Finance & Administration
IDF has Finance &
Administration Department for proper management of finance and administration
affairs of the Foundation. The department is responsible to the Executive
Director of IDF for its work. The Treasurer of IDF (Governing Body member
elected by General Body of the Foundation) supervises and monitors the
overall financial transactions of the Foundation including plan and
budget and its implementation.
Planning, Monitoring & Evaluation
The Executive Director
assisted by senior officials is responsible for Planning, Monitoring
and Evaluation of the activities of the Foundation. Other field staff
work under direct supervision of the department consists of senior officials
headed by Executive Director.
IDF believes that plan should be realistic as per need of the clients
so that at the same time participation of the clients in the planning,
monitoring and evaluation can be ensured.
IDF organizes review meeting both at branch and central levels regularly
for reviewing and evaluating the progress and problems of various project
activities. At branch level, the branch manger conducts the workshop
while the field organizers are participants of the workshop. At central
level, the branch managers, senior officials and the Executive Director
participate in the review meeting, which is held once in every month.
IDF conducts periodical evaluation of all programs regularly by its
internal Monitoring and Evaluation Department. The internal evaluations
are published in the periodicals of the Foundation twice a year.
IDF also appoints expert evaluators for conducting evaluation periodically
for regular programs and after project completion for short-term projects.
These evaluation reports are distributed to concerned partners, authorities
IDF has established independent
Internal Audit Team with a view to maintaining and improving the quality
of work of its programs and interventions. The Team is responsible to
the Executive Director for its work.
The Team visits
the field offices and coordination offices including head office; and
examines the books of accounts, various registers, loan and savings
collection sheet, various ledgers and verify the ledgers and collection
sheets with the records and passbooks of members, also examining the
utilization of loans by the members etc.
The Team corrects the mistakes and errors right at the place if possible.
For the mistakes and errors which are not possible to correct instantly
is given one month time to correct and report to the Executive Director.
For willful minor mistakes, administrative measures are taken while
for misappropriation major action is taken.
The internal audit is found very fruitful tools for maintaining and
improving the quality of work. IDF strengthens the team as per the increase
of number of branches and volume of interventions.
IDF also appoint External Audit firm in order to conduct annual audit
of the programs and financial affairs of the Foundation.
IDF has established an
Engineering Department in order to ensure technical assistance for
smooth operation of project activities and maintenance of office equipments
assets. The Department works under sectoral coordinator and Executive
Director of IDF.
IDF organizes training
for its group members on awareness raising group and credit management.
In 2001, 6,290 members got training on group and credit management.
Human Resource Development
IDF has been following
a definite rule for the development of the human resources of both
its staff and beneficiaries. For this, they are provided intensive
training immediately after recruitment or admission into group. Such
training includes pre and in-service training for staff. Basic/foundation
and orientation training, leadership development, decent work, skills
training, workshops on various issues, human rights and gender promotion
etc. are designed for the members.
After recruitment, the
Field Organizers and Program Organizers are required to undergo intensive
training on group and office management and disciplines, credit rules
and conditions, accounting, reporting and monitoring system for six
months. The trainees complete their training in 3 phases. They are
required to sit for test after the completion of each assignment.
The trainees are terminated if they cannot pass the tests in two consecutive
ii) In-service Training
In-service training is
organized both for Field Organizers and Program Organizers. The purpose
of in-service training is to develop the capability of staff members
so that they can implement the project activities efficiently. In-service
training deals mainly day to day issues, problems, account keeping,
monitoring & reporting, loan supervision and other issues requested
by the participants.
iii) Outside Training
IDF staff members also
receive training on various aspects and issues from partners and other
institutions. Such training includes capacity building, exposure visit,
experience sharing etc.
The Head Office supervises,
monitors and guides the activities of branch, area and Central Coordination
Office. The Head Office also provides all logistic supports to these
offices. The branch offices send weekly and monthly reports to head
office on regular basis. The head office organizes auditing of accounts
etc. for the smooth implementation of project activities.
For better co-ordination
of activities in Chittagong division, IDF established a Central Coordination
Office in Chittagong in 1997. The Central Coordination Office is responsible
for co-ordination, supervision, training, monitoring and assessment
of quality of groups and loan portfolio.
In order to decentralize
the power and ensure close supervision and quick services to target
people, IDF established a number of area offices in its working area.
Area office is headed by Area Manager. One Area Manager looks after
maximum of 10 branches. Loan approval, supervision, monitoring and
group recognition are among the major responsibilities of Area Managers.
The Area Managers are also responsible of overall monitoring, supervision
and coordination of other activities under his working area.
The site for a branch
is selected based on the concentration of poor people. Branch is the
lowest unit from where all services are channeled to the poor clients.
All records and accounts are maintained at branch offices. The Branch
office is headed by a Program Organizer. He / she is assisted by 4-6
Field Organizers (FOs). The main function of a branch is to implement
micro-credit and other programs in the command areas.
The groups are federated
into Center once two or more groups are formed in one village/para.
A Center is the center of all activities at village / para level.
Each center has a Center Chief and a Deputy Center Chief. Groups and
centers are beneficiaries' own organizations. They hold meetings once
a week / fortnight where they discuss their problems, projects, share
experience and pay savings and loan installment. IDF Field organizers
attend these meetings.
Group is the key and
lowest unit of IDF institutional structure. Five like-minded people
from the same village with similar economic status but not relatives
of each other can form a group. Each group has an elected Chairman
and a Secretary.