Good Governance of National Societies Experience from The Fiji Red Cross Society.

 History and an Overview of Fiji Red Cross Society  FRCS – Structure  FRCS – Programs- Key Service Areas  OCAC – Organisational Capacity Assessment and Certification  Staff Development and Capacity Building  Branch Development and Capacity Building

 MISSION STATEMENT “ We are a dynamic Fiji humanitarian organization dedicated to saving and improving the lives of the most vulnerable through the mobilizing the power of humanity and the spirit of volunteerism”

 Established in 1952 as branch of British Red Cross.  Recognised as independent National Society in  1973: gained international recognition-  118 th member of IFRC.  Society officially recognised by Fiji Government as voluntary relief organisation, auxiliary to public authorities & only Red Cross Society in Fiji. Most widely recognised & respected humanitarian organisation in Fiji.  Has a National Council, National Board, National Office in Suva, 15 branches & 2 Divisional Service Centers throughout Fiji; covers 80% of Fiji. Branches function primarily as relief operators & network system for implementing / promoting various Programmes & services within their communities. FIJI RED CROSS BRIEF HISTORY

FIJI ISLANDS

SUVA Nadi Taveuni Savusavu Bua Seaqaqa Labasa Levuka Nalawa Rakiraki Tavua Ba Lautoka Rotuma Sigatoka BRANCH LOCATIONS

Health & Care Safety Disaster Management Youth IHL, FPs and Humanitarian Values Branch Development Youth Branch Development IHL, FPs and Humanitarian Values Youth Branch Development Resource Development KEY SERVICE AREAS

FIJI RED CROSS SOCIETY STRUCTURE GOVERNANCE NATIONAL PROGRAMMES NATIONAL COUNCIL Patron National Board Branches Independent Members NATIONAL BOARD President Vice President Treasurer Board members Chair of Standing Committees Director General DIIRECTOR GENERAL BRANCHES Suva NadiBa NalawaSavusavu Levuka LautokaTavua LabasaBua Rotuma RakirakiSeaqaqa Taveuni DIVISIONAL SERVICE CENTRES Northern Western MANAGEMENT NATIONAL OFFICE Programme Managers Administration Financial Services Human Resources Organisation Development LOCAL COMMUNITIES Vulnerable Groups Youths HEALTH & CARE CBHFA HIV/AIDS TB Health & welfare Community Safety DISASTER Mitigation Preparedness Response & relief YOUTH Puppet Theatre Peer Education Youth Link SAFETY First Aid Supplies First Aid Training Water Safety IHL and FP Patron Honorary Auditor Honorary Legal Counsel On recommendation of the National Board Guidance & Support Reporting & Accountability Quality Services Provision Quality Services Provision Quality Service Provision Implement National Programmes Guidance & Support Reporting & Accountability Delegation Appoints Recommends Independent Members Appoints Delegation Accountability Each branch elects 2 members to national council BRANCH DEVELOPMENT Branch restructuring and Volunteers

FIJI RED CROSS GOVERNANCE STRUCTURE GOVERNANCE NATIONAL COUNCIL Patron National Board Branches Independent Members NATIONAL BOARD President Vice President Treasurer Board members Chair of Standing Committees Director General (Ex Officio Member) DIIRECTOR GENERAL BRANCHES Suva Nadi Ba Nalawa Savusavu Levuka Lautoka Tavua Labasa Bua Rotuma Rakiraki Seaqaqa Taveuni On recommendation of the National Board Appoints Recommends Independent Members Each branch elects members to national council (Number determined by National Board proportion to size, maximum of three ) FINANCE COMMISSION Appoints National Board Appoints The Treasurer is the Chairman with two other members nominated by the Board according to their qualifications. Members do not have to be Board Members. NATIONAL BOARD Members are elected for a period of 4 years at the end of which they must step down for a period of 1 yr before seeking re- election. At the end of a 2 nd term the member must stand down for a period of 4 yrs. VOSA – Volunteer and Staff Advisory Group Facilitates

FIJI RED CROSS GOVERNANCE FRAMEWORK GOVERNANCE NATIONAL BOARD President Vice President Treasurer Board members Chair Youth representative Director General (Ex Officio Member) DIIRECTOR GENERAL & MANAGEMENT TEAM FINANCE COMMISSION VOSA – Volunteer and Staff Advisory Group Governance has established a frame work that will allow the development of the Society with integrity OCAC STAFF – PROGRAM IMPLEMENTERS INTERNAL AUDITOR YOUTH COMMISSION BRANCHES – IMPLEMENTERS – SERVICE DELIVERY BRANCH PRESIDENTS CONFRENCE VULRENABLE COMMUNITY AUDIT OF ACCOUNTS BY EXTERNAL AUDITOR

FIJI RED CROSS GOVERNANCE FRAMEWORK GOVERNANCE FINANCE COMMISSION VOSA – Volunteer and Staff Advisory Group Governance has established a frame work that will allow the establishment and development of the Society with integrity YOUTH COMMISSION Youth Commission is an advisory commission to the National Board and comprises of Chairman and youth members nominated by Branches. The Youth representative on the National Board is normally the chairman. It advises the National Board on Youth matters VULRENABLE COMMUNITY VOSA is a participatory forum through which internal stakeholders – staff, volunteers and board come together to discuss and design policies relevant to the good governance of the Society. These policy documents are then forwarded to the Director General and National Board for their approval before taking to the National Council for endorsement. The group’s membership is unique in that it allows for viewpoints from all perspectives – governance/management/staff/volunteers – in the development of policies and procedures and issues that impact the organisation. Vosa comprise 2 staff, 1 Board member and 3 volunteers, it is currently chaired by a staff member. Finance Commission is an advisory commission to the National Board and comprises of Chairman and two members appointed by the National Board. The Treasurer of the society is normally the chairman.

FIJI RED CROSS GOVERNANCE FRAMEWORK GOVERNANCE OCAC INTERNAL AUDITOR Governance has established a frame work that will allow the establishment and development of the Society with integrity EXTERNAL FINANCE AUDITOR To ensure good financial accountability the Society’s financial accounts are audited by external Auditors KPMG Annually. It is the responsibility of the DG and the Finance Team to prepare the financial accounts for audit and present the final accounts for the National Council for endorsement. VULRENABLE COMMUNITY To ensure the integrity of its internal processes the Society has appointed an internal auditor/assurance coordinator whose role is to audit all internal procedures and processes and recommend necessary changes and also to ensure compliance to the internal processes reducing the capacity for abuse. ORGANISATIONAL CAPACITY ASSESMENT AND CERTIFICATION (OCAC) In 2012 the FRCS National Board approved the participation of the Society in the “OCAC” Process. 5 Key Areas assessed were: # 1. Capacity to Exist. # 2. Capacity to Organise # 3. Capacity to relate and to Mobilise. # 4. Capacity to perform. 5. Capacity to grow. As a result of OCAC key priority areas were identified as requiring action

FIJI RED CROSS GOVERNANCE FRAMEWORK GOVERNANCE BRANCH PRESIDENTS CONFERENCE BRANCH RESTRUCTURE Governance has established a frame work that will allow the establishment and development of the Society with integrity VULRENABLE COMMUNITY Branches need to restructure to stay relevant in their communities a Branch Structure was proposed to the Branch Presidents and was agreed. To implement the Branch Structure the Branches sign up to an MOU with National Office. IN NOVEMBER 2012 THE FIRST EVER BRANCH PRESIDENTS CONFERENCE FOR THE SOCIETY WAS HELD. The Branch Presidents agreed to: 1.Restructure their Branches according to a structure proposed by National Office. 2.A minimum standard that would constitute what a successful branch would look like. 3.A monthly reporting process for reporting activities to National Office. 4.Better Financial accountability with all Branches eventually being audited independently. 5.Agreed to conduct Low Cost Activities to keep volunteers busy

BRANCHDEVELOPMENT CURRENT BRANCH STRUCTURE PRESIDENT VICE PRESIDENT TREASURERSECRETARY ASSTANT TREASURER ASSISTANT SECRETARY YOUTH CORDINATOR

PROPOSED STRUCTURE PRESIDENT VICE PRESIDENT SAFETY COMMITTEE 6 MEMBERS TREASURER 2 ASSISTANT MEMBERS SECRETARY 2 ASSISTANT MEMBERS ASSTANT TREASURER HEALTH COMMITTEE 6 MEMBERS ASSISTANT SECRETARY DISASTER COMMITTEE 6 MEMBERS YOUTH CORDINATOR YOUTH COMMITTEE 6 MEMBERS

Key Notes  Of the 15 Branches of the FRCS 6 Branches have signed the the MOU with National Office.  Two Branches have done the one day Volunteer Training Program and the training is rolling out to the other 4 Branches who have signed up.  The goal is to have all 15 Branches sign up to the MOU and the one day volunteer training program conducted in all branches.  Branch structure is designed to facilitate “Low Cost Activities” That Branches can undertake on their own without resources from National Office.  Branch training is undertaken with support from IFRC regional office in Suva.  Volunteers who sign the Code of Conduct after the training program are included in the Volunteer Data Base

Summary  Red Cross Management and Capacity Building is an important requirement for all National Societies.  For the Society to Manage and Capacity Build its Governance needs to build a framework that enables and promotes growth and capacity building.  The OCAC process provides a process of self assessment that enabled the society to asses itself against 5 Critical Conditions for sustained performance.  The results of the assessment has been used by the Fiji Red Cross Society to prepare a series of Action Plans that it is currently putting into place.  The new Strategic Plan for the Society from 2015 to 2019, to be prepared and launched in 2014 will reflect the plans and assist in setting the new strategic direction of the Society.

VINAKA VAKALEVU