We have looked into the way we operate at our Chingola location. That is where the bulk of administrative activity and fundraising initiatives take place.
The Secretariat operates with a ‘make-do’ approach and acquires office supplies and equipment only as money is available. Funds are first directed at meeting the needs of children with the Secretariat relying on what it can do “to make ends meet”. However, the demands on the Secretariat have increased significantly.
In anticipation of the increased demands on the Secretariat, staff additions provide much needed technical support.
At this time, a volunteer Project Management Advisor helps the organization develop a strategic approach to the way it plans, funds and manages its work. He will use his extensive experience in the Zambian public and corporate sectors to lay the foundation for sustainable management of Lusungu’s accounting and financial requirements.
With a small team of volunteers, the team is leading the way to put in place the management systems we need to improve the effectiveness, efficiency and economy of how we do our work so that we can better serve the needs of our beneficiaries in the longer term.
At present, the Secretariat is ill - equipped to efficiently and effectively manage increased demands:
- Computer equipment is not yet in place. This inhibits the efficiency we require.
- Internet access is not available
- The ongoing lack of funds to purchase appropriate office furniture and supplies means that there is no central, user-friendly filing system set up to manage paper documents for easy storage and accessibility.
- Financial records are currently being collected and systematically stored, but easy access to accurate, usable financial data is mission-critical if we are to confidently take advantage of new funding opportunities or to satisfy current donor requests for complete and accurate data.