Introduction to NCCI
NCCI's Mission Statement:
NCCI is a member-led organisation that coordinates principled, collective NGO action in order to foster development, address humanitarian needs, and promote respect for rights in Iraq.
The NGO Coordination Committee for Iraq, or NCCI, is an independent initiative that was launched by a group of NGOs present in Baghdad in April 2003. At the time of inception, the 14 original members focused on establishing a base for objective aid coordination, highlighting intervention priorities and optimizing aid responses in Iraq. While membership was originally limited to international NGOs, in 2005, in an effort to empower Iraq's civil society, NCCI reviewed its structure and opened up membership to national NGOs, which greatly enhanced their links with the international aid community. NCCI now has 136 NGO members, and 7 observer NGOs, who are international and national organizations operating in Iraq and involved in all sectors of humanitarian and development work. The common objective of NCCI's members is to meet the needs of the most vulnerable people in Iraq. To view a list of our members please click here...
NCCI's activities evolved in accordance with the changing situation in Iraq, and in turn the organization developed into a comprehensive coordination forum where NGOs can exchange information regarding humanitarian activities and policy decisions in Iraq. NCCI continues to perform its role in advocacy and lobbying inside and outside Iraq, in addition to acting as a link for information sharing in regards to humanitarian needs and assistance. NCCI also provides various support services to its members NGOs.
Third parties - UN agencies, Iraqi authorities, other NGO platforms and donors - also participate in the exchange of information facilitated by NCCI on relevant humanitarian and development issues in Iraq.
The direct beneficiaries of the services provided by NCCI are its member organizations, followed by the greater NGO community in Iraq (national & international) and UN agencies. Indirect beneficiaries are people in need in Iraq who directly benefit from the projects of NCCI’s member organizations, who are supported by NCCI’s coordination, information sharing, advocacy and capacity building activities.
NCCI Strategic Objectives
NCCI will act as the NGO focal point for internal and external actors. This includes sharing information and facilitating contact between stakeholders.
NCCI is to create the enabling environment for NGOs to advocate for the rights and needs of people in Iraq.
NCCI is to provide the services, advice, and capacity building to support NGOs in order to enable development, address humanitarian needs, and promote respect for human rights in Iraq.
Coordinating NGO Action
- Coordination meetings (Country Director level, Head of Field Office level, general coordination meetings)
- Facilitating thematic working groups (HR/Admin, Advocacy, Communication/ Media, soon to commence Access Working Group)
- Hosting cluster meetings in NCCI offices to allow greater access for NGOs to the UN coordination mechanism
- Organizing additional ad hoc meetings as required (e.g NGO input to UN-led processes such as Humanitarian Response Plan)
Linking NGOs and Relevant Stakeholders
- Linking with international NGO fora
- Organizing donor meetings and facilitating contacts between donors and NGOs
- Linking with UN Agencies
- Representing NCCI’s member NGOs at the Humanitarian Country Team (HCT)
- Liaising with local authorities, NGO Directorates and relevant Ministries
- Publishing of useful resources, news updates and context information on NCCI’s website
- Publishing of NGO activity reports and announcements on NCCI’s website
- Field Report: biweekly overview of IDPs’ numbers and needs
- Online NGO map providing an overview of NGO activities throughout Iraq
- Sharing relevant reports and information by email
- NCCI’s Advocacy Working Group provides a platform for joint NGO advocacy
- Publication of vacancies, bids and tenders of NCCI’s member NGOs
- Facilitating sharing relevant information and best practices through the HR/Admin working group
- HR/Admin Skype group
- Capacity building projects for local NGOs
- Publishing training opportunities on NCCI’s website
The General Assembly: Composition and Duties
The General Assembly (GA), which is comprised of all of NCCI’s members, is the governing body of NCCI and responsible for formulating and reviewing policies and programmes. Its functions are:
- Appoints the members of the Executive Board;
- Notes the contents of the reports and financial statements for the year and votes on their adoption;
- Approves the annual budget;
- Supervises the activity of other organs, which it may dismiss, stating the grounds therefore;
- Appoints an auditor for the Organization's accounts;
- Decides on any modification of statutes;
- Decides on the dissolution of the association;
- Fixes the annual membership fees;
- Identifies issues for inclusion in the NCCI strategic plan;
- Adopts the NCCI’s multi-year strategic plan;
- Votes on decisions related to the functioning of NCCI;
- Approves the NCCI annual activity report;
- Considers resolutions that can be submitted by members;
- Endorses the appointment of the Executive Coordinator at the recommendation of the Executive Board;
The minutes of the General Assembly are drafted by a staff member of the NCCI Secretariat. They are signed by the chair of the board, kept at NCCI secretariat and circulated to the members.
Members are normally represented at the General Assembly meeting by their Head of Mission/Country Director; however the latter can delegate one of their senior staff;
The location of each General Assembly will be dictated by the circumstances at the time of convening.
The General Assembly (GA) meets once a year; extraordinary GA meetings may be called by the Board or by 2/3 of the members
The Board Chair is the facilitator of the GA unless another member of the Board is designated to act on his/her behalf
Voting Procedures at the General Assembly:
Decisions of the General Assembly shall be taken in accordance with the following conditions:
The representatives of at least 30% + 1 of the members shall constitute a quorum at the GA
All decisions shall be taken by a simple majority of the members present and voting. EXCEPTION: Decisions concerning the amendment of the Statutes and the dissolution of the Association must be approved by a two-third majority of the members present.
If the quorum is not reached at the General Assembly, the members present are eligible to take decisions. The 30% quorum is in any case necessary for any changes to the Articles of Association.
Every member carries the power of proxy, though only when the member they have empowered to represent them attends the meeting;
Votes can be cast during the General Assembly.
Otherwise votes can be made electronically until the day of the General Assembly (members shall be informed of the deadline).
Votes are by a show of hands. If requested by at least five members, they take place by secret ballot.
Agenda of the General Assembly
The agenda of the ordinary annual session of the general assembly must include:
- Approval of the record of the previous General Assembly;
- The Executive Board’s annual report on activities;
- Report of the treasurer and of the auditor;
- Setting of membership fees;
- Approval of the budget;
- Approval of reports and accounts;
- Election of Executive Board members and auditor;
- Other business.
Composition of the Executive Board
The Executive Board is comprised of seven members serving for a term of one year, which can be renewed twice, thus making the longest term possible “36 months”
Board candidates are member NGOs who are elected to the Executive Board by a vote of the General Assembly.
At least four of the NGOs on the Executive Board must have five years of field experience to ensure the Board has the capacity and experience to provide effective oversight of NCCI
- The seven members are elected by the General Assembly, taking into consideration:
Willingness and ability of the representative to devote the necessary time and energy to serve on the Board, and, where possible, to make his/her professional expertise available to perform certain functions in the Board
The rotation of agencies serving on the Board
- As much as possible, guarantee regional and programmatic diversity in Iraq
Functions of the NCCI Executive Board
The Board oversees the operations of NCCI on behalf of the General Assembly, and is therefore accountable for NCCI to the General Assembly.
The functions of the Executive Board are:
- Approving the NCCI strategy as developed together with the Executive Coordinator
- Approving the annual budget and activity plan further to recommendations by the Executive Coordinator
- Approving the creation of working groups and other ad-hoc and standing bodies
- Electing the Board Chair
- Approving the terms of reference, composition and time limits for committees, working groups and task forces
- Upon propositions of the working groups and EC, approving all advocacy initiatives
- Reviewing and approving statements for posting upon the approval of the GA
- Determining the agenda of the General Assembly (in consultation with the EC) and preparing the meeting of the General Assembly
- Approving the annual financial and activity reports to be presented to the GA
- Supervise the Executive Coordinator’s implementation of GA decisions and NCCI’s strategic plan
- Hiring, suspending and/or firing the Executive Coordinator following the approval of the GA
- Ensuring interim coverage of the Executive Coordinator as necessary
- Conducting the performance review of the EC’s work every six months
- Processing the approval of new members
- Conducting an annual review of members compliance to the charter
- Guaranteeing the respect of the charter by all NCCI members
- Validating the signature of all contracts and agreements between NCCI and external entities (donors, local authorities, etc.) excluding NCCI potential contractors
- Overseeing the financial management of NCCI and ensuring that the organization adheres to good financial management practices
Key Functions of the Executive Board
1. Board Chairperson
The chairperson is elected by the Board and is from one of the four experienced NGOs as mentioned above. Furthermore, the chairperson:
- Chairs the General Assembly
- Chairs the Board Meetings
- Is responsible, in agreement with the Board (especially the Treasurer and the Secretary) for the budget and expenditures and would be accountable to the General Assembly
- Appoints the Executive Coordinator on behalf of General Assembly
2. Deputy Chairperson
The deputy chairperson is elected by the Executive Board and is from one of the four experienced NGOs as mentioned above. The deputy chairperson’s duties include:
- Assists the Chair in fulfilling his/her functions.
- Acts as a temporary Chair in case the Chairperson is incapacitated
The Treasurer is elected by the Board and is from one of the four experienced NGOs as mentioned above. The Treasurer’s duties include:
General Financial Oversight:
- Support NCCI finance office in financial management and advises as needed/requested
- Provide support on the management of the accounts and compliance with donor grant conditions
- Provide support on overall compliance with government law and tax regulation
- Advise on appropriate financial processes and systems to ensure adequate controls are in place
- Reviews the annual financial reports of NCCI
- Finance report should be sent to the treasurer monthly. Advices on monthly budget management and forecast will be provided by the treasurer on this basis.
- Quarterly meeting with feedback on the monthly budget and review of financial process
- 1st quarterly meeting: Internal audit of NCCI financial processes
- 2nd, 3rd, 4th quarterly meeting: follow on financial process implementation
- Update the executive board member on the financial status of NCCI and its activities. (or review with the finance officer before he presents to the board)
- Reviews and validates the NCCI annual financial report with the NCCI finance officer before the General Assembly. The treasurer may present the report to the general assembly, or delegate this task to the NCCI finance officer.
- Participates in the selection of NCCI auditors for internal audits
- Follows up on the audit process and recommendations with the Secretariat
- Anticipates findings and advise on new process to implement or processes to revise.
The Secretary is elected by the Executive Board and is from one of the four experienced NGOs as mentioned above. The secretary’s duties include:
- Support the Chair in the smooth functioning of the Executive Board, ensures that responsibilities are met whether by Board members or delegated to paid staff
- Upholding the legal requirements of governing documents
- Ensures agreed Board actions are carried out and meetings are minuted (either by them or delegated to paid staff)
- Executive Board communication and correspondence
Meetings of the Executive Board
The Board meets monthly, and three of these meetings require a physical presence. Additional meetings maybe convened according to needs
The minutes of the Board meetings are drafted by the secretary, signed by the Chair and circulated amongst the members
The NCCI Executive Coordinator
The Executive Coordinator is responsible for and manages NCCI activities at all levels (Iraq and Switzerland), and represents NCCI externally. The EC is appointed by the Board upon review and approval by the General Assembly. Furthermore, the EC is accountable to the Board. The Executive Coordinator’s main responsibilities are as follows:
Implementing the General Assembly decisions and NCCI’s strategic plan
Leading and managing NCCI towards the achievement of the objectives set out in its Charter and by the General Assembly under the supervision of the Board
Promoting coordination and debate on relevant humanitarian/development issues and priorities identified by members
Recommending priorities in consultation with the members on issues that may warrant the attention/action of NCCI's constituent bodies
Reporting and providing updates on NCCI activities and achievements during Board meetings
Representing NCCI with stakeholders and in other relevant forums as agreed with the Executive Board (joint representation with a board or NCCI member may be considered)
Promoting membership with NCCI to relevant stakeholders
Ensuring the day-to-day management and internal functioning of the NCCI Secretariat, which is composed of the Executive Coordinator and other professional and service staff members
Revising and managing NCCI’s activities and communication strategy
Supervising NCCI security issues in Iraq
Raising funds and diversifying sources, and ensuring that NCCI personnel and activities are adequately financed
Guaranteeing that services to members and other organizations (as authorized by the Board) are provided