1. SERVICES DELIVERY
Title: sectoral expertise
policies and procedures
Ref. No:
001
1.0 PURPOSE
To develop an appropriate system to identify and select the right qualified personnel for
each sector of the organization.
2.0 DEFINITION OF TERMS
BOD Board of Directors (a group of people who leads an organization or has legitimacy
to lead) Recruitment The process of selecting a new employee
Appraisal Judgment of the value of the performance or nature of somebody/something
3.0 SCOPE
The procedure will be applied to all Organization’s offices and will cover:
a. Sectoral expertise
b. Program assessment
c. Marketing
d. Ownership
e. Stakeholder commitment
f. Knowledge of intervention
g. Program of actual needs and formulating of indicators
4.0 RESPONSIBILITIES
Board of Directors
Project Manager
Personnel affairs
5.0 SECTORAL EXPERTICE POLICIES:
NAHDA shall pursue policies and enact mechanism for effective, relevant and
responsive service delivery.
In this respect the Organization shall enact mechanism for:

2. A. Establishment of the relevant sectoral expertise within the Organization.
B. Ability to adapt program and service delivery to changing needs of the stakeholders.
6.0 STEPS OF THE PROCEDURES
6.1 Relevant sectoral expertise within the Organization
6.1.1 The Organization shall have the qualified staff that can satisfy both the
beneficiaries and the stakeholders
6.1.1 All the Organization’s staff will have qualification certificates and acceptable
experience. In addition to that they must show good professional performance.
6.1.2 The BOD shall recruit highly qualified and well-experienced staff for the different
sections of the Organization.
6.1.3 Selection criteria of staff shall be clearly mentioned the needs of the positions.
6.2 Ability to adapt program and service delivery
6.2.1 Focus on getting experts who are competent in its sectoral areas.
6.2.2 Benefit the existing local expertise which will lead the organization to
sustainability
6.2.3 Organize symposiums and workshops participated by sectoral experts and field
experts to accumulate the required knowledge and information from the stakeholders.
6.2.4 Prepare the required sectoral experts from the target groups during the
implementation programs/projects
6.2.5 Exert efforts to get technical assistance from its donors
6.2.6 Join the sectoral committees of NGO’s networks and consortiums.
6.2.7 Share its field experiences with experts from other organization.
6.2.8 It is the responsibility of the BOD and executive director to make sure
professionals are retained in the organization.
7.0 REFERENCES AND CROSS REFERENCE
Personnel Policy of the BOD
BOD constitution and bylaws
8.0 CIRCULATION LIST
BOD, Human resource Department
Program Director/coordinator

3. Title: Stakeholders
commitment/Ownership
Policies and Procedures
Ref. No
002
1.0 PURPOSE
To establish a system that can identify, the needs of the NAHDA stakeholders and
create sense of ownership and ensure sustainability of organizational programs.
2.0 DEFINITION OF TERMS:
Sustainability:
The status of stability of a program
Protestation:
Strong statement that something is true, especially when other people do not believe
you
Mission:
A broad statement that highlights your future activities in order to achieve your mission
Vision:
The dream of the Organization
Goals:
Something that you hope to achieve or pursue
Empower:
To give somebody more control over their own life or situation they are in.
Monitoring:
To watch and check something over period of time in order to see how it develops so
that you can make any necessary changes
3.0 SCOPE
This procedure will be applied to all NAHDA offices and will be covered the following
are:
1. Program protestation based on actual needs
2. Definition of program priorities and services in collaboration with stakeholders.

4. 3. Efficient, adequate, cost effective and timely programs.
4.0 RESPONSIBILITIES
6.1 Program coordinator.
6.2 Program officers.
6.3 Field officers
5.0 POLICIES:
The organization shall establish a procedure that ensures stakeholders commitment and
ownership during and after the implementation of the project.
6.0 PROCEDURES
6.1 Program based on needs
a. Community mobilization and creation of awareness shall be carries out by community
mobilizers.
b. Community shall be trained to understand the mission, vision and goals of the
Organization.
c. Project objectives will have relationship to the national and sectoral objective of the
country.
6.2 Participative approach
a. Establishment of project committees
b. Encourage all types of participation such as information sharing, consultation,
collaboration and empowerment in needs identification, project design, implementation,
supervision, monitoring and evaluation.
c. Disseminate reports on the progressive of the intervention and financial statement to
the stakeholders.
d. Create awareness of knowledge of intervention areas to full range of stakeholders.
e. Focus on conditions and techniques to adapt to program and service delivery to
changing needs of stakeholders.
6.3 Efficient Program
6.3.1 Adequate:
A quantitative analysis will be used to assess the adequacy of the program. A tabulated
approach will be adopted.

5. 6.3.2 Cost effective:
A cost benefit analysis (CBA) will be done on a participative approach. A summary of
CBA will be showed with stakeholders
a. Prepare project budget in advance.
b. All expenses must be in line with project budget.
c. Prepare expenditure report (budget vs expenses).
d. Disseminate all the report to the concerned stakeholders.
6.3.3 Timely:
All programs will be designed to be realistic by conducting adequate resource and risk
analysis. Such reports shall be shared with the stakeholders. A tabulated method of
projections and regular monthly activity plan and review status will be part of the
culture of the NAHDA.
a. Determine the time frame for each project during the planning stage.
b. Prepare in advance activity plan according to the duration of the project.
c. Determine spare time for any unpredicted change.
d. Keep monitoring the activities done and remaining time and activities.
e. Keep adjusting the activity plan as result of monitoring.
f. All reports must be timely and disseminated to the stakeholder.
7.0 REFERENCES
External relation manual
8.0 CIRCULATION LIST
Program coordinator
Field officers
Information officer
Board of directors
Key stakeholder
9.0 RECORDS GENERATED
Minutes, Records files
Reports, Strategic, plan Workshops, Invitation letter

6. Title: Project Impact
assessment Policies and
Procedures
Ref. No
003
1.0 PURPOSE
To develop policy and procedures to assess, monitor and evaluate the planned and
implemented programs/projects of the organization.
2.0 DEFINITION OF TERMS
Baseline data: Gathering information before and after the project start
Indicator: pointer
Assessment: An opinion of judgment about Baseline data collection
Evaluation: Assessment for cost estimating
Stakeholder: A Stakeholder is any person, group, or organizations that can put certain
claim on your organizations attention, time, resources and services.
Communication: Transfer of information from one person to another (Sender and
receiver)
Project cycle: Is a method of managing the various phases of the project cycle
Impact: Feasible results of projects activities in long term or short period as expected
from the plan
Social culture: Combination of Norms and Values that rules group of people
Action Oriented: Activity oriented, result focused
3.0 SCOPE
The procedure will be applied to NAHDA Board of Directors, field officers, program
coordinator and key stakeholders and will cover:
a. How to conduct monitoring and evaluation assessment.
b. Involvement of the beneficiaries.
4.0 POLICIES:
NAHDA shall enact mechanisms ensuring:
A. The appropriate baseline data is collected by the organization before any sort of
assessment is done.

7. B. The indicators of success are mentioned in the program/project assessment to
facilitate monitoring and evaluation.
C. That the data shall focus on answering operational questions and generating action-
oriented recommendations.
5.0 STEPS OF THE PROCEDURES
5.1 Baseline Data
a. The program coordinator shall be responsible to make sure that the collection of base
line data is done before the project start.
b. Baseline data shall include statistics, pictures, security situation, distance,
infrastructure and mode of communication.
c. A selected team shall conduct baseline assessment before the beginning of the
project.
d. The team shall conduct a survey using a structured question and answers style. The
questionnaire set up for the baseline assessment must be appropriately based on the
kind of information required.
e. The organization shall train the team to assure the collection of relevant information;
in this respect the organization shall conduct one-day training for briefing.
f. The outcome of the baseline study shall be documented and filed.
5.2 Monitoring and Evaluation
a. The program people shall produce monitoring and evaluation Gantt chart during
project implementation.
b. The outcome of the monitoring and evaluation surveys shall be disseminated and
used in future programs/projects.
c. Monitoring and evaluation gathering shall be based on the project impact indicators.
d. NAHDA is shall establish an Indicator of success and/or failer of the project.
e. During the Monitoring and evaluation stage of any project, the target group shall
participate actively.
5.3 The NAHDA shall involve the Donors/beneficiaries in all stages of project
cycle from design to evaluation.

8. a. The Organization gave full mandate to the donor community to carryout monitoring
and evaluation freely by themselves or by an independent consultant.
b. Mobilize local skills, knowledge and practices in program cycle.
c. Assess the social and cultural factors that affect the ability of stakeholders to
participate or benefit from NAHDA’s policies or programs.
d. Assess the impact of the project/program on the various stakeholders, particularly,
women and other vulnerable groups and develop contingency plans to mitigate adverse
impacts.
e. Make all arrangements needed for participation in service delivery and build the
capacity required at the appropriate levels.
f. Conduct stakeholder analysis which shall be relevant to stakeholder groups, their
interests, influence, and power, and how they will be affected by the services.
g. Develop plans in consultation with stakeholders that findings are discussed with the
affected people. The conclusions and recommendations should be appropriate.
h. Use simple but relevant impact analysis methods to analyze project regularly.
6.0 RESPONSIBILITIES
Director General
Program Manager
Field officers
Beneficiaries
Donors
7.0 CIRCULATION LIST
Program Department, Executive office, Boar of directors, Key stakeholders
8.0 RECORDS GENERATED
Project proposal impact indicators
Monitoring/ Evaluation timetable, Monitoring and evaluation report. Assessment report,
Monitoring and evaluation format, Questionnaire

9. Title: marketing and
ownership building
policies and procedures
Ref. No
004
1.0 PURPOSE
The purpose of this procedure is to ensure that NAHDA Is programs have adequate
funds to implement and guarantee the ownership of the programs among the
stakeholders.
2.0 DEFINITION OF TERMS
Marketing:
Is the activity of presenting programs to the stakeholders and selling/buying
goods/services?
Networking:
Closely connected group of people
Events:
Things that happens, especially important thing
Techniques:
Particular way of doing something, especially one in which you have to learn special
skills
Efficient:
Doing something well and thoroughly with no waste of time, money or energy
Involvement:
The act of allowing other people, organization to participate special activity
Feedback:
Advice, criticism or information about how good or useful something or some bodywork
3.0 SCOPE
The procedures will applied to Board of directors, Program coordinator and key
stakeholder and will cover: Stakeholders relationship,
a. Networking
b. Marketing and ownership.

10. 4.0 RESPONSIBILITIES
Board of directors
Program Coordinator
Key stakeholders
5.0 POLICIES
NAHDA shall enact mechanisms to ensure:
A. Promoting stakeholder relationship
B. Proper marketing of its programs/projects.
C. Ownership of the programs among stakeholders.
6.0 STEPS OF THE PROCEDURES
6.1 Promoting stakeholder relationships
NAHDA shall:
a. Develop trustful relationship between the organization and the stakeholders by
organizing meetings and other events.
b. Join networks in order to develop wide range contacts that know the organization
and its work.
c. Be active in networks and other civil society groups by writing and speaking to them
and keeping in touch with stakeholders.
d. Participate the gathering of the similar CSO’s and donors to sell its programs by
disclosing the positive impact.
e. Use methods and techniques to make programs efficient, adequate, cost effective
and timely.
f. Create mechanisms to share information and disseminate the outcomes of the
program results with its stakeholders.
g. Develop strategies to educate stakeholders the benefits of the NAHDA’s programs
and the importance of the stakeholders’ involvement.
h. Develop a sense in which the trained members from the beneficiaries shall maintain
the possibilities for the continuous running of the project.

11. 6.2 Strategies to market programs to stakeholders.
NAHDA shall:
b. Identify the international and local appropriate donors.
c. Submit the appropriate project proposals to adequate donors.
d. Create projects supported by the beneficiaries.
e. Show competency and credibility to the stakeholders.
f. Convince the donors/stakeholders by providing appropriate feedback.
g. Show evidence to the sustainability of the previous project implemented by the
organization.
h. Use print and electronic media, also use visual aids and performance arts to enhance
the impact of NAHDA’s marketing associative
6.3 Ownership of the programs among stakeholders.
a. To assess stakeholder interest and the potential impact of the program on these
interests, NAHDA shall focus on the stakeholders’ expectations, resource that
stakeholder might be able and willing to mobilize and the stakeholder interests conflict
with the program goals.
b. Involve stakeholders of high influence and high importance in the program.
c. Continuously promote the collaboration with key stakeholders groups using
participatory methods such as stakeholders’ workshops, local consultations and
evaluation.
d. Encourage all types of participation such as information sharing, consultation,
collaboration and empowerment in needs identification, project design, implementation,
supervision, monitoring and evaluation.
e. Disseminate reports on the progressive of the intervention and financial statement to
the stakeholders.
f. Focus on conditions and techniques to adapt to program and service delivery to
changing needs of stakeholders.
g. Involve the beneficiaries in all stage of project cycle from design to evaluation
h. Mobilize local skills, knowledge and practices in program cycle.

12. 7.0 REFERENCES
NAHDA Constitution
8.0 CIRCULATION LIST
Board of directors
Program coordinator
Key stakeholders
9.0 RECORDS GENERATED
Assessment report
Phase out agreement
List of the trained staff
Questioners
Prepared by: NAHDA Team
Prepared Date: May 2011
Approved by: NAHDA BOD
Approved Date: June 2011
Date reviewed: May 2012
Date of Next review: May 2013