Affiliate Development Program
 YOHO has been awarded funding to assist and empower young people in rural Botswana and for this objective to be implemented they have to partner with the district based organizations. The vision that YOHO has with this collaboration is that, after the end of the project, the affiliate will be in a position to stand alone as an independent organization and able to partner with YOHO strategically.
Definition of District Youth Serving Organizations working with YOHO:
a)Partners:
These are not for profit youth serving organizations based within/targeting the districts that YOHO is implementing its HIV prevention programs. It holds independent status and the relationship with YOHO is usually limited to collaborative activities/planning, sharing district forums for HIV prevention coordination and partnerships for resource mobilization as well as cost sharing of activities. The partners will also have capacity to support satellite, village based youth groups to set up as associates or affiliates. Most of the contracts at this level will be mandatory cost reimbursable at the discretion of the leadership of both organizations. Partners may include the Botswana Government, development partners and members of the private sector whose conditions of relations will be specified per each intervention agreement.
b) Affiliates:
These are registered district based youth serving organizations that meet the following criteria:
- Satisfactory financial management capacity
- A complement of appropriately skilled staff or members who can deliver quality programs
- Satisfactory financial absorption capacity
- Satisfactory district stakeholder partnerships
- Organizations must have good management history
- Organizations must have good community credibility
- Organizations should be open to change and willing to accept technical support
- Have a pool of committed volunteers
- Provide a copy of their organizational profile to YOHO as well as any documents needed at the time of full registration as an affiliate
Common traits of affiliate organizations include local ownership, legal standing, office space, personnel and networks to support program delivery. YOHO’s support to affiliate organizations includes, but is not limited to, good governance, programming, monitoring and evaluation, financial management, IT support and resource mobilization.
An affiliate that satisfies most of the above areas of support during organizational assessments will be supported to graduate into a Partner, as described above. The affiliate should be able to build the capacity of village based youth groups (satellites) to deliver effective HIV prevention programs at the village level to qualify as a partner and must demonstrate capacity to mobilize resources and maintain partnership, as well as account for their program and financial activities. Contracts at this level will be mandatory and/or cost reimbursable at the discretion of the YOHO management committee. Common contractual obligations at this level include: submission of quarterly work plans and budgets for approval, semi-annual and annual reports, as well as attendance at the quarterly meetings. The affiliates will also serve as organizational members to YOHO.
c)Associates:
These are youth serving organizations that may or may not have a legal standing but are serving at the district level with a high sense of ownership. YOHO’s focus with these organizations is to improve programming, networks, financial management and resource mobilization. Contracts with associates are on reimbursable terms. With continued support from YOHO, associates may move towards affiliation or even partnerships.
Current Partners, Affiliates and Associate Organizations:
Partners:
- Bocaip
- BOFwa
- BNYC
- Makgabaneng
- Kuru Development Trust
Affiliates:
- Chobe Arts Association; Kasane
- Boteti Peer Theatre Productions; Letlhakane
- Tselakgopo Cultural Commune; Serowe
- Bonang Koo Theatre Groups; Lobatse
- A HE Eme Theatre Group; Hukuntsi
- Seetebosigo Theatre Group; Ghanzi
- Phikwe Theatre Group; Selibe-Phikwe
Associates:
- Moremogolo Extension Theatre; Jwaneng
- Madiba Drama Group; Mahalapye
- Tsoga Africa Theatre Group; Gaborone
Becoming an Affiliate:
Youth serving organizations that are seeking to affiliate/associate with YOHO should submit a written application for affiliation/association. The organization should also be willing to adopt and/or use YOHO policies and procedures in their operations and should be registered as a not for profit organization. Organizations that are not registered but are in the process of registering will be awarded temporary affiliate status and it will last for twelve(12) months.
Benefits of Being a YOHO Affiliate:
- Resources and experiences and best practices of other organizations that comprise the YOHO network
- Organizations will be capacitated in such areas as evidence based program design, implementation of YOHO Program curriculum, monitoring and evaluation, resource mobilization, partnership development with relevant stakeholders to ensure sustainability of programs
- Where possible, YOHO will provide operational space and necessary office equipment
- Organizations will be assisted to formulate and/or adopt good governance practices from YOHO
- Organizations will be assisted in setting up advisory boards to improve governance
- Organizations will benefit from the established brand of YOHO in youth HIV prevention in Botswana
Expectations of Affiliates:
- Organizations are functional institutions with the capacity to design and implement programs that are responsive to the needs of communities that live in their respective districts
- Organizations have the capacity to raise and manage funds for these programs either in their respective districts or from other available donors directly and/or with support from YOHO
- Organizations will have a good governance structure
- Organizations will have good IT networks
- Organizations will have satisfactory equipment and materials to deliver their mandates
- Organizations will have well developed monitoring and evaluation systems
- Organizations will have good financial management systems
- Organizations will have good community credibility
- Organizations will be open to change and willing to accept technical support
- There should be no tension between showing results and the time needed to build capacity
- Organizations must be willing to grow in the direction of identified gaps in the national response to the HIV/AIDS epidemic
Roles of YOHO and the Affiliate Organization;
Roles of YOHO:
The Youth Health Organization will serve as the lead organization for technical support to the program and this will include: provision of technical assistance to the program; training; and provision of both resource and program implementation materials that are required by the affiliate organization to manage their programs.
YOHO will work to:
- Assist the affiliate with their organizational development. This includes revision of the affiliated organization’s constitutions, setting up of new management structures, and designing internal communication systems, financial management, board development and other issues related to institutional capacity building.
- Facilitate trainings for staff members and members of affiliated organizations on the design, implementation, monitoring and evaluation of youth HIV prevention interventions. Some of the issues that will be covered in training sessions include: basic knowledge about HIV/AIDS, voluntary counselling and testing, prevention of mother to child transmission and blood borne transmission of HIV. The trainings will also equip participants with skills to implement programs in Life Skills education, peer educations, parent-child communication, youth-adult partnership formation, youth friendly sexual health service delivery and matters of advocacy.
- Conduct community mobilization activities in the target districts jointly with the affiliate organizations. These activities include, among others, Children’s Theatre Expositions, school fairs, bus ride education programs, and BCC/BCIC material distribution.
- Assist affiliate organizations to build partnerships with district structures. This refers to the District AIDS Coordinating Office, Department of Culture and Youth, District Multi Sectoral AIOS Committee, Botswana National Youth Council, other civil society organizations and the private sector.
- Assist affiliate organizations to raise funds within and beyond their health district
- Assist affiliate organizations to access transport, operational space and office equipment wherever possible.
- Open beneficial opportunities to affiliate organizations from umbrella organizations such as BOCONGO, BONASO and SATI.
Roles of Affiliated Organizations:
Affiliated organizations will serve as implementing agents for the program. They will establish themselves as fully functioning entities and will work towards sustainability.
Affiliated organizations will:
- Facilitate trainings for staff and members of other youth serving organizations in their respective districts on the design, implementation and monitoring and evaluation of HIV prevention programs. Some of the issues that should be covered in these trainings include: basic knowledge about HIV/AIDS, voluntary counselling and testing, prevention of mother to child transmission and blood borne transmission of HIV. The trainings will also equip participants with skills to implement programs in Life Skills education, peer educations, parent-child communication, youth-adult partnership formation, youth friendly sexual health service delivery and matters of advocacy.
- Conduct outreach activities in their respective districts jointly with the Youth Health Organization. These activities include, among others, Children’s Theatre Expositions, school fairs, bus ride education programs, IEC material distribution and other programs that the affiliated organization will design in response to the HIV prevention needs of their respective districts.
- Build partnerships with district structures and fundraise within their districts. District structures refer to the District AIDS Coordinating Office, Department of Youth and Culture, District Multi Sectoral AIDS Committee, Botswana National Youth Council, other civil society organizations and the private sector.
- Attend all meetings of YOHO for which due notice is given. Due notice will refer to five working days for a normal invitation and two working days should an emergency situation arise.
- Account to the Youth Health Organization through the submission of reconciled monthly financial reports, quarterly, semi-annual and annual programmatic reports.
- Execute the mandate provided.
- Keep record and declare all assets and liabilities to the organization.
- Perform any other function in the furtherance of YOHO’s objective.
- Make monthly/annual returns to the relevant authorities, eg. tax and registration societies
- Submit receipts for all financial transactions incurred in order for reimbursements to be issued.
- Assist YOHO in trainings, community outreach sessions and coordination.
- Serve as a member of YOHO as guided by the constitution.
Any further questions regarding the Affiliate Development Program can be directed to Ms. Boineelo Sekgwake, Office Coordinator at Head Office. |
