Administrative Structure for a Small NGO
1. Governing Body: Board of Directors
Role: The Board is the ultimate decision-making body that oversees the NGO’s mission,
vision, and strategic direction.
Key Responsibilities
- Strategic Oversight: Define the NGO's long-term goals and objectives.
- Governance and Compliance: Ensure adherence to legal and ethical standards.
- Financial Oversight: Approve budgets, financial reports, and fundraising strategies.
- Support and Supervision: Hire, supervise, and evaluate the Executive Director.
Composition
- Chairperson: Leads the Board, facilitates meetings, and represents the NGO.
- Vice Chairperson: Supports the Chairperson and assumes their role when absent.
- Treasurer: Manages financial oversight and ensures financial transparency.
- Secretary: Maintains meeting records, legal documentation, and communication.
- Members: Experts in various fields (law, finance, programs, communications).
2. Executive Leadership: Executive Director
Role: The Executive Director (ED) serves as the operational head, responsible for
implementing the Board's directives and managing the NGO's day-to-day activities.
Key Responsibilities
- Leadership: Develop and drive strategic plans aligned with the mission.
- Fundraising and Outreach: Engage donors, stakeholders, and partners.
- Operations Oversight: Supervise all departments, staff, and volunteers.
- Reporting: Provide regular updates to the Board on financials, programs, and outcomes.
3. Core Administrative and Operational Units
A. Operations and Administration
- Operations Manager/Officer:
- Handles logistics, procurement, and office management.
- Develops policies and ensures compliance with regulations.
- Manages human resources (recruitment, onboarding, and training).
- Administrative Assistant (if resources allow): Provides clerical support and helps
coordinate meetings.
B. Programs and Projects
- Program/Project Manager:
- Develops, implements, and monitors projects.
- Coordinates field activities and oversees project staff.
- Tracks program performance and prepares reports.
- Field Officers/Coordinators (if applicable): Work directly with communities to implement
and monitor project activities.
C. Finance and Accounting
- Finance Officer/Accountant:
- Prepares budgets, manages accounts, and tracks expenditures.
- Ensures compliance with donor and legal financial regulations.
- Prepares financial reports for the Board and donors.
D. Fundraising and Development
- Fundraising Officer:
- Develops and implements fundraising strategies.
- Writes grant proposals and coordinates donor reporting.
- Plans fundraising events and campaigns.
- Donor Relations Coordinator (optional): Manages relationships with donors and
stakeholders.
E. Communications and Advocacy
- Communications Officer:
- Manages the NGO’s digital presence (website, social media).
- Creates content for newsletters, blogs, and press releases.
- Maintains relationships with media outlets.
- Advocacy Officer (optional): Leads campaigns and ensures the NGO’s voice is heard in
relevant forums.
4. Reporting Lines
A simple hierarchy ensures clarity and accountability:
1. Board of Directors oversees the organization’s strategic direction.
2. Executive Director reports to the Board and supervises all core units.
3. Core Unit Heads (Operations, Programs, Finance, Fundraising, Communications) report to
the Executive Director.
4. Staff and Volunteers report to their respective Unit Heads.
5. Communication and Decision-Making Framework
Internal Communication
- Weekly Team Meetings: For operational updates and progress tracking.
- Monthly Management Meetings: Between the Executive Director and Unit Heads.
- Quarterly Board Meetings: For strategic planning and performance reviews.
Decision-Making
- Board-Level: Strategic and policy decisions.
- Executive-Level: Operational and programmatic decisions.
- Department-Level: Tactical and day-to-day decisions.
6. Policies and Procedures
Clear policies ensure smooth functioning and compliance:
- Financial Policies: Budgeting, procurement, and expense tracking.
- Human Resource Policies: Recruitment, performance evaluation, and grievance handling.
- Program Policies: Monitoring and evaluation frameworks.
- Communications Policies: Guidelines for internal and external communications.
7. Visual Representation
Example Organizational Chart:
Board of Directors
|
Executive Director
|
----------------------------------------------------
| | | | |
Operations Programs Finance Fundraising Communications
Manager Manager Officer Officer Officer
8. Scalability and Adaptability
As the NGO grows:
- Expand Teams: Create specialized roles (e.g., HR Manager, M&E Specialist).
- Invest in Technology: Use tools for project management, donor relations, and
communications.
- Strengthen Policies: Regularly review and update organizational policies to match growth.
