Civicus Accountability Report

8/7/2019 Civicus Accountability Report

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Interim Reporting Framework

INGO Accountability CharterREVISED 05 September 2009

The Founding Signatories of the INGO Accountability Charter have entered into a process of creating reporting standardsunder which all signatories of the Accountability Charter will report on their compliance with the Charter. Developed in theframework of and in close cooperation with the Global Reporting Initiative these standards will be available in the courseof the year 2009.

Until then all signatories of the Accountability Charter are being asked to provide their reports in this Interim ReportingFramework.

This Framework has been compiled following grosso modo the structure of the INGO Accountability Charter. It includesreporting items and text from the following sources:

INGO Accountability Charter

GRI, DRAFT G3 Integrated with NPOSS v1, 19 May 2008

InterAction, 2008 Self-Certification Plus, Compliance Form

This Framework serves as a basis for a self-certification process in which each signatory provides information on whetherover the last 12 months they have fulfilled the Charter criteria or not.

When answering questions, the organisation should specify whether they are reporting for the secretariat/globalheadquarters or the federation/confederation/network and/or both.

In cases where an organisation has fulfilled a criterion (ticked yes under Compliance) they should collectrespective evidence and be in a position to provide this evidence upon request.

In cases where an organisation has NOT FULFILLED or PARTIALLY FULFILLED a criterion (ticked no/not fullyunder Compliance) they should explain under Action Plan if not in Compliance how they will make sure thatthey fulfil the criteria as soon as possible and in any case until the next report is due.

Some provisions may not be applicable to certain organisations. In this case the organisation should tick Notapplicable and briefly explain under Action Plan if not in Compliance why the criteria is not applicable in theircase.

For signatories that have adopted the Charter prior to June 2007, the reporting date is 30 November 2009.


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For those that have adopted the Charter after June 2007, the reports are due 15 months after the date of adoption.

By the respective deadline all signatories are being asked to provide CIVICUS with a filled in Interim ReportingFramework signed by both their Chair and CEO. The address the Framework should be sent to:Sinqobile DubeCIVICUS World Alliance for Citizen ParticipationPO box 933 Southdale2135 JohannesburgSouth AfricaFor any requests or additional information:

Please DO NOT SEND additional material providing evidence for your statements. Nevertheless you should havecomplete evidence prepared in case the Board of the INGO Accountability Charter or other interested parties (e.g. donors,journalists etc.) ask for it.

In case reporting organisations have any questions and concerns they may get in touch with Sinqobile Dubeat CIVICUS.

Email: [email protected]: +27 11 8335959

For the Board of the INGO Accountability Charter

................................................................Date and signature


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1. Profile of the Organisation

Name of the organisation CIVICUS: World Alliance for Citizen Participation

Name and title of Board Chair Anabel Cruz, Chair of the Board

Name and title of CEO Ingrid Srinath, Secretary General and CEO

Vision A worldwide community of informed, inspired, committed citizens engaged inconfronting the challenges facing humanity.

CIVICUS seeks to amplify the voices and opinions of ordinary people. For effectiveand sustainable civic participation to occur, citizens must enjoy rights of freeassociation and be able to engage all sectors of society.

Mission CIVICUS is an international alliance dedicated to strengthening citizen action and civilsociety throughout the world. Three major objectives guide CIVICUS work:

Promoting Civic Existence to promote the rights of citizens to organise andact collectively towards defined goals for the public good.

Promoting Civic Expression to increase the effectiveness and improve the

governance of civil society organisations, as well as their capacity to set andachieve their individual and collective goals.

Promoting Civic Engagement to foster interaction between civil society andother institutions in order to increase the voice of citizens in public life

Values Justice and Equity: We believe in the equality and dignity of every person. Weseek to assure each is free to exercise his or her rights as a citizen as defined inthe Universal Declaration of Human Rights.

Reciprocity: We will treat others and one another with the respect we desire forourselves. Unless we all do that, civil society cannot flourish.

Knowledge: We will base and justify our actions on the most complete andrelevant information we can assemble. We commit ourselves to work with ourcolleagues to expand and make more accessible civil societys knowledge base.

Transparency: We are accountable to our stakeholders and to civil society atlarge. We voluntarily make our work and records open to the scrutiny of thoseaffected by our actions and to the general public. We do this in a manner


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consistent with proper regard for the confidentiality of private information.

Vision: We base our view of civil societys prospects on honest assessments ofcurrent realities, but with an enduring faith in the power of citizens, civil society

Organisations and our allies in the public and private sectors to greatly extendcivil societys reach.

Principled Courage: We act boldly in support of civil society, especially whereand when it is threatened. We do so in a manner that honours civil societysprinciples.

Primary brands CIVICUS, CIVICUS World Assembly, Civil Society Watch, CIVICUS Crisis ResponseFund, e-CIVICUS, Civil Society Index, Every Human Has Rights (EHHR) Campaign

Major programmes Civil Society Index (CSI) is an action-research project that aims to assess thestate of civil society in countries around the world.

Civil Society Watch (CSW) aims to mobilise quick, principled and effectiveresponses to events that threaten civil societys fundamental rights to collectivelyexpress, associate and assemble

With Development Effectiveness & Cooperation, CIVICUS acts as a member ofvarious post-Accra processes, and as a civil society convenor and member ofvarious multi-stakeholder dialogue on international development.

Every Human Has Rights (EHHR) is principally an awareness-raising andeducation campaign -- catalysed by The Elders -- for human rights knowledge,education and current affairs, promoting the goals of the UDHR as integral tosolving the contemporary issues facing our communities. It informs, inspires andconnects communities with the issues, with action pathways and with each other.CIVICUS has taken the lead role in the campaign for the period 2009-11.

Legitimacy, Transparency, and Accountability (LTA) aims to build the capacityof CSOs to respond to challenges to their authority and right to speak on behalf of


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guidelines agreed by the Board of Directors and directs the work of the staff.The majority of staff are based in the Johannesburg office, with a finance team workingfrom the US and a few other staff positions and advisors based elsewhere. CIVICUS

does not have a country-office structure, and programmes are implemented throughpartner organisations.

Location and address of globalheadquarters/ secretariat

CIVICUS House, 24 Gwigwi Mwrebi Street, Newtown 2001, Johannesburg, SouthAfrica.

Number of countries where theorganisation operates

Please attach list of all countries where youoperate

CIVICUS programmes are global and all have partners drawn from multiple countries inmultiple regions. Programmes have not traditionally been structured around specific

geographical focuses, though a sub-set of activities may be developed to deal with aparticular context. We currently have 411 members from 109 countries.

Note on INGO Accountability Charter Membership:Not all CIVICUS members have signed up as members of the INGO AccountabilityCharter. This report is only in relation to the activities of the CIVICUS Secretariat and notits membership.

Number of employees 45-50 (including interns, volunteers and secondments)


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Finance 2006USD

2007USD

2008USD

Income from- Individual donations 0 0 1,334- Foundations 237,808 435,189 452,876- Governments 462,439 485,433 864,709- International Organisations

UN, EU, World Bank etc.58,540 90,000 129,989

- Business 0 0 0- Others INGOs and academic institutions 1, 150,903 1,473,914 1,703,842- Others earned income (interest, consulting) 89,510 102,610 135,642- Others membership fees 57,872 70,011 53,828TOTAL INCOME 2,057,072 2,657,157 3,342,220

Total income by country - for countries/regions that make up 5 percent ormore of total incomePlease list countries and provide total income for each one

Expenditure for

- Programmes and activities directly addressing the organisationspurpose 1,522,157 2,171,700 2,410,239

- Fundraising 56,157 81,521 94,308- Administration (note: this includes governance, HR, Finance,

Secretary Generals office, IT expenses and is therefore notadministration as costs are normally thought of)

650,381 561,439 839,832

- Others Membership 59,150 110, 768 119,319TOTAL EXPENDITURE 2,287,845 2, 925,428 3,463,698

Total expenditure by country - for countries/regions that make up 5 percentor more of total expenditurePlease list countries and provide total expenditure for each one

Reserves 1,629,188 1,903,867 2,221,875

Significant changes during the reporting period regarding size,structure, or ownershipof both liquid and property reserves

In 2005, monies received from donors which should havebeen defined as deferred in the financial statements income(i.e. for use in a future period) were treated as income for


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including- the location of operations, including opening of new offices,

starting new major activities, and closings

- legal status or ownership- global structure and governance

that year and taken to the balance sheet as retainedrestricted income. This accounts for the large net earningsshowing in 2005 and the deficits showing in 2006 and

2007.

Income and expenditure figures include amounts relating tothe Global Call to Action against Poverty (GCAP) globalsecretariat, for which CIVICUS acts as the host, and whichrepresents a significant portion of the income from INGOsand related programme expenses.

Reserves include liabilities and as such are working capital

available to the organisation as opposed to ring-fencedemergency funds. The Board Finance and Audit Committeeis in the process of determining the organisations reservespolicy.

2. Compliance with the principles of the INGO Accountability Charter

Respect for Universal Declaration of Human Rights

No. Best Practice Evidence Compliance Action Plan if not/not fully inCompliance

1 Vision, mission, values andkey documents position theorganisations work in thecontext of UniversalDeclaration of Human Rights

The organisations statutes and keyprogrammatic documents. o Fully

2 The organisations practicefully complies with its policies.

The organisation confirms for the reportingperiod that it has been working in line withUniversal Declaration of Human Rights andthat it has resolved any formal writtencomplaints (formal written complaints: eitherin email or letter through mail or in personwith contactable complainant'scorrespondence. All formal complaints to beacknowledged within 1 month of receipt and

o Fully


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complaints resolved within 6 months ofreceipt) it may have received concerning itsalleged breach of these Principles.

The Organisation has a Board authorisedsystem to deal with complaints.

Independence


3 - Organisation receives less

than 50% from one singlesource;- Organisation is not

owned/controlled bygovernment, political partyor business

Documentation on

- ownership and- incomeo

Fully

Responsible Advocacy

Best Practice Evidence Compliance Action Plan if not/not fully inCompliance

4 The organisation has writtenpolicies ensuring that itspublic policy positions andadvocacy are- in line with its mission and

strategy- accurate and- conform with applicable

national law

The organisations written advocacy policies

- describe the criteria or circumstances inwhich it will involve itself;

- define the process for adopting andimplementing its positions, involvingpartners, experts and other parties asappropriate;

- contain due diligence provisions andsign off procedures ensuring legalcompliance and avoiding unfair orirresponsible public criticism and undueharm to third parties.

o PartiallyWe have begun to prepare anorganisation-wide policyframework that guides ouradvocacy initiatives. Thestrategy will be ready for the2009/10 reporting cycle.

5 The organisations practice The organisation confirms for the reporting As above. No complaints


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organisations programmes- take relevant local conditions into

account, e.g. by involving local

stakeholders in all stages of programmedesign and implementation- take appropriate care of relevant local

gender, diversity, cultural and religiousissues;

- avoid negative environmental impactand, where possible, secure a positiveimpact.

learning framework (IPLF) nowunder development will ensurethat comprehensive assessment

of programme relevance andappropriateness in specificlocations takes place beforeimplementation and regularmonitoring of the same happensduring implementation. TheIPLF will be fully operational byend of 2010

9 Funds raised for specific

programmes reach the peopleor cause in whose name theywere raised.

The organisations fundraising and donor

information materials, donorcommunication, programme reports andrelevant finance statements provideevidence that funds raised for a specificcause have been used to further that cause.

o Fully


The organisation confirms for the reportingperiod that it has not been in breach of itsown programme policies and that it hasresolved any formal written complaints it

may have received concerning its allegedbreach of these policies.The Organisation has a Board authorisedsystem to deal with complaints.

o Fully

Non-Discrimination

No. Best Practice Evidence Compliance Action Plan if not/not fully in

Compliance11 The organisation promotesdiversity, gender equity andbalance, impartiality and non-discriminationin all activities, both internaland external.

- The organisations written non-discrimination policy affirming itscommitment to gender equity, to non-discrimination for sexual orientation, toethnic and racial diversity, to theinclusion of people with disabilities atstaff and board levels;

o Fully


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- The organizations plans and operationswhich fully reflect the non-discriminationpolicy;

- The organisation's most recentpersonnel orientations, trainings andinstructional material addressing non-discrimination.


The organisation confirms for the reportingperiod that it has no knowledge of caseswhere it may have been in breach of its ownnon-discrimination policy and that it hasresolved any formal written complaints it

may have received concerning its allegedbreach of these policies.The Organisation has a Board authorisedsystem to deal with complaints.

o Fully

Transparency


Compliance13 The organisation is open,transparent and honest aboutits structures, mission, policiesand activities.

- The organisations reports which adhereto generally accepted standards oftechnical accuracy and honesty inpresenting and interpreting data andresearch;

- The organisation complies with relevantgovernance, financial accounting andreporting requirements in the countries

where it is based and operates.

o Fully

14 The organisation reportspublicly at least once a yearabout its activities andachievements.

The organisations annual report whichcontains:- Mission and values;- Objectives and outcomes achieved in

programme and advocacy;- Environmental impact;- Human rights impact;

o PartiallyCIVICUSs annual report doesnot yet report adequately onEnvironmental impact andHuman rights impact.Plans are underway toformulate an organisationalpolicy on the environmental


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- Governance structure and processes,and main office bearers;

- Main sources of funding from

corporations, foundations,governments, and individuals;- Financial performance;- Compliance with the INGO

Accountability Charter and- Contact details.

and human rights impacts.This will be ready for reportingduring the 2010/11 reporting

cycle.

15 The organisations annualfinancial report will conform torelevant laws and practices

and be audited by a qualifiedindependent publicaccountant whose statementwill accompany the report.

Independently audited annual accountso Fully


The organisation confirms for the reportingperiod that it has no knowledge of anycomplaints concerning the accuracy orrelevance of its reporting and that it hasresolved any formal written complaints it

may have received concerning its allegedbreach of its reporting provisions.The Organisation has a Board authorisedsystem to deal with complaints.

o Fully

Good Governance


Compliance17 The organisation has agoverning body which hasresponsibility for the oversightof all aspects of theorganisation.

The organisations bylaws, terms ofreference for the governing body, andrelevant policies and procedures allocateultimate authority to the organisationsgoverning body.

These documents also state that the

o Fully


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governing body- selects, supervises and evaluates the

chief executive,

- oversees programme and budgetarymatters- defines the overall strategy, consistent

with the organisational mission,- verifies that resources are used

efficiently and appropriately,- ensures that performance is measured,- secures financial integrity and- makes sure that public trust is

maintained.

Documentation on the activities of thegoverning body shows that all the abovetasks have been undertaken thoroughly andsuccessfully.

18 The work of the organisationsgoverning body takes place ina

clearly defined framework ofrules and procedures coveringthe appointment,responsibilities and terms ofmembers of the governingbody.

The organisations bylaws, terms ofreference for the governing body, andrelevant policies and procedures

- identify required qualifications andexpertise of the members of thegoverning body and the mix of skillsacross the group

- specify the frequency of meetings of thegoverning body,

- specify adequate attendance bydirectors (at least a majority of directorson average), and

- lay down voting requirements- provide a process for evaluating the

governance bodys own performance.

Records of the meetings provide evidencethat meetings were held and whichdecisions were taken.

o Fully


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A regular general meeting takes place withauthority to appoint and replace membersof the governing body.

19 The organisation tries toprevent and, if they occur,actively manages conflicts ofinterest.

The organisations bylaws, terms ofreference for the governing body, andrelevant policies and procedures requirethat members of the governing body andemployees:- disclose any affiliation they have with

an actual or potential supplier of goodsand services, recipient of grant funds, ororganisation with competing or

conflicting objectives;- absent themselves from discussion and

abstain from voting or otherwiseparticipating in a decision on any issuein which there is a conflict of interest;and

- refuse large or otherwise inappropriategifts for personal use.

o Fullyo


The organisation confirms for the reportingperiod that it has no knowledge of anyirregularities in its governance system andthat it has resolved any formal writtencomplaints it may have received concerningits governance system or members of itsgoverning body.The Organisation has a Board authorisedsystem to deal with complaints.

o Yes

Ethical Fundraising


21 In accepting funds the The organisations written policy for


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a specific project.

The organisations donor informationmaterials and communication providedetailed documentation on the use ofdonations.

Follow-up with donors about clarity andquality of materials sent to them shows thatthe organisations intended message isaccurately getting through.

24 The organisation records and

publishes details of all majorinstitutional gifts and gifts-in-kind clearly describing thevaluation and auditingmethods used.

The organisations written gifts-in-kind

policy- states under which conditions and forwhich purposes gifts-in-kind are beingaccepted;

- provides clear parameters for valuationand auditing of gifts-in-kind.

The organisations documentation of allmajor institutional gifts and gifts-in-kind is

complete and up-to-date.

o

Not applicable

CIVICUS does not currently

receive any in-kind supportother than voluntary labour.Volunteers are noted in theannual report anddocumentation is kept.

25 The organisation ensures thatdonations sought indirectly,such as through third parties,are solicited and received infull conformity with its ownpractices.

The organisations policy for the use ofagents or other third parties for fundraisingpurposes states- that contracts between the organisation

and a third party will be in writing andthat these contracts will oblige the third

party to comply fully with theorganisations fundraising policy and

ethical standards.

o Not applicableCIVICUS is currently notengaged in third-partyfundraising


The organisation confirms for the reportingperiod that it has no knowledge of anysignificant breaches of its fundraising andrelated policies and that it has resolved anyformal written complaints it may havereceived concerning its own or its agentsfundraising materials and practice.

o Fully


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The Organisation has a Board authorisedsystem to deal with complaints.

Professional Management


27 The organisationsmanagement is professionaland effective and theorganisations policies andprocedures seek to promoteexcellence in all respects.

The organisations written managementterms and conditions, policies andprocedures contain- job specifications and personnel profiles

for the CEO and Senior ManagementTeam positions

- annual work plans for the CEO and theSenior Management Team directlyreferring to the organisations strategy

- an appraisal system with the CEO beingappraised by the governing body.

The organisations strategy and key policieslay down clear objectives and criteriadefining excellence.

o Fully

28 Financial management andcontrol ensure that all fundsare effectively used andminimise the risk of fundsbeing misused.

The organisation operates according to abudget approved by its governing body.

The organisation exercises adequateinternal controls over disbursements toavoid unauthorised payments, prohibitingany un-auditable transactions or loans to

members of its governing body or staff.

The organisations annual, audited financialstatements- are produced by a certified public

accountant;- presented timely (normally not later

than 6 months after the end of the

o Fully


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financial year) and in line with theorganisations written finance policy;

- comply with nationally acceptedaccounting standards and legalrequirements.

29 The organisation hasevaluation procedures for itsgoverning body, staff,programmes and projects andconducts monitoring andevaluation on the basis ofmutual accountability.

The organisation incorporates appropriatemonitoring and evaluation practices in allrelevant policies and systems establishingmutual accountability as part of its culture.

The organisation conducts regular anddeliberate evaluative activities to examine

progress towards its goals and mission; andapplies in its budget and work plansadequate financial and human resources formonitoring and evaluation.

o PartiallyGood progress has been madeand full compliance can beexpected by end of 2010 whenthe Impact planning andlearning framework is fullyoperational.

30 The organisation ensures thatits partners meet the higheststandards of probity andaccountability.

In its policies guiding the selection of andcooperation with partners the organisation- identifies adequate criteria for the

selection of effective, legitimate andreliable partners;

- takes adequate provisions to excludelinks with organisations or individualsinvolved in illegal or unethical practice.

o Fully

31 The organisation recognisesthe crucial role the quality anddedication of its staff play inthe success of its work and iscommitted to investing inhuman resource development.

The organisations written human resourcespolicies and procedures- conform fully with relevant international

and national labour regulations;- provide for remuneration and benefits

levels which strike a balance betweenpublic expectations of not-for-profitorganisations and the need to attractand retain the staff the organisationneeds to fulfil its mission;

- apply the best voluntary sectorpractices in terms of employee andvolunteer rights and health and safety at

o Fully


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work.- include procedures for evaluating the

performance of all staff on a regularbasis.

32 The organisation takes allrequired provisions to excludecorruption and bribery from itswork.

The organisations relevant policies- specifically prohibit acts of bribery or

corruption by staff or other personsworking for, or on behalf of, theorganisation;

- identify appropriate steps to beundertaken in cases of suspectedbribery or corruption.

o Fully

33 The organisation respectssexual integrity in all itsprogrammes and activities,and prohibits genderharassment, sexualexploitation anddiscrimination.

The organisations relevant policies containappropriate provisions- preventing sexual exploitation, abuse;- ensuring gender equality;- preventing discrimination in all its forms;- fostering ethnic and racial diversity.-

o Fully

34 The organisation providesinternal feed-back

mechanisms making sure thatthe organisation consistentlystays within its ethical andlegal framework and followsits mission.

The organisations written whistle-blowingpolicy enables and encourages staff to draw

managements attention to activitiesthat may not comply with the law or theorganisations mission and commitments,including the provisions of the INGOAccountability Charter.

o PartiallyWhilst CIVICUS does not haveexplicit whistle-blower policy,

concerns raised are dealt withthe same manner as allegationsof sexual harassment(described above)In the meantime, the humanresources policies are beingamended to incorporate explicitprovisions for adoption duringthe first quarter of 2010 and for

reporting during the 2009/10reporting cycle.


The organisation confirms for the reportingperiod that it has no knowledge of anysignificant breaches of its managementpolicies or related policies and proceduresand that it has resolved any formal written

o Fully


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Documents

Civicus Accountability Report