ZAKAT FOUNDATION OF AMERICA (ZF)

NON-GOVERNMENTAL ORGANIZATION PROFILE & ASSESSMENT

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SECTION 1: Organization
Full Legal Name
of
NonGovernmental
Organization
(NGO)
(in capital letters)
Acronym
(where
applicable)
Year of
Establishment
Registered under
Act / Law

Country /
Province of
Registration

Registration
Number

Date of
Registration

Office Address

Contact Person

Designation

Phone

Fax

E-mail

Website URL

SECTION 2: List of NGO Board Members

Name

Profession

Years of
Experien
ce

Gender
F

Position in
Organizatio
n

Years the
on Board

SECTION 3: Organizations Memberships in Other Networks or Alliances

Name of Networks / Alliances

Duration of Membership

SECTION 4: Organization Aims and Objectives

Please state the mission, goals and objectives of the organization.

SECTION 5: Current Interventions

Program Intervention Areas

City / Country

# of Program
Beneficiaries
Urban

Rural

Program
Start up
Date

1. Emergency Relief and

Rehabilitation
2. Seasonal Programs
Udhiya / Qurbani and
Ramadan
food distribution
3. Orphan Sponsorship
4. Empowerment of Women
(political & economic)
5. Environmental Conservation
6. Human Rights
7. Research / Advocacy
8. Education
9. Health
10.Water & Sanitation
11.Livelihoods
12.Other please specify:

SECTION 6: Sources of Funding

Project Title

Duration
(in months)

Amount
(USD)

Date of
Award

SECTION 7: Main Donors*

Please provide the following details about the two largest donors to your organisation during
last three years.
1st Donor
Donor Name
Address

Type of Donor

International / National Agency / Corporate / Government /

Individual

Phone
E-mail
Duration and
Dates of Grants
Amount in USD
Purpose of Grant
2nd Donor
Donor Name
Address

Type of Donor

International / National Agency / Corporate / Government /

Individual

Phone
E-mail
Duration and
Dates of Grants
Amount in USD
Purpose of Grant
* Please note ZF may contact your current or previous donors for verification

SECTION 7: Annual Budget

Please provide organizations annual budget figures for the last 3 years.
Last Years Budget
(USD)

Two Years Ago Budget

(USD)

Three Years Ago Budget

(USD)

SECTION 9: Number of Staf

Category

Male

Female

Total

Chief Executive/Director
Consultants/Advisors
Program/Managers
Program/Field Officers
Media/production Experts
Gender Specialists
IT Specialists
Finance Managers
Accountant
Support Staf
Others Please explain
Total:

SECTION 10: Organization, Systems & Processes

Review the following statements and rate them from1 to 5. Kindly note that:
1 Strongly Disagree 2Disagree
3Not sure
4Agree
5Strongly agree
Please include comments on your ratings if desired.
Statements

Ratin
g
Goals and Governance
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Comments

Statements

Ratin
g

Comments

NGO has clearly articulated mission, goals and

objectives.
Mission and Goals overlap with those of ZF.
NGO Board is capable of carrying out key roles
such as policy formulation, fund raising, public
relations, financial oversight and lobbying.
Board is capable of overseeing the
management and monitoring of NGO
performance.
Board comprises committed members who
represent the varied interests of stakeholders,
with balanced presence of men and women.
Finance, Compliance, Procurements and Human Resources
NGO has an organizational structure with
clearly defined lines of authority and
responsibility.
NGO has sufficient experience in project design
and management.
NGO has sufficient management capacity
(ability to hire required staf, equipment and
handle budget).
Systems are in place to ensure appropriate
involvement of all levels of staf in decision
making.
NGO has policies and procedures in place that
ensure mutual trust and accountability to key
stakeholders (government, donors and
communities, among others)
NGO maintains an atmosphere of participation
and openness in the organization where staf
are encouraged to participate in meetings and
discussions.
NGO has policies and procedures, and the
systems necessary to efectively implement
such policies and procedures, to ensure full
compliance with applicable laws and
regulations.
NGO has both women and men in positions of
authority and an understanding of gender
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Statements

Ratin
g

issues is reflected in reports and meeting

minutes
Internal regulations have strong and
documented procedures for procurement,
administration and financial management.
Organizational procedures regarding financial
decisions require the consent of several people.
NGO maintains precise records of all money
received and spent, and these records are easy
to access.
Quotations for procurement are sought and
documented.
Board members are regularly updated on the
financial situation and procedures.
NGO maintains separate bank account for each
project.
Major payments are made through bank only.
NGO bank account is maintained jointly with
concise records of checks (e.g. check registers/
check counter foils).
NGO maintains monthly bank reconciliation
statements.

All payment vouchers

Exist
Are pre-numbered
Are authorized
Are properly supported
Are properly recorded

The payroll is properly prepared and

authorized.
The staf salaries are paid:
Through check
Through cash
NGO ensures segregation of duties for its
staf in receipt and management of funds.
NGO has clear, documented procedures and
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Comments

Statements

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g

internal controls governing the payment

cycle (requisition, approval, disbursements
versus cash, vouchers etc.).
NGO relies heavily on unpaid volunteers to
ensure community participation.
All staf members have been issued job
descriptions with clarity on the roles and
responsibilities.
Staf hiring is done through an open and
transparent process giving equal
opportunities to women and men.
Reporting and Documentation

NGO has the ability and experience to

produce good quality reports for donors
both financial and narrative reports.
NGO has the experience of using varied
reporting formats to respond to stakeholder
information requirements.
NGO ensures robust and systematic
documentation in all areas of work
including clear financial records.
Program Planning

NGO has experience in involving

stakeholders in development planning,
implementation and monitoring and
evaluation.
Results of the community need
assessments are incorporated in the
planning process.
Program priorities and services are defined
in collaboration with stakeholders.
Programs are efficient, cost efective and
timely;
The NGO follows a participatory decision
making process to decide on the resources
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Comments

Statements

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g

and programs.
Program beneficiaries are selected through
a transparent and participatory process
involving discussions with target
communities and front line staf.
Adequate record of project beneficiaries is
maintained and shared with donors, if
required.
Program Planning

NGO has experience in involving

stakeholders in development planning,
implementation and monitoring and
evaluation.
Results of the community need
assessments are incorporated in the
planning process.
Program priorities and services are defined
in collaboration with stakeholders.
Programs are efficient, cost efective and
timely;
The NGO follows a participatory decision
making process to decide on the resources
and programs.
Program beneficiaries are selected through
a transparent and participatory process
involving discussions with target
communities and front line staf.
Adequate record of project beneficiaries is
maintained and shared with donors, if
required.
External Relationships

NGO is seen as a credible organization and

valuable resource by stakeholders.
NGO-stakeholder relationship is one of
partnership for a common purpose.
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Comments

Statements

Ratin
g

NGO shares resources and maintains

relationships with local, national and
international NGOs.
NGO plays an important role in promoting
coalitions or networks for advocacy.
NGO collaborates and cooperates with local
government and line departments.
NGO is able to engage policy makers in
dialogue.
Exchange of information occurs between
NGO and government on a regular basis.
NGO has a functioning website which
displays accurate information about its
programs.
NGO is seen as a credible and trusted
organization by its donors.
NGO has attracted positive media attention
for promoting its programs.
Program Sustainability

While designing new projects, sustainability

is given particular attention and
appropriate strategies are included in the
project design to ensure continuity of the
project results even after completion of the
project.
NGO project designs include programmatic
phasing out strategies with clarity on the
roles, responsibilities and timelines.
NGO implements income-generating
programs which positively afect local
economy.
NGO has the ability to access diversified
funds to contribute to its program activities.

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Comments

SECTION 11: Perceived Strengths

What are the perceived strengths of the organization? Mention 5 in order of
importance.

SECTION 12: Perceived Areas of Improvement

What are the perceived areas where the organization seeks improvement?
Mention 5 in order of importance.

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SECTION 13: Attachments

Please ensure that the following are attached with this document:
1. Copy of Charitable Registration Document
(Note: U.S. organizations must provide a copy of their tax exempt letter issued by the
Internal Revenue Service).
2. Copy of the organizations constitution/ articles of association
3. Copy of the minutes of the last board meeting
4. Copy of the latest annual report
5. Copy of the latest financial audit report
6. Copy of NGOs financial policy/procedures
7. Copy of NGOs administration rules/procedures
8. Copy of NGOs procurement policy/procedures
9. Copy of the latest external evaluation report for any project implemented by the NGO
10. Current staf list, including full name, designation, location and date of joining the
organization

SECTION 14: Declaration

I, the undersigned, being duly authorized in the organization certify that:
a. The information provided in this profile is accurate to the best of my knowledge and
understanding, and
b. In the event of any false or wrong information provided in this profile or as
attachments, our organization may be disqualified from working in partnership with
Zakat Foundation of America.

Acknowledgement
Name
Position
Signature
Date and
Place

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