Mango Guide to Financial Governance for NGOs

NGOs exist for the benefit of their beneficiaries. The NGO’s governing body is entrusted with responsibility for overseeing the organisation on behalf of the beneficiaries. For this reason, governing body members are often called ‘trustees’. They act as stewards, representing and protecting the beneficiaries’ interests. The Board has ultimate legal, moral, and financial responsibility for the organisation. The Governing Body The governing body may have different names, such as board of … [Read more...]

How to Motivate Volunteers in your NGO: A Free Guide

Volunteers are the lifeblood of many organisations, indeed almost every non profit got started by either an individual or group of people volunteering their time. Even the biggest development organisations in the world such as the United Nations use volunteers from all around the world to increase their effectiveness. The question remains, how do you get the most of your volunteers and how can you motivate them to go the extra mile for your organisation? FundsforNGOs.org free guide will take … [Read more...]

Policy for Book Keeping and Record Maintenance in NGOs

Page 3 6.2.2 Procedures for Fund Disbursements • All requests for payments are to be made using the appropriate forms. • Requests for payments are to be properly substantiated with bills/receipts and essential documents. • Requests for payments are prepared by accountant and submitted to Executive Director for checking and approval. 6.3 Book Keeping and Recording 6.3.1 Book Keeping The recording system of NGO’s financial transactions allows to monitor bank balances, … [Read more...]

Payment Procedures

Page 2 6.2 Fund Disbursement All payments be made either by cheque or cash. 6.2.1 Payment by Cheque (1) Payment for Purchases Payment against purchases exceeding ______ shall be made by cheque. (2) Payment for Services Rendered a. Payments for Staff Salaries i . Payment Calendar Staff salaries are paid within seven days following the completion of the month. Individual cheques are to be issued to the employee concerned. ii. Staff payroll Staff payroll (salary … [Read more...]

NGO Finance Policy

Page 1 6.1 Fund Receipt 6.1.1 Sources of Funds NGO receives funds from the following sources: i. Dollar supported project fund. ii. Membership fees. iii. Income from short term professional services and consultancy assignments undertaken by NGO. iv. Grants Donations received from philanthropic organizations and individuals. 6.1.2 NGO Core Fund The following are identified as NGO’s core programme: A. NGO’s administrative expenses (house rent, utilities, … [Read more...]

5. Fixed Assets Policy for NGOs

5.1 Purpose To carry out its activities, NGO needs material resources. The quality of these resources is dependent upon how they are used. Material resources are in large part durable goods, which need to be well-managed to be maintained in good condition. These goods include stationary, tables, chairs, shelves, computers and related accessories. The Fixed Assets Policy will aim for: • precise identification of goods that are part of the asset base; • sensible use of goods; • … [Read more...]

4. Procurement Policy for NGOs

4.1 Purpose The purchase of goods and services is necessary for the smooth operation of the organization. The aim of the internal control system for the supplying of goods and services is to ensure orders are handled by individuals having skills in evaluating what purchases are required from suppliers offering the best deals, to ensure purchases made do not exceed the budget provided and to ensure purchased goods and services conform with the quantity and price specified in the order. 4.2 … [Read more...]

3. Computer Policy for NGO Office Management

3.1 Purpose NGO seeks to effectively manage the computer system for guiding the use, maintenance and security of the computer equipment. Employees are responsible for ensuring that the procedures and policies suggested here are followed. 3.2 Use Using computer equipment requires particular care because of its fragility and high cost. Access to the equipment should thus be strictly reserved to NGO employees only. Those employees who are unable to handle commonly-used software will be … [Read more...]

2. Communications Policy for NGO Office Management

2.1. Purpose The purpose of this policy is to control and reduce the communication cost in an effective way. Telephones are the most convenient and fastest mode of communication but for long distance communication, they are expensive. There are other modes for fast communication such as courier, fax or e-mail. And out of these, e-mail is fast and more affordable. NGO prefers to use e-mail for out of station correspondence to reduce the communication costs. Telephones can be used for local … [Read more...]

Policy for Annual Performance Evaluation at NGOs

(3) Annual Performance Evaluation The annual performance evaluation is the analysis, based on documentation from previous stages of the process, of an employee’s work record. The evaluation addresses two fundamental questions. The first relates to the past and involves verifying what was accomplished qualitatively and quantitatively during the year. The second relates to the future and consists of identifying means to be considered to ensure the employee continues to grow and develop. The … [Read more...]