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 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” FIJI RED CROSS BRIEF HISTORY 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 ISLANDS BRANCH LOCATIONS Rotuma Labasa Seaqaqa Savusavu Bua Tavua Ba Taveuni Rakiraki Nalawa Lautoka Levuka Nadi Sigatoka SUVA KEY SERVICE AREAS Health & Care Disaster Management Safety Resource Development Youth Branch Development IHL, FPs and Humanitarian Values FIJI RED CROSS SOCIETY STRUCTURE GOVERNANCE NATIONAL COUNCIL Patron Appoints National Board Branches Recommends Independent Members Independent Members Appoints NATIONAL PROGRAMMES Patron Honorary Auditor Honorary Legal Counsel NATIONAL BOARD President HEALTH & CARE CBHFA HIV/AIDS TB Health & welfare Community Safety On recommendation of the National Board Vice President MANAGEMENT Treasurer Board members NATIONAL OFFICE Chair of Standing Programme Managers Committees Implement National Programmes Financial Services Appoints Delegation YOUTH Human Resources DIIRECTOR GENERAL Puppet Theatre Peer Education Youth Link Organisation Development Accountability Reporting & Accountability Each branch elects 2 members to national council Delegation SAFETY DIVISIONAL SERVICE CENTRES Reporting & Accountability Guidance & Support Northern Western Guidance & Support BRANCHES Quality Services Provision Levuka Lautoka Tavua Rotuma Rakiraki Ba Nalawa Savusavu Labasa Bua Seaqaqa Taveuni First Aid Supplies First Aid Training Water Safety IHL and FP Quality Service Provision Nadi Mitigation Preparedness Response & relief Administration Director General Suva DISASTER LOCAL COMMUNITIES Vulnerable Groups Youths Quality Services Provision BRANCH DEVELOPMENT Branch restructuring and Volunteers GOVERNANCE FIJI RED CROSS GOVERNANCE STRUCTURE NATIONAL COUNCIL Patron Each branch elects members to national council (Number determined by National Board proportion to size, maximum of three ) National Board Branches Independent Members Appoints National Board Recommends Independent Members BRANCHES Suva Savusavu Labasa Seaqaqa On recommendation of the National Board NATIONAL BOARD Facilitates President Vice President Treasurer VOSA – Volunteer and Staff Advisory Group Appoints DIIRECTOR GENERAL Board members Chair of Standing Committees Director General (Ex Officio Member) Appoints FINANCE COMMISSION 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. Nadi Levuka Bua Taveuni Ba Nalawa Lautoka Tavua Rotuma Rakiraki 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 reelection. At the end of a 2nd term the member must stand down for a period of 4 yrs. FIJI RED CROSS GOVERNANCE FRAMEWORK NATIONAL BOARD GOVERNANCE President Vice President Treasurer Board members Chair Youth representative Director General (Ex Officio Member) Governance has established a frame work that will allow the development of the Society with integrity OCAC FINANCE COMMISSION DIIRECTOR GENERAL & MANAGEMENT TEAM YOUTH COMMISSION INTERNAL AUDITOR BRANCH PRESIDENTS CONFRENCE AUDIT OF ACCOUNTS BY EXTERNAL AUDITOR STAFF – PROGRAM IMPLEMENTERS BRANCHES – IMPLEMENTERS – SERVICE DELIVERY VULRENABLE COMMUNITY VOSA – Volunteer and Staff Advisory Group FIJI RED CROSS GOVERNANCE FRAMEWORK GOVERNANCE Governance has established a frame work that will allow the establishment and development of the Society with integrity FINANCE COMMISSION 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. YOUTH COMMISSION 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 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. VOSA – Volunteer and Staff Advisory Group 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. VULRENABLE COMMUNITY Youth Commission is an advisory commission to the National Board and FIJI RED CROSS GOVERNANCE FRAMEWORK GOVERNANCE OCAC Governance has established a frame work that will allow the establishment and development of the Society with integrity As a result of OCAC key priority areas were identified as requiring action EXTERNAL FINANCE AUDITOR INTERNAL 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. 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. VULRENABLE COMMUNITY 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. FIJI RED CROSS GOVERNANCE FRAMEWORK GOVERNANCE Governance has established a frame work that will allow the establishment and development of the Society with integrity BRANCH PRESIDENTS CONFERENCE 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. VULRENABLE COMMUNITY BRANCH RESTRUCTURE 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 PRESIDENT VICE PRESIDENT TREASURER SECRETARY ASSTANT TREASURER ASSISTANT SECRETARY YOUTH CORDINATOR PROPOSED STRUCTURE PRESIDENT VICE PRESIDENT TREASURER SECRETARY ASSTANT TREASURER ASSISTANT SECRETARY YOUTH CORDINATOR SAFETY COMMITTEE 6 MEMBERS 2 ASSISTANT MEMBERS 2 ASSISTANT MEMBERS HEALTH COMMITTEE 6 MEMBERS DISASTER COMMITTEE 6 MEMBERS YOUTH COMMITTEE 6 MEMBERS 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.