Capacity Assessment Report For - KUDRA1Page OF 16 Subject: IP Assessment Result for Kudra...

Capacity Assessment Report

For

Kudra Organization

May 2018

16 OF 1 Page

Subject: IP Assessment Result for Kudra Organization

The purposes of the assessment are:

▪ Capacity development: the review supports Kudra Organization to identify strengths, potentials,

and weaknesses in the areas that needs improvements and capacity building.

▪ Eligibility for partnership: the review help Qatar Red Crescent-Turkey mission to consider

Kudra Organization as positional partner

Assessment was conducted in May 2018. QRC team visited Kudra Organization in Gaziantep- Turkey,

to do the assessment for the main eight aspects that are:

- Implementing partner

- IP Organizational Structure

- IP Strategy and programming

- IP Finance

- IP Human Recourse

- IP Procurement and Logistic

- IP Security

- IP M&E

The outcome of the assessed subject areas is sketched out below:

Summary of Assessment related to capacity of implementing partner

Subject Area Risk Assessment

H M L

1. Implementing Partner √

2. Organizational Structure √

3. Strategy and programming √

4. Finance √

5. Human Recourse √

6. Procurement and Logistic √

7. Security √

8. Monitoring and Evaluation √

Overall Rating √

Qatar Red Crescent Society expressed its opinion that Kudra Organization carries Medium Risk in its

operation with the existing structure and programming.

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Details:

Subject L M H Comment

Implementing Partner

Is the IP legally registered?

If so, is it in compliance

with registration

requirements?

√

The organization is legally registered in Turkey, work permit submission process still in progress.

Does the IP have any

pending legal actions

against it?

If so, provide details and

actions taken by the IP to

resolve the legal

action

√

Regarding to the information given, no legal actions were taken against the organization

If the IP received United

Nations resources in the

past, were

significant issues reported

in managing the resources,

including from

previous assurance

activities?

√

As per the given information, the organization has received one project through UN and it is still under progress, no significant issues were reported till now

Did the organization

cooperated before with

international or local

NGOS?

√ The organization has cooperated with few organizations

Can the IP easily receive

funds? Have there been

any major problems

in the past in the receipt of

funds, particularly where

the funds flow from

government ministries?

√

The organization doesn’t get governmental funds, private donation is not existed. Partnerships are not multiple but limited in number

Overall risk assessment √

Organizational Structure

Does the organization have

a documented, clear, √

They have a documented structure but there is a

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formal organizational

structure?

need to improve this structure and connect titles to tasks with clear separation of authorities


an advisory board or

external governing body

which supervises

management and takes

responsibility for the

actions of the NGO?

√ Yes

Does the organization keep

donors and partners

informed about its

activities during projects?

√

They follow the agreement with the other NGOs, and build proper reporting mechanisms fits both sides


Strategy and programming


a clear strategy includes

several clusters and targets

good number of

beneficiaries for the next

12 months?

√ yes, they have a clear strategy


a defined sector or

beneficiary group focus? √

They are specialized in capacity building and education sectors

Does the IP actively attend

in the related cluster and

report its activities

accordingly?

√

The organization is active in the related clusters and report their activities accordingly


Finance policies and procedures

Policies and procedures

Does the organization

separate the duties of

members of the finance

department as written

policies? That means, the

√ There is no accountant

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right member can access

books, records and cash? Is

there a specific person to

sign expenses and financial

reports who have an

appropriate knowledge?

Are there any financial

controls in place to ensure

that funds are properly

spent and in line with

donor regulations? Is the

organization concept being

clear to everyone?

√ but the range is big

Does their financial team

have effective procedures

and reconciliation for the

end of the month?

√ they will begin


Document and strategies


international donations? √ there is no master budget


an annual operating

budget, which includes all

expenses and revenue /

income sources for all

programs?

√ Not yet

What is the funding

strategy for the next 12

months? Is the

organization able to

identify and address

financing gaps in advance?

√ Not yet

How did the allocation

policy explain support

costs? √ unrestricted funds


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Accounts and records

Are accounting and

financial systems

functional and

transparent? For example,

a chart of accounts?

Budget monitoring system?

Have you identified donor

funds separately?

√ 2017 were reports


maintain full, accurate,

timed records of each

transaction, with

appropriate supporting

documentation?

√ Just hard copy.

What is the accounting

system that the company

use? √ Yes, Alameen

Is there is any external auditor? If so, can you submit the last audit

report?

√ there is no auditing


Payments and cash


a policy for spending

levels? Please provide a

copy

√ Yes

Are payments authorized

by the relevant budget

holder before they are

financially accepted?

√ Yes, Project Manager


a bank account in its

name? In which country

and in which currency

√ In Turkey and Qatar and

USD & TL

How funds are transferred

to Syria? √ Non- official companies

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Are payments made in

cash or through banks?

What are the permissible

limits?

√ just one can makes the transactions

Does the bank need at

each payment more than

one signatures, the names

and positions of the

signatories?

√ just one


a monthly cash and bank

reconciliation signed by

senior management?

√ there is, but 2017

How is physical security

assured for money (ex

safe, who can access it?)? √ two keys


Budget and grant management

Are Project managers

provided with the required

information for their

projects

√ not regular


provide complete, accurate

and timely financial reports

for all projects

√ for Donors

Are donors / partners

reports internally reviewed

by senior management

before they are submitted?

√ No

Does the Finance

Department make √ Depending on Donors

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adjustment entry to

projects monthly?


HR policies and procedures

Policies and Procedures

Does the concerned

organization own specified

Human resources policies? √

Are the Human Resources

policies compatible with

the local legislations and

donors demands?

√ Not all the time

Are the human resources

policies relevant and can

be accessed and

understood by all

employees?

√ it needs to include more specific details, it is a general one

Does the organization own

a clear salary scale and can

it be applied easily? √

they have one, but it is

rarely applied

Are all the employees'

(current and former

employees) personnel files

complete? For example,

their contracts, resumes,

job descriptions, and time

sheets...etc. How salaries

are managed?

√ to some extent


Recruitment

Are job descriptions being

prepared for each vacancy

prior to the

announcement?

√

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Is there a specific hiring

policy applicated,

understood and practiced

by?

√

not always, for some

positions they do not

follow all the process

Are Recruitment methods

transparent and applied

consistently, as observed

from job announcements

and interview notes?

√

Is job announcement

published in public? (on

social media or the

organization official

website)

√ sometimes they use the old CVs

Who is responsible for

making the recruitment

and hiring decisions? √ HR + technical + CEO

How fast the organization

is in recruiting additional

skilled employees? √ it takes a month

Does the organization offer

a social insurance / life

insurance for its employees

in Turkey and in Syria, or

does it pay them a medical

allowance?

√ they only cover cases

such as work injuries

Is there a balanced and a

good diversity of staff

members in terms of sex,

race or religion?

√ 75 male


Employees Contracts and salaries

Do all employees have

contracts? √ Yes

Does the organization keep

employees’ salaries

scheduled? √ To some extent

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Are payrolls prepared

based on employees’

attendance sheets that are

approved by the direct

manager and human

resources?

√ it lacks the direct

manager's signature


register and approve on

payrolls properly? Who is

responsible for salaries

preparation, audit, and

approval?

√ Finance department


Management and Performance

Had all staff members

signed and understood the

organization's code of

conduct and violations

denouncement policy?

√ No

Are staff accountable for

adhering to humanitarian

principles? √

Do the organization own a

mechanism for directing

and involving new joiners

completely?

√ not well and enough

organized

Do all employees

understand discipline and

abuse procedures and are

they able to reach it?

√ not clear enough

Are the roles of all staff

members and their

responsibilities well-

defined and well-known

throughout the

organization?

√

no, some employees

covers more than one

position

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evaluate the performance

of its staff members? √ No

Do the cases of

underperformance be

handled with development

and improvement plans, or

by using disciplinary action

if necessary?

√ No


Capacity Building


a policy for training and

professionally developing

its employees?

√ no policy exists


a clear plan for staff

development and can it be

shared with partners?

√


an obvious commitment to

the developing and the

well-being of its staff

members, with a budget

dedicated to that?

√ they support employees to attend trainings with no fees


encourage and support the

development of strong

leadership skills on all

levels?

√

salaries are paid to Syria

and Turkey teams at a

specified time regularly

every month

√ yes


Procurement and Logistic policies and procedures

Policies and procedures

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Is there a written

procurement policy?

√

They opened the

thresholds much higher

than QRCS


procedures for making

purchases over $1000 that

ensure transparent and

responsible procurement?

√ It's over than 1000$ it's

up to 5000$

Staff are aware of,

understand and follow the

procurement policy √

They are aware till the

5000$ category

Do projects with a

significant procurement

component have a

procurement plan

developed between

program and logistics

staff?

√ They are conducting

meetings for it

Does the organization track

inventory and assets to

ensure that controls and

safeguard are in place?

No need for warehouse

If there is no written

inventory policy, please

specify the current process

you are using for keeping

an inventory



Procurements

Who manages

procurement for the

organization? √

He is the treasurer for being time

Are there systems for

properly authorizing,

supporting and

documenting

procurement?

√ They are following the

direct purchases

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review supplier bids and

goods on delivery for price,

quantity, quality, lead

time, reliability?

√ They don't follow the

right steps of evaluating

Dose the organization have

procurement comity? √ They don't have an

abstract committee


contractually require

suppliers to meet ethical

standards, including Anti-

Bribery and Corruption as

well as Child Safeguarding?

√

No answer since the

responsible for purchases

is a treasurer

Is there a mechanism to

classify suppliers, and how

do they add them to the

black list?

√ followed but in verbal

way, no records

How to Organize Contracts √ by program manager with

finance one

What is the largest

procurement that the

organization has

conducted in Syria?

√ None

What is the largest

procurement that the

organization has

conducted in Turkey?

√ None


Inventory

Stock is appropriately

managed and traceable

with accurate records that

show receipt, storage,

transit and distribution for

all items


Dose the organization have

accurate tracking records No need for warehouse

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that show receipt, storage,


all project items?

Stock is appropriately

managed and traceable

with accurate records that

show receipt, storage,


all items


How are goods received

from vendors? No need for warehouse

A stock check is conducted

regularly - staff review

stock cards and compare

with inventory on hand


Overall risk assessment

Property and Asset Management

How are

organization/project assets

tracked? (e.g. asset

register)

√ tracking sheet

Does the tracking system

(asset register) include the

cost, serial number,

purchase date, location

and specific

donor/project?

√ They have


Fleet Management

Are vehicles managed and

utilized in the most cost

effective and efficient way

to optimize program

operational capacity

√ No fleet

Vehicles are maintained to

a safe and secure standard √ No fleet

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Safety & Security

Safety & Security Procedures


a dedicated person as a

safety & security

responsible?

√ responsible of M&E


a safety & security policy

with SOP on this topic? √

They have M&E team responsible for this policies


a risk assessment plan for

each project? √

They have a good follow up in this issue


a vision for attaching

security items in the

budget line related to?

√ there is an article related to safety and security

Is there any evacuation or

relocation plan for critical

security incidents? √

Cooperation with civil defense to train the stuff and beneficiaries


reports and follow up


reporting mechanism for

incidents which inform the

management on the safety

status of the staff and the

continuity of the projects

√ just in case

does the organization have

monthly and weekly

reports for safety &

security on which it can

build and develop its

strategic work vision

√ just in case

Overall risk assessment

physical safety for offices and projects

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is there any criterion that

refer to safety equipment

supplement to the work

zones (fire extinguishers,

first aid kits, radios….etc)

√ They have full package for each location

is there any job

description, work plan, and

objectives assessment

forms for the guards

√ yes

does the organization

select its activity and

warehouses sites in

consideration of safety &

security

√ t's taken into consideration


Training and awareness

Does the organization work

on building its team's

capacity in the safety &

security venue; like first aid

courses or safe access

training ...etc.

√ yes, regularly and they have an experience

Monitoring and Evaluation


conduct needs

assessments and

participates in interagency

needs assessments

√

assessment is conducted before every project but they did not participate in interagency needs assessment

Is there M&E plan

prepared for every project √

Yes, they design a plan with indicators and activities and follow up throughout projects


a specialist team

responsible for M&E

activities

√ Yes


conduct post-distribution √ Yes

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monitoring (PDM)

following all distributions


a compliance system in

every project √

compliance box and hotline number


The risk ratings used are: H – High risk: 1 - 2.4 points

M – Medium risk: 2.5 - 3.4 points L – Low risk: 3.5 – 5 points

M&E and Needs Assessments Unit

May 2018

Capacity Assessment Report For - KUDRA1Page OF 16 Subject: IP Assessment Result for Kudra...

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