Administration in Awassa
EBCC Germany and FHRD (Forum for Human Rights and Development), now registered under the new NGO law as "Center of Concern", have been partners since November 2008. Ethiopian law requires different regional civil servants from various offices (Education, Social Affairs, Women Affairs, etc.) to monitor organizations running a Boarding House. Without a partner who knows the network and obligations (quarterly reports!) foreigners cannot act as donors. A trusted partner for administrative purposes is a "must"! On the other hand, we have established our own system of evaluation and good communication through regular project visits and site inspection.
Awassa: capital of the Southern region with a population of 150,000
Agreement 1
Memorandum of Understanding
Cooperation in Partnership
Between
Forum for Human Rights and Development
And
Edget Baandnet Children Center e.V., Germany,
Awassa, November 2008
Objectives
The objective of this Memorandum of Understanding (MoU) is to set up an initial working and partnership relationship between the two organizations. This MoU is being prepared following the interests of the two organizations to work together to contribute their shares in alleviating the problems of poor children and young people in Awassa, Ethiopia.
Agreement to cooperate
This partnership agreement formally confirms a partnership between
Forum for Human Rights and Development,
an implementing partner, which is legally registered in Awassa, Ethiopia (hereinafter referred to as FHRD)
and
Edget Baandnet Children Center e.V., Germany,
a donor, which is legally registered in Hamburg, Germany (hereinafter referred to as EBCC Germany).
The two partners agreed to work in partnership in the following areas:
- a) support for orphans and vulnerable children (as a first priority)
Consideration may well be given in future agreements to the following areas:
- b) Women and children in prison
- c) HIV/AIDS
- d) Tackling child labour
- e) Free legal aid support for different marginalized people (in particular children and young people)
- f) Capacitating young people
- g) Rehabilitation activities for the disabled
Respective Role of the Partners
Role of FHRD
As the implementing partner, FHRD is assigned to take direct responsibility in the management and implementation of the above projects and programs and
- Ensuring the quality of outputs and administration
- Implementing projects in line with the interests and guideline of EBCC; working contracts and staff recruitment and/or changes to be agreed upon by both partners.
- Emphasizing ensuring implementation in accordance with the pertinent Ethiopian laws
- Submitting an annual FHRD report, based on annual targets, to EBCC Germany and - as per Ethiopian requirements - regular reports (here: the Boarding House) to government institutions
- Respecting the objectives as Boarding House main guiding principles. Amendments or any changes to be agreed upon by both partners.
Role of EBCC Germany
- EBCC Germany chooses FHRD as the sole partner in Ethiopia
- Involvement in fundraising for target areas stated in the MoU, with main focus for the time being on the Boarding House in Awassa.
- Ensuring that all project plans are consistent with the interests of EBCC Germany
- Providing technical assistance and consultation to FHRD upon request and mutual understanding in the above fields of common interest
- Keeping FHRD informed of the intentions and future plans for support for projects
- Monitoring and evaluating the performance of projects and providing a basis for review, if necessary, through the EBCC Germany Country Director assigned in Awassa
- Respecting the objectives as Boarding House main guiding principles. Amendments or any changes to be agreed upon by both partners.
Obtaining Implementation Agreement at Government Level
As an implementing organization, FHRD will sign a cooperation agreement with the relevant government agencies in SNNPRS; EBCC Germany will be referred to as supporting partner (donor) for the projects carried out by FHRD.
Effective Date of the MoU
The MoU shall come into force starting from the date of signature by the two parties and shall stay in force for an unlimited period.
Termination
If a party determines that this MoU can no longer be executed effectively or appropriately, it shall consult the other party. Failing agreement on a solution, this MoU may be terminated by either party upon giving 90 days written notice for the other but not before 1/1/2010. Property of the Boarding House according to inventory list remains property of EBCC e.V.
Applicable Laws and Dispute Settlement
This MoU shall be governed by the appropriate Ethiopian laws, in addition to the amicable mechanism of dispute resolution, which would be accepted by both parties.
Signed in Awassa on November 10, 2008
Assefa Getaneh Edget Baandnet Children Center e.V. Germany
Executive Director Gundi Brendes - Bernhardt, Vice President
FHRD Joern Bernhardt, Director Finances
Witness
Children's Orphanage/Boarding House
Agreement 2
Objectives of Orphanage
- Providing free room, board and tuition to disadvantaged children who are extremely poor and/or orphaned
- The food provided will be based on modern nutrition knowledge and must be evaluated each year through feedback of orphans and organizations like Action Faim
- Medical assistance provided by an accepted medical center will be free of charge
- Providing a framework of attitude training as a ground for sound development and in the context of their cultural heritage
- Providing quality education completely free of charge to children and an environment which is conducive to study and further education
- Providing an environment that will help to provide equal rights to boys and girls
- The orphanage follows the principle of co-education, with the focus on girls' education (2/3 of the orphans selected will be girls)
- An orphan accepted by Live, Love & Learn Boarding House can only be expelled by the Supervisory Board on the basis of a written report prepared by the counselors
- The Orphanage observes freedom of religion, as long tolerance and human rights are respected. The Boarding House will not permit religious gatherings within its premises
Guiding Principles
- Accommodating the spiritual wealth of 56 nations and nationalities of the region
- Promoting cultural diversity
- Engendering sensitivity (equal rights promotion)
- Creating awareness among the young people
- Freedom of religion (the founders are Christians)
Signed in Awassa on November 10, 2008
Assefa Getaneh Edget Baandnet Children Center e.V. Germany
Executive Director Gundi Brendes - Bernhardt, Vice President
FHRD Joern Bernhardt, Director Finances
Witness
Agreement 3
Ackknowledgement of Key Elements of the Boarding House
Home Mother
- Responsible directly to the Country Director Edget Baandnet Children Center, Germany and the Executive Director of FHRD, responsible for the Boarding House; regarding school matters, tuition, psychological needs, responsible to counsellors
- Preparation of a household book - keeping records about weekly expenditures and medical expenses
- Supervising the health conditions of the Boarding House children; assisting the children to see the doctor/clinic, if necessary
- Responsibility for the day-to-day business of the Boarding House activities
- Involvement in activities like preparing the children for school/school breakfast/cleanliness/hygiene; securing measures for prevention of malaria and malnutrition; ensuring the beauty (cleanliness and security) of the Center
- Securing the right quantity and quality of food, food preparation according to agreed guidelines; if necessary consulting Country Director to solve any problems
- Organizing monthly meetings and communication of arising matters with the aim of working out practicable solutions (participants: two childrens' representatives (once in a while: a children's assembly), one German Country Director from DED, one Boarding House Mother, Counselor(s), one housekeeper, one FHRD representative)
- Keeping and controlling a petty cash box of 800 - 900 ETB monthly to be provided on the first day of each week (or decided by the orphanage meeting)
- Controlling the monthly purchase of food and other items as agreed upon on the basis of the annual budget.
- Keeping a report book of special matters arising amongst the persons living in the Boarding House
- Working on the basis of the Boarding House objectives and budget
- Being present every day, 24 hours a day, and making sure that authorized person(s) will represent the Home Mother in case of any absence
House Keeper/ Home Father
- Responsible directly to the Country Director Edget Baandnet Children Center, Germany and the Executive Director of FHRD, responsible for the Boarding House
- Responsibility in financial matters: preparation of a household book - keeping records about expenditures;
- Financial control of a petty cash box of 800 - 900 ETB, kept by the Home Mother, monthly to be provided on the first day of each week (or decided by the orphanage meeting)
- Assisting in the monthly purchase of food and other items as agreed upon on the basis of the annual budget
- Responsibility for the duty timetable of the security guard
- Responsibility for security from 8 am - 5 pm. In his absence, one other person might be authorized.
- Organizing assistance in any maintenance problems and malaria/hygienic control measures
- Responsibility for the Boarding House premises; responsibility for the learning process of the children in how to maintain a garden with vegetable plants and how to keep the premises clean
- Link & counterpart to other (new) projects outside the Boarding House (e.g. Makibasa)
- Making sure that security is maintained 24 hours a day.
- Public relations, visitors and/or inspections or control measures from government to be allowed only if formal FHRD representative and/or EBCC Director is present
- Communicating any problems occurring with Executive Director
- Working hours: 8 am - 5 pm, Monday - Friday, 5 days a week.
Educator/Counselor (key person(s) for school career)
- Responsible directly to the Country Director Edget Baandnet Children Center, Germany and the Executive Director FHRD, responsible for the Boarding House;
- Regarding school matters, tuition, psychological needs responsible for the Boarding House children; instructions and advise to be given to Home Mother.
- Preparation of budget needs concerning school matters and communication to accountant and German EBCC representative - in good time.
- Supervising the health conditions of the Boarding House children - advising Home Mother if needed
- In cooperation with the Home Mother: preparing the children for school/school breakfast/cleanliness/hygiene; securing measures for prevention of malaria and malnutrition;
- Organizing monthly meetings and communication of arising matters with the aim of working out practicable solutions (participants: two children's representatives (once in a while a children's assembly), one German Country Director from DED, one Boarding House Mother, Counselor(s), one housekeeper, one FHRD representative)
- Attending to a report book of special matters arising amongst the persons living in the Boarding House
- Work on the basis of the Boarding House objectives and budget
- Per week 12 hours as per timetable (agreed upon are 4 sessions per week, minimum of 16 sessions per month) suitable for tuition purposes plus school and parents visits as required.
Signed in Awassa on November 10, 2008
Assefa Getaneh, FHRD Edget Baandnet Children Center e.V. Germany
Executive Director Gundi Brendes - Bernhardt, Vice President
Joern Bernhardt, Director Finances
Witness