Operations Manual: What? How? Why?

It’s not often that we manage to get a group of Vision Africa project leaders and representatives gathered together from across the country but when we do it’s usually a very productive time. Last April, we held our first ever strategy day in Nairobi. As a result of those discussions, an operations manual has been compiled and this April we spent a day reviewing sections of the document which will help project leaders and Vision Africa staff as they go about their work.

Vision Africa currently works with around fifteen community projects ranging from schools to children’s homes, a sports development program to vocational training centres. Some of these projects have partnered with Vision Africa since we started ten years ago and the latest was introduced in March 2008 after the post election violence which rocked the country. Every project is different and they are located in diverse areas including urban slums, fertile rural areas and semi-arid land where water is extremely scarce. One thing that all the projects have in common is that they are helping disadvantaged children and trying to give them brighter futures.

During the transition from the leadership of our founders to that of our current Field Director, Deborah Kimathi, it became apparent that some standardisation was required to ensure that all projects partnering with Vision Africa were dealt with in the same way and that everyone involved should be aware of the processes to be followed. Some discussions also began about what it actually means to “Give a Child a Future” and what the mission and vision of Vision Africa should be in order to achieve that goal. It was essential for project leaders to have input in these discussions and help shape the future of Vision Africa as they are the people on the ground who have to share our vision with the local communities they work with and had to advise us on local expectations and limitations.

After one year of drafting and review by Vision Africa’s Kenyan Council of Reference and UK Board, the operations manual was presented to the project leaders. The document includes an outline of the organisation’s history, guidelines on the relationship with projects, information about monthly and annual reporting, human resource management including health and safety, child sponsorship program and volunteers. All relevant documents such as budget forms, monthly report templates and child sponsorship forms are included in the document to ensure it gives staff and project leaders a comprehensive guide to the organisation they are working with.

A day was spent actively discussing the content of the document and obtaining feedback and advice from the project leaders. Included in the discussions was Vision Africa’s local Administrator, John Kiboro, who was on hand to give valuable input regarding legal issues and how the new constitution would affect some of the areas covered by the operations manual. Project leaders advised on how staff, parents and the community would react to some sections of the manual and highlighted and questioned areas where the implementation of certain policies might be difficult. Discussions then followed to find practical solutions which would satisfy all parties concerned.

The Vision Africa Operations Manual will be an evolving document which will continue to be improved upon over the years. We look forward to further discussions and debates with the project  leaders who helped shape the document and thank them for the active roles that they played.

It is anticipated that by outlining the roles of Vision Africa and the projects, defining the responsibilities of each party involved in the partnership and providing the tools required to carry out those responsibilities, the operations manual will improve efficiency, allow better planning and boost the morale of the Vision Africa family with everyone knowing that they are working towards a common goal and to the same standards.

To keep up to date with Vision Africa, follow us on Twitter @visionafrica or join us on Facebook http://www.facebook.com/visionafrica