Use this to evaluate your organization. This document will help in evaluating and coming up with an expected result. This document would give a guideline of a hoped future.

1. Grants 003: AFEW Kenya
Page 1 of 7
AFEW Kenya : Grants Management:
CAPACITY SELF-ASSESMENT OF GRANT APPLICANT
1 ELIGIBILITY YES NO
1.1 Please confirmthatthere are nopendinglegal actionsagainstyourorganization.If there are,
please provide more detailsinthe Commentsbox below (question1.7).
1.2 Doesyour organisationhave abankaccount inits name?
1.3 Is the organisationastate authorityor legallyregisteredwithstate authorities,orrecognized
by internationaltreatiesasone of the following?If yes,pleasetickthe appropriate answer
below.
☐ a governmental institution;
☐ an inter-governmental institution(e.g.otherUnitedNationsagency);
☐ a non-governmental organization;
☐ a legallyregisteredcommunity/civil society organization;
☐ an academicor publicresearchinstitution;
☐ a charitable foundation.
Please provide the legal registrationdate,place,andregistrationnumberinthe Comments
box below(question1.7).
1.4 Do youdeclare that yourorganisationisNOTcurrentlysuspendedordebarredby AFEWor
any otherorganization,
1.5 Do youdeclare that yourorganisationisnotconnectedinanyway to anddoesnot provide
supportto individualsorentitiesassociatedwithterrorism, asincludedinthe listmaintained
by the SecurityCouncil Committee establishedpursuanttoitsResolutions1267 (1999) and
1989 (2011)?
1.6 Can youplease confirmthat,tothe bestof your knowledge,yourorganisationdoesnothave
any personal orprofessionalrelationshipswith AFEW?

2. Grants 003: AFEW Kenya
Page 2 of 7
If the answerisYES, please provide all relevantdetailsunderpoint1.7 below.Please note
that the disclosure mustinclude,butnotbe limitedto:
- ANYcurrent or past employmentrelationshipwith AFEWof yourorganisation’s
representativesandemployees;
- ANYcurrent or past relationshipwithany AFEWstaff member(familymembers,spouses,
etc.) of your organisation'srepresentativesandemployees.
1.7 Please provide anyexplanations,commentsandqualificationstothe answersprovidedaboveregarding
the eligibilitycriteria:
2 GOVERNANCE YES NO
2.1 Doesyour organisationhave internal statutesand bylawsthatgovernyourpolicies,
procedures,ownershipandmanagement?
2.2 If the answertothe previousquestionisyes,dothe statutesandbylawsforesee thata
governingbodycontrolsthe management?
2.3 Doesthe governingbodymeetona regularbasisandperformoversightfunctions?
2.4 Doesyour organisationhave statutoryreportingrequirements(e.g.:onfinancial resultsand
managementactions)?
2.5 If the answertothe previousquestionisyes,isyourorganisationincompliance withsuch
requirementsforthe previousthree fiscal years?
2.6 Doesyour organisationhave anti-fraudandcorruptionpolicywith clearsanctionandrules?
2.7 Please provide anyexplanations,commentsandqualificationstothe answersprovidedaboveregarding
the questionsongovernance:
3 ORGANIZATIONALSTRUCTURE ANDSTAFFING YES NO
3.1 Doesyour organisationhave amanual withclearlydefinedpoliciesfortransparentand
competitiverecruitmentandpersonnel management?
3.2 Are the job descriptionsforthe staff inyourorganisationclearlydefined?

3. Grants 003: AFEW Kenya
Page 3 of 7
3.3 Doesyour organisationhave professional staff employedonfull time basisdedicatedtothe
followingareas?
Accountingandfinance
Internal audit
Procurement
Human Resources
Communication
3.4 Please confirmthat yourorganisationisable toprovide the requiredservicessatisfactorily
withoutrecruitingadditionalresource persons;if not,please specifythe expertise that
wouldbe outsourcedandthe activitiesforwhichitwouldbe requiredinthe Commentsbox
below(question3.11).
3.5 Doesthe organisationhave aformal policyforrecord keepinganddocumentmanagement?
3.6 Are there structuredinternal reportingformatsandproceduresestablishedtofacilitate
reportingthe performance of externallyfinanced activities?
3.7 Doesyour organisationdocumentitsperformance throughannual orperiodicreportswhich
are made public?
3.8 Doesyour organisationhave adocumentedinternal control frameworkwhichisdistributed
and made available tostaff andupdatedperiodically?
3.9 Doesthe organisationhave acode of conduct or any otherofficial guidelinesregarding
ethical behaviorandadministrativesanctionsproceduresforemployees?
3.10 Is the organization'sstaff trainedtomaintaintheirbasic occupationalhealth, safetyand
securityduringoperations?
3.11 Please provide anyexplanations,commentsandqualificationstothe answersprovidedaboveregarding
the questionsonorganizationalstructure andstaffing:
4 ACCOUNTINGPOLICIESANDPROCEDURES YES NO

4. Grants 003: AFEW Kenya
Page 4 of 7
4.1 Doesyour organisationhave anaccountingsystemthatallowsforproperrecordingof
financial transactions,includingallocationof expendituresinaccordance withthe respective
components,disbursementcategoriesandsourcesof funds?
4.2 Are all accountingand supportingdocumentsretainedinanorganizedsystemthatallows
authorizeduserseasyaccess?
4.3 Are the followingfunctionalresponsibilitiesperformedbydifferentunitsorindividuals:(a)
authorisationtoexecute atransaction;(b) recordingof the transaction;and(c) custodyof
assetsinvolvedinthe transaction?
4.4 Are the functionsof ordering,receiving,accountingforand payingforgoodsand services
segregated?
4.5 Are bank reconciliationspreparedbyindividualsotherthanthose whomake orapprove
payments?
4.6 Doesyour organisationhave inplace controlsforthe preparationandapproval of payroll
expenditures?
4.7 Doesyour organisationhave asystemforcontrollingthatdirectstaff salarycostsreflectthe
actual amountof staff time spentona project?
4.8 Doesyour organisationhave specificcontrolsforauthorizingthe actionsandapprovingthe
reimbursementorpaymentof travel andhospitalitycosts?
4.9 Doesyour organisationhave specificcontrolsovercashpayments?
4.10 Doesyour organisationtake outinsurance forhealthand/orrepatriationof the staff working
infieldlocations?
4.11 Please provide anyexplanations,commentsandqualificationstothe answersprovidedaboveregarding
the questionsonaccountingpoliciesandprocedures:
5. OPERATIONALCAPACITY YES NO
5.1 Doesthe organisationhave atleast3 full-time staff?
5.2 Doesyour organisationhave previousexperience inthe targetareafor the requested
activities?

5. Grants 003: AFEW Kenya
Page 5 of 7
5.3 Doesyour organisationhave in-countrycore resourcessuchthatcan maintaincontinuing
fieldpresence andbasicoperations?
5.4 Do youmaintainfull-time year-roundofficesinthe area(s) of the proposedoperations?
5.5 Do youhave other collaborators andpartnershipwithotherorganizationsorpersons?
5.6 Doesyour organization ownandoperate inthe areavehicles oranyothermeans that can
provide adequate transportcapacityforthe requiredoperations?
5.7 Doesyour organisationownandoperate inthe areaIT equipmentandresourcesthatcan
provide adequate connectivityandelectronicsupportforthe requiredoperations?
5.8 If applicable,doesyourorganisationhave the necessary trainingandfacilitationskillsfor
providingtrainingtothe beneficiariesinthe targetarea(s)?
5.9 Please provide anyexplanations,commentsandqualificationstothe answersprovidedaboveregarding
the questionsonoperational capacity:
6. FINANCIALREPORTINGANDASSETMANAGEMENT YES NO
6.1 Doesyour organisationhave establishedfinancial reportingproceduresthatspecifywhat
reportsare to be prepared,the source systemforkeyreports,the frequencyof preparation,
whattheyare to containand howtheyare to be used?
6.2 Are your organization’soverall financialstatementsauditedregularlybyanindependent
auditorinaccordance withappropriate national orinternational auditingstandards?If so,
please provide the name of the auditorinthe Commentsbox below(question6.9).
6.3 Were there anymajor issuesrelatedtoineligible expenditure involvingdonorfundsreported
inthe auditreportsoverthe past three years?If yes,please provide more detailsinthe
Commentsbox below(question6.9).
6.4 Doesyour organisationhave acomputerizedfinancial managementsystem?
6.5 If the answertothe previousquestionisyes,canthe computerizedfinancial management
systemproduce financial reportsoncash-basisaccounting?
6.6 Doesyour organisationhave inplace apolicyandprocedurestoprotectassetsfromfraud,
waste and abuse?

6. Grants 003: AFEW Kenya
Page 6 of 7
6.7 Is responsibilityforreceivingandissuing inventorysegregatedfromthatforupdatingthe
inventoryrecords?
6.9 Please provide anyexplanations,commentsandqualificationstothe answersprovidedaboveregarding
the questionsonfinancial reportingandassetmanagement:
7. PROCUREMENT AND CONTRACTADMINISTRATION YES NO
7.1 Doesyour organisationhave writtenprocurementpoliciesandprocedures?
7.2 Are exceptionstoprocurementproceduresapprovedbymanagementanddocumented?
7.3 Doesyour organisationhave acomputerizedprocurementsystemwithadequate access
controlsand segregationof dutiesbetweenenteringpurchase orders,approvalandreceiving
of goods?
7.4 Doesyour organisationhave astructuredprocurementunitwithdefinedreportinglines?
7.5 Do your organisationproceduresrequire writtenorERP-basedauthorizationsforpurchases?
7.6 Doesyour organisationapplyformal guidelinesandprocedurestoidentify,monitoranddeal
withpotential conflictsof interestwithpotential suppliers/procurementagents?
7.7 Doesyour organisationfollowwell-definedrulesandproceduresforsourcingsuppliers(e.g.:
wide broadcastingof tenders)?
7.8 Doesyour organisationfollowwell-definedrulesandprocedurestoensure asecure and
transparentbidandevaluationprocess?
7.9 Doesyour organisationhave rulesandproceduresonmanagement/administrationof major
contracts?
7.10 Doesyour organisationhave specificallydesignatedpersonneltomonitorexpirationof
performance securities,warranties,liquidateddamagesandotherriskmanagement
instruments?
7.11 Please provide anyexplanations,commentsandqualificationstothe answersprovidedaboveregarding
the questionsonprocurementandcontractadministration:

7. Grants 003: AFEW Kenya
Page 7 of 7