Partnership Policy

1. Partnership Policy Statement

The Peter Hewitt Care for Africa Inc (CfA) wishes to ensure that it has appropriate policies governing the development and implementation of partnerships and their ongoing management to assist CfA to fulfil its corporate governance responsibilities.

2. Purpose and Scope

2.1. Purpose

The purpose of this policy is to guide CfA in ensuring that it addresses its interaction with other organisations, the identification of potential partners, and the formalisation and management of ongoing relationships with other organisations. 

2.2. Scope

This policy applies to CfA staff, officer bearers and volunteers. 

3. Guiding Principles

CfA is committed to collaboration and partnership with organisations that will reflect the values of CfA. 

In selecting those for whom CfA may partner with, CfA will be mindful of principles of equity, transparency, accountability and mutual respect. 

CfA will seek to ensure that the organisations that it seeks to partner with will complement the work of CfA and that CfA is in a position to compliment the partner’s activities. 

CfA will undertake due diligence and capacity assessments before entering into formal partnerships and will undertake appropriate due diligence and risk assessment having regard to the activities which are to be the subject of the potential partnership. 

CfA will undertake in the appropriate case capacity assessment with respect to the mission and values, governance, financial management, management HR organisational systems and technical capabilities of any organisation that it seeks to partner with. 

CfA will ensure that all organisations they partner with comply with the below requirements in are detailed through partnership MOUs or similar. 

  • A demonstrated their organisational commitment to the safeguarding of children. 
  • Have a code of conduct that advances child safeguarding behaviours and applies to all personnel, partners and project visitors. 
  • Have a documented child safeguarding incident reporting procedure and complaints handling procedures that aligns with principles of privacy and promotes safety and dignity. 
  • Demonstrate an organisational commitment to operating transparently with all stakeholders. 
  • Development initiatives consistently demonstrate the separation of development activities form non-development activities. 
  • Enable stakeholders to make complaints to the organisation in a safe and confidential manner. 
  • Are able to control and manage their financial resources and risks. 
  • Are able to control and manage risk of financial wrongdoing including terrorism financing.
  • Are not and will not be associated with terrorists, terrorist organisations and criminals.

 

CfA will ensure that in implementing a partnership that it consults with its local stakeholders in particular with respect to the design and scope of any programs to be undertaken pursuant to a partnership agreement. 

CfA will ensure that the audit and risk committee oversee the ongoing management of a partnership, having regard to the risks identified and scope of a partnership. 

Any CfA related project should acknowledge CfA and use the CfA logo and insignia as the governing body and the partner organisation as the subsidiary body.

 

CfA, as the lead organisation will be responsible to

  • Oversee the project to ensure that the project is implemented and financial and narrative reporting requirements of the Tanzanian Government and of the donor are met.
  • Ensure that any costs to be incurred by CfA outside that budget should be authorised by the CfA Board within a set limit and a process established for submitting them in advance of incurring them.
  • Note that CfA’s Tanzania Country Manager is a staff person of CfA and demands on their time are to go via the CEO and any costs to Care for Africa should be approved by the CEO.
  • Facilitate the effective and timely realisation of agreed project outcomes
  • Provide ongoing monitoring and evaluation with feedback to the subsidiary organisation
  • Provision of logistics from planning through to completion
  • Employ of Tanzanian staff
  • Engage in cross promotion of CfA projects

4. Review and Evaluation

The review and evaluation strategies of this partnership will include: 

  • Partnerships, which will be formalised in a Memorandum of Understanding is to be reviewed by both parties at two years after the date of signing to review their purpose, goals and effectiveness.
  • Each party agrees to make available all information relevant to the partnership as necessary
  • Each party agrees to make adjustments to the partnership should either a review or an audit indicates that this is necessary for the partnership to achieve its objectives 
  • Partners will undertake the reviews by either; 
  • A round table discussion 
  • Formalised meeting between the Partner and Care for Africa CEO and the Chair of Care for Africa or delegate for either party.
  • Email correspondence
  • Orientation and debrief meetings must be held for partnerships with regular project deliverables for the program and opportunity for the Care for Africa Board, CEO, Country Manager and the Partner to provide feedback and suggestions on the program. 
  • An end of project meeting for partnerships with a specific project deliverable must be held between the Partner, Care for Africa CEO and/or Country Manager or delegate for either party.
  • Either party with twenty-eight days’ notice may cancel this Partnership/Memorandum of Understanding at any time.

CFA-P13.V4 Partnership Policy
Effective Date: 22 December 2023

Approved By: Board of Management.

Controlled Document — Printed Versions are not controlled. CFA