Good Governance of National Societies

Experience from The Fiji Red Cross Society.

History and an Overview of Fiji Red Cross Society

FRCS – Structure FRCS – Programs- Key Service Areas OCAC – Organisational Capacity Assessment

and Certification Staff Development and Capacity Building Branch Development and Capacity Building

Presentation Overview

MISSION STATEMENT“ We are a dynamic Fiji humanitarian organization dedicated to saving and

improving the lives of the most vulnerable through the mobilizing the power of

humanity and the spirit of volunteerism”

Established in 1952 as branch of British Red Cross.

Recognised as independent National Society in 1971.

1973: gained international recognition- 118th member of IFRC.

Society officially recognised by Fiji Government as voluntary relief organisation, auxiliary to public authorities & only Red Cross Society in Fiji. Most widely recognised & respected humanitarian organisation in Fiji.

Has a National Council, National Board, National Office in Suva, 15 branches & 2 Divisional Service Centers throughout Fiji; covers 80% of Fiji. Branches function primarily as relief operators & network system for implementing / promoting various Programmes & services within their communities.

FIJI RED CROSS BRIEF HISTORY

FIJI ISLANDS

SUVA

Nadi

Taveuni

Savusavu

Bua

Seaqaqa

Labasa

Levuka

NalawaRakiraki

Tavua

Ba

Lautoka

Rotuma

Sigatoka

BRANCH LOCATIONS

Health & Care

SafetyDisaster Management

YouthIHL, FPs and

Humanitarian ValuesBranch

DevelopmentBranch

DevelopmentBranch

DevelopmentBranch

DevelopmentBranch

DevelopmentBranch

DevelopmentBranch

DevelopmentBranch

DevelopmentBranch

DevelopmentYouth Branch

Development

IHL, FPs and Humanitarian ValuesYouth Branch

Development

Resource Development

KEY SERVICE AREAS

FIJI RED CROSS SOCIETY STRUCTUREGOVERNANCE

NATIONAL

PROGRAMMES

NATIONAL COUNCIL

Patron

National Board

Branches

Independent Members

NATIONAL

BOARD

President

Vice President

Treasurer

Board members

Chair of Standing

Committees

Director General

DIIRECTOR GENERAL

BRANCHES

Suva Nadi Ba Nalawa Savusavu

Levuka Lautoka Tavua Labasa Bua

Rotuma Rakiraki Seaqaqa Taveuni

DIVISIONAL SERVICE CENTRES

Northern

Western

MANAGEMENT

NATIONAL OFFICE

Programme Managers

Administration

Financial Services

Human Resources

Organisation Development

LOCAL COMMUNITIES

Vulnerable Groups

Youths

HEALTH & CARECBHFA

HIV/AIDSTB

Health & welfareCommunity Safety

DISASTERMitigation

PreparednessResponse & relief

YOUTH

Puppet TheatrePeer Education

Youth Link

SAFETY

First Aid SuppliesFirst Aid Training

Water Safety

IHL and FP

PatronHonorary Auditor

Honorary Legal Counsel

On recommendation of the National Board

Guidance &Support

Reporting & Accountability

Quality Services ProvisionQuality Services Provision

Quality Service Provision

ImplementNationalProgrammes

Guidance &Support

Reporting &Accountability Delegation

Appoints

Appoints

RecommendsIndependentMembers

Appoints

Delegation

Accountability

Each branch elects 2 members to national council

BRANCH DEVELOPMEN

T Branch

restructuring and

Volunteers

FIJI RED CROSS GOVERNANCE STRUCTUREGOVERNANCE

NATIONAL COUNCIL

Patron

National Board

Branches

Independent Members

NATIONAL

BOARD

President

Vice President

Treasurer

Board members

Chair of Standing

Committees

Director General (Ex Officio Member)

DIIRECTOR GENERAL

BRANCHES

Suva Nadi Ba Nalawa Savusavu Levuka Lautoka Tavua Labasa Bua Rotuma Rakiraki Seaqaqa Taveuni

On recommendation of the National Board

Appoints

RecommendsIndependentMembers

Each branch elects members to national council (Number determined by National Board proportion to size, maximum of three )

FINANCE COMMISSION

Appoints National Board

Appoints

The Treasurer is the Chairman with two other members nominated by the Board according to their qualifications. Members do not have to be Board Members.

NATIONAL BOARD

Members are elected for a

period of 4 years at the end of

which they must step down for a period of 1 yr

before seeking re-election. At the

end of a 2nd term the member must stand down for a period of 4 yrs.

VOSA – Volunteer and Staff Advisory Group

Facilitates

FIJI RED CROSS GOVERNANCE FRAMEWORK

GOVERNANCE

NATIONAL BOARD

President Vice President Treasurer Board members Chair Youth representative

Director General (Ex Officio Member)

DIIRECTOR GENERAL & MANAGEMENT

TEAM

FINANCE COMMISSIONVOSA – Volunteer and Staff Advisory Group

Governance has established a frame work that will allow the development of the Society with integrity

OCAC

STAFF – PROGRAM IMPLEMENTERS

INTERNAL AUDITOR

YOUTH COMMISSION

BRANCHES – IMPLEMENTERS –

SERVICE DELIVERY

BRANCH PRESIDENTS CONFRENCE

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AUDIT OF ACCOUNTS BY EXTERNAL

AUDITOR

FIJI RED CROSS GOVERNANCE FRAMEWORK

GOVERNANCE

FINANCE COMMISSION

VOSA – Volunteer and Staff Advisory Group

Governance has established a frame work that will allow the establishment and development of the Society with integrity

YOUTH COMMISSION

Youth Commission is an advisory commission to the National Board and

comprises of Chairman and youth members nominated by Branches. The Youth representative on the National Board is normally the chairman. It advises the National Board on Youth matters

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VOSA is a participatory forum through which internal stakeholders – staff, volunteers and board come together to discuss and design policies relevant to the good governance of the Society.

These policy documents are then forwarded to the Director General and National Board for their approval before taking to the National Council for endorsement.

The group’s membership is unique in that it allows for viewpoints from all perspectives – governance/management/staff/volunteers – in the development of policies and procedures and issues that impact the organisation. Vosa comprise 2 staff, 1 Board member and 3 volunteers, it is currently chaired by a staff member.

Finance Commission is an advisory commission to the National Board and comprises of Chairman and two members appointed by the National Board. The Treasurer of the society is normally the chairman.

FIJI RED CROSS GOVERNANCE FRAMEWORK

GOVERNANCE

OCAC

INTERNAL AUDITOR

Governance has established a frame work that will allow the establishment and development of the Society with integrity

EXTERNAL FINANCE AUDITOR

To ensure good financial accountability the Society’s financial accounts are audited by external Auditors KPMG Annually. It is the responsibility of the DG and the Finance Team to prepare the financial accounts for audit and present the final accounts for the National Council for endorsement.

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To ensure the integrity of its internal processes the Society has appointed an internal auditor/assurance coordinator whose role is to audit all internal procedures and processes and recommend necessary changes and also to ensure compliance to the internal processes reducing the capacity for abuse.

ORGANISATIONAL CAPACITY ASSESMENT AND CERTIFICATION (OCAC)In 2012 the FRCS National Board approved the participation of the Society in the “OCAC” Process.5 Key Areas assessed were: # 1. Capacity to Exist. # 2. Capacity to Organise # 3. Capacity to relate and to Mobilise. # 4. Capacity to perform. 5. Capacity to grow.

As a result of OCAC key priority areas were identified as requiring action

FIJI RED CROSS GOVERNANCE FRAMEWORK

GOVERNANCE

BRANCH PRESIDENTS CONFERENCE

BRANCH RESTRUCTURE

Governance has established a frame work that will allow the establishment and development of the Society with integrity

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Branches need to restructure to stay relevant in their communities a Branch Structure was proposed to the Branch Presidents and was agreed. To implement the Branch Structure the Branches sign up to an MOU with National Office.

IN NOVEMBER 2012 THE FIRST EVER BRANCH PRESIDENTS CONFERENCE FOR THE SOCIETY WAS HELD.

The Branch Presidents agreed to:1. Restructure their Branches according to a structure proposed

by National Office.2. A minimum standard that would constitute what a successful

branch would look like.3. A monthly reporting process for reporting activities to

National Office.4. Better Financial accountability with all Branches eventually

being audited independently.5. Agreed to conduct Low Cost Activities to keep volunteers

busy

BRANCH DEVELOPMENT CURRENT BRANCH STRUCTURE

PROPOSED STRUCTURE

Key Notes Of the 15 Branches of the FRCS 6 Branches have signed the the MOU

with National Office.

Two Branches have done the one day Volunteer Training Program and the training is rolling out to the other 4 Branches who have signed up.

The goal is to have all 15 Branches sign up to the MOU and the one day volunteer training program conducted in all branches.

Branch structure is designed to facilitate “Low Cost Activities” That Branches can undertake on their own without resources from National Office.

Branch training is undertaken with support from IFRC regional office in Suva.

Volunteers who sign the Code of Conduct after the training program are included in the Volunteer Data Base

Summary Red Cross Management and Capacity Building is an important

requirement for all National Societies. For the Society to Manage and Capacity Build its Governance

needs to build a framework that enables and promotes growth and capacity building.

The OCAC process provides a process of self assessment that enabled the society to asses itself against 5 Critical Conditions for sustained performance.

The results of the assessment has been used by the Fiji Red Cross Society to prepare a series of Action Plans that it is currently putting into place.

The new Strategic Plan for the Society from 2015 to 2019, to be prepared and launched in 2014 will reflect the plans and assist in setting the new strategic direction of the Society.

VINAKA VAKALEVU