Organizational Structure Roles & Responsibilities of NGO partners Copyright of Joy Of Giving Global 2012

Agenda 2Roles and responsibilities of NGO Partners  What is Joy Of Giving?  What Sets Us Apart  Who we are  Key Members of JOG Foundation  Eligibility criteria for NGO Partners  Importance of Organization Structure  Flowchart of Organization Structure  Selection Norms  Mandatory Meetings  Termination Norms  Submission Of Proposal  Distribution of Programs and Resources  Reports and Feedback  Terms and Conditions  Code Of Ethics  What does the future Hold?  Contact Details

 Joy of giving Global Foundation heartily thanks all NGOs, which have already associated themselves with the Foundation and also those who’re willing to partner with the Foundation  This is a presentation to create awareness about the organizational structure of the Foundation as also, the roles and responsibilities of Partner NGOs, which have / are willing to join hands with the Foundation Together, let’s make a difference! 3 Roles and responsibilities of NGO Partners

 There are over 3.8 million (38 Lakhs) societies and trusts across India as on  Only 2897 organizations out of them are registered under section 25 of Companies Act, This particular registration has to be approved by the Ministry of Corporate Affairs. JOG is proud to be one among those privileged 2897 organizations as on March 2012 Facts and Figures 4Roles and responsibilities of NGO Partners

 This in turn, entitles us to meaningful partnerships with Government, Private and Foreign bodies, as it demands high levels of credibility and transparency  High visibility that we get, because of this status, helps us to touch new horizons in charity-sector  There are three components to our operations and the Foundation has prioritized them in the same order as you find them below:  Community Development  NGO Support  Business oriented services (such as Micro Finance, Entrepreneurial projects) What Sets us Apart 5Roles and responsibilities of NGO Partners State Wise No. of Reg. Under Section 25 Companies Act as on 1 st March 2012 Maharashtra966 Delhi517 Tamil Nadu306 West Bengal210 Gujarat145 Uttar Pradesh132 Karnataka116 Andra Pradesh110 Kerla84 Madhya Pradesh63 Rajasthan54 Punjab25 Orissa22 Bihar22 Haryana21 Chattisgarh20 Jharkand20 Assam13 Chandigarh13 Himachal Pradesh10 Goa7 Pondicherry7 Others14

 JOG, a foundation, working for the cause of the underprivileged, with a missionary zeal…  Bringing in unprecedented levels of transparency to the charity-sector…  A not-for-profit Organization, involved in empowering grass-root NGOs, not just with funds and in-kind resources but also with technological support… Who are WE? 6Roles and responsibilities of NGO Partners Of the NGOs…..For the NGOs…..By the NGOs…..!

About US 7Roles and responsibilities of NGO Partners  A non-profit organization, operating in the charity-sector, registered in 2011, under section 25 (1) (a) (b) of Companies Act Head quartered in Bangalore  A self-monitored, semi-democratically governed body, working on sustainability model, in the charity-sector  Stands firmly on the pillars of TRANSPARENCY, ACCOUNTABILITY and CREDIBILITY  Undertake activities related to fund-raising as well as fund disbursal  Have developed a state-of-the-art mechanism to scrutinize NGOs for credibility, to ensure that the resources reach those who’re genuinely underprivileged

 We are not a Funding Agency  We are not an NGO Networking Agency 8Roles and responsibilities of NGO Partners What we aren’t…

 A Foundation that is  Self-monitored  Semi-democratically governed  Working on sustainability model  Steadfastly moving towards its goal…  Global delivery mechanism for Non profit organization toward community development 9Roles and responsibilities of NGO Partners What we are… Of the NGOs…..For the NGOs…..By the NGOs…..!

Key Members of JOG Foundation 10Roles and responsibilities of NGO Partners  Mr. Punith Kumar Founder and CEO of Joy of Giving Global Foundation  Founder and Secretary of Blue Bird Welfare Organization Since 2009  Key role in devising and implementing Global Delivery Mechanism; NGO Management  Mr. Bhimsen Kulkarni Director, COO of Joy of Giving Global Foundation  Founder and President of Janahita, Raichur since 1999  Active in Rural Community Development, Education and Health sectors ; Training Consultant  Mr. Narasimha Murthy Director, Vice President of Joy of Giving Global Foundation  Founder and Secretary of Abhivriddhi (Society for Social Development), Bangalore since 1992  Active in Women and Child Development and Natural Resource Management

Organizations that associate with us must:  Be registered in India  Be completely non-profit oriented in nature  Be actively involved in implementing developmental projects in India  Not have any political / religious affiliation and must be totally impartial w.r.t political and religious affiliations of its beneficiaries  Guarantee that at least 80% of the resources are routed to beneficiaries, who are economically backward.  Strictly adhere to the norms set by “Credibility Alliance”. If not, the organization has to ensure that the norms will be met within six months from the date of getting itself listed on  Provide a prompt feedback on how they’ve utilized the resources Who are Eligible to be Partners 11 Roles and responsibilities of NGO Partners

 Provides guidance by laying out the official reporting relationships that govern the workflow of the organization. This formal outline makes it easier to analyse the functioning of an organization  Ensures clarity w.r.t roles and responsibilities of component members  Ensures a smooth flow of resources from one end to another, increasing the efficiency of the organization Importance of Organizational Structure 12Roles and responsibilities of NGO Partners

Flow chart of Organizational Structure Core Committee (Governing body) Lead Organization (State Wise) Parent Organization (Limited to 10 NGO’s) Chapter follower member (Limited by Parent Organization) 13Roles and responsibilities of NGO Partners

 High level committee formed by the representatives of different governmental and non-governmental organizations in India  The key role of the committee is to give necessary guidance and support to the chair  Core Committee will be represented as the governing body Core Committee 14Roles and responsibilities of NGO Partners

 To set a vision and provide leadership  To be accountable to donors and other associates  To adhere to all legalities  Financial Oversight  Managing staff and Volunteers Roles & Responsibilities of Core Committee 15Roles and responsibilities of NGO Partners

 A State level committee member, formed by the representatives of NGOs belonging to a particular state  It’s key role is to provide necessary guidance and support to the Parent Organizations, affiliated to it Lead Organization 16Roles and responsibilities of NGO Partners Give your organization a reason to believe in itself

 Non-profit organizations / Non-government organizations / Private enterprises  Legally registered for at least three years in that region  Must possess a valid FCRA Registration Certificate of the organization Eligibility criteria for Lead Organizations 17Roles and responsibilities of NGO Partners

 To ensure that its components comply with all necessary legalities  To review the organization's system of internal controls, performance reporting, policies and procedures  To uphold the principles of equality and diversity and be fair and open to all sections of the community in all of its activities  To act prudently to protect the assets and property of the organization and ensure that they are used to deliver the organization’s objectives  To undertake Risk Management Studies Roles & Responsibilities of Lead Organizations 18Roles and responsibilities of NGO Partners

 A State level sub-committee member, formed by the representatives of different NGOs from their representative State  It’s key role is to provide necessary guidance and support to the Chapter Follower Members  The parent organization and the ‘chapter follower members’ must necessarily be working towards the same cause  A maximum of 10 parent organizations can be affiliated to a lead organization Parent Organization 19 Roles and responsibilities of NGO Partners

 Must be legally registered for at least two year in the regions they operate in Non-profit / Non-government (NGOs or CBOs) / private enterprises may engage in partnership with another organizations.  Must have a valid 80G registration Certificate for their organization (Preferable FCRA registration Certificate.) Eligibility criteria for Parent Organizations 20Roles and responsibilities of NGO Partners

 To understand that social enterprises are mainly non-profit-making, which seek high levels of accountability to their stakeholders.  To uphold the principles of equality and diversity and be fair and open to all sections of the community in all of its activities  To ensure that the organization and its components comply with accepted good practices of financial oversight  To ensure that the component organizations comply with all relevant legislation in relation to employment or the provision of goods and services Roles & Responsibilities of Parent Organizations 21 Roles and responsibilities of NGO Partners

 Identification and assessment of the needs to be met  Allocation of resources, making of grants and provision of services  Membership of the Chapter and any sub-committees  Staff recruitment, selection, training and conditions of service  Communication with Chapter Follower Member, stakeholders and the public  Accessibility for meetings, communication and buying of goods and services Key areas for consideration (Parent Organizations) 22Roles and responsibilities of NGO Partners

Components of each Chapter 23Roles and responsibilities of NGO Partners

 A conglomeration of  Several chapter follower members (their number, limited by the parent organization)  Not more than ten Parent organizations, each working towards a particular cause  One lead organization per state  There is one such conglomeration for each state, the Foundation is working with. Chapter 24Roles and responsibilities of NGO Partners

 Enables the Foundation to focus on its activities, state-wise  As each chapter has a set of Parent Organizations in its fold, it ensures that all relevant issues / causes get the focus they deserve  Provides for clarity in the reporting structure to the chair, which in turn, ensures efficiency in the functioning of the Foundation Strengths & Benefits of the chapter 25Roles and responsibilities of NGO Partners

Organizations must:  Be legally registered for at least one year in the region  Be non-profit organizations / Non-government organizations (NGOs or CBOs) / private enterprises which may engage themselves in partnership with other organizations  Should have a valid bank account  Number of Chapter Follower Members are limited by the Parent Organization from representative States as per the norms set by Parent Organization Chapter Follower Member 26Roles and responsibilities of NGO Partners

Chapter Follower Members  Are required to focus in detail on a particular issue. This helps to ensure that sufficient attention is paid to the details of specific issues without one particular issue dominating the committee agenda  Are responsible for all decisions taken by the Parent Organization, which seeks to ensure its members that the process for monitoring progress is sound.  Must be people with relevant expertise. Care must be taken to provide its members with sufficient information about their role and appropriate support in carrying out their duties.  Necessary guidance and support will be given by the Parent Organization & Lead Organization from their representative State Roles & Responsibilities 27Roles and responsibilities of NGO Partners

 New members have to go through an Entry Period of 6 months before they can get a formal approval of the chapter members for their inclusion  Active participation in the activities of the chapter is the criterion based on which approvals are given  Members are required to sign the NDA (Non Disclosure Agreement), once they get the approval  Members will get a Unique Code from the chapter, on approval of their membership  Roles and responsibilities of members will be decided by the Chapter members Selection Norms 28Roles and responsibilities of NGO Partners

 Meeting of lead organizations and parent organizations of a chapter are to be scheduled within the last week of every month (preferably, between 20 th and 25 th of every month)  Meeting of concerned parent organization and all Chapter Follower Members in a chapter is to be scheduled before the 15 th of every month, i.e. between 1 st and 15 th of every month  Lead organization / parent organization is authorized body for their respective State Chapter  Routine meetings are the platforms where notification of grants and other updates will be shared with the members  Members are required to share any information they have regarding the funding programs available in their respective states Mandatory Meetings 29Roles and responsibilities of NGO Partners

 Meetings can be attended by any representative of the organization/member  Snacks / Coffee / Lunch will be provided as necessary  Dress Code : Formal  Miscellaneous Expenses involved in chapter meeting can be shared among the chapter members  On the prior approval, Lead or parent organization can get reimbursement/assistance for the expenses by the Core committee (…contd) 30 Roles and responsibilities of NGO Partn ers

 Inactive Members or Organization  Irregular with Non-submission of need-based assessments and reports  Members not comfortable with the working model of the Chapter  Chapter members are entitled to sign a letter of justification addressed to the Core Committee, citing the reasons for terminating the membership of a particular chapter member Note : The Foundation will refund the paid contribution (only the membership fee) of the terminated chapter member in due course Termination Norms 31 Roles and responsibilities of NGO Partner s

 Proposal has to be submitted with due:  Need-assessment study, done by the chapter member, with due sustainability model, based on facts and figures  Project action plan and budgeting, with a clear indication of administrative cost, recurring and non-recurring program costs  The proposal has to be submitted by the Chapter, with a list of chapter members involved in the execution of the project Submission of Proposal 32Roles and responsibilities of NGO Partners

 Distribution is based on  The availability of the resource  The approval of need-based assessment of the project duly scrutinized by the approval committee  Lead NGO will assign the program and the resource to the respective parent organization  Parent organization, in turn, will allocate the same to qualified chapter follower members Distribution of Programs & Resources 33Roles and responsibilities of NGO Partners

 Reporting is strictly based on the reporting structure, agreed upon at the time of project allocation  Feedbacks to be submitted are :  Allocated fund for each chapter member  Audited Sheet / Expense Sheet  Executed Report / Activity Report//Utilization Certificate  Evidence in the form of photos and videos Note : All individual programs assigned to individual Chapter Members also follow the same reporting structure as depicted in the organizational flow chart Reports & Feedback 34Roles and responsibilities of NGO Partners

 Core Committee is created to perform a variety of tasks before distributing grants. Identifying organizations which skip meetings but may not want to be left out of the process is one of them  Core Committee shall share and vet information that has been produced with Lead /Parent Organizations as and when needed, with an option to share the information with a broader group of organizations  Core Committee may be asked to make decisions whenever needed  Committee meetings can be open to public, if required  Lead / Parent Organizations can attend Core Committee meetings whenever they wish Terms and Conditions 35Roles and responsibilities of NGO Partners We adhere to the following terms of ethics and conditions in all our activities:

 Monthly Participatory Meetings are compulsory (at crucial phases of a project, two meetings in a month may be necessary)  Create scope of work for required Projects  Serve on interview panels for selection of Organizations & Programs  Review work product and deliverables of the Program  Review/comment on Core Committee work product  Evaluate and select preferred alternative(s)  Take initiative and ethical responsibility to exercise good judgment and recognize when the Core Committee should consult Lead /Parent Organization (…contd) 36Roles and responsibilities of NGO Partners

 Once the NGOs clear the norms for getting themselves listed on an adherence to the following oaths must be strictly observed by those organizations. I will provide Quality Services I will be truthful with Chapter Members I will build goodwill and trust among Chapter Members I will take responsibility to fulfill a given Task I will live up to the ethical standards of my profession & given responsibilities These are not meant to be a list of specifics; but can be applied in principle to almost any conflict or complaint. While evaluating organizations / committees, the same set of codes are to be applied. Code of Ethics 37Roles and responsibilities of NGO Partners

The Foundation is planning to:  Set up an International Research and Database Centre for community development(IRDCD) Take up extensive research on need-based assessment and allocation, ‘facts & figures’ and surveys utilize the resultant wisdom to enlighten national and international organizations involved in charity sector  “Organization Credibility Bureau(OCB)”, which will evaluate the credible NGOs/Institutions/Enterprises/Stake Holders and provide a list of performing NGOs, institutions who excel up to the expected Benchmark level of the donors. This will serve as a valuable guide for funding bodies and other benefactors.  A “Search Engine Service” for NGOs, by name Scammer Bureau, to provide a list of scams and frauds in the charity sector, with details and cautions What does the future hold…? 38Roles and responsibilities of NGO Partners

 Together, we shall make a difference.  Please do feel free to contact us : Contact details Joy of giving Global Foundation, No.38, 1 st main, KPA Block, Chandra Layout, Vijaynagar, Bangalore – Helpline Number : Land Line : Website: Reach out to us to help us reach out to the genuinely needy…. 39Roles and responsibilities of NGO Partners

Thank you 40Roles and responsibilities of NGO Partners