This document outlines procedures for an NGO to collaborate with various stakeholders, including local communities, private sectors, government authorities, funders, media, and the public. The key points are: 1) The NGO aims to benefit from resources available in local communities and the private sector by hiring locally when possible and networking with private sectors. 2) Maintaining contact with decision makers and inviting them to events is a priority to promote the NGO's relations with the government. 3) Regular reporting, participation in planning, and communication are emphasized to satisfy funders and ensure credibility and accountability. 4) A public information officer will handle media relations through interviews and press releases to attract attention and promote any

1. EXTERNAL RELATIONSHIP
Title: Collaboration with
Local Community & Private
Sectors
Ref. No:
001
1: PURPOSE
To enable the organization to benefit from the technological expertise and human resource
available from the local community and the private sector
2: DEFINITION OF TERMS:
Expertise: a person with knowledge and skill in a particular subject, activity or job.
3: POLICY
It is the policy of NGO that it should highly appreciate collaborating and benefiting from the
resources available in the local communities and the private sector
4: SCOPE
The procedure applies to the organization’s collaboration to the local community and
private sector.
5: PROCEDURE STEPS
5.1: Hiring of professional employees:
a. Advertisement for job opportunities shall be conducted internally first.
b. NGO shall hire professionals available in the local area if they qualify for the vacancy.
C. If local hiring is negative, and then the NGO shall conduct external advertisement.
d. The organization shall hire non-professional and unskilled labourers from the local
community.

2. 5.2: Private sectors.
a. NGO shall network with the private sector.
b. NGO will exchange human resource with the private sector.
c. The Board shall be responsible of negotiating with the private sector when their
assistance is needed.
d. The Board shall authorize the legitimacy of conforming any request from the private
sector
e. NGO shall conduct a workshop for the private sectors available in the area in order to
promote networking with them and familiarize the importance of networking.
6: ESPONSIBILITY
6.1. The Board of Directors would be responsible for collaborating with the local
communities and private sectors for technical, material and human resource.
6.2 The senior management of the NGO would be responsible for identifying the local
resources available in the community.
7.0 REFERENCES:
7.1 Governance manual
7.2 Management practice manual
8.0 CIRCULATION OF LIST:
8.1 NGO Board.
8.2 The executive team (Management Team)
8.3 Director
9 RECORDS GENERATED:
9.1 Report
9.2 Invitation cards {Private Section Local Community}
9.3 Meeting minutes

3. Title: Networking
Procedure
Ref. No
002
1.0 Purpose
1.1 To bring about an effective networking and sharing of resources by NGO with other
organizations.
2.2 To describe the terms of membership practiced by NGO.
2.3 To play a vital role in the promotion of networks, coalitions or consortiums.
2.0 Definition of terms
a. Subscription: An amount of money one or an organization pays to be member of a club,
organization, network etc.
b. Network: Is any group of individuals or organizations, which on voluntary bases,
exchange information, under take joint activities and organize themselves in such away that
their individual autonomy remains intact.
c. Consortium: A group of people, countries, companies, etc who are working together on
particular project.
3.0 Policy
The organization will pursue and seek membership of prominent and effective networks. In
this respect, NGO pursues the following policies regarding to networking.
a. Membership policy
b. Networking policy
4.0 Scope
5.1. The procedure applies any time when the organization is in position to network with
other NGO’s
5.2 The board o f governors would also apply the procedure before and after securing the
membership of any network.
5.3 The procedure covers membership policy and networking policy.

4. 6.0 Procedure Steps
6.1 Membership policy
a. NGO shall seek membership of effective networks. The board of directors shall write an
application to the certain network.
b. Meeting: The board of directors, led by the board Director shall meet those responsible
of the network to deal with the terms of membership and any other conditions.
c. Subscription: If the organization is contented with the effectiveness of the network, NGO
shall pay membership fee if there is any. NGO does not consider any limit for the
subscription fee but determines any cost payable if the Board of Directors concedes to
being a member.
d. NGO shall not participate in being a member of any network subject to racism,
discrimination and segregation, corruption, favoritisms, disrespect, poor practice of
democracy and uncertain credibility and accountability.
6.2 Networking Procedures
A. Information sharing:
NGO shall promote networking by exchanging information with its network or other
organization. The organization shall receive and offer useful information from and to the
network members.
7.0 Responsibility
7.1. It is the responsibility of the organization’s Board of Directors to determine whether or
not the organization shall join a certain network.
7.2 The board of directors and the top management would be responsible of ensuring that
the organization participates in effective networking.
B. Knowledge and skills:
Offering knowledge by assisting other organizations with human resource and expertise
with the required skills Similarly NGO shall wish to get necessary human resource with
knowledge and skills.

5. C. Support:
The organization wishes to promote networking by supporting one another. It is quite
indispensable for organizations to exchange guidance when there is the need.
D. NGO shall work hard to achieve the cause of the networking if the network aims to reach
a certain goal.
E. NGO shall not offer any financial assistance to the network apart from the subscription
but shall occasionally offer material support if the network’s needs is high.
F. NGO shall informally network with group of individuals or organizations, which NGO
shares with mutual understanding and respect.
G. NGO shall contact the stakeholders through print and electronic media.
8.0 REFERENCES:
8.1 The external relations manual of NGO
8.2 The governance manual.
9.0 CIRCULATION OF LIST:
9.1 NGO Board.
9.2 Management team
9.3 Director
.
10 RECORDS GENERATED:
10.1 Report
10.2 Invitation cards
10.3 Meeting minutes
10.4 Net working form
10.5 Subscriptions Form

6. Title : Government
Collaboration
Ref. No
003
1.0 PURPOSE
1.1 To maintain contact with the decision makers.
1.2 To promote the organization’s relations with the government or relevant local authority
2.0 DEFINITION:
2.1 Image: The impression that a person, an organization or a Product gives to the people
2.2 Authority: The people who have the power to make decisions or who have a particular
area of (political) responsibility.
3.0 POLICY
It is the policy of NGO to consider contacts with decision makers as a vital factor that would
play an important role in the existence of the organization. The policy shall raise the image
and status of organization.
4.0 SCOPE
The Procedure applies to all sorts of activities the organization would be involved to
promote NGO collaboration with the government or any relevant authorities.
5.0 RESPONSIBILITY
It is the responsibility the board of directors to launch all activities with the aim of the
promoting relations with the government or other local authority.
5.1. The Board.
5.2 The executive team.
5.3 Senior Departmental Staff.
6.0 PROCEDURE Steps
6.1 Contacts:
The organization shall ensure that it maintain constant contacts with the government or
other local authorities. A meeting when necessary is highly considered.
6.2 Participation:
The organization shall invite key members of government or local authority in the
participation of the planning of programs, fundraising occasions and periods of sudden
disasters.

7. 6.3 Invitation to occasions:
Key members of the government and local authorities shall be invited to NGO occasions.
The procedure shall improve credibility and respect.
6.4 Dissemination of activity and financial reports:
NGO shall ensure to deliver activity and financial conducted annually reach the policy
makers or the local authority to up-grade credibility and accountability.
6.5 Registration:
The Board of Directors of NGO shall ensure that the government registers the NGO.
6.6 NGO will be a member of the regulation committees.
6.7 NGO will make returns of any changes that take place within the structure and
responsibilities of BOD.
6.8 NGO BOD will participate in government functions.
7.0 REFERENCES:
7.1 Governance manual.
7.2 Management practice manual
8.0 CIRCULATION OF LIST:
8.1 NGO Board.
8.2 The executive team.
8.3 Senior Departmental Staff.
9.0 RECORDS GENERATED:
9.1 Report
9.2 Invitation cards.
9.3 Meeting minutes

8. Title Funders
Collaboration Procedure
Ref. No
004
1.0 PURPOSE
1.1 To enable NGO to promote its credibility within the funding community.
1.2 To provide mechanisms that shall provide the organization with opportunities to engage
the funders in dialogue.
2.0 DEFINITION OF TERMS:
2.1 Community: All the people who live in a particular area, country etc. when talked
about as a group.
2.2 Audit: An official examination of the quality or standard of business and financial
records to see that they are true and correct.
3.0 POLICY
It is the policy of NGO to collaborate with the funders and in turn ensure the credibility,
accountability and sustainability of the organization.
4.0 SCOPE
This procedure reflects the organization’s behaviour in satisfying the funders in the sense of
promoting its credibility and contact.
5.0 RESPONSIBILITY
The Board of Directors and the organization’s senior management would be responsible of
promoting collaboration with the funders.
5.1. The Board.
5.2. The executive director
5.3. Senior Departmental Staff.
6.0 PROCEDURE STEPS
6.1 Reporting:
The organization shall report to the funders. Constant reporting regarding the activities and
utilization of finance shall be provided by NGO.
7.1 Timely:
The organization shall produce quality reports to the funders on time.
The terms and dates of reporting shall be outlined to avoid delays.
7.2 Participatory planning and joint monitoring and evaluation:
NGO shall invite the funders to participate in the planning and the M/E process. All forms of
the stakeholders shall be participating in this above activities.

9. 7.3 Fundraising:
The NGO shall invite the funders to participate in the fundraising activities. All fundraising
activities shall provide a room for all funders and non- funders.
7.4 Representation:
NGO shall stand for its funders in the areas where it operates. It will report on issues of
interest, host funder members during visits, safeguard the security of funder expatriates
and facilitate other needs of the funders.
7.5 Dissemination of activity and financial reports.
The organization shall widely disseminate its annual activity and financial
Reports to the stakeholders to promote credibility and accountability
7.6 Regular audit:
a. The NGO shall conduct regular internal audit of the organization’s finance and
development.
b. The NGO shall conduct an annual external audit.
c. The internal and external audit reports to all stakeholders
d. All audit documents should be filed and protected
7.7 Invitation:
The funders of projects shall be invited to participate in occasions held to mark the
completion of implemented projects. The funders shall be invited by the NGO to “eye-see”
the benefits of their funds
7.8 Communication:
The organization shall ensure to set up effective communication and contact Funders
regularly. The communication shall facilitate frequent dialogue.
8.0 REFERENCES:
8.1 External relations manual.
8.2 Management practice manual.
8.3 Finance management manual.
8.4 Governance manual
8.5 Service delivery manual.
8.6 Internet information
9.0 CIRCULATION OF LIST:
9.1 NGO Board.
9.2 The executive team (Management)
9.3 Senior Departmental Staff.
9.4 DC officer
9.5 Admin. & Finance
10.0 RECORDS GENERATED:
10.1 Activity and financial report.

10. 10.2 Implementation plans.
10.3 Invitation cards.
10.4 Monitoring and evaluation questionnaire forms.
10.5 Audit recording and reporting documents.
Title Public/Media
Collaboration
Ref. No
005
1.0 PURPOSE
1.1 To uphold the organization’s relations with the media.
1.2 To enable the organization to engage in public relationship.
1.3 To promote any negative image affecting the operations of NGO.
1.4 To attract the attention of the media.
2.0 DEFINITION OF TERMS:
2.1 Media: The main way that large numbers of people receive information.
2.2 Public relation: The planned and sustained effort to establish and maintain goodwill
and mutual understanding between an organization and its public.
2.3 Awareness: Mobilizing people to know that something exists and is important.
3.0 POLICY
3.1. It is the policy of NGO to enhance media relations and make use of positive media.
3.2 NGO shall pursue promoting public relations in its external relations policy to develop
and maintain outstanding relationship with the public.
4.0 SCOPE
4.1. This procedure covers NGO behaviour towards public relation and the media.
4.2 The procedure reflects and involves the stakeholders and the entire public.
5.0 RESPONSIBILITY
5.1 The Pubic information officers would be responsible of handling and organizing contacts
with the public and the media.
5.2 The public information officer would be responsible of revising and authorizing any
release about the center through the media forms.
5.3 The board chair shall also have the authority contacting the media.
6.0 PROCEDURES Steps
6.1 Media
6.1.1 The organization shall appoint public information officer who will handle all media
programs.
6.1.2 The officer arranges interviews and prepares the release with the center concerned
officers and sectors consults with the board chair about the arrangements.
6.1.3 The public information officer can contact the media directly for interview but after
preparing and consulting with the Board Director and the officers of the sectors concerned.

11. 6.1.4 Hiring reporters and journalists: The public information officer can hire reporters and
journalists if they are required to attend a certain scene or occasion.
6.1.5 The organization shall pay any media cost that is seen as necessary.
6.1.6 The information officer shall be responsible of answering calls from the media.
6.1.7 Public Relations
6.1.8 Identification
6.1.9 NGO shall identify all kinds of its publics. The organization shall integrate with the
public to understand their perception.
6.1.10 Organizing participatory planning and implementation:
6.1.11 NGO shall tempt the public in the planning and implementation of programs.
6.1.12 Respect and honesty:
6.1.13 To maintain proper image among staff and the entire public,
6.1.14 NGO shall adopt the core values of the centre. Decision- making shall be performed jointly to
minimize distrust and violation of the core values of NGO.
7.1.15 Communication:
7.1.16 to increase awareness, the center shall communicate to the public
The publics shall be informed of the centre’s objectives and goals. All communication to the public
shall be conducted through poster, radios, speaking in public through microphone techniques and oral
arts.
7.1.17 Hospitality and respect:
NGO shall provide proper treatment and respect to the public.
This will include provision of hospitality, expressing respect, polite talk and improved
telephone behaviour.
8.0 REFERENCES:
8.1 Governance manual
8.2 Management practice manual
9.0 CIRCULATION OF LIST:
9.1 NGO Board.
9.2 The executive team (Management Team)
9.2 Senior Departmental Staff.
10 RECORDS GENERATED:
10.1 Report
10.2 Publication
10.3 Meeting minutes.
10.4 Invitation cards
10.5 Video cassettes

12. Title: Promoting stakeholder
procedure
Ref. No
006
PROPOSE
1.1 To enhance the Organization credibility among the stakeholders.
1.2 To maintain relationship with stakeholders based on partnership for a Common purpose
2.0 DEFINITION TERMS
a. Stakeholder: Any person, group or organization that can put a certain claim on your
Organization’s existence
b. Monitoring: Actual progress compared to plan in order to identify the necessary remedial
action
c. Evaluation: Is a periodic assessment of project (Midterm and completion). Evaluation
focuses on results to project purpose.
d. Partnership: A relationship between people or organizations built on mutual
understanding.
3.0 POLICY
NGO recognizes the key stakeholders as any person, group or organization that can put a
certain claim on the organization’s attention, resources and services. The organization
recognizes NGO’s members, beneficiaries, donor, government or the local authority,
networks, general fenders and supporters as its key stakeholders, And beyond that
recognition, it is the policy of NGO to look after their extreme value and existence.
4.0 SCOPE
4.1. The procedure applies to all stakeholders that NGO recognizes.
The applicability relates to all aspects necessary to promote the organization’s relations with
its key stakeholders.
4.2 The procedure is applied by the organization for all its programs and as organization to
avoid any kind of disapproved or dissatisfaction by its key stakeholders.
4.3 The procedure and how to improve NGO behaviour towards its stakeholders.
5.0 RESPONSIBILITY
5.1 It is the responsibility of NGO Board to ensure that all the procedures related to
stakeholders’ relations are properly followed.
5.2 The organization’s senior management is responsible for practicing the policy and
procedures for promoting the stakeholders relations.
5.3. Management.
5.4. Information Officer.
6.0 PROCEDURE STEPS
6.1 The NGO shall invite its stakeholders to the planning. Implementation, monitoring and
evaluation of activities in this phase, the organization would invite members of its

13. stakeholders, notably the beneficiaries, donors and center staff in the participation of the
above activities.
6.2 The organization shall highly depend on the stakeholders for consultation. In the times
of difficulties or necessities, the NGO shall conduct a meeting the stakeholders to offer their
inputs and provide any proper advice.
6.3 The NGO shall invite its stakeholders to all special occasions held by the NGO. This
procedure shall help the stakeholders to be aware of the movements of the organization.
7.4 Educating beneficiaries.
a. NGO shall educate beneficiaries to promote their awareness of development, program
benefit sustainability and to enhance their ability to participate in the planning.
b. NGO will also train on other aspects such as AIDS awareness,
FGM awareness, Human rights and understanding the NGO’s mission and vision
7.5 The organization shall ensure that there is proper communication between the
stakeholders and the organization. Provision of feedback, timely production of programs
and commitment to stakeholder’s interest shall be observed to increase co-operation.
7.6 Rewarding: The organization shall reward its stakeholders on their good performance
of certain activities assigned to them. Community members of excellent performance shall
be rewarded to prove that performance is highly appreciated.
7.7 Holding dialogues: The NGO shall hold dialogues with the donors or funders to find
out areas of strong interest. At least the NGO shall ensure that it meets its donor or funders
after every three months.
8.0 REFERENCES:
8.1 Governance manual
9.0 CIRCULATION OF LIST:
9.1 NGO Board.
9.2 Director
9.3 The executive team (Management)
9.4 Performance certificate
9.5 minute reports
10 RECORDS GENERATED:
10.1 Reports
10.2 Invitation cards
10.3 Meeting minutes

14. Title: Lobbing and Advocacy
procedures
Ref. No
007
1.0 PURPOSE
1.1 To achieve meaningful advocacy.
1.2 TO promote NGO interests in the civil society, which the organization serves.
1.3 To plan and implement an effective lobbying strategy.
2.0 DEFINITION OF TERMS:
a. Advocacy: Implies activity in support of an interest
b. Lobbying: refers to those set of activities aimed at influencing public Officials and
especially member of a legislative body to promote and Secure the passage or non-passage
of legislation.
3.0 POLICY
NGO recognizes the use of advocacy activities in support of a common interest to be
launched. The organization would undertake advocacy or lobbying activities to acquire and
exercise rights deemed to have been denied. In this respect the organization holds in the
highest regard:
a. Advocacy policy
b. Lobbying policy
4.0 SCOPE
4.1 The procedure applies to any kind of lobbying and advocacy, which NGO shall get
involved in.
4.2 The procedure would be applied if a network of NGO is a member urges the
organization to launch advocacy activities in support of a course.
4.3 The procedure covers the terms of conducting advocacy activities
5.0 RESPONSIBILITY
5.1 The lobbying and advocacy sub-committee would be responsible for performing all
advocacy activities.
5.2 The board of directors would be responsible for authorizing the legitimacy of the cause
of the advocacy
6.0 PROCEDURES STEPS
6.1 Advocacy and lobbing
6.1.1. The board of directors shall first understand the cause of the advocacy and how it
affects the people.
6.1.2. The organization shall be involved in advocacy. The Board of Directors shall
adequately investigate any violation of the law or the effect of any new law passed by a
government or local authority before it organizes for advocacy campaign.

15. 6.1.3. Board of directors shall examine the ability of the organization to get involved in a
certain advocacy activities. The ability shall include the capability of winning popular
support to the cause.
6.1.4. If the cause becomes positive, the board of directors shall appoint a sub-committee
to carry out the advocacy activities.
6.1.5. The sub-committee shall involve in public relation to win support for the cause.
6.1.6. NGO shall identify activities i.e. drama, demonstrations, peace matches, to be
conducted during the advocacy.
6.1.7. NGO will prepare materials i.e. posters, banners, and boards etc during the
advocacy.
6.1.8. The assembly participants are including journalists, media security etc.
6.1.9. NGO will implement the activities planned for the advocacy.
7.0 REFERENCES:
7.1 The governance manual
7.2 Management and organizational behaviours.
8.0 CIRCULATION OF LIST:
8.1 NGO Board.
8.2 The executive team (Management) Management team
8.3 Senior Department officers
8.4 Departmental Staff.
9.0 RECORDS GENERATED:
9.1 Report
9.2 Questionnaire forms. Lobbing and advocacy
9.3 Meeting minutes.
9.4 Implementation plan.