Governance & Management

Governance & Management

End Poverty (EP) is a professionally managed, flat modern looking & well governed, open and dynamic work culture organization.

BOARD: The Governing Board consists of seven members who are appointed by the EP Board based on profiles which are recommended by the Members. Selection is based on competence, relevant expertise and networks required. The Governing Board convenes four times a year at the least. Meetings are held as per agenda and minutes are documentedBefore the commencement of the financial year, the Annual Action Plan and Budget are presented by the Management Team to the Board. By September each year, the Annual Accounts closing report and Annual Reports are presented to the Board for approval. The management team reports to the Governing Board on the progress of the activities quarterly. The Quarterly reports contain the financial report on the realization and the prognosis in comparison to the budget estimate. Reporting is based on the objectives and indicators for the year and the quarter as per budget estimates. The Governing Body also presented with transcripts of the audit reports and the Annual Review.

MANAGEMENT: EP is a small, flat organization with an open and dynamic working culture. The management team consists of Executive Director, the heads of the departments which are appointed by the ED, in conformance with EP HR and Admin policy. The Governing Board appoints the Executive Director and supervises the functioning of the ED and the organization. Apart from this supervisory task, the board also serves as a sounding board and advisor on strategic topics. In principle, the management team convenes monthly, based on the agenda, which is determined previously. In the meetings, topics are discussed that have organisation-wide or strategic importance, such as: strategic plan, annual action plan, budget estimate and budget, progress of the organisation, annual report, human resources, large activities and new initiatives, progress of the alliances, developments in the context of the organisation, specific risks, external and internal audits and inspections, the quality system, etc. The daily management of each department is the responsibility of the head of the department. The quality system is anchored in policies and implementation guidelines, in which the processes, procedures, and policies are defined. The management team develops the policy, the Board passes the policies. The ED supervises the good implementation of the policy.

PLAN:  EP prepares an Annual Action Plan (AAP) at the beginning of each year. The latest plan approved is for the year 2018-19. Based on insights from the last year and suggestions from the stakeholder meetings, the AAP a detailed action plan and a personal plan is drafted for each member of staff, which forms the basis of the end of year evaluation. The plan deals with tasks, results, competencies and training. Roles and Responsibilities of all the employees across the organization are well defined and communicated. The Key Result areas and performance indicators of all roles are discussed and defined. All employees will undergo annual performance appraisal based on the standard Appraisal Format with their respective reporting managers.

MONITORING: Each quarter, the management team assesses the progress and the prognosis of the year plan and the budget estimate based on the quarterly report that is shared with the GB and the employees. The employees and facilitators monitor the progress of the projects that they manage or perform themselves. The assessment system of EP is connected directly to remuneration. Halfway through the year, progress interviews take placeA mid-term review is conducted half-yearly so as to make adaptations where necessary and as a platform to plan next year’s cycle. The management team performs an extensive management review, in which the results from this mid-term review and all learning points from the previous year are analyzed. Where necessary, points of improvement are formulated and adaptations are made to the plans.

STAKEHOLDER: EP pursues an open dialogue with all stakeholders, such as community, volunteers, professional employees, donors, corporate and institutional donors, executing partner organizations and collaborating organizations. They are, as much as is relevant, informed about operational matters, programme results, management and policy, fundraising and financial matters. Our stakeholders receive a quarterly progress report. The content of this report is adapted to the target audience. They also receive an annual report and annual account. The annual report and the annual accounts are published in English and can be viewed or downloaded on the EP website. Funders of specific programmes and projects receive a report of the programmes they support at least once a year, depending on the agreements that have been made with them. Donors also visit projects that they support, at their own expense; they are accompanied when doing this. Extensive management review, in which the results from this mid-term review and all learning points from the previous year are analyzed. Where necessary, points of improvement are formulated and adaptations are made to the plans. EP also organizes Annual Stakeholder Meets where stakeholders review the progress of current year and make suggestions for next year plan.