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

Organizational StructureRoles & Responsibilities of NGO partners

Copyright of Joy Of Giving Global Foundation @ 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!


There are over 3.8 million (38 Lakhs) societies and trusts across India as on 2008.

Only 2897 organizations out of them are registered under section 25 of Companies Act, 1956. 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


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


State Wise No. of Reg. Under Section 25 Companies Act as on 1st March 2012

Maharashtra 966

Delhi 517

Tamil Nadu 306

West Bengal 210

Gujarat 145

Uttar Pradesh 132

Karnataka 116

Andra Pradesh 110

Kerla 84

Madhya Pradesh 63

Rajasthan 54

Punjab 25

Orissa 22

Bihar 22

Haryana 21

Chattisgarh 20

Jharkand 20

Assam 13

Chandigarh 13

Himachal Pradesh 10

Goa 7

Pondicherry 7

Others 14

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?


Of the NGOs…..For the NGOs…..By the NGOs…..!

About US


A non-profit organization, operating in the charity-sector, registered in 2011, under section 25 (1) (a) (b) of Companies Act 1956. 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


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


What we are…

Of the NGOs…..For the NGOs…..By the NGOs…..!

Key Members of JOG Foundation


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 www.joyofgivingonline.com

Provide a prompt feedback on how they’ve utilized the resources

Who are Eligible to be Partners


http://www.joyofgivingonline.com/

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


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)


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


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


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


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


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


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


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


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


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)


Components of each Chapter


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


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


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


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


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


Meeting of lead organizations and parent organizations of a chapter are to be scheduled within the last week of every month (preferably, between 20th and 25th of every month)

Meeting of concerned parent organization and all Chapter Follower Members in a chapter is to be scheduled before the 15th of every month, i.e. between 1st and 15th 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


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)


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


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


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


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


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


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)


Once the NGOs clear the norms for getting themselves listed on www.joyofgivingonline.com , 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


http://www.joyofgivingonline.com/

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…?


Together, we shall make a difference. Please do feel free to contact us :

Contact details

Joy of giving Global Foundation,No.38, 1st main, KPA Block, Chandra Layout, Vijaynagar,Bangalore – 560040Helpline Number : +918884884884Land Line : +9180-23184940E-mail : [email protected]: www.joyofgivingonline.com

Reach out to us to help us reach out to the genuinely needy….


mailto:[email protected]

Thank you


Documents

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