capacity assessment toolkitcvccoalition.org/sites/default/files/cvc project_english_web faw.pdf ·...
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CAPACITY ASSESSMENT TOOLKIT
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This Toolkit was developed to gather basic organisational information on Civil Society Organizations (CSOs) and to assess their capacity in the areas of:
(i) Governance, (ii) Human Resources, (iii) Finance and Accounting, (iv) Project Management, (v) Monitoring and Evaluation, (vi) Advocacy, (vii) Communications and (viii) Sustainability.
This assessment will assist CVC in developing an individualized, comprehensive capacity development plan which will serve to institutionally strengthen the CSOs that work in partnership with CVC.
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Contacts First Name Contats Last Name
Organization
Address
Phone number Email Address
Other, (please specify)
People Living with HIV
Lesbian, Gay, Bisexual, MSM, Queer
Transgender and Intersex
Incarcerated Populations
People who use Drugs
Women and Girls
Sex Workers
Migrants
Youth
What population(s) does your organisation serve? (Please select all that apply)
Under $10,000 USD
$10,000 – $24,999 USD
$25,000 - $49,999 USD
$50,000 – $74,999 USD
$75,000 - $99,999 USD
Over $100,000 USD
What is the organisation’s total annual budget in USD for the next twelve months? (select one)
What is your organisation’s registration status?
Not Registered
Registered Charitable Organisation
Please list the number of persons who work for your organisation:
Full-Time Employees: Part-Time Employees: Volunteers:
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INSTRUCTIONS:Please answer each of the following statements with either a “YES” or “NO” response, and providesupporting documents to validate the “YES” responses provided.
The organisation has By-Laws or Articles of Association, etc., that were submitted to support legal registration.A. Does this document include rules regarding the appointment
of and term limit for Board Members?
The organisation has an active Board of Directors, with each Board Member having received a written Terms of Reference.
A. Can you provide a list of the Board of Directors?
B. Can you share TORs for the following positions: President, Treasurer and Secretary to show how the board is
structured?
C. Can you share the minutes of the last board meeting as a proxy for how often the Board of Directors meet?
The organisation has a written strategic plan, which includes a vision, mission, core values, and intended beneficiaries.
A. The strategic plan is reviewed annually
B. Are projects undertaken aligned with the goals of the organization?
C. Does the organisation monitor its progress against the strategic plan?
The organisation has a written Operations Procedures Manual which has been approved by the Board.
NO YES MEANS OF VERIFICATIONGOVERNANCE
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The organisation has a staff member whose job description includes responsibility for human resources management.
The organisation has written personnel manual.
The organisation produces job descriptions and contracts for employees and consultants.
The organization has experience in recruitment (i.e. shortlisting, interviewing, evaluation of candidates and verifying references)
The organisation has an orientation program for new staff.
The organisation appraises staff performance annually.
NO YES MEANS OF VERIFICATIONHUMAN RESOURCES
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The organisation has at least one staff member whose job description includes responsibility for Financial Management.
A. Is there clear delegation of authority ?
B. Is there separation of duties?
The organisation has written financial management guidelines.A. Does it include a written procurement process?
B. Does it include a written anti-fraud policy?
The organisation has a budget which details the costs (project and core costs) and anticipated income for all operations.
The organisation has a chart of accounts that is used consistently in the accounting records and budgets
The organisation has a cash book for every bank account, which is reconciled every month.
The organisation ensures it has supporting documents for every financial transaction (e.g. receipts, return cheques, etc.), which are filed and securely stored for the minimum period required.
The organisation provides regular written financial reports that accurately reflect the operations of the organisation.
The organisation has undergone an external auditing of financial accounts in the last 3 years.
NO YES MEANS OF VERIFICATIONFINANCE AND ACCOUNTING
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The organisation has a staff member whose job description includes responsibility for Project Management.
The organisation has experience with grant proposal writing.A. Has the organization received a grant based on a proposal
that it submitted within the last 3 years?
The organisation has experience developing an evidence-based written overview of the issues affecting their clients. (e.g. problem analysis, baseline studies, position paper, etc.).
The organisation has experience developing a project plan which outlines the expected results, outputs, and defined activities.
The organisation identifies risks that could affect project implementation and outlines strategies in the proposal to reduce or mitigate these risks.
The organisation has experience developing a work plan with timelines for implementation and assigned staff responsibilities
The organisation conducts regular meetings to update the work plan and to determine if any corrective actions are needed.
The organisation has the ability to produce Concept Notes to inform the content of the activity(i.e. to detail the background, expected results, target audience, agenda and budget).
The organisation has the ability to produce a Facilitation Guide to advise the facilitator on the expected results of the activity, the objectives for each session, profile of the target audience and any recommendations for facilitation style or methodology.
The organisation has a successful track record of completing projects within the parameters of the budget and time allotted.
NO YES MEANS OF VERIFICATIONPROJECT MANAGEMENT
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The organisation has a staff member whose job description includes responsibility for Monitoring and Evaluation.
The organisation has a written monitoring and evaluation plan, which outlines the project goal and objectives; indicators and targets; data collection methods; and means of verification.
The organisation ensures that their objectives are based on the “SMART” principles. (i.e. the objectives are: Specific, Measurable, Achievable, Relevant and Time-bound).
The organisation has experience in monitoring project implementation through various strategies (e.g. reports, tools, monitoring visits, etc.) and has a monitoring schedule.
The organisation collects age and sex disaggregated data related to its activities (e.g. HIV outreach; human rights reporting, etc.)A. Is this age and sex disaggregated data analysed and used to
any revisions to the project?
The organisation has the capacity to ensure good data quality by collecting accurate information and maintaining files with supporting documents that validate each activity conducted.
The organisation produces regular reports which outline progress achieved in accordance with the monitoring and evaluation plan.A. The organisation uses either donor-approved reporting forms
or they created their own reporting forms to track progress?
The organisation has undergone a project evaluation conducted by an external consultant or entity in the last 3 years.
NO YES MEANS OF VERIFICATION
MONITORING AND EVALUATION
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The organisation has a staff member whose job description includes responsibility for Advocacy?
The organisation provides training opportunities for at least one staff member to improve his or her advocacy skills.
The organisation has a written advocacy planA. The advocacy plan outlines the issue(s) to be addressed
based on an evidence-based approach?B. Has the advocacy plan has been updated in the past year?
The organisation currently has funding to support advocacy and communication activities.
The organization has experience mobilizing stakeholders and working collaboratively on advocacy actions.
The organization has experience developing and implementing advocacy actions which target high-level decision makers (e.g. Politicians, Permanent Secretaries, Senators, treaty bodies, etc)
A. Does the organisation’s advocacy actions include interventions to address discriminating laws or policies and protections needed for vulnerable populations?
The organisation has produced and disseminated position papers.
The organisation has developed public education campaigns for circulation in print, on radio, television, or on the social media.
The organisation has experience in documenting human rights violations (whether in a paper-based or electronic system)
The organisation has experience in linking clients who report rights violations to redress mechanisms.
NO YES MEANS OF VERIFICATIONADVOCACY
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The organisation has a staff member whose job description includes responsibility for Communication.
The organisation provides training opportunities for at least one staff member to improve his or her communication skills.
The organisation has a written communications policy
The organisation has a written communications plan
The organisation has a presence on social media platforms, which has content updated regularly.
The organisation has a website, which it updates regularly.
The organisation uses online video and web conferencing technology such as Skype, Zoom, GoToMeeing, etc.
The organisation has a positive working relationship with the traditional mass media (radio, television, print)
The organisation provides visibility for donors in its communication products (e.g. trainings, publications, videos.)
NO YES MEANS OF VERIFICATIONCOMMUNICATIONS
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The organisation has a staff member whose job description includes responsibility for resource mobilization.
The organisation has made efforts to measure and ensure the sustained impact of its projects and programmes.
The organisation maintains a database of current and potential donor funding opportunities, as well as identifies other sources (corporate sponsorship, fundraising, etc.)
A. Is the database updated at least bi-annually?
The organisation has identified areas for capacity development and relevant training opportunities.
NO YES MEANS OF VERIFICATIONSUSTAINABILITY
Suite # 1D-1E Braemar Avenue Kingston 10Jamaica, West Indies
(876) 631-7299 / (876) 631-7219
FOR GENERAL INFORMATION ABOUT THE CVC, PLEASE CONTACT US AT:
www.cvccoalition.org
fb.com/caribbeanvulnerablecommunities
@cvccoalition
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