Non-profit Self-Assessment Tool!

Register here to conduct a self-assessment of your organization



Step 1: Governance, strategy and structure

Note: Indicators: E=essential; R=recommendation; A=additional to strengthe organizational activities
(E) An independent board/committee (or some other system) supervises management and takes responsibility for all actions of the NGO. This system is governed by a documented constitution/by-law


(E) The board has at least six voluntary (unpaid) members with limited terms of office (e.g. only appointed for 2 years


(E) At least 70% of board members meet every 3 months


(A) Board members fundraise for the NGO and can provide legal, medical and management advice.


(E) The NGO has a written and costed strategic plan that has been revised within the last 3years.


(E) Board members, staff and volunteers all know the strategic values, vision and mission of the organisation.


(E) All annual workplans and budgets are developed in line with the strategic plan.


(E) The NGO has a documented organisational structure (organogram).


(E) Management delegate tasks and share information with everyone through regular meetings and do not try to do everything by themselves.


(E) The NGO is properly regisered according to local regulations. The board and management ensure the NGO complies with all local reporting, tax and labour requirements.



Step 2: Human Resources and Administration

Note: Indicators: E=essential; R=recommendation; A=additional to strengthen organizational activities

Note: Indicators: E=essential; R=recommendation; A=additional to strengthe organizational activities

(E) It is clear who is responsible for administration works, such as paperwork, office maintenance, transport, paying suppliers, organising events and workshops


(E)The procedures for administrative tasks are understood by everyone and always followed.


(E) All administrative procedures are documented in a manual.


(R) There is a policy for recruitment, including how;(a) Positions are filled (internally and externally) (b) People are interviewed (c) Job offers are made. This policy is documented


(E) There is a policy on salaries and promotions, including how: (a) Salaries are structured (b) Pay rises are given (c) Promotions are made. This Policy is documented


(E) All Jobs descriptions are: (a) Clearly defined (b) Documented (c)Regularly reviewed


(E)There are clear procedure for how: (a) The work of staff is evaluated (b) Feedback is given. These procedures are documented.


(E) There are clear procedure for how: (a)Staff are disciplined (b) Staff make grievances against the NGO. These procedres are documented.


(E) There are clear procedures for how volunteers are managed, including: (a) Recruitment & induction (b)Training (c) Payment of inceptives/stipends. These procedures are all documented.


(E) The NGO is properly registered according to local regulations. The board and management ensure the NGO complies with all local reporting, tax and labour requirements.


(E) There is a clear policy for training and development, including: (a)Identifying training needs of staff (b) Providing for study leave if possible (c)Providing financial support if possble. This policy is documented.



Step 3: Programme Management, Monitoring, Evaluated & Reporting

Note: Indicators: E=essential; R=recommendation; A=additional to strengthe organizational activities

Note: Indicators: E=essential; R=recommendation; A=additional to strengthe organizational activities

(E) All projects follow all stages of the project cycle: (a) Needs assessment (b) Project design & indicator (c) Project planning & budgeting development (c) Regular monitoring (d) Evaluation of projects and outcomes (e) Re-planning of projects based on evaluation outcomes.


(E)All stages of the project cycle are done in consultation with all stakeholders, including all project staff and members from the community.


(E) Projects and programmx are developed in line with the strategic mission, goals and objectives of the organization.


(E) Indicators have bee identified for each objective/goal. All objectives are SMART (Specific, Measureable, Achieveable, Relevants, Time-based.)


(E) All projects have documented workplans, These are reviewed against expenditure and updated between staff and management at least every 3 months.


(E) All projects have documented budgets. These are reviewed against expenditure and updated between staff and management at least every3 months.


(E)The NGO has a monitoring and evluation system: (a)Projects staff collect and submit accurate monitoring data on time. (b)Collected data is summarised, analysed and procedure in reports at least every 3 months. (c) Monitoring reports are used by projects staff and managers to review and update workplans at least every 3 months. The M & E system is clearly documented and functions fully.


(R) All necessary project reports are completed and sent to donors on time


(R) The NGO completes evaluation reports at the end of every project and distributes these tp relevants audiences including managment, the board and donors.


(E) Project report are compared to financial expenditure reports to ensure activity matches with expenditure


(R) Project team all meet (or communicate) at least once a week to review and co-ordinate work.


Step 4: Financial Management & Sustainability

Note: Indicators: E=essential; R=recommendation; A=additional to strengthe organizational activities

Note: Indicators: E=essential; R=recommendation; A=additional to strengthe organizational activities

(E) All financial transactions are recorded with relevant reciepts and supporting documentation


(E)All staff clearly understand the procedures for how: (a) Income is recieved and accounted for (b) Money is held in bank accounts (c) Staff purchase goods (d) Staff are paid salaries. All these financial policies and procedures are documented in a manual


(R) Project staff plan and budget for their own projects themselves.


(E) Management prepare an overall budget for the organisation as part of the annual planning process


(E) Systems are in place to prevent fraud, such as: (a) Two signature required for every cheque (b) Regular audits of stock/inventory (c)Strict procedures for purchase of goods/services.


(E) All expenditure is accounted for under different account categories and different donor's funds.


(E)Management compare expenditure against budgets for projects and overheads at least every 3 months and investigate any variances with staff.


(E) An external audit is conducted at least every 18 months and includes a review of management practices. Recommendations made in audits are implemented


(E) The NGO always has enough cash to pay for things on a day-to-day basis.


(A) The main funding source (donor) of the NGO provides no more than 65% of the NGOs total funds. The NGO has developed many different sources of income including the local community.


(E) The NGO has the capacity to develop successful proposals and wins over 50% of the bids it applies for.


(R) The NGO tries to ensure its programmes and services will be sustained by the community when its funding runs out.