OUR COMMITMENT
We are committed to total financial transparency and accountability; we strive to ensure donor resources directly reach communities that need them the most, and that administrative costs don’t exceed 10% of our annual budget.
True to our core values as an institution, we commit to demonstrating sound moral and ethical principles and do the right thing, no matter who's watching; to carefully and responsibly use all human, financial and natural resources entrusted to us; and to hold ourselves accountable to the highest level of ethical behaviour and responsibility for our actions and inactions.
To ensure resources we receive are put to best use and achieve maximum impact, our actions and interventions are not random but rather rooted in research evidence and learning from our past interventions.
This way, resources go where the community needs them most and the impact goes deeper.
FINANCIAL INTEGRITY
We recognise that fraud, bribery and corruption put at risk the mission of the organisation, and maintain appropriate policies and procedures to detect, prevent, report and resolve such incidents.
The policies specifically address themselves to proactive efforts to prevent financial misconduct from occurring, procedures for detecting and reporting any incidents of financial misconduct that do occur, steps involved in fully understanding the facts of a reported incident, the consequences of proven misconduct, procedures for informing internal and external parties that have a stake in a given case, and steps to learn from experience and continuously improve policies and procedure.
The policies also prohibit Prospect from transacting business with suppliers who are not fully licensed by local authorities and prequalified by the organisation. Prospect is registered with the Financial Intelligence Authority - a Government of Uganda agency that was established by the Anti-Money Laundering Act, 2013 (AMLA) and has the mandate to combat money laundering, countering terrorism financing and countering proliferation.
MANAGEMENT STANDARDS
Prospect has put in place instruments to guide its management and staff in their day-to-day engagements to ultimately ensure beneficiaries and donors get the highest value from its services. The objective is to improve performance, transparency and credibility by specifying repeatable steps that the organisation consciously implements to achieve its strategic objectives. The standards also aim to help the institution achieve more efficient use of resources, improve risk management and protection of people, and increase its capability to deliver consistent and improved services to beneficiaries and other stakeholders. It is also envisioned that the standards will ensure continuous self-evaluation, correction and improvement of operations and processes through heightened employee awareness and management leadership and commitment.
LAW/ POLICY | NOTE |
|---|---|
LAWS | |
Law of the land
| The organisation acts in accordance with the laws and legal requirements applicable in the country where it is registered. In Uganda, Prospect was incorporated in 2011. It is registered and licensed by the National Bureau for Non-Government Organisations, Registration Number 9045, Permit Number 1443. |
Constitution | The organisation has a constitution that guides its governance, programming and field operations. |
GOVERNANCE AND ORGANISATION | |
Board Manual | The actions of the Board of Directors of the organisation are guided by a board manual which among others clearly stipulates the role and responsibilities of the body. |
Organogram | The organisation has a clear organisation structure that is publicly displayed at its offices and explained to its stakeholders. |
Strategic Plan | The organisation has an up-to-date, and SMART strategic plan that stipulates its mission and strategic objectives. |
Resource Mobilisation Strategy | The organisation has an up-to-date Resource Mobilisation Strategy to guide how it fundraises and manages the funds mobilised. |
HUMAN RESOURCE MANAGEMENT | |
Human Resource Manual | The organisation manages its Human Resources as laid down in regulations and procedures of the Human Resource Manual. These are clearly defined and are known to all staff |
Job description document | The roles and responsibilities of Management and Staff are clearly defined in a job description document and communicated through Management Appointment letters, Terms of Reference, and Staff Employment contracts. |
Volunteer Policy | Voluntary service is a key pillar required to respond to present and future challenges. Our volunteer policy gives the organisation a consistent way to approach the involvement of volunteers across the whole organisation. |
Gender Policy | Our gender policy recognises that gender relations, roles and responsibilities exercise important influences on women's and men's access to and control over decisions, assets and resources, information, and knowledge both within the organisation and across our field operations. Our gender policy provides a guide to mainstreaming gender issues across our work in order to eliminate all negative economic, social and cultural practices that impede equality and equity of the sexes. |
FINANCE AND RISK MANAGEMENT | |
Financial Policy | All financial decisions, activities and plans are done in accordance with a set of procedures that form the basis of our financial policy. |
Financial Planning | Prospect has translated her strategic objectives into multi-annual plans that are drawn up in order to achieve her objectives. Within this framework, annual budgets are approved before the start of their respective periods. |
Financial Management | The organisation exercises stewardship in the management of its financial resources, while carefully ensuring the reliability of its financial information. |
Procurement Policy | Prospect has and applies a procurement policy describing the approved procedures and supervision of the tendering and purchasing process. |
Risk Management Policy | The organisation assesses internal and external risks that may prevent it from achieving its objectives carefully and regularly, and has put several measures in place to mitigate these risks. |
Safety and Security Policy | Prospect is committed to clear, applicable and proportionate security policy, protocols and plans, and has a Safety and Security Policy aimed at increasing the health, safety and security of its stakeholders. |
Assets Management | The organisation demonstrates good stewardship of resources by ensuring proper procedures to guarantee the existence, maintenance and safety of all capital assets, such as: buildings, vehicle fleet and information technology equipment. The organisation also has an Asset Register. |
Fund Management | Prospect manages her unrestricted and restricted funds in accordance with their intended purposes. |
Audit | The organisation's annual financial statements are audited by an external auditor, and the organisation undertakes independent internal audits. |
PROGRAM MANAGEMENT, STAKEHOLDER INVOLVEMENT AND RELATIONS | |
Project Design Standards | The organisation has a Project Design Standards Manual that sets out key procedures it follows in the design of new programmes including ensuring that they are evidence-based and the target community is closely consulted throughout the design process. |
Project Management standards | The organisation has a Project Management Standards Manual that stipulates clear guidelines that must be followed in implementing of project activities from inception to exit. The standards also require that all programmes and projects are in line with the strategic objectives of the organisation as set out in the Strategic Development Plan, and are responsive to community needs, mainstream sustainability, and implement orderly project exits. |
Project Quality | The organisation ensures that all projects are carried out by competent personnel with appropriate technical competencies. |
Evaluation and Learning | The organisation fosters a culture in which sharing experiences informs continuous self-evaluation, correction and improvement of operations, programming, processes, and people. |
Transparency and Accountability | There are systematic and transparent mechanisms to ensure Prospect is accountable to the communities it serves. |
Safeguarding Policy and Systems | Propsect has a children safety and protection policy and has a clear and transparent system to prevent, address and respond to safeguarding concerns. |
Advocacy | Prospect engages in national and international advocacy in the implementation of her work. |
Interacting with constituency | Prospect fosters involvement of grassroots and local communities in the implementation of her work. |
Networking | Prospect proactively participates in sectoral and thematic networks. |
Information sharing | Prospect communicates in an orderly and transparent way with stakeholders about her work and performance. |
Data protection | Prospect makes herself responsible for protecting and safeguarding her data and has all her employees and service providers sign non-disclosure agreements. |
Information Disclosure Policy | Prospect is transparent and makes information about its programmes and operations available to the public in accordance with an information disclosure policy. |
Humanitarian Ethics | Prospect believes in international humanitarian standards and principles, and subjects itself to the Core Humanitarian Standard in its operations. |
Environmental Ethics | We ensure that natural resources are used wisely, waste is minimised and projects are environmentally friendly. |
Complaints Mechanism Policy and Procedure | The organisation has a Complaints Mechanism Policy and Procedure that sets out guiding principles for handling of complaints. |
Donor and Stakeholder Recognition Policy | The organisation has developed a Donor and Stakeholder Recognition Policy with standard practices and procedures for recognising different tiers of donors, partners, volunteers, and stakeholders. |