2018-06-11 REF Operational Guidelines

REF Operational Guidelines
For
Updated by
REF Network
Executive Director
Version 2018
Date 11 June 2018
Number
OPG-110618

Table of Contents
1 MISSION, PRINCIPLES AND REF ENTITIES .................................................................................................. 4
1.1 REF ENTITIES ................................................................................................................................................ 4
1.1.1 Main information of REF Entities ..................................................................................................... 4
1.2 MISSION OF REF ............................................................................................................................................ 5
1.3 PRINCIPLES .................................................................................................................................................... 5
2 REF PROGRAMS ....................................................................................................................................... 7
2.1 PROJECT GRANTS PROGRAM ............................................................................................................................ 7
2.2 POLICY DEVELOPMENT AND CAPACITY BUILDING PROGRAM ................................................................................... 7
2.3 COMMUNICATION AND CROSS-COUNTRY LEARNING PROGRAM .............................................................................. 8
2.4 HIGHER EDUCATION SCHOLARSHIPS PROGRAM .................................................................................................... 8
2.5 DIRECTLY IMPLEMENTED STRATEGIC PROJECTS (ESF, IPA, EEA, OTHER) .................................................................. 8
3 GOVERNANCE ........................................................................................................................................ 10
3.1 REF NETWORK ............................................................................................................................................ 10
3.2 GOVERNING BOARD OF REF ........................................................................................................................... 10
3.3 REF HEADQUARTERS .................................................................................................................................... 13
3.4 EXECUTIVE COMMITTEE ................................................................................................................................. 13
4 MANAGEMENT AND ORGANIZATION ..................................................................................................... 14
4.1 EXECUTIVE DIRECTOR .................................................................................................................................... 14
4.2 STAFF POSITIONS.......................................................................................................................................... 14
4.3 COUNTRY FACILITATORS ................................................................................................................................ 15
4.4 COUNTRY COORDINATORS ............................................................................................................................. 15
4.5 COMMITTEES AND BODIES OF REF HQ............................................................................................................. 16
4.5.1 Project Management Committee .................................................................................................. 16
4.5.2 Fundraising Committee .................................................................................................................. 16
4.6 REF ENTITIES .............................................................................................................................................. 17
4.6.1 Country Directors ........................................................................................................................... 17
4.6.2 REF Romania .................................................................................................................................. 17
4.6.3 REF Slovakia ................................................................................................................................... 18
4.6.4 REF Serbia ...................................................................................................................................... 19
4.6.5 REF Montenegro ............................................................................................................................ 19
5 DELEGATION OF AUTHORITY MATRIX FOR NETWORK RELATED PROCESSES .......................................... 21
5.1 AREAS OF COOPERATION ............................................................................................................................... 21
6 MONITORING, REPORTING AND EVALUATION ....................................................................................... 31
7 ADMINISTRATION .................................................................................................................................. 32
7.1 REF’S OFFICIAL AND WORKING LANGUAGES ....................................................................................................... 32
7.2 FINANCIAL MANAGEMENT ............................................................................................................................. 32
7.3 PROCUREMENT ............................................................................................................................................ 32
7.4 WEBSITE ..................................................................................................................................................... 32
7.5 INFORMATION SYSTEMS................................................................................................................................. 33
7.6 ANNUAL AND AUDIT REPORTS ........................................................................................................................ 33
7.7 CONFLICT OF INTEREST POLICY ........................................................................................................................ 33
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8 ANNEXES ................................................................................................................................................ 35
8.1 REF HQ AND REF NETWORK ORGANOGRAMS .................................................................................................. 36
8.2 RACI MATRICES ........................................................................................................................................... 37
8.3 REVIEW OF KEY PROCESSES OF THE REF NETWORK .............................................................................................. 37
2

Abbreviations
CFO HQ
COI
DD HQ
DoA
EB
ED HQ
ESF
GMS
IPA
LHP
M&E
NCC
NGO
OAS
PMC
REF
REF HQ
RHSP
RISP
RMUSP
Chief Financial Officer at REF Headquarters
Conflict of Interest
Deputy Director at REF Headquarters
Delegation of Authority
Entity Board
Executive Director at REF Headquarters
European Structural Funds
Grant Management System
Instrument for Pre-accession Assistance
Law and Humanities Program
Monitoring, Reporting and Evaluation
Network Coordination Committee
Non-governmental organization
Online Application System
Project Management Committee
Roma Education Fund
Headquarters of Roma Education Fund
Roma Health Scholarship Program
Roma international Scholarship Program
Roma Memorial Scholarship Program
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1 Mission, Principles and REF Entities
1.1 REF Entities
Roma Education Fund (REF) was established as a foundation under the laws of Switzerland in
2005.
REF Hungary was created, also in 2005, to host the Budapest office of the REF and to support
activities in Hungary and in other EU countries.
In 2009, a Romanian foundation (REF Romania) was established to expand REF’s activities in
the country, especially through the use of EU Structural Funds.
REF Hungary opened a branch office in 2013 in Serbia (REF Serbia) and in Montenegro (REF
Montenegro) in order to expand activities of REF, especially through the use of IPA Funds. The
books of these branch offices are kept by and reflected in the financial statements of REF
Hungary.
In 2014, a Slovak foundation (REF Slovakia) was established to expand activities in Slovakia,
especially through the use of EU Structural Funds.
1.1.1 Main information of REF Entities
Roma Education Fund
Registered seat: Baarerstrasse 12, CH-6300, Zug, Switzerland,
Registration No: CH-170.7.000.624-0,
Represented by: Andrzej Mirga, Suzanne Wettenschwiler
(hereinafter referred to as "REF Switzerland")
Roma Oktatási Alap (Roma Education Fund)
Registered seat H-1066 Budapest, Teréz krt. 46., Hungary Registration No: 9793
Represented by: Nadir Redzepi, Julius Varallyay, Kinga Göncz
(hereinafter referred to as "REF Hungary")
Fundatia Roma Education Fund Romania
Registered seat: Vaselor Street, no. 60, District 2, Bucharest, Romania
Registration No: 3/14.03.2011
Represented by: Claudia LIXANDRU
(hereinafter referred to as "REF Romania")
Nadácia Rómsky vzdelávací fond – organizačná zložka zahraničnej nadácie Roma Education
(Roma Education Fund Slovakia)
Registered seat: Levočská 4, 080 01 Prešov, Slovak Republic
Registration number: 42380588
Represented by: Stanislava Dzuríková
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(hereinafter referred to as "REF Slovakia")
Fond za obrazovanje Roma (Roma Education Fund Serbia)
Registered seat: Vlajkovićeva 28 11000 Belgrade, Serbia
Registration Number: 28880073
Represented by: Nadir Redzepi and Natasa Kocic-Rakocevic
(hereinafter referred to as "REF Serbia")
Fond za obrazovanje Roma (Roma Education Fund Montenegro)
Registered seat: Trg Nezavisnosti 1000 Podgorica, Montenegro-Crna Gora
Registration No: 127
Represented by: Nadir Redzepi
(hereinafter referred to as "REF Montenegro")
1.2 Mission of REF
The goal of the Roma Education Fund (hereinafter also referred to as REF) is to contribute to
closing the gap in educational outcomes between Roma and non-Roma through policies and
programs, and to support the provision of quality education for Roma including the
desegregation of educational systems.
In the context of the Roma Education Fund, the term “Roma” is used as an inclusive collective
term and is not intended to exclude any related groups including (but not limited to) Sinti,
Travelers, Ashkaelia, or Egyptians. In general, REF follows the local official policy as to whether
other groups are considered as, or together with, Roma.
1.3 Principles
The Roma Education Fund:
• supports ideas, projects and programs that improve educational access and outcomes
for Roma with a particular emphasis on supporting systemic policy reforms, changes
in education systems and increasing coverage of programs that have been successfully
piloted;
• operates in Central-Eastern European and Western-Balkan countries that have shown
strong commitment to improving the inclusion of Roma in educational systems;
• involves Roma in all aspects of the Fund’s operations and management;
• interprets “education” broadly to include formal and non-formal education and
training of skills for both children and adults;
• operates as a policy guidance and information sharing organization;
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• carries out leverage of additional financial resources not directly managed by REF (EU
structural funds, other donors, loans or grants);
• operates in a balanced manner with respect to different beneficiary countries and
Romani communities;
• supports activities that are gender-mainstreamed, respectful and inclusive to Roma
and the wishes of the Romani community;
• operates a simple and rapid grant-making process that is transparent and accountable;
• provides a forum for advocacy and discussion of Roma related education issues;
• evaluates the outcomes of REF projects and the progress in education reforms in
countries in order to inform and improve existing and future activities;
• becomes a centralized source of information on Roma issues in the field of education.
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2 REF Programs
The Roma Education Fund manages four programs and implements strategic projects:
• Project Grants Program
• Policy Development and Capacity Building Program
• Communication and Cross-Country Learning Program
• Higher Education Scholarships Program
• Directly Implemented Strategic Projects (ESF, IPA, KfW, EEA and Norway Grants,
other) 1
All programs have a specific budget approved at the beginning of the year and an activity plan
presented by the Executive Director to the Governing Board at the end of each fiscal year (for
implementation in the following year). The implementation, impact and lessons learned from
each program are described in the REF annual report after it has been discussed with the
Governing Board. Each of these programs is managed or coordinated by a program manager
or coordinator under the oversight of the Executive Director, or directly by the Executive
Director, who in turn ultimately reports to the Governing Board.
2.1 Project Grants Program 2
REF finances projects implemented by a variety of implementing organizations that meet REF
eligibility criteria. These criteria include: (i) general criteria regarding the eligible countries,
eligible types of projects and eligible applicants; (ii) basic criteria which outline some key
principles which must be observed; (iii) specific criteria used to evaluate the strength of
project applications and (iv) country-based project priority areas established on the basis of
REF country assessments.
2.2 Policy Development and Capacity Building Program
Funding is set aside for policy development and capacity building initiated by REF
management and staff, at the REF HQ as well as at REF Entities, in order to meet its objectives.
This program covers studies, evaluations, policy analysis, technical support and training for
REF partners and public institutions on policy and program related issues. Each year, REF
prepares an activity plan and assesses its cost. The program is approved by the Governing
Board, but can be adapted by the Executive Director during implementation to the extent
authorized by the Governing Board.
1
ESF – European Structural Funds, IPA - Instrument for Pre-accession Assistance
2
http://www.romaeducationfund.org/how-apply
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2.3 Communication and Cross-Country Learning Program
REF prepares an annual program of communication-related activities on Roma education for
the Governing Board approval. It consists of REF initiated activities such as conferences,
seminars, publications, press releases, media campaigns, and magazines. The program is
managed in the same way as the Policy Development and Capacity Building Program.
2.4 Higher Education Scholarships Program
The Higher Education Scholarships Program operates four scholarship programs/schemes in
the countries of Central, Eastern and Southern Europe and Turkey (Roma Memorial
Scholarship Program – RMUSP, Roma Health Scholarship Program – RHSP, Law and
Humanities Program – LHP, Roma international Scholarship Program – RISP). The programs
are geared towards giving opportunities and opening access to eligible Romani students in
higher education in the countries of their residence as well as internationally.
The Higher Education Scholarship Program runs an open, merit-based academic competition
for eligible Romani students at the university level.
REF can support under each scholarship scheme the same applicant throughout his/her
studies for:
• one Bachelor degree, for maximum 4/5 years (if integrated study model), with one
transfer to another university/faculty/field of studies being allowed only once;
• one Master degree, for maximum two years;
• one PhD degree, for maximum three years.
All forms and information about how to apply are available for download on the REF website 3 .
Higher Education Scholarship Program beneficiaries are Roma, who are accepted as full-time
(exceptions Czech Republic, and MA and PhD Scholars in all countries covered) students at
recognized universities in their home countries or countries of residence and demonstrate
awareness of Roma-related issues.
The program does not discriminate based on age, sex or social background of applicants.
2.5 Directly Implemented Strategic Projects (ESF, IPA, EEA, other)
REF can also take the initiative and responsibility to manage directly implemented special
projects, which are in line with REF’s mission, provided that they have been duly approved as
set forth hereinbelow. Such special programs are financed through call for proposals by
donors, and, in particular, the European Union or national governments through the use of
IPA and structural funds.
3
http://www.romaeducationfund.org/how-apply
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The following criteria should be followed by the REF when applying for such calls for proposals:
• The proposal shall be in line with REF mandate and objectives.
• REF shall ensure the participation of Romani NGOs and, as much as possible, shall
present the proposal in association with the local Romani NGOs, or sub-contract
Romani NGOs for implementation.
• The proposal shall not represent serious reputation risks for REF.
• The proposal shall be in line with REF strategic direction in the concerned country or
countries.
REF can also contribute its own funds to the proposal.
Calls for proposals are discussed in the Fundraising Committee, and a decision is subsequently
made by the Committee. Because of the frequent short notice given for the call for proposals,
if required, a copy of the proposal is sent to the Executive Committee with a one-page
summary sheet for approval. In case the proposal has a very short deadline, the Executive
Director can decide to submit it before having received an answer from the Executive
Committee. In case the Executive Committee rejects the request received from the Executive
Director, the REF retrieves the proposal.
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3 Governance
3.1 REF Network
In 2015, a Cooperation Agreement was signed by REF, REF Hungary, REF Romania and REF
Slovakia. In 2018, the Cooperation Agreement was revised, updated and signed by all the
Foundations operating under the brand REF.
The Cooperation Agreement defines REF Network, the relationship and cooperation among
the foundations in the REF Network.
The member foundations are hereinafter also referred to as REF Network Entities or REF
Entities.
Figure 1: Structure of REF Network
3.2 Governing Board of REF
The primary responsibilities of the Governing Board are as follows:
• Nomination of REF Entity Board members;
• Consulting with Roma stakeholders on education related issues as necessary to inform
general REF policies;
• Addressing and resolution of issues confronting REF, as necessary;
• Deciding on the core financial support to REF Entities.
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The Governing Board has to approve:
• Strategy and business plan;
• REF Operational Guidelines;
• REF Network’s key policies such as:
o Gender policy
o Conflict of interest policy
o Data protection policy
o Monitoring and evaluation manual
o Financial manual
o Communications strategy
o Child protection policy
o Risk management framework
o Other operational manuals and guidelines that may be designated as key
policies by the Governing Board
• Financial issues
o REF’s annual budgets and programs (until end of November before the next
financial year);
o Resource reallocations within REF Network
o Major capital investment decisions such as
§ Establishment of new REF Network Entities,
§ making major capital investment in the infrastructure of REF Network
Entities
o Taking loans (borrowing) from third parties
o Giving reimbursable grants to third parties - Implementation Partners
o Internal financing arrangements
o Appointment of REF Switzerland auditor, prior approval of appointment of REF
Network Entity auditors
o REF Entities’ annual financial audits
• Legal issues
o Litigations of strategic importance
• Operational Issues
o Projects and programs
o Annual reports of REF Network and REF Network Entities.
o Approval of board meeting minutes (such approval to be sought either by email
or at the subsequent board meeting, minutes to be signed by the chair and the
Executive Director)
Two designated members of the Governing Board must periodically approve the expenses
incurred by the Executive Director.
The composition, operations and by-laws of the Governing Board are regulated by the
Operational Manual of the Governing Board in detail. The REF Headquarters acts as secretariat
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of the Governing Board, the Network Coordination Committee (NCC) and the boards of REF
Entities (Entity Boards or EBs).
The Network Coordination Committee is comprised of the members of Entity Boards, except
for members who only serve on the Entity Board of REF Switzerland. The REF Network
Coordination Committee is a consultative body next to the Governing Board to facilitate
communication and coordination between and among the Governing Board and REF Entities.
The composition and operations of NCC is regulated in the Operational Manual of the Network
Coordination Committee.
Entity Boards are the governing bodies of REF Entities. Functioning of the EBs is regulated by
the funding charters of the REF Entities. Functioning of the EBs has to be aligned and
harmonized with the operations of the NCC.
EBs are responsible for:
• Employment of country directors
• Approval of key documents:
o Operational manuals, guidelines and policies of REF Network Entities that are
not regulated centrally;
o Annual financial report of REF Network Entities; Local GAAP;
o New contracts over 100,000 Euros.
EBs have to adopt the following manuals that are developed for the entire REF Network:
• Strategy, business plan and policies
o Strategy and business plan
o Operational Guidelines
o Gender policy
o Conflict of interest policy
o Data protection policy
o Monitoring and evaluation manual
o Financial manual
o Communications strategy
o Child protection policy
o Risk management framework
• Budgeting
o REF Network Entity's annual budget
• Capital investment decisions
• Financial activities
o Taking loans (borrowing) from third parties outside of REF Network
o Appointment of REF Network Entity auditor
• Legal issues, litigations of strategic importance
• Any other matters required by local laws in their respective jurisdictions.
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3.3 REF Headquarters
REF Headquarters (REF HQ) is hosted by REF Hungary and is located in Budapest.
The key responsibility of REF HQ is to coordinate the cooperation, knowledge sharing and
operational standards of the REF Network and to provide assistance in the following areas of
operation:
• Preparation of long term strategy, business plan and common policies of the REF
Network
• Fundraising/Advocacy
• Budgeting of REF Network and REF Entities
• Capital investment decisions within REF Network
• Financial activities within REF Network and of REF Entities
• Reporting of REF Entities towards REF HQ
• External communications, contracts and settlements
• People and organizational matters
• Legal issues
• Grant program -
• Scholarship Program
• Partnership agreement or donation letter defining roles and responsibilities within REF
Network.
3.4 Executive Committee
The Governing Board has established an Executive Committee in order to take forward the
work of the Governing Board between board meetings for more efficient operation of REF.
The Executive Committee has full powers to act for the Governing Board between meetings
of the full Governing Board, subject to reporting to the Governing Board on its activities.
The composition, operations and by-laws of the Executive Committee is regulated in Section
7 of the Operational Manual of the REF Governing Board in detail.
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4 Management and Organization
4.1 Executive Director
The Governing Board appoints the Executive Director (ED) who has overall management
responsibility for the REF Network. Pursuant to the appointment by the Governing Board, the
Executive Director is employed by REF Hungary on the basis of the decision of the Entity Board
of REF HQ. The Executive Director is, among others, responsible for:
• Managing REF’s operations in order to implement its strategic objectives and continue
increasing flexibility, efficiency and effectiveness of programs;
• Leading fundraising to maintain operations and for future growth;
• Representing REF to support education policy change and new and existing programs;
• Ensuring all REF decisions and actions are taken in line with existing policies and that
accurate and complete records are kept,
• Sustaining the independence, objectivity and integrity of REF and its programs
• Supervising higher education scholarship program and communications and
fundraising unit.
4.2 Staff Positions
The Executive Director employs all staff based at REF Hungary.
For each recruitment, a staff selection committee of at least three persons is established on
an ad hoc basis. The committee includes the Executive Director and/or the Deputy Director, a
senior staff member of REF, and staff and consultants who might be working with the potential
candidate. REF staff are recruited on a competitive basis using transparent processes. REF
management attempts to ensure, to the greatest extent possible, that qualified Roma are
recruited. Shortlists are prepared for all positions, consisting of at least three persons. A brief
report on the selection process and final decision is made and is placed in REF’s official records.
The staff works closely together as a team supporting each other’s efforts. Team working skill
is an important criterion for staff selection and is considered in staff performance evaluations.
REF staff based in its REF Headquarters includes the following:
• Deputy Director: The Deputy Director replaces the Executive Director in his/her
absence and assists the ED in the planning, organization, and execution of REF strategy
and operations, REF Network-related matters and issues related to human resources
and staff training and development. Deputy Director also supervises the work of the
grants program and research and advocacy unit.
• Chief Financial Officer (CFO): The primary task of the CFO is the financial management
of all REF Entities. The CFO manages the Financial and Administrative team.
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• Senior Communications Officer: leads the development, coordination and
implementation of communication strategies for REF and the advancement of its goals
through media, publications and digital tools.
• Research, Monitoring and Evaluation Officer: plans and manages the research
portfolio; contributes to all REF publications and programs. He/she oversees the whole
monitoring process of the grants and higher education scholarship program, by
ensuring liaison with the program managers and officers. He/she Identifies needs for
external project evaluations and makes arrangements so that external evaluation
reports are carried out in time and are of adequate quality.
• Advocacy and Policy Officer: prepares, in coordination with the Research, Monitoring
and Evaluation Officer and Country Directors, advocacy plans to advance REF’s goals
and to promote sustainability of REF’s programs at national and international level.
• Program Officers: carry out REF activities in the project grant and scholarship
programs, conduct the policy discussions in various countries and manage specific REF
activities as assigned by the Executive Director and/or Deputy Director.
• Communication and Fundraising Officers: undertake tasks related to the
dissemination of REF messages and information produced through various programs;
carry out advocacy campaigns and manage fundraising activities.
• Finance and Administrative Officers, Coordinators and/or Assistants: assist the CFO
and other programmatic units in tasks related to REF administration.
• Project staff: implement activities under their respective projects in accordance with
their terms of reference.
4.3 Country Facilitators
Country Facilitators are long-term consultants in countries where REF maintains very active
programs and primarily report to Program Officers of the Grants Program. The Country
Facilitator provides support to requesting and implementing organizations for REF financed
projects. The Country Facilitator provides information to the REF on Roma education issues in
the concerning country and helps the REF identify major policy or program and project
implementation issues including areas for potential REF support.
REF Country Facilitators provide information about REF to local stakeholders, and facilitate
communication and coordination between REF and other organizations involved in Roma
education, in particular NGOs, development agencies and donor organizations.
Country Facilitators ensure smooth flow of information between REF and all country based
stakeholders and builds up capacity of local institutions as requested by REF.
The selection of Country Facilitators is carried out by the Program in collaboration with the
Grant Program Officers and the Deputy Director.
4.4 Country Coordinators
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The Country Coordinators are consultants covering in-country administration and
coordination of the Scholarship Program. County Coordinators report to program officers of
the Scholarship Program.
The selection of a Country Coordinator is carried out by the Program in collaboration with the
to program officers of the Scholarship Program and the Deputy Director.
4.5 Committees and Bodies of REF HQ
4.5.1 Project Management Committee
The Executive Director has established a Project Management Committee (PMC) composed of
all staff concerned, primarily the Grants Program Manager and Program Officers, to analyze
and review project proposals. The Deputy Director facilitates the work of the PMC in close
collaboration with the Grants Program Officers. Additionally, a finance officer appointed by
the CFO serves as a member with a voting right. Senior Communications Officer, Research,
Monitoring and Evaluation Officer join the PMC meeting as observers. The PMC members
decide on immediate rejections of project proposals that do not meet REF criteria and analyze
other proposals before they are transmitted with a recommendation to the Governing Board
(and, if applicable, the Entity Board) for final discussion for approval or rejection. The PMC
members discuss project’s monitoring activities and the findings of monitoring visits and
discuss actions to be taken by the REF on certain projects. The PMC members also decide on
projects requiring external evaluation. The PMC members discuss the REF program related to
studies and evaluations, the composition of the teams that will carry out the studies and
evaluations, and the draft studies as well as the dissemination of findings of the program on
studies and policy development. The PMC also discusses and prepares proposals related to
standardization of processes and procedures and submits these to the Executive Director for
approval. Decisions, including recommendations to the Board, are made by majority votes or
by consensus. In the event a majority or consensus cannot be reached, the Executive Director
shall make decisions after having consulted with the PMC, or, if necessary, shall bring the issue
to the attention of the Board.
4.5.2 Fundraising Committee
The Executive Director has established a Fundraising Committee composed of the directors
from the REF Network (REF HQ Executive Director and/or Deputy Director, Country Directors
or nominated staff from REF Entities), as well as the CFO and Fundraising Officer from REF HQ.
As appropriate and relevant, additional staff members are also invited to join meetings and
provide input and feedback to Fundraising Committee issues.
The Fundraising Committee is responsible for overseeing the organization's overall fundraising
strategy by:
• establishing a fundraising action plan that incorporates a series of appropriate goals,
activities, and tools (channels) for cultivating relationships with existing and potential
donors;
• making recommendations to the Board for Board fundraising involvement, and
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• measuring and evaluating outcomes, and making adjustments, if necessary, of
fundraising action plan.
The Fundraising Committee is also responsible for institutionalizing the processes of
fundraising within the REF Network with the aim to be proactive rather than reactive, and to
provide a roadmap for REF fundraising activities. The Fundraising Committee holds meetings
once a month in order to update the Network on fundraising activities since the last meeting,
as well as upcoming calls/activities, in order to ensure that all REF Entities are coordinating
their fundraising efforts most effectively and efficiently. The Fundraising Committee meetings
are coordinated by the Fundraising Officer, and the attendance of the Executive Director or
Deputy Director is mandatory. Decision making processes of the Fundraising Committee is
regulated by Fundraising Processes accepted in January 2017 and it is available on network
drives.
4.6 REF Entities
4.6.1 Country Directors
The day-to-day operations of each REF Network Entity is managed by a Country Director.
Country Directors are nominated by the Executive Director in, consultation with the Network
Coordination Committee, based on an open national tender. Country Directors are employed
by the respective REF Network Entities based on the decisions of their Entity Boards.
The Country Director is responsible for:
• leading and managing the operations of local offices under the guidance of Executive
Director;
• managing compliance with local legislation and REF policy documents and existing
manuals;
• supervising staff and ensuring timely delivery and completion of tasks;
• designing and executing fundraising actions in coordination with the Fundraising
Committee, and
• representing REF.
4.6.2 REF Romania
Since its foundation in 2009, REF Romania has been implementing different interventions:
second change programs, school after school, supplementary preparation, scholarships and
mentoring. It is the only organization in Romania, which implements projects at all educational
levels for Roma (ECD, elementary, secondary, high school, tertiary, adult and teacher training).
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Until the end of 2017, REF Romania completed directly implemented strategic projects funded
by the EU in the value of EUR 15 milion, with a total target group of 17,000 Roma people EUR
3 milion from Norway Grants.
Figure 2: Organizational chart of REF Romania
4.6.3 REF Slovakia
Nadácia Rómsky vzdelávací fond – organizačná zložka zahraničnej nadácie Roma Education
Fund – Roma Oktatási Alap was established in April of 2014. The founder of the organization
is Roma Oktatási Alap.
The foundation directly implements projects focused on quality education for Roma, supports
policies and programs directed at ensuring quality education for this target group, promotes
Roma inclusion, organizes support activities in the field of education of Roma, advocates for
more inclusive educational systems and antidiscrimination, and for positive change in the field
of education, and through a Country Facilitator facilitates a support provided by Roma
Education Fund to local NGOs and local governments in Slovakia.
REF Slovakia closely cooperates with its stakeholders in the country, and makes efforts to
access financial resources available in the country to support its sustainability and ensure
financial resources for implementation of its activities in future.
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Figure 3: Organizational chart of REF Slovakia
4.6.4 REF Serbia
In Serbia, REF has been active since 2005 in financing, implementing and monitoring those
intervention models from early childhood development through primary, secondary, tertiary
and adult education programs. It implements all activities in close cooperation and co-funding
of the EU, national government and responsible ministries, local governments and schools,
local NGOs, international organizations and other donors. REF Serbia branch office has been
registered in the beginning of 2014 in order to support REF’s activities in Serbia.
Figure 4: Organizational chart of REF Serbia
4.6.5 REF Montenegro
REF Montenegro branch office has been registered in 2013 and since then office is responsible
for working with REF HQ on its grant program and on independent implementation of projects.
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Among its program in Montenegro, the Roma Education Fund piloted and then scaled up a
scholarship program targeting Roma and Egyptian high school and university students over 4
years. In 2014, REF Montenegro was awarded a grant from the Ministry of Human and
Minority Rights and since then REF MNE branch office run a Secondary scholarship and
mentorship program for RE high school and university students.
Figure 5: Organizational chart of REF Montenegro
REF HQ
Program officer support
Monitoring and Evaluation support
Financial management support
REF Montenegro Office
1 Country program manager
Coordinator of high school
and university education
1 Program coordinator
1 Project administrator
Supervisor of the RE
Associates/mediators for
education and Coordinator
of students voluntarism
component
1 Supervisor
Coordinator for pre-school
and primary education and
Coordinator of students
voluntarism component
1 Coordinator
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5 Delegation of Authority Matrix for network related
processes
5.1 Areas of Cooperation
Processes where the Governing Board, REF Headquarters and REF Entities should cooperate:
# Activities Description
I. Strategy, business plan and policies
1.
Strategy and business
plan
2. Operational guidelines
3.
Changes to the
organization structure
Preparation and approval of long-term (at least 5 years) strategy
and business plan of REF/REF Network. The process is coordinated
by the ED, with the involvement of key staff at REF HQ and other
REF Network Entities, the Governing Board and other key
stakeholders. Performance against the strategic objectives,
institutional indicators and business plan shall be reviewed at least
in every two years (mid-term review). Long-term strategy and
business plan shall define funding and programmatic targets that
provide basis for annual work plans and budgets.
Operational guidelines detail the main rules of organizational
governance on local entity and network level, the organizational
set-up and structure of REF, the review of key positions, programs
and processes. The maintenance of the operational guidelines is the
responsibility of the ED who shall ensure that they are reviewed on
an annual basis on order to reflect any material changes. The
operational guidelines are approved by Governing Board and shall
be adopted by the EBs.
To establish proper organizational structure that optimally serves
the mission, objectives and activities of individual REF Entities is the
responsibility of REF Country Directors and the Deputy Director at
the HQ. All changes in the organizational structure (including the
reorganization, establishment or shut down of an organizational
unit, function or department shall be consulted with the Deputy
Director at the HQ and approved by the ED.
Organizational charts of all REF Entities clearly indicating each
organizational units, the number and name of employees in these
units within the REF Network shall be saved on shared network
drives accessible to all staff within REF Network. It is the
responsibility of REF Country Directors at a REF Entity level and the
Deputy Director at HQ/REF Network level to maintain and update
the organizational chart to reflect any changes in the set-up of the
organization.
4. Gender policy These policies are considered as central policies of REF and
5. Conflict of interest policy
therefore maintained by REF HQ. They are approved by Governing
Board and also adopted by EBs of REF Entities. Country Directors
21

# Activities Description
6. Data Protection Policy
7.
8.
9.
Monitoring and
Evaluation Manual
Accounting & Audit policy
- REF Network
Financial manual -
Extended by parts for REF
Network
10 Communications strategy
11 Child protection policy
Risk management
12
framework
Other operational
manuals and guidelines
13 that may be designated
as key policies by the
Governing Board
14
15
Quality management
framework
Other operational
manuals and guidelines
II. Fundraising/Advocacy
1.
Preparation and review of
applications for calls
are responsible to make sure that these key policies are harmonized
with local laws and regulations, if they exist and/or applicable.
Policies shall be reviewed on annual basis and material changes
shall be reflected and approved by the relevant boards (changes in
localized policy due to changes in local regulations shall be only
approved by the EBs, such changes to be brought to the attention
to the ED for review and approval prior to submission to the
respective EB).
Key REF policies (HQ and local versions) shall be saved on shared
drives and accessible for all REF staff throughout the REF Network.
Establishment of quality management framework and the
maintenance of its compliance with international standards (such
as ISO) is the responsibility of Country Directors.
Certification of local quality management systems shall be
coordinated with REF HQ.
Manuals, guidelines that are not regulated centrally (such as local
accounting policies, fire protection policies, HR manual, etc.) shall
be maintained by the Country Directors and be reviewed on an
annual basis.
Country Directors are responsible to develop and maintain all
manuals required by local laws and regulations and shall make sure
that they are approved by the respective Entity Board, if such
approval is required by law.
To ensure coherence with REF mission and strategic objectives and
due to potential financial, reputational risks of implementation of
projects, it is required that all applications within the REF Network
are centrally coordinated with the involvement of the REF HQ and
the Fundraising Committee (FRC) as described by the rules and
processes set up for the committee. FRC rules and procedures are
set by the FRC and approved by the ED.
Fundraising rules and processes and key documents related to all
applications shall be saved on REF shared drives accessible for all
staff and the fundraising/application process shall be maintained by
the responsible staff in Salesforce according to FRC rules and
procedures.
22

# Activities Description
2.
3
4
5.
III. Budgeting
1.
2.
3.
REF Advocacy Plan (incl.
local advocacy plan)
First point of contact with
governments and donors
Local fundraising
actions/communications
and first point of contact
with governments and
donors
Participation in local
initiatives/coalitions,
partnerships, etc.
Preparation of annual
budget of REF Network
Preparation of REF
Network Entity's annual
budget
Resource reallocation -
REF Network
Advocacy activities are key to fulfil REF's mission and strategic
objectives and central for the success of REF. The REF Advocacy Plan
for the REF Network is prepared by the Advocacy and Policy Officer
in consultation with programs at REF HQ level, Country Directors,
Country Facilitators and Country Coordinators.
Local advocacy plans shall be in harmony with REF Advocacy Plan
for the REF Network and should be coordinated with the Advocacy
and Policy Officer.
The Executive Director is responsible for being first point of contact
with national governments and donors of REF, with the exception
of governments and local donors of a country where a REF Entity
operates. In those countries where REF Entities operate, the
Country Director may be the first point of contact to governments
and local donors and REF HQ should consult with the Country
Director in case of direct contacts to national government.
Local fundraising actions/communications as well as contacts to
government institution, authorities in the given country are in the
responsibility of the Country Director.
Country Director shall inform the HQ on local fundraising actions
and activities in the framework of monthly reporting to the HQ.
In terms of participation in local initiatives, tenders as
implementation partner, bidding consortium or any other
professional partnerships, the Country Director is responsible to
negotiate and finalize terms with local partners in consultation with
the relevant Project Manager(s) and as approved by the ED.
The annual budget of the REF Network is prepared by the CFO in
consultation with the programs at the REF HQ level, the Treasurer
of Governing Board, the Executive Director, the Deputy and the
Country Directors. The annual budget of REF Network is approved
by the Governing Board at its board meeting organized in
November every year.
The budget of the individual REF Network Entities is part of the
annual consolidated budget of REF Network. The annual budget is
prepared by the CFO in consultation with Country Directors and is
reviewed by the Network Coordination Committee following the
approval of the annual budget of REF Network by the Governing
Board, based on which review the annual budget of each REF
Network Entity shall be adopted by the respective Entity Board.
Any budget reallocation within the annual budget of the REF
Network (not including the reallocations/modifications of directly
implemented strategic project budgets) shall be consulted with the
CFO and approved
• by the ED up to and including EUR 20,000 per reallocation
or
23

# Activities Description
5.
6.
Resource reallocation -
REF Entity
Preparing of program
work plans
7. Release of reserve fund
8.
Create/Release of
provisions
• by the Governing Board in case of reallocations exceeding
EUR 20,000 or reallocations otherwise referred to the
Governing Board.
With the exception of reallocation contracted project budgets, that
has no financial impact on the annual budget of REF Network; any
budget reallocation within the annual budget of any REF Entity shall
be consulted with the CFO and approved by the ED.
All programs and units at HQ level and Country Directors are
obliged to prepare an annual work plan based on the planned
budget for the next year and submit it to the Deputy Director (DD)
HQ and the ED until 15 November every year. Work plans are
approved by the ED.
REF accumulates unallocated and unused donations in the form of
a Reserve Fund deposited on a Reserve Fund Account at its accountkeeping
bank. Any release of funds from the Reserve Fund Account
shall be consulted by CFO and approved by ED.
Creation and/or release of provisions in the accounts of any REF
Entity shall be discussed with the CFO and ED and approved by the
ED.
IV. Capital investment decisions and establishment of new legal entities
Capital investment Establishment of new Network Entities, making major capital
decisions and
investment in the infrastructure of REF Network shall be initiated
1.
establishment of new by the ED and approved by the Governing Board, if possible within
legal entities
the framework of the annual budget of the REF Network.
2.
Capital investment within
agreed plans
3.
Disposal (sale or
donation) of assets
V. Financial activities
1.
2.
Taking loans (borrowing)
from third parties - REF
Entity
Giving reimbursable grant
to third parties -
Implementation Partners
Capital investments, including the disposal (sale or donation) of
assets, at REF Entities according to contracted project budgets and
the approved annual budget of the REF Entity shall be decided and
approved by the Country Director.
Due to the fact that any potential financial liability arising from
borrowing funds from third parties is eventually borne by the entire
REF Network, taking any loans by any REF Network Entity shall be
coordinated with the REF HQ and approved by the Governing Board
and Network Coordination Committee of REF, and, to the extent
required by applicable local laws, by the respective Entity Board.
Any such proposal shall be consulted with the ED, and the CFO and
approved and supported by ED.
Due to the characteristics of funding of educational projects,
whether it is implemented in the form of pre-financing (expenses
are in whole or in part pre-financed by the donor) or post-financing
(expenses of the project is reimbursed subsequent approval of
expenses by the donor), bridge financing of project activities on the
part of implementation partners by REF is time-to-time necessary
within the parameters and budget of educational projects. In case
such pre-financing is related to budgeted and approved project
activities that are to be reimbursed by the funding donor, the
24

# Activities Description
3.
4.
5.
VI. Reporting
1.
2.
Internal financing
arrangements
Change account keeping
bank and signatories
Purchasing goods and
services in REF Network
Entities (non-regular or
not budgeted over EUR
3,000 in value)
Monthly reports
(narrative and financial)
Selection of REF Network
Entity auditor
Country Director overseeing the project implementation shall
indicate such pre-financing need to the CFO and ED. Such a request
is considered and approved by the ED up to a limit of EUR 20,000
per individual request and cumulative annual financing amount of
EUR 100,000. Over these threshold, financing provided to
implementation partners shall be approved by the Governing Board
of REF.
It may be necessary from time to time for REF Switzerland to
provide bridge financing to other REF Entities for project activities
funded by third parties within the parameters and budget of
educational projects. In case such bridge financing is related to
budgeted and approved project activities that are to be reimbursed
by the funding donor, the Country Director overseeing the project
implementation shall indicate such bridge financing need to the
CFO and ED. Such a request shall be considered and may be
approved by the ED up to a limit of EUR 20,000 per individual
request, up to accumulative annual financing amount of EUR
100,000. Over these thresholds, such financing may be approved by
the Governing Board.
In order to maintain the integrity of the financial operations of the
REF Network and to achieve the best possible terms with account
keeping banks at the REF Network level, any changes in account
keeping bank by any REF Entity shall be consulted and approved by
the CFO and ED.
Any purchase of goods or services by any REF Entity that (i) exceeds
EUR 3,000 in value and is planned to be covered by core funding
provided by REF Switzerland and/or (ii) is not previously budgeted
in the budget of the REF Entity or any project that is implemented
by the entity shall be coordinated with the CFO and ED and
approved by ED.
All REF Entities are required to submit their monthly report on their
activities to the REF HQ. The monthly reports shall include a
narrative report and a financial report as described by the
operational and financial guidelines of REF.
Monthly reports shall be submitted to the Deputy Director and the
CFO by the 10th of the following calendar month.
It is highly important to ensure the consistency, transparency and
the high quality of financial statements across the REF Network,
therefore auditors of REF Network Entities shall be selected based
on a centrally managed tender process arranged and conducted by
the REF HQ. The Country Directors shall be consulted during the
selection and evaluation process of auditors. The Governing Board
and the Entity Boards shall approve the appointment of the
selected auditors for their respective REF Entities.
25

# Activities Description
3.
4.
5.
Annual report (narrative)
- REF Network; REF GAAP
Annual financial report -
REF Network; REF GAAP
Annual financial report -
Local REF Entity; Local
GAAP
The REF Network annual report is compiled and completed by the
REF HQ under the coordination of the Senior Communication
Officer. Country Directors shall provide all information and
according to the timeline requested by the Senior Communication
Officer. The REF Network annual report is approved by the Entity
Boards.
As part of the REF Network annual report, REF Entities are required
to prepare and have audited their financial statements according to
REF accounting standards, which is maintained by the CFO and
distributed annually to Country Directors, financial managers,
bookkeepers and auditors in the REF Network together with the
annual audit work plan by the CFO. Audited financials according to
REF accounting policy is part of the annual report of REF Network
and is approved by the Governing Board.
REF Entities are required to prepare their annual report and audited
financials according to local generally accepted accounting
principles based on national laws and regulations. Annual report
according to local accounting principles shall be approved by the
respective Entity Boards and submitted to national authorities as
required by law.
VII. External communications, contracts and settlements
1.
2.
3.
4.
Disclosures, media and
other external
communications -
International
Disclosures, media and
other external
communications -
Domestic
Communication related
to REF Programs
Managing stakeholder
complaints and feedback
Any media communication made with international media outlets,
donors or with potential international effect, shall be coordinated
and preliminary agreed with the Senior Communication Officer and
the ED.
Domestic communication activities that are related to projects
implemented and are primarily related to project activities and
beneficiaries (such as project newsletters, project related
communications in local media, etc.) shall be the responsibility of
the Country Director. Any domestic communication that is (i)
related to the project, but involves international media outlets,
donors (such as opening/closing conference) or (ii) press
statements published in and/or concerning national/international
media shall be consulted with PR/Communications HQ.
In case of crisis communication, REF HQ shall be preliminary
consulted by the Country Director.
Communication related to REF Programs (including the Grant and
the Higher Education Scholarship Programs) shall be preliminarily
agreed with the responsible staff member and approved by ED/DD.
Complaints related to REF Programs or implemented projects shall
be consulted and managed by responsible program and country
managers. Complaints that may cause potential financial and
reputational damages shall be further escalated to the Deputy
Director and eventually and if required to the ED.
26

# Activities Description
VIII. People and organizational matters
Operations agreements
(non-regular and/or not
1. budgeted; such as
changing offices, key
vendors)
2.
3.
4.
5.
Engagement of
professional services
(non-regular and/or not
budgeted)
Nomination of Network
Coordination Committee
Employment of country
directors
Employment & personnel
actions related to key HR
positions (directors,
managers)
Agreements related to:
- the operations of REF Entities that (i) have significant impact
on the operations of the respective REF Entity (such as
changing offices for example) and/or (ii) have not been
previously budgeted;
- engagement of professional services that are (i) not regular
and/or (ii) not budgeted in the framework of donor funded
educational project and/or (iii) to be covered by the core
funding provided by REF to the REF Entity
shall be consulted and approved by the ED or DD following
consultation with the CFO.
Network Coordination Committee consists of the member of the
EBs except for those who only serve on the Entity Board of REF
Switzerland. The Chair of the NCC is also member of the Governing
Board.
NCC members are approved by the Governing Board and are
appointed as Entity Board members pursuant to the applicable local
laws in their respective jurisdictions.
Country Directors are nominated by the ED in consultation with the
Network Coordination Committee based on an open national
tender.
The employer of the Country Director is the respective REF Entity,
thus the Country Director shall be appointed by the respective
Entity Board.
Country Directors exercise the employers’ rights at REF Entities with
respect to that REF Entity’s employees, and in doing so they are
required to follow applicable regulations in selection and employing
employees. Country Directors are required that they consult and
get approval of the ED/DD for:
- any change in organizational structure,
- increasing and decreasing the number of employees,
- changing the employment status of any employee from
fixed term employee to unlimited term employee, and
- hiring and firing, of key personnel at the REF Entity,
6.
IT infrastructure and data
management
Key personnel are second level managers, including project
managers, directors, local CFO and operational managers, who are
regularly required to communicate/interact with the HQ or other
REF Network Entities.
REF strives to maintain an integrated IT infrastructure for REF
Network that facilitates exchange of information, knowledge
management and effective management processes. In order to
develop and maintain such integrated IT infrastructure, major IT
infrastructure investments that are related to the core IT
27

# Activities Description
IX. Legal issues
1.
2.
3.
Actual and potential
litigations
New contracts over EUR
100k
Modification of funding
agreements
X. Grant program (Country Facilitator is hosted by REF Entity)
1.
Selection of country
facilitator (CF)
2. Contracting CF
3
4
Administrative processes
(salary payments,
advances, etc.)
Country Facilitator -
Setting and discussing
program objectives with
coordinators/facilitators
infrastructure and applications used by REF Entities, whether
funded from REF core contributions or not, shall be consulted with
the IT Officer and approved by the CFO and ED/DD. It should be
ensured that new infrastructure elements, IT developments and
applications could be integrated in the IT infrastructure of REF in a
way that it serves the main objectives of sharing and managing REF
data and knowledge and effective management.
Prior to any investment, procurement decision, a detailed
description of services, infrastructure, IT development etc., as well
as a term of reference/scope of services/specification of the
hardware/middleware/software shall be distributed and consulted
with the relevant IT professional and the CFO and DD at the REF HQ.
Due to the fact that litigations represent key financial and
reputational risks for the entire REF Network, irrespective of the
fact of who bears the legal responsibility related to the actual or
potential litigations, any litigations shall be consulted by the DD and
ED and approved by the Governing Board and the Network
Coordination Committee.
In order to manage legal exposure REF Entities shall enter into a
third-party liability insurance policy covering executives and board
members as appropriate.
All contracts of REF Entities over EUR 100,000 shall be approved by
its Entity Board.
In case the modification of the funding agreement related a project
implemented by the REF Entity has (financial and/or operational)
impact on the REF Network or on any other REF Entity or on the
funding of the REF Entity, the CFO, the DD and the ED shall be
consulted as soon as possible about the content and potential
impact of the modification, which shall be approved by the ED.
Selection of the CF is arranged and managed by the respective
Program Officer and approved by the DD/ED. The Country Director
shall be consulted during the selection process where REF Entities
operate.
Where REF Entities operate, contracting CF is the responsibility of
the Country Director. Contracting terms shall be consulted with the
CFO and approved by DD/ED.
Administrative process (salary payment, advances, expense
reimbursement, alignment with applicable local policies etc.) is the
responsibility of the Country Director.
The setting of key objectives, annual work plan and budget for CF
activities are agreed and approved by the responsible Program
Officer. In order to make sure that the Country Director is able to
manage the administrative processes effectively, the objectives,
28

# Activities Description
Budget for facilitator
5
activities
6 Annual workplan for CF
Holiday and field visit
7
approval of CF
8
Annual performance
review
annual work plan and budget shall be communicated to the
relevant Country Director. Holiday plans and field visits and related
approval by the Program Officer shall be preliminary shared with
the Country Director.
The annual performance review is the responsibility of the Program
Officer. The Program Officer is expected to discuss performance
evaluation, key issues and next year objectives/plans with the
Country Director.
XI. Scholarship Program (Country Coordinator is hosted by REF Entity)
1.
Selection of the Country
Coordinator (CC)
2. Contracting CC
Administrative processes
3. (salary payments,
advances, etc.)
CC - Setting and
discussing program
4.
objectives with
coordinators/facilitators
Budget for coordination
5.
activities
6. Annual workplan for CC
Holiday and field visit
7.
approval of CC
8.
Annual performance
review
XII. Project implementation
1. Project design
2.
Partnership agreement or
donation letter defining
roles and responsibilities
within REF
Selection of the CC is arranged and managed by the respective
Program Officer and approved by the DD/ED. The Country Director
shall be consulted during the selection process in countries where
REF Entities operate.
Where REF Entities operate, contracting CC is the responsibility of
the Country Director. Contracting terms shall be consulted with the
CFO and approved by DD/ED.
Administrative process (salary payment, advances, expense
reimbursement, alignment with applicable local policies etc.) is the
responsibility of the Country Director
The setting of key objectives, annual work plan and budget for CC
activities are agreed and approved by the responsible Program
Officer. In order to make sure that the Country Director is able to
manage the administrative processes effectively, the objectives,
annual work plan and budget shall be communicated to the
relevant Country Director. Similarly, holiday plans, field visits, and
Program Officer approval shall be preliminary shared with the
Country Director.
The annual performance review is the responsibility of the Program
Officer. The Program Officer is expected to discuss performance
evaluation, key issues and next year objectives/plans with the
Country Director.
According to the processes of the Fundraising Committee the
proposed design of directly implemented strategic projects shall be
always discussed with the relevant program managers of the HQ
and budgeting issues shall be preliminary discussed with the CFO.
In case there are more REF Entities are involved in the
implementation in one project and one of the REF Entities are a lead
applicant in the project, REF Entities shall enter into a partnership
agreement (or donation letter or MOU), which defines the funding,
roles and responsibilities of the participating REF Entities.
29

# Activities Description
3.
Implementation of
Directly Implemented
Strategic Projects
The manager responsible for the project shall make sure that the
appropriate contract is drafted and approved by the relevant
program at the HQ level and the ED.
Directly Implemented Strategic Projects shall be implemented in
accordance with contractually agreed conditions and applicable
legislation.
30

6 Monitoring, Reporting and Evaluation
Monitoring, Reporting and Evaluation (M&E) are an integral part of REF operations. M&E is
part of all REF programs and ensures that the objectives are relevant, efficient, effective, and
sustainable and deliver the desired impact.
REF Programs have developed detailed monitoring plans and practices to ensure that
implementation is in line with agreed objectives and timelines.
REF carries out evaluations
- at the request of specific donors;
- of all grants with a budget over EUR 200,000, and
- of key implemented projects where the Executive Director or Country Director
determines that such an evaluation is necessary.
In general, these evaluations are made available to the major donors of REF and to the public.
The Executive Director, however, may decide not to disclose an evaluation to the public in
case it is deemed not to serve REF’s interests.
In addition to evaluation reports, REF prepares the following reports:
• Status reports: REF Programs and REF Entities prepare an annual status report for
the Governing Board including information about new developments, lessons learned
and statistical data of beneficiaries.
• Progress Reports: REF Programs and REF Entities will also send progress reports to
the Governing Board according to a timeline based on program cycle and program
components, including a narrative and a financial part.
• Quarterly narrative and financial reports of the grantees of the Grants Program:
Grantees of the Grants program are required to submit quarterly interim reports as
well as a final report on activities and financial status.
• Monitoring reports: Prepared by Program and Financial Officers on the outcomes of
regular monitoring visits at REF grantees.
• Reports to Third Party (Donor) Organizations: Reports to the third-party donor
organizations follow the agreed timeline and framework.
• Annual Report: REF annual report is compiled by REF HQ.
• Monthly financial and narrative reports by REF Entities: Reports to REF
Headquarters to ensure timely exchange and flow of information.
31

7 Administration
7.1 REF’s official and working languages
The official working language of the REF is English and all REF communications are issued in
the English language. REF accepts documents, reports, and applications for Grants Program in
both English and Romanes. Applications in the Higher Education Scholarship Programs can be
made in English, Romanes as well as local languages of program countries.
7.2 Financial Management
The financial management of REF is the responsibility of the Executive Director and the CFO.
The business and reporting period is defined on a yearly basis, starting at January 1 and ending
at December 31.
REF Network Entities maintain double entry bookkeeping. The bookkeeping is maintained in
local currency. Monthly financial reports shall be prepared using the period (monthly) average
exchange rate as provided by the national bank of the reporting country.
All entities in the REF Network shall also prepare their financial statements according to local
GAAP and the prevailing REF Accounting Policy. Financial statements according to the REF
Accounting Policy shall be presented in EUR (where necessary additionally in local currency)
and issued in English language (including the audit reports).
The annual and audit reports of all REF Network Entities shall be published on the website of
REF.
7.3 Procurement
The REF has its own procurement procedures that shall be included in REF Financial Manual.
Quarterly reports of grant projects shall provide a review of procurement actions. REF project
monitoring is expected to confirm that procurement rules are being respected.
In relation to Directly Implemented Strategic Projects, the applicable procurement rules shall
be applied.
7.4 Website
The REF website (www.romaeducatoinfund.org) describes best practices in Roma education
programs, models and strategies. The website shall provide information and descriptions,
including statistical and narrative information, audio clips, and video clips. The website serves
as a tool for collecting and categorizing information, descriptions, experiences, and
commentary from program staff, sponsors, donors, observers, and other participants. The site
32

also includes the latest developments in policy country-by-country, research, evaluation, case
studies, data, statistics, etc.
In addition, the REF website provides information on all approved projects, including project
financial audits, reports and evaluations. The development of the website is part of the
communication program.
Additionally, REF Entities may develop separate website to promote their own activities in
local languages and for directly implemented strategic projects. The development of these
websites is the part of REF Entities.
7.5 Information Systems
REF maintains an Online Application System (OAS) for managing its project grants. The system
supports staff and management in monitoring projects, and facilitates the processing of grants
and technical assistance activities. The OAS generates the main information needed for the
monthly and quarterly reports, and provides timely information on REF activities.
The scholarship programs are managed through a Grant Management System (GMS), which
contains information about all scholarships awarded and is used to monitor payments.
The use of IT systems and networks operated by REF are regulated by and shall be subject to
the detailed manuals for the OAS and the GMS and the detailed IT manual for the REF
Network.
7.6 Annual and Audit Reports
REF produces periodic and annual reports that are made available to the public. These reports
have four purposes: to provide a record of REF’s activities; to ensure transparency in how
REF’s administrative resources are used; to advocate on behalf of Roma education; and to
share knowledge about Roma education.
The annual report includes a complete statement of revenues and expenditures, the annual
performance evaluation report, as well as the summary of the annual audit of accounts by an
independent auditor. The annual report also includes a brief review of progress on education
issues in the countries of operations.
REF Entities have one independent institutional annual audit beyond the specific project
audits, which examines the respective REF Entity’s operation transparency and accountability.
The audit and the annual report shall be published by REF until end of March of every year.
7.7 Conflict of Interest Policy
It is the duty of all board members, employees and consultants to disclose any actual or
potential conflict of interest. A disclosure should be made in writing as described herein as
33

well as in the Conflict of Interest Policy of REF. Failure to disclose an actual conflict of interest
may result in disciplinary action, up to and including termination.
In order to duly observe compliance with the above stated it is the duty of all board members,
employees and consultants to disclose any actual or potential conflict of interest by
completing and submitting an Annual Disclosure Questionnaire to the Executive Director or to
the person appointed as COI Officer.
The Conflict of Interest Policy shall be the integral part of REF Entities’ HR manual.
34

8 Annexes
• REF HQ and REF Network Organograms
• RACI matrices
• Review of key processes of the REF Network
35

8.1 REF HQ and REF Network Organograms
Figure 6: Organogram of REF HQ
REF Organization Structure
Roma Oktatási Alap
Executive Director
Deputy Director
Nadir Redzepi
Azra junuzovic
Higher Education Program
Program Officers
Erzsebet Bader
Merziha Idrizi
Radoslav Kuzmanov
TBC
Country
Coordinators
4
12
Grant Program
Program Officers
Nevsija Durmish
Anasztazia Nagy
Milena Babic
Dzhevid Mahmud
Country
Facilitators
4
10
Communications &
Fundraising
Communication &
Fundraising Officers
3
Svetlana Hristova
Anastasia Jelasity
Rekka Pap
Research & Advocacy
Research Officer
Marko Pecak
Advocacy Officer
Roland Ferkovics
Finance Department
2
Anastasia CFO Primpa
Tom Bass
Andrea Dorombozo
Deputy CFO
Stela Garaz
Finance Officers
Beata Prokaj
Zsolt Fekete
Lorand Gyenge
3
Legal & Admin& IT
Legal Officer
IT and Admin
Assistants
Azam Bayburdi
New Executive Assistant
Jozsef Petrovics
3
Figure 7: Organizational chart of REF Network
36

8.2 RACI matrices
8.3 Review of key processes of the REF Network
37

38