Organizational Profile & Capacity Statement Checker

Your profile is still taking shape, which is normal for a young or newly registered organization. Start with the non-negotiables — valid registration, a basic safeguarding policy, and clean financial records leading toward an audit — then add governance, HR, and M&E documents step by step. Use this checklist as a roadmap and re-run it as you grow.

3 critical item(s) still unchecked

Legal registration & governance

• We hold a valid registration certificate (e.g. association registration under the relevant authority) and the registered name, number, and validity dates are current and not expired.critical
• We have a written constitution or by-laws that define our mandate, membership, decision-making, and how office bearers are elected or appointed.
• We have a functioning board or executive committee, with a current list of members, their roles, and dated minutes from recent meetings.
• It is clear who is legally authorized to sign agreements and contracts on the organization's behalf, with documentation to prove it.
• Our tax, MoU, or operating-permission status with relevant ministries and local authorities is documented and up to date for the areas where we work.

Mission, vision & track record

• We have a clear, concise mission and vision statement and a short paragraph describing who we are that we can paste into any application.
• Our thematic areas, target groups, and geographic coverage (states/regions, townships) are stated specifically rather than as a generic list.
• We can describe our founding story, years of operation, and how the organization has grown, including any registration or legal-form changes.
• We have credible headline numbers — people reached, communities served, years active — that we can back up with records if challenged.
• We have a one-to-two page capacity statement that summarizes the above and is tailored, not a single generic version sent to everyone.

Financial management & audit

• We have audited financial statements (or an independent financial review) for at least the most recent completed year, signed by a qualified auditor.critical
• We have a written finance/accounting manual covering authorization limits, segregation of duties, procurement, and cash handling.
• We keep proper books of account (accounting software or a maintained ledger), not just a spreadsheet of receipts, and can produce a budget-vs-actual report.
• We have a current annual organizational budget and can show our main income sources and approximate annual turnover.
• We can speak honestly about our reserves, cash-flow position, and dependence on any single donor, and have a plan to manage funding gaps.

Core policies & safeguards

• We have a written safeguarding / PSEAH policy (protection from sexual exploitation, abuse and harassment, plus child and adult safeguarding) that is signed off, dated, and known to staff.critical
• We have a staff code of conduct, anti-fraud/anti-corruption policy, and a conflict-of-interest policy that staff have read and acknowledged.
• We have a complaints, feedback, and whistle-blowing mechanism that beneficiaries and staff can actually access and that we have used.
• We have a data-protection and confidentiality policy covering beneficiary data, consent, and secure storage — important given the sensitivity of operating in Myanmar.
• Our policies have review dates and have been updated within a reasonable period, rather than being written once and never revisited.

Staffing, HR & org structure

• We have a current organizational chart showing reporting lines, key positions, and which roles are filled, vacant, or covered by volunteers.
• We have an HR manual or staff policy covering recruitment, contracts, salaries/benefits, leave, grievance, and disciplinary procedures.
• We have CVs or bios for key staff (leadership, finance, M&E, programme leads) ready to attach to proposals and due-diligence forms.
• We can describe our total staff numbers, the gender balance, and how we cover finance, M&E, and safeguarding functions even if part-time or shared.
• We have basic security, safety, and duty-of-care arrangements for staff working in conflict-affected or hard-to-reach areas.

Past projects & references

• We have a project portfolio or reference list of recent grants showing donor, value, dates, location, and a one-line result for each.
• We can show the size of grants we have managed (largest single grant and total annual portfolio) so a funder can judge our absorption capacity.
• We have two or three referees (current or former donors/partners) who have agreed to be contacted and whose details are current.
• We have copies of recent narrative and financial reports submitted to donors that demonstrate we report on time and to standard.
• We can describe our partnerships, networks, consortium roles, and community relationships that give us reach and legitimacy.

M&E evidence & results

• We have an M&E or MEAL approach (indicators, data-collection tools, how we track results) rather than only counting activities.
• We can show concrete evidence of results — evaluation reports, case studies, photos with consent, or beneficiary data — not just claims.
• We can give an honest example of something that did not work and what we changed, which credible funders value over a flawless story.
• Our data is disaggregated (by sex, age, disability, location) at least for our main indicators, in line with sector reporting norms.
• We can show how community feedback has influenced our programming, demonstrating accountability to affected people.

Banking & due-diligence pack

• We have an organizational bank account in the organization's name (not a personal account) with documentation of the account and authorized signatories.
• We keep a single, current due-diligence folder (registration, audit, key policies, org chart, references, bank details) ready to share at short notice.
• We can complete standard counter-terrorism, anti-money-laundering, and sanctions-screening declarations that most donors now require.
• We have any required insurances or risk cover appropriate to our scale, or have a clear position on why they are not yet in place.
• Our public contact details, website or social page, and primary point of contact are accurate, professional, and consistent across documents.