ORGANIZATION POLICY STATEMENT

GOVERNANCE

As stated in the Community Health Information Education Forum constitution, the governing body shall provide leadership of the organization, the board of trustees. The board of trustees shall be:

• Headed by a chairman
• The Executive/project Director shall act as the secretary to the board
• Board of trustees shall appoint another trustee after dissolution of the  board of trustees
• A trustee to be appointed must have satisfied all requirements made by the board of trustees
• The board of trustees shall meet every quarter of the year the meeting to be convened by the secretary in consultation with the chairman
• Board of trustees shall receive quarterly, and annual reports of the organization
• A trustee shall hold office for life is recommended for removal by majority of member present at meeting
• The  board of trustees role is advisory
• To mobilize community resources for the organization
• Members  must be share the organization vision and ideals
• The board of trustees are not on pay roll of the organization it is voluntary service
• No income is expected to be share by board of trustees, such income should be spent of project meant for
• Board of trustees shall attend training programs on governance
• Resource materials to promote good governance shall be forwarded to the board of trustees
• Board of trustees shall generate ideas  and source for resources to support the organization
• The board of trustees shall serve as final disciplinary body for official misconduct

MANAGEMENT PRACTICES

The CHIEF organization shall have two levels of management, the Middle Management Team (MMT) and the Project Management Teams (PMT)
The Middle Management Team (MMT) shall:

• Lead the administration
• Take major administrative and management decision as regards the day- to- day organization running and shall have the power to do everything for that purpose
• MMT and PMT  are appointed to the positions
• Two member board of trustees, the executive/project director, accounts officer, the administrative manager, the senior program officer shall be members of the Middle Management Team (MMT)
• Develop and produce operating manuals/guidelines for Project Management Team (PMT)
• Ensure sensitive organization information are kept secret
• Discipline PMT and administrative staff  for official misconduct or disloyal to the organization
• Employ the services of consultant when occasion arises

STAFF WELFARE AND RETIREMENT SCHEME

CHIEF as non -governmental organization shall:

• Respect the fundamental human rights of staff
• Allow two weeks annual leave
• Allow sick leave (not frequent)
• Remunerations and incentive at the end of the year
• Staff recommended to join CHIEF co-operative thrift and retirement plan
• Motivate staff e.g. birthdays and best worker of the year

OPERATIONS

The organization management shall develop strategic plan for its primary Health Clinics and health development projects and activities every three years. The medium term plan shall be implemented with:

• Standards and procedural guidelines
• Adopt effective options
• Best practice
• Quality Assurance
• Accountability
• Transparency
• Integrity
• Reporting format

HEALTH SERVICE DELIVERY

To ensure good health serve delivery, the Project Management Teams shall:

• Follow set standards and procedure
• Involve stakeholders in health development, Implementation and Evaluation
• Adopt essential drug systems, cost list and set-up drug revolving fund
• Conduct exit interviews at the PHC
• Rapid appraisals at the community level
• Adhere to the Principles and Management of Primary Health Care (PHC)
• Ensure client satisfaction
• Promote universal precautions in its Primary Health Clinics

DONOR SUPPORT HEALTH PROJECTS

The executive/project director shall be the key responsible for all donor funded projects. She shall set up or put in place:

• Place job advertisements
• Job interviews
• Projects Management Teams (PMT) for different health development projects
•  Program Officers for each health project
• The PMT shall conduct formative research and write research report
• All other team members report to the program officer who is the team leader.
• The PMT shall collate, analyze and write monthly reports internally and quarterly reports as dictated by the donor  of funding agency
• PMT reports to the Middle Management Team (MMT)
• PMT conduct evaluation report and organize debriefing for stakeholders

SUSTAINABILITY

CHIEF shall ensure that:

• Project activities continue after the end of project
• Organize income generating activities for target groups and the organization
• Adopt peer training method
• Promote peer activities at club or Community Based Association levels
• Integrate activities into existing socio-cultural events
• Provide capacity building training for targets groups e.g. children, youths, and women,

ACCOUNTING RESPONSIBILITY

CHIEF shall:

• Employ an accountant who would be responsible to the Executive director, board of trustees, advisory board, the PMT and donor agency
• Keep accurate accounting records and books as specified by donor agency
• Maintain all Bank transactions
• Ensure reconciliation of bank accounts
• Write financial report to donor agency as specified in guideline
• Write annual financial reports

SEPARATE ACCOUNTS FOR PROJECTS

• CHIEF shall operate a separate account for different health projects in agreement with donor agencies mandate
• CHIEF as a Grantee will be responsible for the management of funds made available will submit quarterly financial reports on supplied financial reporting format along with project bank account statements and reconciliation, writing additional financial reports to donor agencies”

FIXED ASSETS

• CHIEF shall open a register of all fixed assets, all itemized with serial numbers, equipment over five years life span shall be auctioned by bidding.