Organizations (DPOs) at village/panchayat level during Phase I,  Form DPOs at village level in Phase II and  Facilitate formation of Federations of DPOs at block level in Phase III of the programme and  at district level in Phase IV of the programme. Mr. Venkatesa Reddy for Tiruvallur Programmes Mr. Kabui for Yavatmal Programmes

11  Advocacy:  Promotion of a movement and advocacy: Partners should work as networks and promote movements of PWDs/DPOs. Partners are also encouraged to collaborate with like-minded NGOs/CBOs to join hands in their advocacy initiatives.  Mr. Mahesh / Ms. Mary

12 2. ADMINISTRATION RELATED MATTERS Submission of Documents: Send in the following documents at the time of application for each phase: 1. A) Earlier financial support given by Misereor / Caritas India / LFW/ Caritas Germany/ Cord Aid : Previous Project No.TitleAmount in Rs. Specify period of financial support FromTo B) Earlier financial support given by other funding agencies / sources: Previous Project No.TitleAmount in Rs. Specify period of financial support FromTo 2. Submit quotations in case of capital items.

13 3. Submit Project Proposal, Society Registration Certificate, FCRA Certificate, 12 A Registration Certificate and bank details. The bank details should be given as follows: 4. During the project period, if there is any change in: the number of your FCRA account the location of the branch in which your FCRA Account is maintained, kindly intimate CBRF with a copy of official communication to the FCRA Dept. and letter from Bank. a.Name of the Bank (where the foreign contribution account is maintained): a.Address of the Branch: a.Bank Code No.: a.RTGS/ IFSC Code: a.FCRA No: a.Account Name (Name as given in the FCRA Account): a.Bank Account Number:

14  Processing of file: 1. Your file will be sent to Caritas India only after receipt of all the above documents. 2. Irrespective of the date of receipt of funds, commence the programme on the approved start date by advancing own funds. 3. Sign the legal undertaking sent from Caritas India at the beginning of each phase and send it back to Caritas India within 7 working days. Mark a copy of this letter to CBR Forum. 4. Any delay in reporting will result in a delay of funding of the programme. Hence partners are requested to abide strictly by the deadlines indicated above. Ms. Julien Peter

15  DOCUMENTATION: 1. Activity reports for this specific programme are to be sent in the approved format:  by 10 Oct for period Apr to Sep and  by 10 Apr for period Apr to Mar. 2. Norms regarding Process Documentation will be communicated to you at a later date. 3. Any other report solicited by CBR Forum from time to time. Ms. Bharathy

16 FINANCE RELATED MATTERS  PROJECT FUNDING:  Funds should not be received by Partner NGOs for line items that have already been funded by CBR Forum. This will be considered as duplication of funding. If there is a genuine need to do so, this has to be brought to the notice of CBRF.  Partner NGOs are expected to raise Own contribution / Third Party Contributions (Other Individuals/ Funding Agencies) amounting to a minimum of 15% of the total Budget. These amounts should be only in cash. These incomes and expenses should be reflected in the audit report.  Budgets allocated under individual heads of account from FC funds, should not exceed approved budget by more than 5%. If this is necessitated, prior approval from the Executive Director of CBRF is required.  Overall expenses in FC account should not exceed the total approved budget.  The full unspent LC and FC balance is to be sent by DD to Caritas India at the end of each Phase as instructed by CBR Forum.  Bank interest earned and unutilized budget amounts may be used for this programme with prior written permission from CBR Forum. Such permission is to be sought at least 4 months before completion of the project. Requests after this deadline will not be entertained.  Other financial expectations specified by Caritas India will have to be met.

17  STAFF SALARY :  Ensure that the CBR staff opens individual SB accounts and Salary payment must be paid by Account Payee Cheque drawn in favor of the employee.  Partner should not take back any amount from the salary of the employee for whatsoever reason.  Provision of Employees Provident Fund scheme or Public Provident Fund to all the CBR staff is mandatory.

18  Separate sets of books of accounts to be kept for this programme: for LC & FC.  Audit Reports for this specific programme are to be sent in the approved format once every 6 months:  for period ending Apr - Sep by 10 Oct and  for period ending Oct - Mar by 10 Apr.  Partner should submit the latest FC3 Statement of the organization every year.  The General Audit Report of your organization is to be sent as on 31 Mar each year.  Your file will be forwarded from CBR Forum to Caritas India, Delhi for the release of funds each year only after the receipt of the audit report (and activity report) for the period in question.  Financial malpractice will lead to termination of partnership. Mr. Alwyn

19 TRAINING RELATED MATTERS  The CBR Project staff should undergo training at authorized Training Centres of CBR Forum only.  Director / Assistant Director should attend sensitization workshop conducted by Training Centres.  By 31 Mar every year, NGO Partners are to finalize the training calendar for the following year with the training organization and mark a copy of the same to CBRF.  After each training input, the partner NGO should send a written report to CBRF on the training received from the training centre.  Training fees and other expenses to train one person has to be set aside each year as staff reserve fund from own contribution/FC.  Training fee to be paid directly by partner to training center by Demand Draft without delay before the commencement of the training.  Balance of training fee, if any, due to training centers should be paid before sending the balance of funds by Demand Draft to Caritas India at the closure of each phase. If this is not done it will be the responsibility of the organization to pay the amount due to training centres from its own funds.  Mr K Kempaiah. 

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