Supporting Unit

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 and others.

Internal Audit

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.

Engineering

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.

Skill Training

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.

i) Pre-service Training

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 chances.

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.

Institutional Structure

Head Office

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.

Central Coordination Office

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.

Area Office

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.

Branch

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.

Center

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

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.

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