JUMUIYA YA MAENDELEO YA JAMII NA UHIFADHI WA MAZINGIRA ZANZIBAR (CODECOZ)

Project name: Community Awareness Raising on Environmental Management in West District, and Strategic Plan Development. 

 

MONITORING REPORT QUARTER 1

 

Introduction.

Brief about the project

In this project CODECOZ intends to continue with Awareness Raising program on Environmental management in West District of Zanzibar; the area which is highly devastated by environmental degradation. The project activities will include meetings for community leaders and open forums for the members of the community of the remaining 29 Shehias of the districts which were not covered in the previous project.

Further more the organisation intends to develop 5 years Strategic Plan which will enhance the organisations capability of performing day to day activities.

 

Overall project objectives:

 Increased community awareness on participation in environmental management in their localities and CODECOZ activities focussed on a special program.

 

Quarter 1 objective:

CODECOZ’s 5 years Strategic Plan Developed.

 

Methodology Used:

1. Observation during activities implementation
2. Personal interviews of the participants and CODECOZ leadership using CODECOZ monitoring tool
3. Literature review of document such as proceedings and reports
4. Verification of the items

 

Activities set to be implemented in the first quarter:-

1. Hiring of Staff and purchase of office equipments.
2. Conducting Organisation Self Assessment.
3. One day meeting to present finding/report by the consultant.
4. Five days workshop to develop 5 years strategic Plan

 

Status of Implementation:

 

Hiring of Staff and purchase of office equipments.

• One Administrative Assistant and an Accountant have been hired in February 2011 (verified). (Sources of information: Recruitment contracts).

• One giant photocopy machine IR 2318 costing TZS 1,800,000/ and one digital camera YASHIKA,  costing TZS 250,000/ have been purchased February 2011 (verified) (Sources of information delivery order/receipts)

 

Conducting Organisation Self Assessment.

The Organisation Self Assessment was successfully conducted. The participants under the supervision and direction of the Consultant Mr. Rashid Ali Mohammed managed to use the Tool for Organisation self Assessment (TOSA) to assess the organisation. The data produced was then analysed by the consultant and produced in the form of report. In the report the areas which need immediate intervention have been identified. They include:

1.     Policies to address cross cutting issues, both national and international (Governance)

2.     Administrative policies and guidelines (Management(

3.     Management capabilities that is skill and capabilities ( Management)

4.     Staffing  that is adequacy of staff according to organisation needs (Human Resources)

5.     Sources of funds (financial management) just to name a few.

 

 Work plan to address them has been developed (verified).

 

One day meeting to present findings/ report by the consultant:

The meeting was conducted on March 20, 2011 at the EACROTANAL conference Hall.

19 participants 10 males (52.6 %) and 9 females (47.4 %) were present at the meeting which is 100 % attendance. They included 2 members of the Board of Trustees, 2 representatives from Department of Environment, CODECOZ members and leaders. The day was divided into 2 sessions. The morning session was used for presentation of findings/report by consultant. While in the second session the consultant presented a paper on resources mobilisation. (Sources of information: Attendance List, Proceeding, Payment slips, photograph of the sessions)

 

Achievement:

• Action plan to address capacity gaps has been developed during the exercise.
• Area which need immediate intervention identified
• Capacity of both leaders and members to conduct self assessment developed. (Sources of information: report document, personal interview of some members and individual evaluation forms filled after the exercise)

 

Workshop to develop 5 years Strategic Plan:

The workshop was conducted from 22^nd – 26^th of April 2011, at the office of the Chief Government Statistician (OCGS) conference room. It was a 5  days workshop

Altogether 33 persons participated at the workshop. They included 2 CODECOZ Trustees, 2 community leaders, 1 representative from the West District Council, 1 representative from West District Commissioner’s office, 1 representative from Department of Environment and 26 CODECOZ members (including executive committee members). Out of 33, 14 were males (42.4 %) and 19 were females (57.6 %) This is evident that CODECOZ has now more females active members than males. The attendance at the workshop was 100 %.

The exercise was successfully conducted. The participants under the direction and supervision of the consultant, Mr. Rashid A Mohamed developed the 5 years SP for CODECOZ, which is the objective for this quarter. The exercise itself had the following objectives for the participants:-

1.     Gained knowledge and experience in formulating Strategic Plan

2.     Acquired skill on facilitating strategic planning

3.      Sensitized on how to think strategically

4.     Produced draft document of CODECOZ Strategic Plan.

The evaluation conducted at the end of the exercise has revealed that a good number of the respondents have acquired the knowledge and skill needed for SP development. Three questions were asked and each participant was required to answer and assess her/himself and then submit the assessment sheet to the consultant.

 

Achievements:

• Draft document of CODECOZ SP developed
• One year operational Plan Developed
• Knowledge and skill on facilitating SP acquired.

 

Challenges/Constraints:

Not all CODECOZ members have same knowledge and information about the organisation. Some members have shown that they were not conversant with the activities of the organisation. It is the leadership cadres which have enough information about the organisation activities, while some members in Unguja and some very few from Pemba have this knowledge about the organisation activities.

1. Very few participants have knowledge about OCA exercise and Strategic Plan development.
2. Some very important items needed for the exercise such as stationeries, Transport for members of the Board of Trustees. Supporting Staff and fuel (in case of 5 days workshop) were not budgeted for; therefore the organisation had to spend its own money for the items. It was overlook and being a small organisation has cost us a fortune.

Comments/recommendations:

• Time set aside for training was not enough/It should have been 5 days or a week.
• Half day for resources mobilisation was too little a time/CODECOZ should organise special training for resources mobilisation and fund raising for its members.
• The organisation self assessment was an in-house activity/It should have involved more people including CODECOZ beneficiaries (community members)

 

 

Prepared by

Ms Mwanakhamis Kh. Soud and

Capt. Hamza M. Omar (Rtd)

 

 

 

(Not translated)