Handover note – Vlora Gojani, outgoing Regional Compliance Officer respectively Acting Country

Director, Kenya Country Office

The objective of this handover form is to ensure the smooth handover of all relevant issues from one employee to another and to avoid loss of knowledge which has been build up. This concerns
issues that require immediate attention, regular activities (with specific details) and hand over a collaboration partners and important external contacts in the broadest sense of the word (again with
specific details), handover of on-going projects and other general points that do not fit in any of the categories mentioned before. Please fill in as detailed as possible!

Name: Vlora Gojani

Position: Regional Compliance & Finance
Manager / Acting Country Director
Deaprtment: DRR & DR
Date (ending contract): 31 December 2015
Date handover: 23 December 2015
Handover to: FAM, FAA & OM - Office Nairobi
RPC - Regional Office Addis
DCO – Head Office NL

Ongoing issues that require immediate

What should happen? Where can information be found? Action by
attention
List of ongoing tasks and related actions whom
1. Annual audit 2015 and Annual financial report  Provide required documents & information, collaborate and support the
for/to NGO Board / Kenya annual audit.
Fred
 Information/reference email by Vlora dated 24 Nov ’15 sent via “we transfer”
to Fred, Sophie & Keller
2. EU expense verification / Kenya  Provide required documents & information, collaborate and support the
audit. ToR and Service Agreement are signed.
 Information/reference email by Vlora dated 14 Dec ’15 sent via “we transfer” Fred
to Fred, Sophie & Keller
3. ASI interim audit / Kenya  Follow up the field audit & respond to the ML
 Information/reference from audit report & follow up action on the field Fred
checks
4. EU budget revision for Year 2 & 3 / Kenya  Prepare, share with IPs and submit to EU.
 Information/reference email by Eric dated 18 & 23 Nov ‘15 Fred
5. ASI budget revision approved / Kenya  Pending addendum of the grant agreement with ASI on the changes. This
Fred
will not affect Caritas Maralal grant agreement.

Wednesday, 23 December 2015, Nairobi Page 1 of 8

Handover note – Vlora Gojani, outgoing Regional Compliance Officer respectively Acting Country
Director, Kenya Country Office

 Information/reference email by Vlora dated 4 Dec ’15 as re-aligned budget

revision.
6. ASI procurement process finalization on  Construction contracts are signed.
construction / Kenya  Complete & sign regret/award letters, minutes of tender meeting, signed Fidelis
declaration of impartiality by committee, progress technical reports, (under close
invoices, payments. supervision
 Information/reference ASI folder (hard copies from Maralal and FAA NBO) by Fred)
and email dated 22 Dec ’15 sent by Vlora to Fred and Fidelis.
7. Security Plan / Kenya  Finalize security plan. Sophie and
 Information/reference Sophie Randall & Jonathan Heffner (incoming) CD
8. Integrated KCO SDG sheet  This tool will be used for monthly skype meeting with HO
 Information/reference email (to Fred) by Vlora dated 7 Dec ’15 (overview Fred and
was submitted to HO on 15 Nov ’15). (incoming) CD
9. ASI (opening) bank account  Follow up with NGO Board Fred
10. PoAs / authorized signatures  Cancelation of the mandates;
 Vlora Gojani to be cancelled as bank signatory from all bank
accounts and her e-banking token
 Eric Makokha to be cancelled as bank signatory from Kisumu bank Fred and
account Sophie
 Hilda Mawanda to be cancelled as bank agent and her e-banking
token
 Alex Musindalo to be cancelled as bank agent
11. Women Leadership Institute HO  Submission of final financial report after the workshop is finished Sophie and
 Information/reference Sophie Randall. Fred
12. Filing employment contracts  Contracts for 2016 are signed.
Sophie
 Information/reference – contracts are with Fred.

List of regular activities to be handed Specifics/remarks/deadlines. Where can information be found? Action by
over Files to be handed over whom
1. Monthly reporting to HO & CO / Kenya &  Every 15th of the following month for previous month Fred
Ethiopia  Fred have all files/documents, also available in the server as filed by Keller (information
from team)

Wednesday, 23 December 2015, Nairobi Page 2 of 8

Handover note – Vlora Gojani, outgoing Regional Compliance Officer respectively Acting Country
Director, Kenya Country Office

2. Overall contract management / Kenya &  Monthly basis Fred and

Ethiopia Workneh
3. Compliance (contracts, compendium) / Kenya  Regular basis Fred and
& Ethiopia  CoConut Workneh
4. Staff performance evaluation / Kenya  Quarter basis
(incoming) CD
 CoConut
5. ASI consolidation report / Kenya  Monthly only financial whilst Quarterly narrative & financial
 ASI box file and server soft files and ASI contract/specic & general
Fred
conditions/financial procedures
6. ASI Caritas & Cordaid field office reporting /  Monthly only financial 15th of following month, whilst Quarterly narrative,
Kenya financial 15th of every 4th month and submission of documents
 ASI box file and server soft files and Caritas grant agreement, ASI Fidelis
contract/specific & general conditions/financial procedures
7. ASI final reporting / Kenya  Within three months after the project period Fred
8. EU PMU reporting / Kenya  Monthly PMU only financial 15th of following month for internal purposes,
whilst consolidation financial every 4th month Fred
 EU box file and server soft files and contract/annexes/general & specific
conditions
9. EU CEMIRIDE & CSO reporting and  Monthly only financial 7th of following month, whilst Quarterly submission of
Keller (under
verification of the documents / Kenya documents & financial 7th of every 4th month
supervision
 EU IPs’ box files and server soft files and consortium agreement/general
of Fred)
conditions/reporting guidelines/check list of the justification documents
10. EU consolidation report and expense  Annually, respectively within three months after project period for final
verification, respectively final report / Kenya report
Fred and
 EU box file and server soft files and contract/annexes/general & specific
Keller
conditions
11. Office budget for following fiscal year / Kenya &  End of October submission to HO Fred and
Ethiopia Workneh
12. CSR foot print calculation for 2015 / Kenya &  Prepare calculation overview for 2015 (deadline is Feb 2016) and submit to
Fred and
Ethiopia (Workneh received format during HO (Piet Spaarman).
Workneh
admin week HO)  Information/reference email by Vlora on 18 Jun ’15 calculation for 2014
13. Reporting to and any other endorsement by HO  Piet Spaarman Via Fred until

Wednesday, 23 December 2015, Nairobi Page 3 of 8

Handover note – Vlora Gojani, outgoing Regional Compliance Officer respectively Acting Country
Director, Kenya Country Office

CD comes
on board

Action by
List of on-going tasks Specifics, remarks, where can information be found
whom
1. UNDP grant proposal / Kenya  Follow up with UNDP the status of our proposal (refer to Dida’s/Jennie’s
(incoming) CD
files in the server)
2. KFW grant proposal / Kenya  Follow up with HO & KFW the status of our proposal (liaise with HO – (incoming) CD
Jeroen Alberts) and HO
3. MoA tender proposal / Kenya  Follow up with MoA the status of our proposal (liaise with Zeituna and Ton) (incoming) CD
and Zeituna
4. Ford Foundation fundraising meeting  Schedule meeting for January 2016. Refer to correspondence between
Fred and
Vlora & Eric (last one) dated 23 Nov ’15 from Zeituna confirming the follow
Zeituna
up action
5. ASI new proposal  As being asked by ASI, follow up continuation of current project/prepare
Molu and
new proposal and submit not later than Feb 2016. Liaise with Zeituna and
Zeituna
Molu
6. PfR new proposal  Follow up new proposal for Kenya PfR 2016. Liaise with Zeituna Zeituna

Further handover points (for example good consultants you worked together with, working groups / networks in which
continued participation is useful for Cordaid, other important network contacts (also with contact details)
1. Monthly Caritas’ (family) Directors (lunch) meeting / contact is secretary of Caritas Swiss email; cchege@caritas.ch
2. Monthly country office Director’s meeting / contact; frank.adoyo@concern.net
3. INSO NGO Security updates / contact is Emmanuel Rinck Director – INSO Kenya, International NGO Safety Organisation Kenya, email;
director.ken@ngosafety.org
4. CBA (commercial bank of Africa) / contact point for Cordaid is Gladys W. Mwai email; gladys.mwai@cbagroup.com
5. NGO Board concerning annual reports, work permits, opening & closing bank accounts, introducing & cancelling signatories of the banks, constitution/
registration

List of good consultants in

Names Organization Tel Contact Email Subject

Wednesday, 23 December 2015, Nairobi Page 4 of 8

Handover note – Vlora Gojani, outgoing Regional Compliance Officer respectively Acting Country
Director, Kenya Country Office

Kimani Kimotho Kimani Kimotho & Co Advocates +254 (0)722 214 322 kk@kimanikimotho.com Lawyer for HR matters
Danson Kigundu Kigundu Mwangi & Associates +254 (0)723 788 103 kigundu@kenyaweb.com Annual & EU audit
Erastus Erastus & Co erastuscpa@kenyaweb.com Tax consultancy
Madhav Bhandari Baker Tilly Meralis’ +254 (0)738 600 209 madhav@meraliscpa.com ECHO & annual audits
James Mainna Ernst & Young +254 (0)20 27 15 300 www.ey.com ECHO audits
John Waimiri Independent consultant +254 (0)733 728 636 jwaimiri@yahoo.com Communication/Visibility
Hassan O. Hulufo Independent consultant hulufo@yahoo.com DRR risk management

Hand over of Cordaid’s property

Signature of
staff handing
Asset Code (if Date Signature of
Description over the
applicable) Returned recipient
item/asset

Sim card post-paid AIRTEL mobile number +254 (0)733 708 724 nn 23 Dec 2015 Keller Machanja Vlora Gojani
Office entrance keys nn 23 Dec 2015 Keller Machanja Vlora Gojani
Vehicle KBP 908V (car taken on 16 Dec’15) and keys CD CAR 11-010 23 Dec 2015 Keller Machanja Vlora Gojani
Keys of vehicle KBS nn 23 Dec 2015 Keller Machanja Vlora Gojani
Safe (spare) keys nn 23 Dec 2015 Keller Machanja Vlora Gojani
E-Banking token nn 23 Dec 2015 Keller Machanja Vlora Gojani
Laptop of former Country Director (Sony VAIO 13 Inch) CD COM 013-067 17 Dec 2015 Frederick Elabonga Vlora Gojani
HP Office jet 8600 colour printer / S/N CN388D4GTC CD PRN 014-008 23 Dec 2015 Keller Machanja Vlora Gojani
Laptop of Vlora (Sony VAIO 11 Inch) CD COM 014-073 Bought by Vlora as approved by Ton (email dated 2 Dec ’15
from Ton)

Wednesday, 23 December 2015, Nairobi Page 5 of 8

Handover note – Vlora Gojani, outgoing Regional Compliance Officer respectively Acting Country
Director, Kenya Country Office

ASI (Adam Smith International /DFID funding) Project

This project is implemented by Cordaid and Caritas Maralal in Samburu.

Cordaid is renting a small office room from Caritas Maralal where Cordaid ASI team is working (Project Manager, Project Engineer, Project Finance Assistant
and Project Driver). This team is charged 100% to the project.
Recently, donor has visited the field and noticed that some of the activities are not implemented as planned. Also noticed that IP (Caritas Maralala) is not well
monitored by Cordaid. Therefore, donor requested meeting with Cordaid management in Nairobi.

Held meeting with ASI where discussed running project and shared their concern with Cordaid such;

 So far very little software work has been done by Cordaid and its IP (Caritas Maralal).
 From that little work progress, still the results doesn’t show any impact neither well documented (approach, methodology, planning, strategy,
impacts).
 No coordination amongst implementing partners Cordaid (as lead), IIRR (as co-partner) and Caritas Maralal (as sub-contractor IP by Cordaid).
 Hard work done so far shows also slow & low progress but this is accepted because ASI was timely informed and we (together) took action on
revising the budget since the budget was an issue for this low progress.
 ASI noted that Cordaid has a very good network and reputation with local government but they think that Cordaid is not using as such this
advantage.

Agreed action points with team;

 PM & PO to revise the work plan and submit Monday 14th of Dec’15.
 PM & PO to report on the revised work plan (what has been done so far, how is done, who has done, what & why not done, when to be done)
and to submit Monday 14th of Dec ’15.
 Letter to CEO of Caritas Maralal about the feedback from ASI.
 I’ll ask now our PM to share his approach especially on monitoring of the IP.

Possible outputs (depending on clarification by our PM / am still to receive);

Might be a need for hiring an extra help hand in the field based (Community Mobilizers) to support our ASI team in Maralal. This has been agreed with
ASI by the time we signed grant agreement. However, has been mentioned also today. ASI is in agreement for this considering that we might end up
with some remaining budget from other staffs budget lines due to late start of the project approval & implementation and role of Zeituna to be shift with
100% PfR (currently Zeituna is 80% covered by ASI).
ASI meeting was held in December but considering my departure, am including these info in Nov report as important information to be followed up by
my successor.

Wednesday, 23 December 2015, Nairobi Page 6 of 8

Handover note – Vlora Gojani, outgoing Regional Compliance Officer respectively Acting Country
Director, Kenya Country Office

EU funded Project

This project is implemented by Cordaid, Cemiride (Isiolo) and CSO Network (Kisumu).
Cordaid has a PM who will be 100% involved in this project (implementing PMUs activities and monitoring IPs).
Concerning EU budget revision, so far not done yet. IP agreed on the activities to be revised. Pending budget revision for 2016 & 2017 to be done by Fred in
January and submit to EU.

Files on CD laptop
Login password: Cordaid
Directly under documents you’ll find these handover notes. Together with those made by Annelies and Dida. Please note that the links in Annelies handover
are not valid anymore. Her background information is good though.
This laptop was not used by Vlora during period of acting as CD as Vlora had two roles; RCO & ACD hence used another PC.

1. Strategy

This file contains general background documents on the context, HO policy guidelines and the annual and multi-year plan. Due to the reorganisation, most
documents have lost some relevance.

2. Programs

Under programmes, you find separate folders for ASI (112654), EU Devolution (112381-110960) and PfR 2, furthermore, a folder for all MFS projects and one
on the M&E project.

3. Acquisition and funders

Again several folders: 1) submissions which contains running projects and submitted EoI / proposals under the heading 2015. Furthermore, track record, staff
CVs (internal application procedure could be used to update these), a consultant database (not vetted, so quality is not sure), funders (very limited) and
general documents for submissions (like the SOC template, to be submitted to bernice.schwalbe@cordaid.nl in case of funding opportunity and fee structure).

Also, all information around the fundraising strategy is put in a separate folder. This provides interesting donor tables, need to strategize if and how to use the
fundraising strategy. October is usually a good month to approach donors (finishing current budget and planning for New Year).

Funding forecast is one the formats to be send with the quarterly report. Most recent one is stored under Monthly report of August.

Wednesday, 23 December 2015, Nairobi Page 7 of 8

Handover note – Vlora Gojani, outgoing Regional Compliance Officer respectively Acting Country
Director, Kenya Country Office

4. Reputation, communication and thought leadership

All available information, brochures, pitches and presentations are brought under one folder (divided again per BU), furthermore there is a folder on the PBO
act, Caritas (visit of the pope), other networks (IAWG, Pastoralist Parliamentary group and INGO CD). The last folder pertains to private sector, which I have
not explored.

5. Finance and Control

Under this folder, KCO procedures and Cordaid general procedures can be found (quality manual, forms etc). Furthermore, all PoA’s are grouped together as
well as information on Audits (both external and internal) and Legal / Tax status.

6. Personnel and organization

Three folders under this heading are important: HRM (with manual and folder per staff), Reorganisation and Security.

7. Monthly reports

Under this heading, all monthly reports are collected including the zipped financial documents. Furthermore, the outline for the report is also stored here
clearly indicating who is responsible for which part. Reports are due to be send to piet.spaarman@cordaid.nl with cc to jan.rodenburg@cordaid.nl before 15th
of each month.

Reorganization
Completed, entire documents and process is filed at HR files – responsible staff is Sophia Randall/Operations Manager.

Wednesday, 23 December 2015, Nairobi Page 8 of 8