Standards for Excellence for Non Governmental Organisations and Civil Society Organisations in...

8/3/2019 Standards for Excellence for Non Governmental Organisations and Civil Society Organisations in Ghana

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ACKNOWLEDGMENTS:

Ghana Country Team (GCT)

Opportunities Industrialization Centers International(OICI)

CARE International

US Agency for International Development (USAID),Governance Team

Ghana Association of Private Voluntary Organizations inDevelopment (GAPVOD)

Pan African Organization for Sustainable Development

(POSDEV)

Center for Democratic Development (CDD)

Action Aid International Ghana

Members of Standards Commission

(list on www.posdev.org)

Donors:InterAction American Council for Voluntary Action

Commonwealth foundation

Special thank you to the West African Civil SocietyInstitute for publishing the Standards.

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35.An NGO/CSO will seek to dialogue and cooperatewith Government and Intergovernmental agencieswhere such cooperation would be both appropriate

and mutually-beneficial and could increase theNGOs/CSOs effectiveness in dealing with issues andpriorities in line with its mission objectives.

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CHAPTER X: PARTNERSHIP AND

COLLABORATION

NGOs/CSOs acknowledge that cooperation with the

Government, Intergovernmental agencies, and fundersmay be beneficial in advancing their mission-relatedobjectives. They also acknowledge that there are oftencircumstances that would advocate that they partner witheach other. Such collaboration for the common good mayreduce duplication of services, allow the pairing ofdiverse strengths and resources and promote

effectiveness in tackling priorities. NGOs/CSOs thereforeaffirm that in partnering with each other they will:-

32.Collectively define the respective roles and operateon the basis of mutually-accepted guidelines andensure that all members participate in all criticaldecision making in the partnership. While ensuringthat there are agreed forms of decision-making (e.g.consensus, majority, supermajority, etc) that reflectthe comparative strengths of the participants.

33.Recognize and honour their obligation to beaccountable to the partnership and each other;periodically assess each other's performance andmonitor their collective achievements; and share allmonitoring, evaluation and program reports thatare considered relevant to the partnershipactivities/project. Share all technical/sectoralinformation and knowledge available to them toadvance the partnership. .

Relationship with other Government Agencies andIntergovernmental Bodies

34.An NGO/CSO will enter into a partnershipa g r e e m e n t w i t h a G o v e r n m e n t o rIntergovernmental body only when it is beneficial tothe achievement of the NGOs/CSOs objectives and

does not compromise the independence orautonomy of the organization.

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Content Page

will always treat beneficiaries with utmost respect,will be current and will accurately portray theMission and Objectives of the NGO/CSO

29. To ensure that projects foster participation andbenefits for both women and men, there will beGender Mainstreaming and elements of GenderAwareness will be integrated into each stage of aproject's activities, from planning and review toimplementation and evaluation.

CHAPTER IX: PUBLIC AFFAIRS AND

PUBLIC POLICY

NGOs/CSOs provide an important vehicle through whichindividuals organize and work together to improve theircommunities. When consistent with its mission andpurpose, a non-profit should represent the interests ofthe people it serves through public education and publicpolicy advocacy, as well as by encouraging boardmembers, staff, volunteers and constituents to participatein the public affairs of the community.

Public Policy Advocacy

30.Nonprofits that engage in advocacy should have awritten policy defining the process by which theorganization determines positions on specific issues.

Public Education31.Nonprofits should ensure that any educationalinformation provided to the media or distributed tothe public is factually accurate and providessufficient contextual information to be understood.

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INTRODUCTION/BACKGROUND - PAGE 7

ADMINISTRATION OF THE STANDARDS - PAGE 8

ROLES AND RESPONSIBILITIES OF THE

STANDARDS COMMISSION - PAGE 9

SECRETARIATE - PAGE 10

DEFINITION OF TERMS - Page 11

CHAPTER I : LEGAL - Page 14

CHAPTER II : GOVERNANCE - Page 15

CHAPTER III : CONFLICT OF INTEREST - Page 16

CHAPTER IV : FINANCIAL ACCOUNTABILITY - Page 17

CHAPTER V : RESOURCE MOBILISATION - Page 20

CHAPTER VI : NGO/CSO AUTONOMY - Page 20

CHAPTER VII : HUMAN RESOURCES - Page 21

CHAPTER VIII : NGO/CSO WORK OR ACTIVITIES - Page 23


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CHAPTER VIII: NGO/CSO WORK OR ACTIVITIES

In undertaking its programs or rendering its services, anNGO/CSO will act with the utmost professionalism and

treat the people they serve with respect regardless of age,gender, religion, and ethnicity, social or economic status.

25.NGOs/CSOs must be vigilant in conducting theirbusiness. No NGO/CSO will knowingly partner,collaborate or act as a conduit for any local, foreignor international entity that seeks to provide

sponsorship or resources of any kind whetherfinancial, educational, material, medical etc that willprove detrimental to the interests of the Ghanaianpeople, individually or as a whole. Any NGO/CSOwith confirmation of such objective or intention willdesist from any further partnership or collaboration,and where applicable, will make an official report tothe law enforcement agencies.

26.NGOs/CSOs will ensure participation of their targetpopulation in planning the various stages of theproject cycle and will consult target communities andinvolve them to the greatest extent possible in theimplementation and evaluation of projects thataffect them, along with periodic impact assessmentsof their activities.

27.NGOs/CSOs will prioritize capacity-building for themost vulnerable sections of Ghanaian societyincluding the very poor, the aged, the disabled andinfirm, minorities, women, and children toencourage self-reliance. Generally, and infurtherance of broader development ideals,NGOs/CSOs will ensure that their projects andprogrammes contain components of skills transfer,capacity building and strengthening, especially inregard to human development.

28.Any publicity and marketing materials used by an

NGO/CSO will not mislead the targeted audience,whether intentionally or otherwise. Such materials

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INTRODUCTION/BACKGROUND

The scope of work, the numbers and influence ofNGOs/CSOs have expanded considerably in Ghana,

leading to the recognition of this sector as an unavoidablepartner in the socio-economic development of thecountry. As societies in Africa undergo social, economicand political transformation NGOs/CSOs are beingchallenged to remain relevant and responsive to theneeds of the people they serve and to convincingly maketheir impact and contributions felt by the wider citizenry.

The expansion of this sector has brought in its wake somedegree of mistrust among the key stakeholders:international NGOs, local NGOs, the Government,international donors, and the larger public.

Each group has had occasion to impugn the integrity of

NGOs and CSOs and have questioned the relevance andcontribution of the sector to national development. Thecriteria and basis for judgment is not clear but thenegative perception has no doubt impacted negatively onthe sector.

In light of this, it has become necessary for the communityof NGOs and CSOs to commit to the principle of self-regulation, subscribe to some standards of operation,and establish an ethical code of conduct which membersof the community will agree to and comply with.

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c. The right to receive equal pay for equal work,freedom to form or join a union and havereasonable working hours.

d. The opportunity to be trained and retrained forskills development.

e. The protections granted to women workersparticularly those pregnant or nursing such as theright to maternity leave and limitations on night

work and overtime.

f. The right to fair termination of employment.

g. The organization will have policies to addresscomplaints and prohibit retaliation againstwhistleblowers.

22.The management, employees and volunteers of anNGO/CSO will be selected for being persons that arecommitted to the achievement of the declaredMission of the organization and will be guided by theleadership to competently and professionallyperform the responsibilities they have agreed toassume.

23.NGOs/CSOs will strive to increase the number ofwomen where they are under-represented in seniordecision-making positions at its Headquarters andin the field, on Councils/Boards of Directors, and inrespect of Advisory Groups.

24.To improve NGO/CSO effectiveness, gendersensitization will be fully integrated into NGOs/CSOshuman resource development programs for staff atall levels to improve NGOs/CSOs effectiveness and topromote non-discriminatory working relationships

and respect for diversity in work and managementstyle.

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ADMINISTRATION OF THE STANDARDS

The Administration of the Standards is broken up intoseven steps listed below and are designed to apply to any

NGO, regardless of size, level of structural andoperational sophistication, or sectoral focus.

1. Application - NGO/CSO voluntarily submitapplication to the Secretariat (POSDEV) to beadmitted to the standards peer review. TheSecretariat reviews the application and sends out

the; Secretariat sends the organization all of theinformation on the Standards Project so that theorganization can do a self-assessment

2. Self-assessment- a thorough self-assessment ismandatory before the next step in the process cantake place.

3. Peer Review - the volunteering organizationselects a peer reviewer and the StandardsCommission selects two additional peer reviewers(the system will not allow two NGOs to revieweach other). All three peer reviewers are briefed onth Standards Project and the methodology of theassessment and sign a confidentiality agreementprior to the peer review assessment. The peer reviewtakes place over 2-3 days on site of the organizationbeing reviewed by the three peer reviewers andfacilitators from the secretariat. Once the assessmentis completed, the peer reviewers sign the final reportand submit it to the secretariat for review and then tothe organization that was reviewed.

4. Standards Commission - Review Report toaward certification if the Standards Commissiondecides that the organization passed based on theresults of the peer review process, NGOs will receive

a compliance seal valid for three years awarded bythe Standards Quality Control Board (the seal is

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Government or Intergovernmental agency or act asan instrument of any Multi-Lateral AidOrganization, Local Government or foreign

Government policy. In the case in which anNGO/CSO is specifically established for political andlegislative activities, it will at all times operatewithin the limits of its Mission and stated objectives.At no time will an NGO/CSO adjust its policies ornon-partisan nature for political gain.

CHAPTER VII: HUMAN RESOURCES

All NGOs/CSOs will support non-discriminatoryemployment practices and relationships, and uphold theprinciples of gender balance within the organizationalstrata. An NGO/CSO will establish its own Staff

Performance Appraisal Guidelines with whichmanagement, employees and volunteers will comply inundertaking their respective responsibilities. Monitoring,Appraisal, Reward/Disciplinary measures will beprescribed for ensuring quality standards delivery on thepart of staff.

21.In respect of employees, NGOs/CSOs will abide by allapplicable laws and regulations relating toemployee rights and benefits including the LabourAct 2003, Act 651. These include:

a. The right to a written contract of employmentwhere the worker is employed for a period ofsix(6) months or more or for a number of workingdays equivalent to six months or more within ayear.

b. The rights of employees to work in a safe andsatisfactory environment.

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revocable if the annual compliance assessmentreveals noticeable backsliding)

5. Publicize on website - organizations awarded acertificate/seal will be listed on the POSDEV websiteas having met the standards

6. Mini Annual Review- each year the organizationwill undergo a mini review to make sure that theyh a v e a d d r e s s e d a n y c o n c e r n s t h e

reviewers/commission may have had

7. Renewal after three years - after three years, theorganization would need to apply for a full peerreview again to renew their certification for the nextthree years.

ROLES AND RESPONSIBILITIES OF THE

STANDARDS COMMISSION

The independent Standards Quality ControlBoard/Commission is made up of 15 proven NGOmanagers who are voluntarily serving for a three yearterm. The Commission is charged with approving theselection of 2 NGOs to complement the organization'sselected peer reviewer to ensure the quality of theprocess. Based on results of review, the Commission willaward the compliance seal. Also it will commissionrandom annual audits of organizations in compliance.The team will also act as an arbitration body whendisagreement arises from a peer review.

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CHAPTER V: RESOURCE MOBILISATION

17.An NGO/CSO will only accept funding that is:

a) Consistent with its current Mission,

b) Does not compromise its core principles and

c) Does not restrict its ability to address relevantissues freely, thoroughly and objectively.

18.NGOs/CSOs will be truthful in all of their appeal forfunding. All appeals need to be clearly explained todonors, detailing where their funds are going andhow they will be used (e.g.. to what projects,beneficiaries, communities).

19.Funding or resources from private, public, local or

foreign sources allocated/granted to an NGO/CSOwill be directed and applied to specific and approvedgoals in the most efficient method through goodmanagerial and professional practices. Also fundsthat are slated to be applied to specific NGO/CSOprojects will not be utilized for other activities unlesspreviously agreed upon by the Funder(s).

CHAPTER VI: NGO/CSO AUTONOMY

An NGO/CSO will be an autonomous body in itself. Itspolicies, vision, and activities will not be solelydetermined by any For-profit Corporation, Funder,Government, Government official, political party, orother NGOs/CSOs.

20.An NGO/CSO will govern itself autonomously,according to whatever Governance Structure itselects for itself and will be equipped to control itsown activities. The mandated affairs of an NGO/CSOwill not be part of, or be controlled by any

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SECRETARIAT

POSDEV has managed the Ghana Country Team (GCT)since 2004 and is the interim secretariat for the Standards

Commission.

The mission of POSDEV is to build an alliance of AfricanNGOs committed to the empowerment of local grassrootsmovements as the driving force for attaining self-reliantsustainable development and social justice in AfricaPOSDEV's current focus is to support the development of a

well-defined and more effective NGO/CSO sector inGhana, which is accountable to the public andstakeholders and contributes effectively to thedevelopment agenda for poverty reduction.

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Safeguards against financial impropriety (such aspolicies for signing cheques), and so forth.

15.NGOs/CSOs will ensure compliance with the InternalRevenue Act 2000 (Act 592) and the Social SecurityLaw, Act 247, 1991 in terms of payment of PAYE andSSNIT contributions for staff.

16.The Internal Control procedures of NGOs/CSOs willincorporate safeguards against financial

impropriety (e.g. limiting the ability of a person toissue a cheque to him/ herself, such as requiring acountersignature on a cheque). NGOs/CSOs will bediligent and vigilant in accounting for the funds theyreceive from Funders, preparing and submitting theappropriate financial budgets and planning reportson time and to quality standards. They will also

consistently monitor and report financial activitiesrelating to approved budgets, and regularly submitbank reconciliation and other periodic statementsand reports to the satisfaction of the Funder. Regularand accurate financial records will be kept and suchfinancial records and related documents will be openand available for reasonable scrutiny by all

interested parties.

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DEFINITION OF TERMS

Standards Code:A shared set of norms, rules of behaviour and

principles that standardize conduct, action andbehaviour.

NGO/CSO:A n o n - g o v e r n m e n t a l , n o n - p a r t i s a n ,voluntary, and independent organization orassociation formed for the promotion of public

benefit and national development, and registeredunder the laws of the Republic of Ghana. For thepurposes of this Standards Code, the term NGO/CSOalso includes Trusts and Non-Profit Organizations.

PURPOSE AND OBJECTIVES

OF THE STANDARDS CODE

THIS STANDARDS CODEseeks to:

! Demonstrate that the NGO/CSO community is ableand disposed to voluntary self regulation,

! Ensure transparency, accountability and goodgovernance in the operation of NGOs/CSOs byvoluntary self-regulation,

! Provide the basis for institutional learning and set upguidelines for the adoption of structures and systemsthat help organizations mature and behaveresponsibly and transparently

! Enable the NGO/CSO sector to remain relevant andresponsive to the needs of the Ghanaian people,

! Assist NGOs/CSOs in remaining compliant with theprovisions and dictates of their own Constitutionunder which they are registered,

! Improve the quality and sustenance of servicesprovided by NGOs/CSOs to the Ghanaian public,

Improve the relationships and linkages betweenNGOs/CSOs and various stakeholders including the

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11.NGOs/CSOs will practice sound financialmanagement and will comply with all applicablestatutory and reporting requirements. In accordance

with the Companies Code, 1963, Act 179, allNGOs/CSOs will:

a) Keep proper books of accounts on all sums ofmoney received and expended.

b) Record its assets and liabilities as well as

maintain an account for all property acquired foruse.

12.Periodic and Annual audits of the NGOs/CSOsactivities will be duly conducted by an independentCertified Accountant, who can certify that theorganization is operating legally and according to

generally-accepted accounting practices. Alsofinancial records and related documents will be openand available for reasonable scrutiny by allinterested parties to ensure proper accountability.

13.The Governing Body of an NGO/CSO, namely theCouncil/Board of Directors, holds ultimate fiscal

responsibility for the organization and members willunderstand the organization's financial statementsand reporting requirements. The annual budget ofan NGO/CSO is to be approved by the GoverningBody, and will outline projected expenses forprogram activities, fundraising, and administration.The NGO/CSO will operate in accordance with thatbudget.

14.An NGO/CSO will have established financial policies,suitable for the size of the organization, regardingthe receiving and disbursement of financialresources, investment of assets, purchasingpractices, internal control procedures that

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Government of Ghana and the private sector, and toencourage the development of mutually-beneficialstrategic partnerships.

PREAMBLE

We NGOs/CSOs operating in communities in Ghana forthe welfare of Ghanaians, affirm to strive to abide by thisset of principles and recognize:-

a) That NGOs/CSOs play a singular role as significantagents of social change, human development anddemocratic governance in Ghana.

b) That the preservation and protection of publicconfidence in the commitment of NGOs/CSOs to the

fundamental values of integrity, transparency,accountability, good governance and rule of law, isessential.

c) That, NGOs/CSOs must foster trust and goodwill withthe members of the public that they serve, as well aswith the larger society.

d) The respect for the universal principles of humanrights and democratic governance that are widelyacknowledged and accepted.

We also affirm that we will support:-

e) The promotion of peace and justice throughprogrammes that foster economic, social andpolitical development.

f) The enhancement of national development throughthe harnessing of financial, material and humanresources in support of social and economicdevelopment.

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disclosure will neither preclude nor implyimpropriety unless there is just cause.

10. NGOs/CSOs will have a written Conflict of Interestpolicy. The policy should be applicable to themembers of the Council/Board of Directors,management, staff, and volunteers who havesignificant independent decision-making authorityregarding the resources and programs of theorganization. The policy should

a. Identify the types and conduct or transactions thatraise conflict-of-interest concerns,

b. Set forth procedures for disclosure of actual orpotential conflicts,

c. Ensure the signing of a conflict of intereststatement,

d. Provide for review of individual transactions bythe uninvolved members of the Council/Board ofDirectors.

e. Board members and employees should absentthemselves from discussions or abstain fromvoting or otherwise participating in a decision onany issue in which there is a conflict of interest.

CHAPTER IV: FINANCIAL ACCOUNTABILITY

NGOs/CSOs will have proper financial and legalprocedures in place, not only in accordance with statutorylaw, but also as a measure of safeguarding the integrityof the NGO/CSO. They will also serve to assure funders,members, and the general public that investments in theorganization are safe and being applied to the purposesfor which they were acquired.

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g) The opportunities that transform the conditions thatperpetuate poverty, deprivation, powerlessness andignorance in Ghana.

h) The promotion of citizen participation indevelopment, policy thinking, dialogue andconsensus building.

We also uphold the following principles:-

i) NGOs/CSOs work together to promote an enabling

environment that respects the protection andsustenance of the principles of freedom of speech,freedom of expression and of conscience.

j) In advancing their cause and/or championing theirobjectives, NGOs/CSOs will not engage in or condonethe use of violence or any actions that pose danger to

human life, property or security.

k) NGOs/CSOs will not tolerate intimidation, terrorism,corruption, bribery, financial impropriety or otherunlawful and/or criminal transaction or activity aswould be defined by International Conventions, andthe Ghanaian Criminal Code, 1960 Act 29.

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objectives. These include the formation of rulesregarding the selection and organization ofCouncil/Board of Directors and procedures for

appointing and electing their officers. The Plan willalso set out its Governance Structure and howauthority will be delineated between theCouncil/Board of Directors and Management. TheGovernance Structure of an NGO/CSO will be sodesigned as to ensure that its activities are in linewith its defined Vision and Mission Statement. The

said Vision and Mission statement will be referencedand reviewed periodically, to ensure that allactivities, programmes and projects of the NGO/CSOare appropriately aligned with it.

CHAPTER III: CONFLICT OF INTEREST

NGO/CSO management, staff or volunteers shall notplace themselves in a position in which their professionalduties conflict with their personal interests and/or dutiesto other persons. This will include instances where privatebusiness and political interests appear to interfere withthe objective exercise of professional judgment. The best

interests of the local individuals, groups and communitiesthat NGOs/CSOs serve must always be upheld aboveorganizational gain or undue personal profit.

9. Council Members/Directors of NGOs/CSOs inparticular, but also managers, staff and volunteers,will disclose all potential and actual conflicts ofinterest; including any institutional affiliation,business or political interests that might possiblygive rise to a conflict-of-interest situation (such assitting on a Council/Board of Directors of or,otherwise being associated with another NGO/CSOwith competing goals and missions or, being relatedin any way with an actual or potential supplier ofgoods and services or recipient of grant funds). Such

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STANDARDS FOR EXCELLENCE FOR NON-

GOVERNMENTAL ORGANIZATIONS AND CIVIL

SOCIETY ORGANIZATIONS IN GHANA

CHAPTER I: LEGAL

1. NGOs/CSOs should legally register in accordancewith laws and regulations as prescribed and in theformat laid out by the Companies Code of Ghana,1963, Act 179. NGOs/CSOs in this regard will complywith Section 17 and Table B in the Second Schedule

of the Companies Code and will deliver to theRegistrar General's Department, the NGO/CSORegulations which set out the purpose of theNGO/CSO, and the duties, rights and powers of itsmembers accordingly. All changes in character orcomposition (such as name alterations, registeredoffice/address, Constitution and names of members

of its Council/Board of Directors) are filed at theRegistrar General's Department.

2. NGOs/CSOs will also comply with statutory andprescribed financial reporting requirements, inparticular the filing of annual reports with theRegistrar General's Department.

3. NGOs/CSOs will at all times have a registered officeand physical address that publicly displays itscomplete name.

4. NGO/CSO will not carry out its purposes andobjectives with the aim of making profits, asprescribed under Section 10 of the Companies Code1963, Act 179.

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CHAPTER II: GOVERNANCE

All NGOs/CSOs will be governed fairly, impartially andresponsibly by its Council/Board of Directors whose

members will be guided by the principles of goodgovernance, and democratic values and ideals in theperformance of their roles.

5. In accordance with the dictates of the CompaniesCode, 1963, Act 179, all NGOs/CSOs will have aCouncil/Board of Directors of not less than two

members and a Secretary. Nothing in the lawhowever precludes an NGO/CSO from having morethan two members on its Council/Board of Directors.There will be clear evidence of the input of theCouncil/Board of Directors in the activities of theNGO/CSO.

6. NGOs/CSOs will establish procedures for appointingand electing their officers, and will clearly define therespective roles to be performed by such officers whowill duly comply with the dictates of those roles.NGOs/CSOs will have their Council/Board ofDirectors composed of volunteer members who willnot place themselves in a position in which their

professional duties conflict with their personalinterests and/or duties to other persons.

7. As a body, an NGO/CSO will strictly abide with theGovernance provisions set out in its Constitution asduly approved and registered under statutory lawand will deploy best management practices in itsinternal organization and administration.

8. NGOs should have statutes and/or bylaws thatclearly spell out the plan of governance that bestallows it to fulfil its mission, while reflecting the corevalues and cultural standards of the organization.The Plan of Governance will establish guidelines formanaging the organization in order to achieve its

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Standards for Excellence for Non Governmental Organisations and Civil Society Organisations in...

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Transcript of Standards for Excellence for Non Governmental Organisations and Civil Society Organisations in...

￼￼Standards for Excellence for Non Governmental Organisations and Civil Society Organisations in...

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Transcript of ￼￼Standards for Excellence for Non Governmental Organisations and Civil Society Organisations in...

Standards for Excellence for Non Governmental Organisations and Civil Society Organisations in...

Transcript of Standards for Excellence for Non Governmental Organisations and Civil Society Organisations in...