Name of Organisation

NonGovernmental
Organisations
Profile

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 NGO Profile:

Assessment and Evaluation for Selection of Counterpart and

Assessment of Programme and Management Capacity

Workflow/Responsibility

Checklist/assessment form Responsible for ensuring documents are completed

and attached
I NGO profile To be completed by NGO
II HACT Assessment checklist to be completed by Project Specialist head of section, or PO responsible
UNICEF for managing the project
Senior Finance Assistant
Operations Manager
III NGO Programme and Financial Management Programme Specialist
Assessment and Evaluation PO responsible for managing the project
Senior Finance Assistant
Operations Manager
IV NGO evaluation of previous experience with Programme Specialist
UNICEF to be completed by UNICEF PO responsible for managing the project
V Final checklist - review of completed documents to Deputy Representative
be completed by UNICEF Operations Manager
VI Representatives evaluation and assessment Representative

* Programme Secretary will have overall responsibility for coordination for creation and maintenance of database

I NGO Profile

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NameofOrganisation:
OfficeAddress:

PostalAddress:

Telephone: Fax:
Email:
Date:

ProjectDirector:

NOTE
ThisquestionnaireshouldbecompletedbytheorganisationsProjectDirector.
TheinformationisrequiredbyUNICEFtodeterminehowbesttocooperatewithNGOs.

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 NGO Profile
1. Background Information

(Pleasetickasappropriatetherelevantboxes)

1.
Is the organisation set up
For profit?
Not-for-profit?

2. If for profit, are there any non-profit activities?

Yes Types:
No

3. What is the objective/mission of the organisation?

4. What is the main area of focus?

5. Projects

List the main projects/activities the organization implemented in the past five
years.
Non profit:

Profit (as applicable):

6. When was this organisation established?

Who are the founders?
Attach copy or registration and statute. By which government body is
organization registered?

7. What is the size of the organisation in terms of:

Number of members?
Membership includes:
Number of employees?
The organization has branch offices number and locations:

8. Which of the following factors affect the sustainability of the organisations

activities/programmes?
(a) Donor funding
(b) Staffing
(c) Marketing
(d) Community acceptance
For others, specify

9. List the membership/affiliations in professional associations/organizations

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 10. List major partners from civil, government sector and international
organizations NGO cooperates with.

11. Banking details (provide below)

12. Attach annual reports for two last years.

2. Leadership, Organisation and Human Resources

1. Governance / Management structure:

Briefly explain. Mention governance structure, Management/Executive
Board and other bodies and their role.

2. Key management positions.

Briefly describe key leadership/management positions. Alternatively, attach
Job Descriptions for these positions.

3. Attach CVs of persons in key management positions.

Include key qualifications.

4. Attach organigramme (organisational structure)

5. Does your organisation have documented Personnel Policies and

Procedures?
Yes
No

6. Performance management of staff is evaluated:

Annually
Bi-annually
Other
(Optional) Additional clarifications, such as by whom (supervisor,
committee, peer group, self-evaluations:

3. Funding, Financial Systems and Audit

1. What is/are the source(s) of funding of the organization? (Specify in table

below).

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 Source/Donor Amount:

2. Please state annual funds throughput managed by NGO for the following years (in
RSD, Euro, USD, as applicable):
2005
2006
2007

3. Please state total value of UNICEF cooperation for following years (in RSD,
Euro, USD, as applicable):
2005
2006
2007

4. Does the organisation have capacity to work on reimbursement basis by

advancing funds for activities for 3 months at a time which will be reimbursed by
UNICEF upon proof of implementation?

If no, please state reasons why:

5. Budgets are prepared for the organisation?

Comment:

6. What is the budget used for?

Monitoring
Planning
Compliance
Reporting
Evaluation

Audit
7. Is the organisation audited by external auditors and by whom? Is counterpart open
to external audits? Who performs audits and how often?

8. Attach copy of audited financial statements for last three years. Alternatively
attach copies of annual reports for two years (which include financial statements).

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 4. ManagementandInternalControl

Please provide concise answers to below questions on Management Internal Control System, as
per below instructions, as applicable to your organisation.

1. Authorisation of expenditures is performed by (functional titles)1 :

2. Certification of expenditures is performed by (functional titles)2 :

3. Approval of payments (on certification that activities were completed and based on
appropriate quality documentation) is performed by (functional titles):

4. Preparation of payment/deposit vouchers and bank transfers is performed by (functional

titles):

5. Paying functions3 - signing and releasing of bank transfer orders or cheques is performed by
(functional titles):

6. Designation of above financial functions is performed by (functional title)4? Briefly state in

which way.

7. Accounting and record keeping is completed by:

Internally (staff functions) ___________________________________

External (professional accountant or company) ___________________

8. Who completes bank reconciliations? Who approves bank reconciliations?

9. Does the organisation work with cash payment or bank transfers only. In case of large cash
payment, how is risk managed?

10. If the project is funded by several donors please explain what system is in place for
monitoring that the same project and organisational costs is not funded from two donor
sources.

11. Please comment - is appropriate segregation of functions in place to ensure that one person
cannot be in full and exclusive control of all phases of one work process and one payment

1 for this purpose - authorisation is defined as - authorisation that any expenditure is incurred on behalf of the organisation, and
that budget is spent for specific purposes intended by the organisation

2 Certification being defined as financial function of certification that agreed upon activities/services were completed in
accordance with contractual provisions, agreement, that services, equipment and/or supplies were procured and delivered in
accordance with specifications, purchase orders and contracts, certification of accuracy and completeness of documentation, that
documents are originals, certification of calculations and statements, true and fair representation of data and information,
reasonableness of costs in accordance with local market rates, conditions and type of services/supplies)

3 Paying function being defined as final control point of internal control, confirming that all organizational rules were observed
and all aspects of organisational internal control were adhered to and subsequent preparation of bank transfer /payment order or
cheque
4 Who determines and how who authorising, certifying and paying officers or comparable internal control functions/points of
management /control are?

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 process5

12. Procedures for commercial procurements and services: Briefly describe in one paragraph
competitive procedures for commercial procurements, services and contracting, as
applicable6

13. State who is responsible for ensuring appropriate monitoring of equipment and supplies used
by the organisation for project purposes and office;

14. Note any significant strengths, weaknesses or risks you have identified in your own
management, which may be of relevance for project management.

15. Other relevant info on NGO:

This is to certify the above provided information is true and fair representation of NGO work
and information about the organisation.
General Manager /Director

_____________________
Name, title, date:

5 Are above stated authorising /approval of expenditures, certification and paying functions performed by different staff, so that
one staff member cannot be in control of all stages and functions of one process? Are functions of custody over assets and
accounting segregated? Any other relevant comments, as applicable.

6 In case of procurement of commercial services, equipment or supplies what is the process, who is responsible and how to
make sure that procurement process and tendering observes the principles of competition, non-discrimination in selection of
suppliers, principle of pre-qualification (as applicable) and/or integrity of suppliers, complete, written and documented invitation
to bidding process, principle of ensuring minimum three acceptable offers meeting the specification standards - have been
obtained, that bidding process follows principles of good management, that principles economy and selection of lowest acceptable
bidder are observed. State main relevant ceilings for competitive process.

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