shafid ullah research report 1

8/12/2019 Shafid Ullah Research Report 1

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NATIONAL COMMISSION

FOR

HUMAN DEVELOPMENT

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Chapter No. 01

INTRODUCTION:

NATIONAL COMMISSION FOR HUMAN DEVELOPMENT (NCHD)

National Commission for Human Development was established by the Government of

Pakistan in July 2002, under the Ordinance No. XXIX of 2002. The Commission is

attached to the Cabinet Division as a statutory autonomous body.

NCHD is the primary and largest support organization of the Government of Pakistan for

realization of MILLENNIUM DEVELOPMENT GOALS in Education, Health,

Capacity Building, Volunteerism for Community Development, and Gender

Empowerment .Fist when she was established in 2002, worked on all the mentioned

programs but recently works only on Universal Primary Education, and Adult Literacy

Program, and It is presently operating in 134 districts of Pakistan and has 101 HDSUs all

over in Pakistan. NCHD has field offices in all 4 provinces including Azad Jamu &

Kashmir. Work of NCHD is based on a unique development model which is both

participative and responsible. It is based on involving all stakeholders, bringing them

together on a common platform, making them part of the change process from the very

beginning so they take ownership of the intervention till the very end. Thus, all

stakeholders, especially the communities, are involved in decision making and pooling of

resources.

Based on a holistic development model, NCHD aims at enlarging the scale and scope of

the efforts made by the government in ensuring the effective provision of social services.

It perceives human development as a process of enlarging choices, building capacities

and encouraging participation of communities at the grass roots. To ensure this, NCHD is

directed towards supporting government line departments, civil society organizations and

the local communities in the sectors of education, basic health care and income

generating activities.


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NCHD identifies, and consequently presents innovative and cost effective solutions to

fill implementation gaps, building the capacities of the involved agencies and

stakeholders to effectively address the issues hampering the process. Through extensive

training programs and capacity building workshops which cater to all the stakeholders

involved in the process, NCHD helps ensure a lasting impact. These capacity building

exercises are targeted towards Government Line departments, community based

organizations and the community.

The human development endeavors of National Commission for Human Development

(NCHD) are supported by a Public Private Partnership (PPP) between the Government,

the private sector and the international donor community. For ensuring sustainability in

the long-run and to abide by stringent rules of governance, this tripartite funding

arrangement was formalized by the creation of an independent funding agency called the

Pakistan Human Development Fund (PHDF), which is registered under the Companies

Ordinance, 1984 and functions under the patronage of President of Pakistan. A 31-

member team, representing the PHDF Board of Directors.

MISSION OF NCHD

Mission of NCHD is to support the government by filling the implementation gaps and

improve public sector delivery mechanisms to achieve the Millennium Development

Goals (MDGs) and Education For All.

VISION

NCHD seeks a literate and healthy nation, where government is empowered to providebasic education and health facilities to all.


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GOALS

NCHD is a fast-track initiative to improve social sector outcomes at the grassroots;

1. The goal of the Commission is to fill the implementation gaps and improve public

sector delivery mechanisms to achieve the MDGs.

2. Achieve Universal Primary Education

3. Promote Gender Equality and empower women

4. Reduce Child Mortality5. Improve Maternal Health

STRATEGY

Developing an operational framework to introduce processes that remain consistent withthe objective of achieving the MDGs has been one of the cornerstones of NCHD`s

strategy. NCHD has adopted an innovative strategy for improving the state of human

development, directly focused on peoples` needs by acting as a support organization at

the grassroots to fill the implementation gaps through community participation.

The core of NCHD strategy lies with;

Public Private Partnership, Capacity Building of Government Line Deportments,

Community Organizations and Elected Officials, Community partnership and Ownership.

Members of NCHD

1. President Asif Ali Zardari (Patron-in-Chief)

2. Dr. Nafisa Shah (Chairperson)

3. Ms. Shahnaz Wazir Ali

4. Ms. Roshan Khurshid Barucha (Representative of Ministry of Finance)


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diagram 1.1

NCHD

Organiz

ationalStructure


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NCHD Operations in Pakistan

National Commission for Human Development launched its operations in August 2002,

and since then the Commission had established its offices in 17 districts. Those offices

hade been named as Human Development Support Units (HDSUs).

HDSU Districts

Human Development Support Units are located at the following districts.

BALUCHISTAN

Mastung

Pishin

Jafferabad

Killa Saifullah, etc.

KPK

Bannu

Bajur

Malakand

Karak

Dera Ismail Khan

Mansehra

Lakki, etc


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PUNJAB

Narowal

Attock

Rahim Yar Khan

Rajan Pur

Gujrat

Mandi Bahuddin

Rawalpindi

Lahore, etc

SINDH

Ghotki

Thatta

Naushero Feroz

Badin, etc

These are some of the main cities of Pakistan where NCHD was operating, initially.

But now NCHD is operating its functions in almost all the cities of Pakistan. However, in

some areas it is carrying out two programs like Education, and literacy.


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MAIN PROGRAMMES OF NCHD

Main programs of NCHD are as follow:

1- Health

PRIMARY HEALTH CARE:

The PHCE Program was started in 2002. Educating 262,000 women and 275,000 men on

health issues. Current estimates suggest that about 80% of all Pakistan's deaths and about

90% of all illnesses result from diseases, which are considered preventable. This means

that while four out of every five deaths could have been prevented, for every ten people

who are ill, nine of them need not be ill. These unnecessary deaths and sufferings are

overwhelmingly caused by: (a) inappropriate health behavior which is widespread, and

(b) the most basic of primary health care services are not accessible to a large percentage

of the population.

NCHD's health programs are designed to improve communities' behavior toward

health and preventable diseases. The primary health care extension program is directed to

address the disease burden affecting the majority of the population through strengthening

the primitive and preventive health care in remote areas not covered by the National Lady

Health Worker (LHW) Program.


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OBJECTIVES

Specifically, the Program aims to reduce: Infant mortality by 33%

Maternal mortality by 25%

2-EDUCATION

a) Universal Primary Education


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The current statistics of Primary Education in Pakistan shows a gross enrollment rate of

70%, with 50% of these children dropping out before reaching the fifth class. Out of

these 35% survivors, only one third meet the minimum quality standard that is expected

of a child passing primary education. This comes to only 11% of the total target

population. The NCHD's UPE program targets the Out-of-school children, by carrying

out data collection of each and every household through door to door survey, with the

help of village volunteers and teachers of schools, thus ensuring wider community

participation through broad based community meetings. Once the list of out of school

children are prepared form the data collected, names of out-of-school children are handed

over to the village volunteers for visiting the homes of out-of-school children, formotivating the parents for in time enrollment, and ensuring their enrollment in nearest

schools.

Objectives of NCHD`s UPE Program:

100% enrollment(age 5-7 years)

Reducing dropout rate from 50% to less than 10%

Ensuring quality education through teachers` training

UPE Program Strategy

House to house census survey of children aged 0-9 years and preparation of baseline data

for out of school children aged 5-7 years.

Community mobilization to promote enrollment of children in schools an reduce

dropouts Setting up Feeder Schools for 5-7 years olds with teachers in areas with no

government schools to provide access Training of primary school teachers in UPE and

quality education . Provision of Feeder teachers to government schools to cater increasedenrollment.

Program Profile

Districts covered=134 districts


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17,500 Community Based Feeder Schools established

21,000 feeder teachers were trained and deployed to government schools

296,276 primary school teachers trained in UPE

Home to home survey catering 16.3 million households for data about childrenaged 0-9

Enrollment of 8.2 million old out-of-school children

Increasing net enrollment ratio from 54% to 85%

Reducing dropout rate from 50% to 18% (in Kacchi/Pakki classes)

Over 21,000 feeder teachers trained and deployed in primary schools

Mobilizing 40,000 volunteers in 30,000 villages

b) ADULT LITERACY PROGRAM

Literacy program is run by Literacy department. This program is for the people having

age range 11-45 years. Literacy program is not only for male but female can also avail

this learning opportunity in order to learn how to read, write and do numeric.

Mr. Obaid Ullah is supervising all the literacy concerned activities and is holding the

position of District Program Manager Literacy (DPML).


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Organizational Structure of Literacy Department

diagram 1.2

Prime Responsibilities of Literacy Department

Literacy department has the following responsibilities:

o Establishing Literacy Centers

o Educating males and females with age range 11-45 years

o Gathering community members

o Motivating community members

o Formulating procedure for making members literate

District

General

Manager

District

Literacy

Officer

(DLO)

Literacy

Coordinator

Literacy

CoordinatorLiteracy

Coordinator

LASLASLASLASLAS

Teacher

TeacherTeacherTeacherTeacherTeacherTeacherTeacherTeacher

Teacher

Provincial

Literacy

CoordinatorRLT


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o Hiring teachers for various related localities

o Providing basic material like Books, Black Boards etc.

o Facilitating literacy program at district level

o Monitoring the program progress

o Training the teachers

o Developing right person for the right job

o Recording the progress in the data base system

o Recognizing and rewarding work of the people working efficiently in the

program implementation

OBJECTIVE

The prime objective of literacy program is to enable people so that they can read, write

and do some basic numeric with age ranging from 11-45.

Process for establishing Literacy Centers

In this process the following steps are taken:

Area selection

Data collection

Clustering

Community Meeting

Volunteers identification

Training to teachers

Basic materials provision


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Area Selection

First of all area is selected where there is no school at the distance of 15 Kilo meters. This

area must be in the premises of district Bannu.

Data Collection

Data regarding population, illiterate males, and females with age range11-45 years is

collected and recorded for further action. Data may be collected through primary or

secondary sources.

Clustering or Grouping

All those people from the area who do not know how to read, write and understand are

formed into a group and this group is reported to the office where program is planned and

implemented for this group.

Community Meetings

Community meetings like meeting with influential and common people of the area are

held in order to convince them for fulfilling this basic need of literacy.

Volunteers Identification

Those people who are willing to do something for the community are identified and are

given various assignments to implement the program successfully. These may be teachers

and other persons from the community.

Training

Training is given at the office to the teachers so that they can perform their

responsibilities effectively.


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Training is given at the start of the phase and after three months. Each phase is

comprised of six months.

The following subjects are taught in training:

Books Methodology

Classroom Management

Adult Psychology

Class monitoring

Materials

Materials like Books, attendance register, teachers guide, black board, sign board and

chalks are provided to the teachers.

Teachers Selection Criteria

Criteria for teachersselection are as follow:

Resident of the selected area

Having Ten years education

Cooperative

Evaluation

Performance evaluation is performed at the monthly meeting; however, District Literacy

Officer visits the area on monthly basis and sees the progress; this progress is even

evaluated at the end of phase.

Base Line Assessment is a formal procedure to check the illiteracy of the people of a

particular area.


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CommunitysShare

Community members provide venue, place or rooms for the centers. Community

members of the related area can monitor whether the program is being implemented

successfully?

Community gets two benefits at a time.

1. Literate Society

2. Employment


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Literacy Program Profile & Achievements

Districts covered 134

Establishment of 120,263 Adult Literacy Centers

2.5 million adults became literate, out of which 90% were Females

Training of more than 150,000 teachers on Adult Literacy teaching techniques

Training of 12000 Literacy Supervisors in Management of literacy centers

Training of 2000 professional staff and 100 civil society organizations in theimplementation of program and its management

Implementation of post literacy program ,by establishing 3750 Centers, thatincluded an enhanced level of Urdu/ Sindi language proficiency, and teaching

English to neo literates, as a pilot project

Establishment of 4 Community Learning Centers (CLCs) as a pilot activity inPanjab and KPK Development of ICT-based Literacy Kit (first ICT-Kit in

Pakistan), pilot testing in tow community Learning Centers.


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3-Capacity Development

One of the key findings of the President's Task Force on Human Development in

Pakistan (Jan. 2002) was the lack of capacity, competency and managerial efficiencies

within:

Line Departments

Newly elected representatives

Private sector delivery system (CCBs, NGOs, CBOs); and

Gaps of delivery, quality, financing and coverage in government programs. Capacity

Development program is one of the three major interventions of the Commission which

aims to initiate change management and capacity building of the district governments. It

focuses on bridging the gap between strategy and implementation of service delivery by:

Aligning the delivery of social services with the Devolution Plan Improving performance

of district line departments developing competencies amongst the newly elected

representatives; increasing the coverage and improve the quality of social serviceprograms.


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4-Volunteerism for Community Development

Volunteerism for Community Development (VCD) Program, is a cross cutting program

for other NCHD interventions - Education and Health. NCHD's Volunteerism for

Community Development Program provides an opportunity to willing individuals to

volunteer, primarily in the fields of education and health. Pakistan has become the first

country in the developing world to set up a National Volunteer Corps for achievement of

MDGs through NCHD, whose key role was acknowledged by United Nations (UN)

Secretary General (2003). To achieve these objectives, the program focuses on creating

awareness about volunteering and directing it towards human development activities at

the grassroots level. A network of volunteers at the district level has been established in

order to coordinate volunteers' activities for an organized voluntary action and raise local

resources through philanthropists in district seminars which are utilized for community

development.


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Chapter No. 02

NATIONAL COMMISSION FOR HUMAN DEVELOPMENT

SUPPORT UNIT, BANNU

Introduction

National Commission for Human Development established its Human Development

Support Unit (HDSU) at Bannu in March 2006. Initially it was located at Bannu town

ship on Peshawar road. It suspended its operations for some time due to the continuous

threats by the terrorists.

HDSU Bannu worked in the following three sectors;

1- Education

2- Capacity Development

3- Volunteerism for Community Development

These programs were running successfully but due to uncertainty and insecure

circumstances the HDSU was shifted to Karak. It remained there for some period of time

and as the situations at Bannu became stable and secure it started its operation here again

under the supervision of Mr. Muhammad Saeed Khan, General Manager for District

Bannu.

Present Location & Officers

HDSU Bannu Office is situated at Officers Colony Bannu Cantt.

District General Manager = Mr. Hassan Afridi

District Finance and Admin. Manager = Mr. Mehboob Alam

Assistant Finance & Admin Manager (AFAM) = Mr. Manawar Khan

District Program Manager Literacy = Mr.Obaid Ullah Khan


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District Program Manager UniversalPrimary Education = Wahab Khan

District Program Manager for FATA and FR = Naimat Ullah Khan

Diagram 2.1

NCHDOrganizational Structure at District Level:

DGM

DPM-E DPM-L DFAM

MC LCs (1 LC for 30 centers)

LAS(1 LASfor 10 centers)

LMISO

TEACHER(1 for 25 learners)

EMISO

AFAM

SUPPORT STAFF


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DGM The Head of NCHD Office at District level

DFAM Second to DGM

AFAM & DPMs All these designations report to DFAM and DGM

ABBREVIATIONS

DGM District General Manager

DFAM District Finance & Admin Manager

AFAM Assistant & Admin Manager

DPM L District Program Manager Literacy

DPM E District Program Manager Education

CDP Capacity Development Program

VCD Volunteerism for Community Development

UPE Universal Primary Education

RLT Regional Literacy Trainer

LAS Literacy Assessment Supervisor

LMISO Literacy Management Information System Officer

EMISO Education Management Information System Officer

PLC Provincial Literacy Coordinator

RITO Regional Information Technology Officer

MC Markaz Coordinator

FC Field Coordinator

LC Literacy Coordinator


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Total Number of Employees at NCHD 3500

Total Number of Employees at NCHD (BANNU) 30

Office Hours

Morning .... 9:00

To

Evening ..... 5:00

Lunch & Prayer Break

After noon..1:002:00


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Chapter No. 03

DEPARTMENTS AT NCHD BANNU

There are the following main departments at Human Development Support Unit Bannu.

1. Finance and Administrative Department

2. Education Department

a) Adult Literacy Departmentb) Universal Primary Education Department

Diagram 3.1

Departments in Structure

Let us see the prime responsibilities, objectives, procedure and achievements of each

department, individually.

DGM

DPM-E DPM-L DFAM

MC LCs (1 LC for 30 centers)

LAS(1 LASfor 10 centers)

LMISO

TEACHER(1 for 25 learners)

EMISO

AFAM

SUPPORT STAFF


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District General Manager (DGM)

This is the key position here at Bannu. That looks after all the programs at district level.

Mr. Hassan Afridi has been performing his responsibilities as DGM at HDSU Bannu.

Key Responsibilities of District General Manager

DGM is the Head of NCHD Support Unit, Bannu. He has the following responsibilities:

o Providing inputs to the implementation of all programs

o Finalizing HDSU budget and forwarding it to the Head Office

o Facilitating and guiding DPMs to implement programs effectively

o Having liaison with District Government officials and influential community

members for the effective implementation of NCHD programs at Bannu

o Providing feedback to the Government officials, elected representatives and

influential community members about performance of the programs

o Resolving all operational issues of programs in consultation with Director

operations

o Conducting periodic stake holders analysis and ensuring stake holders buy-in of

NCHD programs by encouraging their active participation.

o Reviewing weekly activities of HDSU with DPMs

Finance & Administrative Department

This department is comprised of Finance and Administration. Two individuals are

working here.

1. District Finance & Admin. Manager (DFAM)

2. Assistant Finance & Admin. Manager (AFAM)


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1. District Finance & Admin. Manager

It is an important position where accounts, salaries, budgets for programs and

expenditure are handled.

Mr. Mehboob Alam is holding this position and is responsible for all the

mentioned tasks.

Key Responsibilities of District Finance & Admin. Manager

Key responsibilities of DFAM are:

o Procurement

o Salaries distribution

o Implementation of all financial procedures and control

o Financial transactions through standard Accounting Procedures

o Preparation of Financial statements

o Preparation of Cash Flow Statement and ensuring availability of funds

o Certifying and verifying all disbursements, receipts and journal vouchers

o Ensuring all supporting documents are attached with vouchers

o Reviewing and negotiating agreement and budgets with implementing partner for

NCHD projects.

o Quarterly verification of Financial statements and progress reports of Projects and

reporting it to the Head Quarter in Islamabad

o Preparation of Fund Reconciliation Statement on monthly basis

o Record keeping of all concerned documents.

Procedure for accounting Processes

DFAM uses a soft ware named Financial Information and Control System (FICS).

This soft ware is especially developed by the NCHD Head Office in Islamabad and has

been provided to all its support offices in Pakistan.


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2- Assistant Finance & Admin. Manager (AFAM)

Administrative Officer is responsible for the activities and responsibilities of the

support staff; he works under the supervision of DFAM.

Support staff is comprised of all the Class IV employees.

Mr. Munawar Khan is performing this responsibility and he has recently been

appointed.

Key Responsibilities of Assistant Finance & Admin. Manager (AFAM)

Key Responsibilities of AFAMare:

o Ensuring proper maintenance of log books of vehicles, Multimedia, and Photostat

machine

o Checking of Fuel consumption

o Allocation of vehicles to Staff

o Ensuring validity of agreements i.e. Premises, vehicle rent etc.

o

Ensuring proper maintenance of automobiles and equipmento Supervise maintenance of inventory record

o Ensuring recovery of personal telephone calls and usage of vehicles

o Ensuring implementation of proper security procedures

o Certifying monthly attendance sheets

o Over seeing administrative filing and records

Procedure for Administrative Work

AFAMperforms his responsibilities through the following procedure.

Register Maintenance

Register is maintained for attendance of each employee on daily basis.

Fuel Allocation:


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A receipt is issued by the AFAMwhere required number of liters of Petrol is prescribed

and is duly signed by the AFAM; it is sent to the Filling station where the receiver at

station keeps the receipt and amount is paid at end of the month.

Vehicles Allocation Procedure:

A request for the vehicle on a given format is forwarded by the concerned official for

field visit to the AFAM and AFAM has the authority whether to approve the request or

reject the request on certain basis.

Security Measures:

AFAMis responsible for providing security to the human and non human property of the

NCHD.AFAMassigns duties to its support staff and makes changes when needed.

Procedure for Expenditure:

Expenses on commodities like Tea, Sugar, Milk, are allowed on receipt that is issued by

theAFAMwith the quantity mentioned on it.

A purchase receipt is accepted for Files, Pens, other stationary, decorative items,

printing and other materials of need.

EDUCATION DEPARTMENT

Education department had been established and runs education program with the purpose

to educate the masses at the grass root level and make them productive members for their

families and community. It means that it is a movement for social change so that each

individual who has been educated here can perform its family and social responsibilities

effectively and efficiently.

This program is females. Female teachers are hired for female students at the female

centers having age 11-45 years and are taught at different locations of Bannu.

Education department is currently running two programs


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1. Adult Literacy Program

2. Universal Primary Education (UPE)

diagram 3.2

1. ADULT LITERACY PROGRAM

Literacy program is run by Literacy department. This program is for the people having

age range 11-45 years. Literacy program is not only for male but female can also avail

this learning opportunity in order to learn how to read, write and do numeric.

Mr. Obaid Ullah is supervising all the literacy concerned activities and is holding the

position of District Program Manager Literacy (DPML).

EDUCATION

LITERACY UPE


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Organizational Structure of Adult Literacy Department

Diagram 3.3

Prime Responsibilities of Adult Literacy Department

Adult Literacy department has the following responsibilities:

o Establishing Literacy Centers

o Educating females with age range 11-45 years

o Gathering community members

o Motivating community members

o Formulating procedure for making members literate

District

General

Manager

District

Literacy

Officer

(DLO)

Literacy

Coordinator

Literacy

CoordinatorLiteracy

Coordinator

LASLASLASLASLAS

Teacher

TeacherTeacherTeacherTeacherTeacherTeacherTeacherTeacher

Teacher

Provincial

Literacy

CoordinatorRLT


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o Hiring teachers for various related localities

o Providing basic material like Books, Black Boards etc.

o Facilitating literacy program at district level

o Monitoring the program progress

o Training the teachers

o Developing right person for the right job

o Recording the progress in the data base system

o Recognizing and rewarding work of the people working efficiently in the

program implementation

OBJECTIVE

The prime objective of literacy program is to enable people so that they can read, write

and do some basic numeric with age ranging from 11-45.

Process for establishing Literacy Centers

In this process the following steps are taken:

Area selection

Data collection

Clustering

Community Meeting

Volunteers identification

Training to teachers

Basic materials provision

Area Selection


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First of all area is selected where there is no school at the distance of 15 Kilo meters. This

area must be in the premises of district Bannu.

Data Collection

Data regarding population females with age range 11-45 years is collected and recorded

for further action. Data may be collected through primary or secondary sources.

Clustering or Grouping

All those people from the area who do not know how to read, write and understand are

formed into a group and this group is reported to the office where program is planned and

implemented for this group.

Community Meetings

Community meetings like meeting with influential and common people of the area are

held in order to convince them for fulfilling this basic need of literacy.

Volunteers Identification

Those people who are willing to do something for the community are identified and are

given various assignments to implement the program successfully. These may be teachers

and other persons from the community.

Training

Training is given at the office to the teachers so that they can perform their

responsibilities effectively.

Training is given at the start of the phase and after three months. Each phase is

comprised of six months.

The following subjects are taught in training:


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Books Methodology

Classroom Management

Adult Psychology

Class monitoring

Materials

Materials like Books, attendance register, teachers guide, black board, sign board and

chalks are provided to the teachers.

Teachers Selection Criteria

Criteria for teachersselection are as follow:

Resident of the selected area

Having Ten years education

Cooperative

Evaluation

Performance evaluation is performed at the monthly meeting; however, District Literacy

Officer visits the area on monthly basis and sees the progress; this progress is even

evaluated at the end of phase.

Base Line Assessment is a formal procedure to check the illiteracy of the people of a

particular area.

CommunitysShare

Community members provide venue, place or rooms for the centers.Community members

of the related area can monitor whether the program is being implemented successfully?


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Community gets two benefits at a time.

3. Literate Society

4. Employment

Areas:

The followings are the areas where literacy program is running successfully

Sukari

Fatima Khel

Mita Khel

Shamshi Khel

Koti Saadat

In each area there are 30 Literacy Centers and 25 Learners. Total are 150 Centers and

3750 Learners with HDSU Bannu.

Achievements

Literacy department has achieved the followings since its inception:

Established Literacy Centers in 5 Union Councils

Trained 150 teachers

Trained 15 Literacy Assessment Supervisors

Achieved target by 55% so far

Second Phase is in progress

As circumstances here at Bannu are not favorable for social activities due to

extremism in many areas but the achievement is superb; this shows that people here are

of the opinion that learning the basic education is the dire need of the day.

We can say that effort by NCHD would never go to waste and would bring the light of

education one day. What is needed the most? The most needed thing is to bring

awareness and take a step for a social change that can be resulted in the development of

the people.


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2. UNIVERSAL PRIMARY EDUCATION

This program is running under the supervision of DGM and Mr. Wahab Wazir has been

working as District Program Manager for many years.

This program is being run with the purpose to reduce the drop out rate of school going

students at the primary level. The success of the program depends upon the sincere

collaboration and coordination of Education department Bannu and NCHD.

Organizational structure

diagram (3.4)

Key Responsibilities of UPE Department

Some of the key responsibilities of Universal Primary Education (UPE) are as follow:

o Facilitating DLO in the Literacy Program

o Facilitating District Education Officer in handling drop out

o Formulating Plan on monthly basis

DGM

MC 1 MC2 MC12

DPM

CPE

MC4MC3 MC11MC10MC9MC8MC7MC6MC5


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o Scheduling and arranging trainings

o Mobilizing community members

o Mobilizing and facilitating District Education Department

o Facilitating parents in sending children to schools

o Monitoring of the primary school children

o Evaluating the progress on monthly basis

o Striving to achieve the assigned targets

OBJECTIVES

The main objectives of UPE are:

100% enrollment(age 5-7 years)

Reducing dropout rate from 50% to less than 10%

Ensuring quality education through teachers` training

Procedure of UPE

Universal Primary Education Department achieves its objective through the following

activities:

Survey in various areas of Bannu

Data Collection about children with age range 5-7 years

Data Analysis

Target Setting

Community Meetings

Teachers Training

Feeder Schools establishment

Monitoring

Progress Evaluation


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_________________________________________________________________36

Lets discuss briefly;

Survey of Children

In order to gain complete information about children having age 5-7 years a survey is

conducted. This survey may be done by the District Education Department, NCHDs

employees or volunteers. This survey is done in various parts of Bannu. But the

cooperation of EDO (Education) can ensure valid and up dated data.

Data Collection

Data about those children having age up to five years whether left school or not enrolled

yet, is collected. It is an important step where actual status of drop out can be determined.

Data can be collected through:

District Education Department

Teachers & Volunteers

NCHDs Officials

Data Analysis

Data is analyzed to see the actual number of students, reasons, problems and its possible

solutions.

Target Setting

Analyzed data becomes target for UPE officials they focus the number of children who

do not want to go to school in particular areas and plan to reduce this number of children.

This target is monitored and evaluated persistently.

Community Meetings


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_________________________________________________________________37

Community Meetings are held at the targeted area in order to inform parents, teachers,

and influential about the drop out children and an effort is made to convince them send

their children to school again.

Teachers Training

Teachers Trainings are conducted at Provincial Institute of Education Training (PIET) in

order to make them capable in handling the followings:

Objective of different subjects

Learning land marks

Teaching Aids

Child Psychology

Model lessons

Feeder School Establishment

NCHD sets up school called Feeder School with the cooperation of community in those

areas where:

- School is not accessible for kids

- School in the village is over-crowded

- School building is available but teacher is not available

Monitoring

Progress is monitored by regular visits of DPM to the site, and through meeting with

DCO, EDO, ADO, and Markaz Coordinators on monthly basis

Evaluation of the Program


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_________________________________________________________________38

Monthly and quarterly evaluation is performed in order to see whether actual output is

equal to target. If it is behind the target an action plan is formulated in consultation with

DGM and District Education Department to achieve the target and more and more

children can get their basic right of education.

Record Keeping Procedure

All the record is kept in computer data base through Management Information System

(MIS) where Education Management Information Officer (EMISO) works in the

following ways:

1. Develops soft ware for maintaining UPE data

2. Enters and validates UPE data

3. Updates data base in terms of enrollment and drop out

Achievements of UPE at HDSU Bannu

diagram 3.5

Session Wise Enrollment

S.No Session

OSCs (5-7) Enrollment (5-7)

M F Total M F Total

1 2011-12 691 764 1455 941 911 1852


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CCHHAAPPTTEERR##44::FFIINNAANNCCIIAALLMMAANNAAGGEEMMEENNTTAATTNNCCHHDD

WWeekknnoowwtthhaatteevveerryyoorrggaanniizzaattiioonnddeeppeennddoonnaavvaaiillaabbiilliittyyooffmmoonneeyy,,mmoonneeyyiisstthheelliiffeebblloooodd

ffoorraannoorrggaanniizzaattiioonn,,aannddwweeaallssookknnoowwtthhaatttthheeffiinnaanncceeddeeppaarrttmmeennttmmaannaaggeessaalllltthheeccaasshh

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ffoolllloowwiinngg;;

FFIIXXEEDDAASSSSEETTSSAANNDDIINNVVEENNTTOORRYY

PPoolliicciieess::

01 CAPITALIZATION THRESHOLD

Items of property and/or equipment purchased by or donated to the Commissionwill, for the purposes of capitalization, be classified under the followingcategories:

Item Description Threshold Remarks

Non-expendable Items with unit cost of overRupees 5,000 and usefullife of more than one yearand items of sensitivenature.

Capitalize Maintain aformal

inventoryrecord

Expendable Items with unit cost of lessthan Rupees 5,000 anduseful life of less than oneyear.

Do notcapitalize

Maintain amemorandum

inventoryrecord

Consumables Expendable items that areconsumed, exhausted, orbecome an integral part ofother property when put touse.

Expense out Examplesinclude office

supplies,stationery and

like items.

02 ACQUISITIONS

All fixed asset acquisitions must follow procurement policies and proceduresnarrated in Procurement.

03 RECOGNITION OF ASSETS

Fixed assets acquired by the Commission will be measured at their cost ofacquisition including applicable ancillary costs. Cost of assets received by way ofgift or donation or as part of non-monetary grant will be determined on the basisof the information provided by the donor.

04 REPAIR AND MAINTENANCE


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Maintenance and normal repairs will be charged to income as and when incurred.Major repairs and improvements will be capitalized.

05 DEPRECIATION / AMORTIZATION

Depreciation is charged to income applying the straight line method whereby thecost of an asset is written off over its estimated useful life at the following rates:

Category Rate

[(%) per annum]

Land NIL

Building 5.00

Office equipment (excl. computers etc.) 20.00Computer equipment 33.33

Furniture and fixture 33.33

Vehicles 20.00

Intangible asset (software etc.) 20.00

06 RELOCATION OF ASSET

No asset will be taken off the premises before it has been properly tagged.

07 ANNUAL PHYSICAL COUNT TEAM

Annual physical inventory count will be carried out by a team comprising of thefollowing members:

Member 1 Inventory Controller

Member 2 Representative from Finance Department

Member 3 Representative from respective department/HDSU

08 INVESTIGATING MISSING ASSET

Investigation of missing assets will be carried out by the following designatedofficials:

Member 1 Representative from Finance Department

Member 2 General Manager Administration/Designated Official

09 DISPOSAL OF EQUIPMENT

a) Capital assets which are obsolete, worn-out, or no longer required by theCommission may be sold, scrapped or traded-in, as considered appropriate

by the Commission.

10 Gains and losses on disposal of assets if any will be included in current income


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11 SAFEGUARDING

The custodial staff will be responsible for the security of the equipment undertheir use. This includes ensuring that equipment is used only by the authorizedpersons, safeguarded against theft and damage and only removed from thepremises with approval.

12 INSURANCE COVER

a) All vehicles and computer equipment purchased by the Commission will becomprehensively insured.

b) Administration and Procurement Department will make arrangements thereofin accordance with the procedures laid down for procurement of services.(Refer to Chapter 2: Procurement).

RReecceeiivviinnggEEqquuiippmmeenntt

RECEIPT OF EQUIPMENT

Procedures Required Responsible Staff

01 Goods Received Note. On receipt of Inspection Report,Goods Received Note(Annex FAI 1) is filled in givingall the related particulars of the acquisition along with thedescription of the equipment.

Inventory Controller

02 Certification of Goods Received Note.The duly filled inGRN is sent to General Manger Procurement andAdministration for certification.

Inventory Controller;

GM Administration

03 Distribution of Approved GRN. The certified GoodsReceived Note is distributed as follows:

Original to finance department

Duplicate to be retained for record


04 Entry into Equipment Inventory Card. If an item

qualifies for capitalization, the details thereof are forthwithinto Equipment Inventory Card (Annex FAI 2).


EQUIPMENT INDENTIFICATION NUMBER

Procedures Responsible Staff

05 Unique Identification Number. Every item of propertyentered into the Equipment Inventory Card is assigned aunique identification number comprising the followingcomponents:

UNDP - AA - 000001 - 2003

Donor Asset Sequential Acquisition



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code(4 digits)

type(2 characters)

number(6 digits)

year(4 digits)

06 Tagging. The unique asset identification number isaffixed on front or other easily accessible area.


IIssssuuee,,RReellooccaattiioonnaannddTTrraannssffeerrss

ISSUANCE OF EQUIPMENT TO CUSTODIAN


01 Requisitioning Equipment. Equipment Requisition Form(Annex FAI 3) is completed and forwarded todepartmental head or Finance and Administration OfficerHDSU for approval.

Requisitioning Officer

02 Availability Check.

On receipt of Equipment Requisition Form, availabilityin stores or through transfers is checked and detailsthereof are filled in.

The form is then forwarded to General ManagerProcurement and Administration for authorization.

In case the requested item is not available, the fact isintimated to the concerned staff member who asks forthe procurement of the same by giving a writtenrequest to Administration and ProcurementDepartment (please refer to Chapter 2: Procurement).


03 Authorization of Requisition. The EquipmentRequisition Form is authorized and redirected to InventoryController.

GM Administration

04 Issuance of Equipment. The authorized Equipment

Requisition Form is filed for departmental record and

The equipment, if available in stores, is issuedthrough Equipment Issuance Form (Annex FAI 4).

Where issuance involves transfers, proceduresrelating to Transfer of Equipment are followed.


05 Distribution of Equipment Issuance Form. TheEquipment Issuance Form is distributed as follows:

Original retained by the Inventory Controller

Duplicate to finance department

Triplicate to the concerned department/location



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06 Updating Inventory Records. After the equipment hasbeen issued, the inventory record is updated accordinglyand acknowledgement is obtained from the respectivehead of department or General Manager HDSU.


TRANSFER OF EQUIPMENT


07 Transferring Equipment. Based on authorizationgranted vide procedure 03 03 04, Equipment Transfer

Form (Annex FAI 5) is completed and forwarded toChief Financial Officer for approval.


08 Approval of Transfer.The Equipment Transfer Form isapproved and redirected to Inventory Controller.

Chief Financial Officer

09 Clearance from Current Location. The approvedEquipment Transfer Form is:

Sent to current custodial departmental head or GMHDSU to obtain clearance thereof.

Sent back to Inventory Controller for transfer

arrangements.


Current Departmental

Head or GM HDSU

10 Transfer Arrangements.

The equipment is transferred to new location; and

Signatures of receiving departmental head or GMHDSU are obtained on Equipment Transfer Form.


New Department Heador GM HDSU

11 Updating Inventory Records. After successfulcompletion of inter-department transfers, assets record isupdated accordingly.


RELOCATION OF EQUIPMENT

(a) Official Act ivit ies (tempo rary)


12 Requesting Relocation. Equipment Requisition Form isprepared and forwarded to departmental head or GMHDSU for approval.

Requisitioning Staff

13 Onward Submission. The approved EquipmentRequisition Form is submitted to Inventory Controller at

NCHD Head-office and Administration Assistant at HDSUrespectively.

Requisitioning Staff


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14 Relocating Equipment.

NCHD Head-office.Approval by GM Administration isobtained, the Equipment Requisition Form is filed fordepartmental record and the equipment is relocatedthrough Equipment Temporary Relocation Form(Annex FAI 6).

Human Development Support Unit.Approval by GMHDSU is obtained, the Equipment Requisition Form isfiled for official record and the equipment is relocatedthrough Equipment Temporary Relocation Form.


AdministrationAssistant

15 Relocating Equipment.

NCHD Head-office.Approval by GM Administration isobtained, the Equipment Requisition Form is filed fordepartmental record and the equipment is relocatedthrough Equipment Temporary Relocation Form(Annex FAI 6).

Human Development Support Unit.Approval by GMHDSU is obtained, the Equipment Requisition Form isfiled for official record and the equipment is relocated

through Equipment Temporary Relocation Form.


AdministrationAssistant

16 Distribution of Relocation Form. The EquipmentTemporary Relocation Form is distributed as follows:

Original retained for record

Duplicate to the custodian


AdministrationAssistant HDSU

17 Updating Inventory Records. After the equipment hasbeen relocated, the inventory record is updatedaccordingly and acknowledgement obtained from therespective recipient.


(b) Repair and Maintenance at Off-premises L ocation


18 Requesting Repair. Repair is requested on EquipmentRepair Request Form (Annex FAI 7) and forwardedto head of department or GM HDSU for verification.

Custodian

19 Verification of Repair Request. The Equipment RepairRequest Form is verified by departmental head or GMHDSU and forwarded to Inventory Controller.

Departmental Head orGM HDSU

20 Inspection of the Equipment. The equipment requestedfor repair is physically inspected both at NCHD Head-


Designated Official at


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office and HDSU. HDSU

21 Approval for Repair. The Equipment Repair Request isapproved by GM Administration forwarded to InventoryController.

GM Administration

22 Relocating Equipment. The Equipment Repair RequestForm is filed for official record and the equipment isrelocated through Equipment Temporary RelocationForm.


23 Repair Arrangements. Arrangements for repair and

maintenance are made in accordance with theprocedures laid down for procurement of services. (Referto Chapter 2Procurement).

Administration and

ProcurementDepartment

24 Updating Inventory Records. When the equipment isreturned to the premises, the relevant details arecompleted in Equipment Temporary Relocation Form andinventory records updated accordingly.


PPhhyyssiiccaallIInnvveennttoorryyCCoouunntt

PHYSICAL COUNT


01 Annual Physical Count. In order to exercise effectivecontrol over equipment and to ensure objective reportingof inventory items, a physical inventory count isconducted at least once every financial year.


02 Physical Count Intimation. A written intimation of dateand time of annual physical inventory count is sent toeach department/area head.


03 Performing Physical Count. Based on Physical StockTake Listing (Annex FAI 8), a physical count iscarried out to ascertain the condition of each item countedand to confirm its location and existence. EquipmentInventory Listing will be signed by both the InventoryController and the Representative at eachdepartment/location.


04 Inventory Findings.After completion of physical count, areport on physical count observations andrecommendations is prepared and distributed as follows:



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First copy retained by Inventory Controller

Second copy GM Administration Third copy HDSU Focal Point

Fourth copy General Manager HDSU

PHYSICAL INVENTORY RECONCILIATION


05 Reconciliation Process. After the physical inventorycount is completed, a reconciliation process is conductedto identify and explain differences.


06 Certification of Reconciliation. The physical inventoryreconciliation is certified and signed.


07 Reconciliation Forwarded to Finance Department. Thecertified reconciliation isforward to finance department foradjusting the appropriate account head.


HHaannddlliinnggMMiissssiinnggoorrSSttoolleennEEqquuiippmmeenntt

MISSING ITEMSProcedures Responsible Staff

01 Reporting Missing Equipment. If it appears that an itemis missing, the fact is reported to department/area headon Missing or Stolen Asset Report (Annex FAI 9).

Custodian Staff

02 Verification of Missing Report. The completed Missingor Stolen Asset Report is forwarded to department heador GM HDSU for verification.

Custodian Staff

03 Informing Inventory Controller. The verified Missing or

Stolen Asset Report is then submitted to InventoryController.

Departmental Head or

GM HDSU

04 Notifying GM Administration. General ManagerAdministration is notified of the missing status andinventory record is updated to reflect the same.


05 Inquiry Process. Investigation of the circumstancessurrounding disappearance is exercised by the teamorganized under policy 03 01 08and the report thereof issubmitted to Chief Financial Officer.

Designated TeamMembers

06 Keeping Missing Notation. Through this process, therecord is set aside until the property is located or thecriteria for deletion (three physical inventory periods



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and/or three calendar years from the time the item iscoded as missing) is met.

STOLEN PROPERTY


07 Reporting Stolen Equipment. If it is determined thatproperty assigned to a custodian has been stolen, thesuspected theft is immediately notified to departmentalhead or GM HDSU through Missing or Stolen AssetReport.

Custodian Staff

08 Lodging First Information Report.Within three (3) days

from the day of discovery, first information report islodged with the area police for investigations purposes.

GM Administration;

FAO HDSU

09 Informing Inventory Controller. The Missing or StolenAsset Report endorsed by departmental head or GMHDSU along with a copy of police report is submitted toInventory Controller.

Departmental Head orGM HDSU;


10 Distribution of Missing or Stolen Asset Report. Theabove-referred documentation along with commentsthereon is, within ten (10) days of receipt, distributed asfollows:

Copy 1 retained by Inventory Controller

Copy 2 GM Administration

Copy 3 Senior GM Operations (HDSU only)


11 Keeping Stolen Notation. The item of property notifiedas being stolen remains on the custodial property accountuntil deletion approval is granted by the Commission.



DDiissppoossaallooffEEqquuiippmmeenntt

01 Declaring Surplus Asset. The declaration ofsurplus/obsolete asset is initiated through Asset Disposaland Write-off Form (Annex FAI 10).

Custodian Staff

02 Departmental Verification. The completed AssetDisposal Form is sent to the respective departmentalhead or GM HDSU for verification.

Custodian Staff

03 Approval of Disposal. The verified Asset Disposal andWrite-off Form is submitted to General ManagerAdministration for recommendation and for onward

approval by Chief Financial Officer.

GM Administration;



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04 Approval by the Commission. The proposed disposals

are presented to the Commission for final approval.

GM Administration

05 Submission of Documents to Inventory Controller.The documentation underlying disposals approved by theCommission is then submitted to Inventory Controller forhis review.

GM Administration

06 Disposal Process. The Asset Disposal Form along withthe relevant minutes of the Commission is forwarded tothe Administration Officer for initiation of the disposalprocess as directed by GM Administration.


Administration Officer

07 Updating Inventory Record. After the asset has beensold or otherwise disposed, inventory record is updated toreflect approved disposals.


08 Gain/loss on Disposal. Gains or losses on theretirement of assets are shown in the Income Statementalong with other non-operating revenues/expenses thatarise from ordinary business activities.


Accounts Officer

PPRROOCCUURREEMMEENNTT

PPOOLLIICCIIEESS::

01 APPROVING LIMITS

All procurements will be made in accordance with the procedures laid down inthis chapter after approval from the competent authority as per Appendix 2.1.

PPRROOCCEEDDUURREESS::

PREQUALIFICATION OF SUPPLIERS


07 Advertisement for prequalification of suppliersTerms and conditions for the prequalification of

General ManagerAdministration and


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suppliers are advertised in at least one national

and local newspaper. Suppliers are asked tosubmit the required documents as mentioned in theadvertisement.

Procurement

08 Short listing Supplier Evaluation Form (AnnexurePC1) is usedto short list suppliers on the basisof information provided by them.

Procurement Officer

09 Final selection Suppliers are selected on thebasis of information provided by the suppliers afterthe approval of the Chief Financial Officer.

General ManagerAdministration andProcurement

010 Intimation All suppliers are individuallyintimated about the selection.


011 Suppliers database Suppliers databaseintegrated with financial information system ismaintained to streamline the procurement process.

Procurement Officer

REQUISITION


012 Preparation of Requisition Requisition(Annexure PC2) is prepared and in triplicate.

RequisitioningDepartment

013 Approval of Requisition Requisition forpurchase is approved as per Appendix 2.1.

Approving authority

METHOD OF PROCUREMENT


014 Selection of method of procurement Method

of procurement is selected on the basis ofestimated value of goods/services to be procuredas specified in Appendix 2.2.

General Manager

Administration andProcurement / Financeand AdministrationOfficer

015 Selection of method of procurement Methodof procurement is selected on the basis ofestimated value of goods/services to be procuredas specified in Appendix 2.2.

General ManagerAdministration andProcurement / Financeand Administration

Officer

LOCAL PROCUREMENT


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016 Local Procurement Goods are procured bytaking at least three spot quotations and recordingthese on Comparative Statement.

Procurement Officer /Administration Assistant

17 Approval Comparative Statement is approved asper Appendix 2.1


18 Issue of Purchase Order Purchase Order isissued to the successful supplier.

General ManagerAdministration andProcurement / GeneralManager HumanDevelopment Support

Unit

PROCUREMENT COMMITTEE


19 Formation of Procurement CommitteeProcurement Committee is formed for allprocurements above Rupees 10,000. Theprocurement committee will at least have followingmembers:

A representative of administration andprocurement department;

A representative of relevant department; and

A representative of finance department.

Chief Operating Officer /General Manager ofHuman DevelopmentSupport Unit

Formation of Procurement CommitteeProcurement Committee is formed for allprocurements above Rupees 250,000. Therecomposition of committee will be as follows.

General Manager Administration andProcurement;

General Manager of relevant department; and

General Manager Finance.

Chief Operating Officer

REQUEST FOR QUOTATION


20 Preparation of Request for Quotation Requestfor Quotation (Annexure PC - 3) is prepared forgoods/services to be acquired.


21 Approval of Request for Quotation Request forQuotations is approved and issued to selected

General ManagerAdministration and


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suppliers. Procurement / Finance

and AdministrationOfficer

22 Receipt of quotations Quotations from thesuppliers are received and recorded in theComparative Statement (Annexure PC - 4)


23 Evaluation of quotations All quotations areevaluated on the basis of:

prices;

suppliers previous record of performance andservice;

ability of supplier to render satisfactory service;and

other factors keeping in view of NCHD needs.

Procurement Committee

24 Minutes of Procurement Committee Minutes ofprocurement committee are prepared. Theseminutes will at least include:

List and specification of items to be procured;

Comparative Statement;Detail of negotiations with bidders regardingprice including other terms and conditions; and

Method of selection of successful bidder.


25 Approval of Minutes Minutes of ProcurementCommittee are approved.

All members ofProcurement Committee

26 Intimation to unsuccessful supplierUnsuccessful suppliers are intimated about thefact.

General ManagerAdministration andProcurement / Finance

and AdministrationOfficer

INVITATION TO BID


27 Advertisement Invitation to Bid is approved foropen advertising in at least one national/local dailynews paper. Bidders will be asked to drop theirbids in bid box.

General ManagerAdministration andProcurement / GeneralManager HumanDevelopment Support

Unit

28 Placement of Bid Box Sealed bid box is placed in Procurement Officer /


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a secure and approachable place up to the time

and date specified in the Invitation to bid.

Administration Assistant

29 Opening of Bid Box Bid box is opened in thepresence of Procurement Committee and BidOpening Sheet (Annexure PC - 5) is preparedalong with Comparative Statement.


30 Approval Comparative statement and bid openingsheet are approved by Procurement Committee.


31 Evaluation of quotations All bids are evaluatedon the basis of

prices;

bidders previous record of performance andservice;

ability of bidder to render satisfactory service;and

other factors keeping in view of NCHD needs.


32 Minutes of Procurement Committee Minutes ofprocurement committee are prepared. Theseminutes will at least include:

List and specification of items to be procured;

Comparative Statement;

Detail of negotiations with bidders regardingprice including other terms and conditions; and

Method of selection of successful bidder.


33 Approval of Minutes Minutes of ProcurementCommittee are approved.

All members ofProcurement Committee

EMERGENCY PROCUREMENTS


34 Intimation to unsuccessful supplierUnsuccessful suppliers are intimated about thefact.

General ManagerAdministration andProcurement / Financeand AdministrationOfficer

35 Emergency Procurement Goods/services up toRs. 10,000 can be procured in case of anyemergency after approval of Chief Operating in



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case of emergency.

PURCHASE ORDER


36 Issue of Purchase Order Purchase Order(Annexure PC 6) is issued to the successfulsupplier/bidder on the recommendation ofProcurement Committee.

General ManagerAdministration andProcurement / GeneralManager HumanDevelopment SupportUnit

37 Distribution of Purchase Order Purchase Orderis to be distributed as follows:

First Copy To the supplier/bidder

Second Copy To the finance department

Third Copy To be retained


38 Purchase Order Register Purchase OrderRegister (Annexure PC 7) is maintained.


RETENTION MONEY REGISTER


39 Retention Money Register Retention MoneyRegister (Annexure PC 8) is maintainedfor allthe monies received from the suppliers/bidders asretention money. Retention Money will only bereceived in form of crossed cheque/pay order/bank draft in the name of National Commission forHuman Development.

It will be refunded to supplier/bidder on thefulfillment of terms and conditions of contract.

Procurement Officer

GOODS INSPECTION COMMITTEE


40 Formation of Goods Inspection CommitteeGoods Inspection Committee is formed for theinspection of goods received.

General ManagerAdministration andProcurement / GeneralManager Human

Development SupportUnit


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41 Return of Rejected Goods Rejected goods are tobe returned to supplier/bidder for replacement. Procurement Officer /Administration Assistant

RECORDING IN BOOKS OF ACCOUNTS


42 Receipt of document All documents related toprocurement will be submitted to FinanceOfficer/Finance Assistant.


43 Preparation of Voucher Voucher is prepared after

verification of all submitted documents afterapproval from Finance Manager / Finance andAdministration Officer.

Finance Officer / Finance

Assistant

PROCUREMENT FILE


44 Procurement file Following documents are retained inthe procurement file for every procurement above Rs.250,000.

Requisition;

RFQ/ITB;

Quotations/Proposal received;


Minutes of Procurement Committee;

Purchase Order along with terms andconditions;

Delivery Challan;

Receiving report;

Goods inspection report;

Goods received note; and

Copy of invoice.

Procurement Officer

CCAASSHHAANNDDBBAANNKKSS

PPOOLLIICCIIEESS::


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02 APPROVAL FOR OPENING OF BANK ACCOUNT

New bank account will be opened after the prior approval of Chairman or anyperson designated by him.

03 TITLE OF BANK ACCOUNT

All bank accounts will be in the name of National Commission for HumanDevelopment.

04 PROFIT AND LOSS SHARING ACCOUNTS

All funds will preferably be kept in the profit and loss sharing accounts.

05 BANK SIGNATORIES

Bank account will be operated by at least two signatories. Cheques will not be

signed and countersigned in advance.06 PAYMENT THRESHOLD

All disbursements above Rupees 5,000 will be made through crossed cheque orbank transfer.

07 BANK RECONCILIATION STATEMENT

Bank Reconciliation Statement of each bank account will be prepared on monthlybasis.

08 CLOSURE OF BANK ACCOUNT

Bank account will be closed after the written approval of Chairman or any person

designated by him.09 LIMIT OF PETTY CASH IMPREST

Maximum amount of the Petty Cash Imprest will not exceed Rupees 20,000.

BBAANNKKIINNGGPPRROOCCEEDDUURREESS

BANK SIGNATORIES


045 At head office Two penal of signatories areappointed at head office. Each Penal will comprise atleast three signatories.

046 At Human Development Support Unit Threesignatories are appointed at Human DevelopmentSupport Unit.

Refer to Appendix 6.1for penal of signatories at headoffice and Human Development Support Unit

Chairman or any persondesignated by him forthis purpose

047 Distribution of list of signatories List ofsignatories is prepared and distributed as follows:

General ManagerFinance


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First Copy Respective bank

Second Copy Bank Signatories

Third Copy Retained for record purposes inbank file

048 Changes in signatories Changes in penal ofsignatories, at head office and Human DevelopmentSupport Unit, are approved.

Chairman or any persondesignated by him forthis purpose

CHEQUE BOOKS


049 Cheque Books Only one cheque book is used atone time for each bank account.

Finance Manager /Finance andAdministration Officer

050 Cheque Book Register Receipt and issue ofcheque books to the authorized persons is controlledthrough Cheque Book Register (Annexure BC 1).


051 Custody of Cheque Books All used and unused

cheque books are retained under lock and key.

Finance Manager /

Finance andAdministration Officer

052 Cheque Dispatch Register Cheques aredispatched andall particulars are recorded in ChequeDispatch Register (Annexure BC2)

Finance Officer / FinanceAssistant

053 Undelivered cheques Undelivered cheques areretained for a period of thirty days. Afterwards thecheques are cancelled and retained in the chequebook.


54 Lost cheques Bank is intimated vide a lettercontaining the particulars of the lost cheque to stoppayment.


BANK RECONCILIATION


55 Bank Statement Bank statements of all bankaccounts are obtained within one week from the end ofmonth.


56 Bank Reconciliation Statement Bank ReconciliationStatement (Annexure BC 3) is prepared of eachbank account on monthly basis within ten days from



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month end. Items revealed through preparation of

bank reconciliation are dealt with as follows:

Discrepancies are pursued with the bank and stepsare taken to resolve it.

Un-reconciled credits are reconciled andadjustment is made books of account accordingly.

Un-presented cheques for more than six monthsare cancelled and reversal is recorded in thegeneral ledger after taking approval from GeneralManager Finance / Finance and AdministrationOfficer. New cheque is prepared instead of

revalidating the old one. Concerned vendor andrelevant department are informed.

57 Checking of reconciliation Bank ReconciliationStatement is checked are forwarded for approval.


58 Approval of reconciliation Bank ReconciliationStatement is approved.

General ManagerFinance/ GeneralManager HumanDevelopment SupportUnit

DOCUMENTATION RELATED TO BANKS


59 Bank File Bank file is maintained for each and everybank account. This file will contain the followingdocuments:

Account opening form;

List of signatories and changes thereof;

Monthly Bank Reconciliation Statement alongwith copy of monthly bank statement; and

Detail of any other correspondence with banks.


60 Retention of record All record relating to banks isretained at least for a period of five years.


CLOSURE OF BANK ACCOUNT


61 Authorization of closure of bank account

Application for closure of banks account is approved.

Chairman or any person

designated by him forthis purpose.


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62 Documentation Final bank statement and closurecertificate is obtained from the bank and retained in thebank file.


RREECCEEIIPPTTSS

RECEIPTS


01 Receipt of funds Cash, cheque or other monetaryinstrument are received from donor or any other party.


02 Official receipt Pre numbered official receipt booksare used. The stock of official receipts are controlledvide memorandum stock register.

Finance Manager

03 Issue of Official Receipt Three copies of officialreceipt are prepared for all the funds received. Officialreceipt will be distributed as follows:

First Copy Depositor

Second Copy Attached alongwith Voucher

Third Copy Retained in official receipt book

Finance Officer

04 Checking of official receipts Particulars of receiptare checked.

Finance Manager

05 Approval of official receipts Official receipt isapproved.


06 Deposit of funds Cheque, demand draft and payorder are deposited in the bank on the day of receipt oron the following day through bank deposit slip.

Finance Officer

07 Preparation of Receipt Voucher Deposit slip, officialreceipts and credit advices are used to prepareReceipt Voucher. All particulars including reference ofofficial receipt number, depositors name, title of theaccount and account code are recorded in the ReceiptVoucher. Reference of Receipt Voucher is alsorecorded on the official receipt to ensure that allreceipts have been recorded in the proper account

code in the general ledger.

Finance Officer

08 Checking of voucher Particulars of Receipt Voucher Finance Manager


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are checked.

DDIISSBBUURRSSEEMMEENNTTSS

PAYMENTS TO SUPPLIERS


01 Receipt of supporting documents Following

documents are received for processing of paymentsto suppliers from the Procurement Department.

Requisition;

Request for Quotation/Invitation to Bid;




Purchase Order along with terms andconditions;

Delivery Challan;

Gate Inward Pass;

Receiving report;

Goods inspection report;

Goods received note; and

Original Invoice/bill.

In case of procurement below Rupees 25,000following documents are not necessary.


Quotations/Proposal received; and


Finance Officer/

Finance Assistant

02 Verification of supporting documents Supportingdocuments are verified to ensure that:

Only goods requisitioned were ordered;

Goods invoiced are actually received andentered in the record;

Goods received are according tospecifications as given in the PurchaseOrder;

Finance Officer /

Finance Assistant


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Arithmetical accuracy and contents of original

invoice addressed to the Commission arechecked.

PAYMENT FOR SERVICES


03 Receipt of supporting documents Followingdocuments are received for processing of paymentsof services from the relevant department.

Purchase Requisition;





Purchase/Work Order along with payment termsand conditions;

Completion Report; and

Original Invoice/bill.

Finance Officer/

Finance Assistant

04 Verification of supporting documents Supportingdocuments are verified to ensure that:

Only services requisitioned were utilized;

Services invoiced are actually performed bythe service provider;

Services received are according tospecifications as given in the purchase order;

Arithmetical accuracy and contents of originalinvoice addressed to the Commission are

checked.

Finance Officer/

Finance Assistant

PAYMENT TO CONSULTANTS


05 Receipt of supporting documents Followingdocuments are received for processing of paymentsof services from the relevant department.

Request for Proposal/Invitation to Bid;




Finance Officer/

Finance Assistant


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Special Services Agreement containing payment

terms and conditions;

Completion Report; and

Original Bill.

06 Verification of supporting documents Supportingdocuments are verified to ensure the accuracy andapproval of documents.

Finance Officer/

Finance Assistant

PAYMENTS OF ADVANCES

Procedures Responsible Staff07 Receipt of request: Advance Application Form /

Purchase Order duly approved from the competentauthority are received from procurement departmentor concerned employee.

Finance Officer/

Finance Assistant

08 Verification of supporting documents Approval ofcompetent authority is checked on the supportingdocuments and genuineness of all documents.

Finance Officer/

Finance Assistant

LOANS TO STAFF


09 Receipt of Loan Application Form LoanApplication Form (Annex HR 14) from HumanResources Department.

Finance Officer

10 Calculation of deductions Annual basic salary,maximum loan limit and allowable type of loan arechecked and verified from the payroll database.Calculations of monthly deduction and number ofinstallment are also checked.

Finance Officer

REIMBURSEMENT OF TRAVEL CLAIM


11 Receipt of documents Travel Expense Claim(Annexure AD - 2) is received duly end