Self Assessment Questionnaire

Firstly, please make you self assessment by filling this first section, you will then be invited to provide us with additional information for our review.

Step 1 – Self Assessment

(Please reply in good faith, if you pass this level, some documents will be requested for our teams to verify your assessment)

1 -The organization has defined, in writing, the number of Governing Body meetings (Board of Trustees – Board of Directors) (hereafter: “Board”) to be conducted annually, as well as rules on members’ attendance to these meetings?
YesNo

2 -The Board has formal rules to avoid concentration of votes in the hands of too few Board members. “Proxy voting by absentee”?
YesNo

3 -The Board is involved (individually or collectively, sometimes or often) in day-to-day managerial or operational matters?
YesNo
4 -Internal Audit Committees as well as institutional Risks Identification procedures have been established by the Board and their tasks are performed according to set schedule?

AlwaysOftenRarelyNever
5 -Newcomers to the Board are provided with written guidance and have formally acknowledged their role, responsibilities and legal liabilities?
AlwaysOftenRarelyNever
6 -There is a mechanism to evaluate, at least annualy, the Board effectiveness in fulfilling its duties and responsibilities
YesNo
7 -The Board operates on the basis of a formally approved written Vision / Mission Statement?
YesNo
8 -The organization operational structure has clearly defined lines of authority and responsibilities which are checked by the Board:
AlwaysOftenRarelyNever
9 -There is a written policy to ensure sustainability beyond projects’ completion / interruption (self sufficiency / exit strategy / community involvement). This policy is applied at operational level, for all projects / activities.?
AlwaysOftenRarelyNever
10 -The organization has established a procedure to identify and evaluate its management risks (i.e. financial, conflict of interests, operational, funding, succession planning etc.). The result of the evaluation is documented and reviewed by the Governing Body on a regular basis?
AlwaysOftenRarelyNever
11 -“The organization formally adheres to ethical norms and values which could be refered to in one or several documents (Code of Ethics / Conduct) and covering the following:

     i. Ethical principles in fundraising
     ii. Handling of potential conflict of Interest for Board members as well as for key staff
     iii. Paid staff and volunteers’ behaviour
     iv. Code of conduct during project implementation
     v. Statement of confirmed compliance with local laws and regulations
     vi. Protection of whistleblower and rights of involved parties
     vii. These codes / documents are systematically communicated to all concerned parties.”

Complies with allComplies with mostComplies with a fewcomplies with none
12 -The organization has established a written procedure to receive, document and respond to ethical issues. It includes a provision for any complaint and its corresponding investigation results to be available to stakeholders and, in case of a major non-conformity, to the Board itself?
YesNo
13 -Annual reports are available to the public. They always contain, (Yes or No) at least:
     i The Vision – Mission Statement
     ii A narrative of the organization’s projects / activities,
     iii The list of Board members and
     iv Audited financial statements in accordance with generally accepted accounting principles.”
YesNo
14 -Staff recruitment is mostly based on recommendation by actual staff or personal contacts?
AlwaysOftenRarelyNever
15 -Formal performance evaluation of staff and management is conducted on a yearly basis, and in dialogue with each interested party?

AlwaysOftenRarelyNever
16 -The organization has a financial accountability mechanism which enables to track funds (earmarked or not) down to their respective use in projects / activities (total, cost of fund-raising, sources of funds) ?
YesNo
17 -The financial reports always contain the balance sheet, income and expenditure statement (or profit / loss statement), assets and liabilities. They are audited yearly by an accredited body selected through a competitive tendering process ?
YesNo
18 –
Case 1. The organization has enough short term liquidity/assets to cover up to 12 months of liabilities/debts (operational expenses and staff salaries in particular).
OR
Case 2. In case the organization receives money “as need arises” from a specific donor (or from HQ), there is a document confirming donor’s (or HQ) full coverage of all expenses incurred by the organization for at least 12 months.
YesNo
19 -Grantors and beneficiaries are the only stakeholders taken into account when designing and implementing a project.?
AlwaysOftenRarelyNever
20 -The organization systematically plans and documents the anticipated outputs, outcomes and possibly impacts of its projects / activities?
AlwaysOftenRarelyNever
21 -The organization defines and measures key performance indicators for all its projects / activities. These indicators are fully documented and systematically communicated to all stakeholders.
AlwaysOftenRarelyNever
22 -Operational reports are issued by project units and/or upon demand only?
YesNo
23 -Feedbacks from stakeholders (other than the direct beneficiaries) are gathered and included in the periodic review of the organization’s projects?
AlwaysOftenRarelyNever
24 -The organization has established a documented procedure to systematically and regularly consolidate the results of monitoring and auditing projects activities.
AND,
This information is systematically used at the design stage of new projects / activities.
YesNo
25 -The organization applies a documented procedure to safeguard the memory and experience gained in different field situations.
AlwaysOftenRarelyNever

STEP 2 – Information

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