1. SUSTAINABILITY POLICY AND PROCEDURE
Title: Program/Benefit
sustainability Policies
and Procedures
Ref. No:
001
1.0 PURPOSE
To train the development committee, project implementation committee and the project
maintenance committee.
To promote the capacity of the beneficiaries in participating in the planning,
implementation and maintenance of the organization’s programs
2.0 DEFINITION TERMS:
Senior:
High rank or status than others
Planning:
Something that you want to achieve or gain
Ownership:
A fact of owning something a growth in Home ownership
Facilitator:
A person who helps somebody to do something
3.0 SCOPE
The procedure applies to all the committees coming from the community. It would be
applied if a new committee member or team is selected from the community.
4.0 RESPONSIBILITY
The Board
The executive
Senior departmental staff
It is the responsibility of the organization’s senior management and board to train and
promote the capacity of the community committees participating in the organization’s
programs.

2. The committee would be responsible of participating in the planning, implementation
and maintenance of program benefits.
5.0 POLICIES
NAHDA’s policy of sustainability involves the development of community committees in
order to promote ownership and sustainability of the benefit of the programs. The
committee include; development committee, implementation committees and
maintenance committees.
6.0 PROCEDURE:
a. It is the policy of NAHDA to train committees of various responsibilities in order to
uphold the participation of the community in the organization’s day-to-day activities.
b. After the selection of the committees NAHDA shall conduct a training session of
certain days to the newly appointed committees.
c. The organization shall hire a facilitator to conduct the training.
d. If there is the need of professionalism, the organization shall hire an expert to
perform the training needs.
e. The expert shall prepare the training objectives basing it on the kind of performance
the organization needs.
f. If the committees are not new and are familiar with the terms of the project, then the
organization shall only orient the committee.
7.0 REFERENCES:
Sustainability manuals of the NAHDA
Governance manual
Management practice manual
8.0 CIRCULATION OF LIST:
The NAHDA Board
The executive team
Senior departmental staff
9.0 RECORDS GENERATED:
Reports, Invitation cards, Publication, M&E reports

3. Title: Organizational
sustainability policies
and procedures
Ref. No
002
1.0 PURPOSE
To create a mechanism to ensure that projects are sustained and utilized relevantly
with the potential to make difference in the lives of the people
2.0 DEFINITION OF TERMS:
Voting:
The action of choosing somebody or something in an election or at a meeting
Consensus:
An opinion that all members of a group agree with
Volunteer:
A person who does a job without being paid for it
3.0 SCOPE
The procedure applies after the completion of any project by NAHDA and preparation of
phasing out strategy and will cover:
4.0 RESPONSIBILITY
Board
Executive
Senior departmental staff
5.0 POLICY
NAHDA shall pursue policies for the sustainability of programs/projects implemented by
the Organization. In this respect, the NAHDA shall enact mechanisms for:
A. Establishment of Project Implementation Committee
B. Responsibilities of the Project Implementation Committee
6.0 STEPS OF THE PROCEDURE
In order to assure that projects are sustainable for a long time, NAHDA shall:
1. Organize a meeting in which the leaders of the community shall be attended.

4. 2. In the meeting, NAHDA shall propose the selection of a Development Committee
through voting.
3. The elected committee shall also elect a Director and a Deputy Director in its
members.
4. The Director and the Deputy Director shall be elected through consensus by the
other members of the committee.
5. The board Director of NAHDA shall ensure to tell the responsibility of the
development committee.
6. In the meeting and in the presence of all people, the Board Director shall be cleared
on the volunteerism of the committee and their willingness to serve their people.
7. The life period of this community shall be one year. A similar meeting shall be
conducted after their period expires and a new Development Committee shall be
elected through the same procedure.
8. NAHDA shall summon a meeting of the development committee after every three
months to get informal reports from the committee.
6.2 The responsibilities of the Development Committee
The Development Committee shall:
a. Work with the organization in planning and maintenance of benefits.
b. Be responsible of monitoring and safeguarding of the project’s existence.
c. Be responsible of reporting to the organization of any extreme damage to the project
beyond what the community can afford to solve.
d. Be responsible of monitoring the project and as well as getting constant informal
reports from the Development Committee.
7.0 REFERENCES:
Sustainability manuals of the NAHDA
Governance manual
Management practice manual
8.0 CIRCULATION OF LIST:
The NAHDA Board
The executive team and senior departmental staff

5. Title: Contribution of the
members policies and
Procedures
Ref. No
003
1.0 PURPOSE
To obtain financial contributions from the organization’s members to promote the
organization’s sustainability
2.0 DEFINITION TERMS
Subscription:
An amount of many you pay usually once a year
Contribution:
A sum of many that is given to a person or an organization in order to help pay for
something
3.0 SCOPE
The procedure applies to all individuals holding an official and legal Membership of the
organization and currently available in or outside the country and will cover:
4.0 RESPONSIBILITY
The Board
The executive
Senior departmental staff
5.0 POLICY
It is the policy of NAHDA to receive membership’s subscription; the strategy that
promotes the organization’s sustainability. In this respect NAHDA shall enact
mechanisms for:
A. Obtaining contributions from its members.
B. the Membership subscription of the Organization
6.0 PROCEDURE
a. All NAHDA members shall contribute monthly to the organization.
b. Every official member shall subscribe $30 to the organization.
c. The Board-Director shall contact every member after the end of every month.

6. d. Members present at the NGO’s constituency shall be convened a meeting and
informed.
e. Others living away from the constituency shall be contacted by telephone, e-mail or
any other means of Communication
f. Any member who fails to contribute after the end of the month shall justify his/her
failure.
g. The justification shall be forwarded 5 days after the expire of the contribution period.
h. The justification shall be acceptable to the rest of the members.
i. Members shall submit their $30 subscription fee any day during the first 10th
days of
the any month.
j. Any member who fails to subscribe in two consecutive monthly Contributions shall
miss his/her membership of the organization.
k. NAHDA shall issue a receipt to any member who provides his/her contribution.
l. Subscriptions from members shall be put into the NGO’s safe-box.
7.0 REFERENCES:
Sustainability manuals of the NAHDA
Governance manual
Management practice manual
8.0 CIRCULATION OF LIST:
The NAHDA Board
The executive team
Senior departmental staff
9.0 RECORDS GENERATED
Reports
Invitation cards
Publication
M&E reports

7. Title: Fundraising
strategy Policies and
procedures
Ref. No
004
1.0 PURPOSE:
To establish a guideline that enables the organization to recover costs for the
sustainability of the organization.
To enable the organization to invest and maintain programs through the participation of
the community
2.0 DEFINITION OF TERMS
Fundraising:
A way or process of collecting money for the organization
Tradition:
A belief or culture that certain people have
Guideline:
Rules or instructions that are given by an official organization telling them how to do
something
3.0 SCOPE
This procedure applies the time when the organization is to execute its fund-raising
programs.
4.0 RESPONSIBILITY
The Board
The executive team
Senior departmental staff
5.0 POLICY
NAHDA recognizes the necessity of community participation in the investment of
projects and promoting the organizational sustainability through the help of the
community. In this respect, NAHDA shall enact mechanisms for:
A. The involvement of the community for the fundraising activity.
B. The Traditional fundraising

8. C. Reports of the fundraising officer
6.0 PROCEDURES:
a. The BOD shall select one of its members as an officer for the fundraising activity
every year.
b. The fundraising officer of the Board shall be responsible for setting the date of the
fundraising activities every year.
c. The Officer shall convene the meeting every place where the BOD is identified the
opportunity of getting funds.
d. In that meeting the officer shall identify the project to be invested and shall prepare
a list of prospective donors,
e. The fundraising officer shall decide how to contact the prospective funders.
6.1 Traditional fundraising
a. For traditional fundraising, the officer shall conduct community awareness to
stimulate community feelings and alerts their attention towards a participatory
fundraising.
b. The awareness shall be conducted through dramas, songs, poems etc.
c. The officer shall write a proposal of what sort of project shall be invested through the
fund-raising.
d. The proposal shall indicate the name of the project, implementing constituency, legal
holders of the project, location of the project, background information of the project,
problem and project identification, project design, project implementation, monitoring,
evaluation and reporting.
e. After the fundraising, the officer shall send letters of thanks to key participators of
the activity.
f. The letters of thanks shall be sent though any means of communication available;
through telephone, hand delivery postal or electronic mail.
6.2 Reports of the Fundraising Officer
a. The BOD Officer for fundraising shall provide a report about the fundraising and
disseminate it to the key participators and the entire community.
b. Reports will clearly mention the names of the fundraisers.

9. c. The reports shall also clear out the activities in which the funds will be used for.
d. Activity reports and financial reports shall disseminate regularly to the funders.
e. The sub-committee shall be responsible for reporting to the Board-Director about
their achievements and accomplishments every year.
7.0 REFERENCES:
Sustainability manuals of the NAHDA
Governance manual
Management practice manual
Management & Organizational behavior
8.0 CIRCULATION OF LIST:
The NAHDA Board
The executive team (Management)
Senior departmental staff
9.0 RECORDS GENERATED:
Reports
Invitation cards
Publication
M&E reports