A 2. Project management plan and approach:
Supervision and monitoring of project staff:
The Community Empowerment Team members of Laxmichari upazila are will be 24 numbers, such as project coordinator-1, Monitoring Officer-1, assistant monitoring and reporting Officer-1, Training and capacity development officer-1, assistant training and capacity development officer-1, technical officer-livestock-1, technical officer agriculture/horticulture-1, community facilitator-17 and office assistant-1.
Under the direct supervision of the Executive Director (ED), the Upazila Project Coordinator will be responsible for the overall project management. He will collect day to day information and data from the field staffs. He will supervise and monitor to all team members. Every Community Facilitator (CF) will be assigned for 8 to 10 Paras (villages). They will responsible for mobilizing the community people to facilitate formation of Para Development Committee, Project proposal formulation for QIF grants and to develop their capacity. The Monitoring officer and Assistant monitoring Officer will responsible for monitoring the project activities assist to Upazila project coordinator for preparing report and keeping records. The training & capacity development officer and assistant training & capacity development officer will responsible for training need analysis and conduct community empowerment related training and workshop. Technical officers livestock and agriculture/horticulture will responsible to provide technical support to community and conduct skill based training with collaboration with government line departments. Assistant finance and administrative officer is responsible to deal with day to day financial trisection
The team will organize staff coordination meeting in every month to discuss about target and achievement .The staff will raise concern issues about the field activities and potential solution process. Upazila project coordinator and staff members will give feedback for further improvement.
The end of the year PBM management will evaluate the performance of project staffs.
Attached: Staff Supervision and Monitoring Framework
Field Activity and Programme quality monitoring
Monitoring is an important element for quality achievement of field activities. PBM will encourage to quality achievement. The project activities will be monitored at all levels: in the Community, by the Project Management Team level and by the Executive Committee member level. From every level they will collect information and data. PBM community empowerment management team wills analysis the data and information. Regular reports will be issued to the CHTDF.
Community participation in monitoring the project activities will be actively encouraged and monitoring tools will be developed by the community through the community empowerment component of the project.
End of the year, there will be a full evaluation of project activities. This will be conducted by the Project Coordinator and will involve all stakeholders.
Attached: Field monitoring Framework
Capacity Building of project Staff
Staff capacity building is important to get high standard quality of achievement of the project activities. On the other hand, to build staffs capacity, staff development training is essential if staffs are to continue to achieve high standards, learn about new and take advantage of the latest methods, and apply good practice.
Task orientated training will be provided if a need or a gap in performance of a staff member of group of staff members has been identified by community empowerment project, Laxmichari team.
The proposed training will be essential for staffs development, these are;
1. A 5 days training course on training of facilitation (TOF) and Communication,
2. A 3 days training course on conflict management and leadership skills.
3. A 3 days training on participatory monitoring and report writing skills.
4. A 2 days training course on gender development
5. .A 4 days training on PDC financial management and basic book keeping.
6. A 5 days training on PRA, PDC formation and Small project formulation for QIF grants.
Financial management of project staff
The community empowerment project will be done in all financial arrangement according to PBM financial policy, procurement policy and will follow CHTDF provided guidelines.
As per guidelines, an external audit will be done in a year according to terms of reference between audit firm and PBM management.
The policy shows the responsibilities of financial management,
1. The Finance Officer of PBM shall be responsible for over all maintenance of Books of Accounts and Records. He/She is authorized to approve financial vouchers. The authorized accounts personnel will be responsible for verification of bills and vouchers during receipts and payments of money. In addition, the concerned Project coordinators shall certify the project office vouchers with source documents and also the periodical accounts.
2. All vouchers, books and records shall be verified by the accounts personnel or officially assigned Accountants, called them “Verifying Officer”. The verifying officer shall not verify any vouchers, books and reports unless other competent authority certifies it.
3. The authority assigned to a verifying officer cannot be delegated to other.
4. Accounts personnel or the concerned Accountants of each project or fund and the Project Coordinators shall perform their assigned responsibilities in mutual trust and professional way.
5. Any person who takes any initiative or action contrary to these Financial Policy Manual or instructions may be held personally or jointly responsible and financially liable for the consequence of such.
For more information financial policy is attached herewith.
Involvement of staff/manager in financial management
The community empowerment staff will be involved in financial management according to PBM financial policy, procurement policy and CHTDF provided guidelines.
All expenditure will be done by community empowerment project management team and field staffs. The upazila project coordinator will responsible for all financial arrangement. He will be reviewed all the documents.
Involvement of NGO management to support project implementation
The Executive Committee (EC) members of PBM will provide support project implementation through PDC visit, attend UnFC meeting and attend monthly staff coordination meeting. The EC members will share their experience and monitoring findings with the community empowerment project management team.
The Executive Director/Chief Executive Officer will provide support to implement the community empowerment project through field visit and staff monitoring. He will attend the monthly staff coordination meeting and share the monitoring findings. Beside, he will take initiatives on staff capacity development, coaching and mentoring for further improvement.
Project staff functions, duty station of the staff, number of staff minimum qualifications for each functions/positions
Designation | #of position | Duty station | Qualifications | Responsibilities |
Upazila Project Coordinator | 1 | Upazila | · B.A · Fluent in Bangla (writing, reading, speaking and typing) · Fluent in one of the indigenous languages · Very good knowledge of English (writing, reading and speaking) · Trained in computer software programs Word, Excel and PowerPoint | |
Monitoring and reporting Officer | 1 | Upazila | · M.A./B.A · Fluent in Bangla (writing, reading, speaking and typing) · Fluent in one of the indigenous languages · Very good knowledge of English (writing, reading and speaking) Trained in computer software programs Word, Excel and PowerPoint | |
Assistant Monitoring and reporting officer | 1 | Upazila | ||
Training and capacity Building Officer | 1 | Upazila | ||
Assistant training and capacity Building officer | 1 | Upazila | ||
Technical Officer-Livestock | 1 | Upazila | ||
Technical officer-Agriculture/Horticulture | 1 | Upazila | ||
Community Facilitator | 16 | Union | ||
Assistant Finance and Admin Officer | 1 | Head office | ||
Office Assistant | 1 | Upazila | ||
Total staff | 25 |
Procedure of for recruitment of project staff
PBM is an equal opportunities employer. It is encouraged to all women applicants.
PBM will recruit all the project staff according to her recruitment policy and rule and will follow CHTDF provided guidelines also.
To ensure gender equality and ethnic diversity in community empowerment project it will take positive action in recruitment.
The recruitment policy shows,
Recruitment policy can be done as to the following: 1) Internal recruitment, and 2) external recruitment. Internal Recruitment shall be applicable only to higher and mid-level employee. The post shall be filled up with the applicants from within the organization like promotion and transfer. It shall be determined through appraisal of the employee’s performance. The Administrative Officer, the ED and/or Director and the requesting party shall mutually establish the candidate qualifications and review the internal availability of apparently qualified candidates and decide whether to:
1 considers priority candidates,
2) advertise the job opening internally,
3) advertise/announce the job opening internally and externally. Internal candidates and applicants are screened by the Administrative personnel, and short listed candidates/applicants who appear to meet the minimum requirements are identified.
For detail information the recruitment policy is attached herewith.
Procurement procedures:
All the procurement will be done as per PBM procurement policy and CHTDF provided guidelines. All the procurement on basis of competition to ensure quality. There will be a purchase committee; the committee shall be consisting of three members as follows:
a. Executive Committee member -2
b. Concerned Project Coordinator-1
The procurement policy shows that the responsibilities and staff involvment;
Purchase Requisition: Purchase requisition shall be raised by the Administrative officer as and when any store item approaches at reorder level and as soon as he/she receives any store requisition for an item, which is not in store or is not with the stock.
Job Orders: Job orders shall be raised for any repairs, maintenance and other works by the Administrative Officer as and when the job is required.
Duplicate copies of job order form shall be prepared and placed before the Administrative Officer for appropriate action and decision regarding the availability of fund and budget position. The Administrative Officer shall place his/her decision in the relevant space of the form.
Purchase/Job Formalities and Approvals:
While purchase/job order involves up to taka 20,000.00 and /or in case of emergency, purchase may be made without obtaining quotations with approval of the Executive Director and /or Director or Finance Officer.
For purchase/Job order involving more than Taka 20,000.00 but not exceeding Tk.50, 000.00 minimum three spot quotations shall be collected by the Administrative Officer or an officer/staff as selected by the Purchase Committee for the time. After collection, all the quotations shall be noted in the relevant columns of the purchase job order the unit costs, total p[rice quoted by the suppliers, bidders for different items under request. The purchase committee as per purchase requisition, taking into accounts not only the quoted price but also the reputation of the firm for quality, regularity of supply, promotions of delivery, after sales services, etc.
For purchase/job involving more than Tk.50, 000.00 but not exceeding Tka.100, 000.00 sealed quotations should be invited from different parties, stating the last date of submission in the notice /invitation for tender. However, the Executive Committee may enhance the rate ceiling under this sub-section on special case.
After expiry of last date of submitting quotations all the sealed quotations shall be opened in the presence of Purchase Committee members. Representatives of the bidding parties may be present if they so like.
Comparative statements are to be prepared and the unit costs and total price quoted by the three lowest bidders shall be noted in the relevant columns of the purchase requisition.
The Purchase Committee will recommend any one of the three suppliers shown in the purchase requisition, taking into account not only the quoted price but also the reputation of the firm for quality, regularity of supply, and promptness of delivery after sales service.
After the recommendation of the Purchase Committee, selection of supplier shall be made and approved by the Executive Director.
For purchase/Job involving Tk.100, 001.00 or more sealed quotations shall be invited through press tender in the local/national daily newspapers.
Specification of job should be clearly stated so that the quoted rates may be distinctly compared with.
The Earnest money should be made in the name of PBM through a Pay Order or Demand Draft, etc.
The Rights of accepting and or rejecting any or all the tenders shall be reserved by the Purchase Committee. No tender shall be accepted after the last due date of submission as stated in the tender notice.
Purchase of Capital Items:
It means an item that will be termed as capital items whose effective span of life is more than one year and cost price is above 3,000.00 taka.
Sanction of Capital Expenditure (SCE): For the purpose of purchasing capital items, the relevant Project Coordinators or the Executive Director/Director would raise requisition for capital expenditure (forms provided in annexure). The accounts personnel will review the budgetary provision for capital expenditure and then the Finance Officer/ Executive Director will approve the requisition.
Purchase/Procurement Formalities and Approval: Purchase formalities for capital expenditure regarding tender, quotations, purchase orders, goods received notes will be assumed as those of the purchasing of revenue items.
Purchase /Job Order: On receiving the approval of the Finance Officer/Executive Director and / or Director purchase/job order should be prepared by the Administrative Officer for purchasing of goods/services.
The administrative officer shall prepare two copies of purchase job order (accounting forms provided in annexure) showing the quantity, specification description, price etc. exactly as shown in the purchase/job order shall be made to the selected supplier and the copy shall be retained in a file along with the purchase/job requisition.
Receiving of Goods: Goods delivered by the supplier will be checked against the copy of purchase order. The quality of the goods should be checked either by the person against whose requisition the purchase is made or by the store keeper himself if the item in question is usual stores items.
If the purchases of goods are instantly handed over to the user, the Administrative Officer shall obtain signature of the ultimate recipient of goods/services.
Job Completion Certificate: On completion of the job, the supplier shall request the service receiving unit for job completion certificate.
Purchase Committee:
Liaison and communication with UNDP-CHTDF:
The Executive Director/Chief Executive Officer and the Upazila Project Coordinator of Community Project will be responsible for liaison and communication with CHTDF.It will be done by three levels; these are
Upazila level: The project coordinator and project management team will responsible to commuinicate and relationship between PBM ECP team and CHTDF upazila office.
district level: The executive director/Upazila Paroject coordinator will responsible to communicate with CHTDF district office.
With CHRDF Rangamati: The executive director/Upazila Paroject coordinator will responsible to communicate with CHTDF district office.