Governance structure and functions
The General Assembly (GA), composed of the general members, is the supreme body of the organization. All major Policy decisions are taken by GA and it meets every year. The General Assembly takes decisions on provisions relating its own existence such statute. It delegates authority through its statute to the Executive Committee may make necessary decisions regarding new programme and activities, partnership agreements and other management and policy matters and approves strategies, policies, and annual work plan and budget for NEMAF. On annual basis, EC submit an annual report on organization activities and have its financial statement approved by GA. It also includes the member of executive committee elected etc.
The Executive Committee (EC) meets at least once in three months. Agenda presented by both the committee members and the staff members are tabled in the meeting for discussion and taking necessary decisions. Attendance of at least 51% committee members are required quorum for conducting the meeting. The Executive Committee is accountable to the General Assembly of NEMAF. Therefore, it functions in line with the policy decisions made by the General Assembly and provisions made in the statute of NEMAF and implements all programmes and project through management team headed by the Executive Director and it shall constantly monitor the progress of implementation of project and programme by the management through different committee such as Audit, Procurement and M&E Committee.
The Audit Committee (AC), comprising of three members (two from EC and one among the General member), is appointed by Executive Committee (EC) and meets at least two times a year but not exceeding six months period between two meetings. The AC reviews compliance with policies, plans, procedures (FAR), and employees related regulations, other laws and regulations; ensures regular/timely audit (internal /external audit/special audit) and the reliability and integrity of financial information and means used to identify measure, classify, and report such information; appraise the economy, effectiveness and efficiency with which resources are utilized; report to EC, management on audit queries and recommending ways to improve upon; suggest amendment in procedures in FAR for better control; and facilitate and recommend appointment of external auditor.
The Procurement Committee (PC), empowered to deal with all supplies as required/provisioned under the Financial Administration Regulation, is involved in all case of procurement where the value is more than Rs. 200,000. The committee is responsible for determining quantity and specification of items required, recommending of most competitive procurement based on quotations (including tenders) where value exceeds Rs. 1,000,000, recommending procedures to be adapted for foreign procurement if need arise, waiving the requirement of quotations where situation mentioned in the FAR are met or otherwise, constitution of Technical Committee and for recommending most competitive supplier based on comparative analysis of, quotations, sealed quotation (and tenders) and negotiation for approval by EC where value exceed Rs. 1,000,000.
Monitoring and Evaluation Committee is responsible for monitoring the overall progress and assessment of the institution. Though there is provision for such a committee, it has not been implemented but there is plan to implement soon in near future. The monitoring and evaluation, however, is an integral part of NEMAF for assessing the progress and results of current activities of NEMAF. It has a Result Based Monitoring & Evaluation Plan (RBME) based on which the achievements of and measures to be taken in the ongoing programmes are considered.
Executive Director (ED) heads NEMAF and is responsible for the overall management of the institution by implementing activities and programmes or project undertaken by NEMAF following the policies, regulations and plans of NEMAF. ED also coordinates with EC and other committees and acts as per the roles and responsibilities specified in his/her job description.
Programme Section is responsible for carrying out all the activities relating to the programme or projects or as directed by ED. Specifically, this section is responsible for planning and designing of the programme/project, liaison with local partners and funding agencies as well. Similarly, the section is also responsible for managing all sorts of programme and project activities whether be it at central or local level. It monitors and evaluates the activities under the agreed NEMAF\’s and funding agencies M&E Framework.
Finance and Admin Section is solely responsible for all financial administration and administrative activities such as logistic support, inventory control, recording physical assets etcs under the NEMAF\’s FAR provision. The section also monitors and supervises the financial transactions and administration of local partners. In case of establishment of Cluster Office and District Office, this section will also monitor and supervise these offices at local level.
Cluster Office will be established in the five clusters of Madhesh/Terai region and will be responsible for implementing activities at local levels through district offices and monitoring and supervising these offices. However, these offices do not exist presently.
District Office will be established in each district of Madhesh/Terai region to implement activities directly among the community. These offices do not exist presently.
Local Partners are the NGOs at local level (in the districts of Madhesh/Terai regions). The local partners are responsible for implementing the NEMAF\’s activities directly among communities in their working regions.