FINANCE AND ADMINISTRATION CLINIC

Dr. Z. A. Faheem Project Manager -PANACeA

Ms. Sayyeda Ezra Reza Project Officer -PANACeA

VISUAL REPRESENTATION OF PANACEA NETWORK

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FinancialManagement Control (FMC)

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Project Leads

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Jai

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Jai

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Jai

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Shabina

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Shabina

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Shabina

Jai

Project Leads

Project Partners

AKU

Grants & Contracts

CHS Admin Dept.

Legal Dept.

FMC

Shabina

Jai

Project Leads

Project Partners

Shabina

Jai

ADMINISTRATIVE /MANAGEMENT TOOL OR PRACTICE

1. Communication tools being used for regular online meetings/contacts: Emails to individuals & threaded discussions Long distance calls SMS – (Particularly for Pakistan and Afghanistan) Skype group/individual meetings: both scheduled & as needed Elluminate group/individual meetings

2. Guidelines and Protocols used for development of projects and budgets3. Use of several IDRC annexure for effective utilization of budget and proper

financial reporting, i.e.: Annexure A – IDRC Terms and Conditions of the Grant Annexure B – Timelines of the project activities with defined

scope of work for each project partner. Annexure C – Financial Procedures and Basic Principles of

Accounting. Annexure D – Financial Reporting Format

KEY CHALLENGES

Complex structure of the Network: Multiple layers of reporting, i.e. IDRC-AKU-LEADS (sometimes co-leads)- PARTNERS, causes problems in communication, reporting and flow of funds.

Communication Gap: Although communication is better but at

times there’s no response from partners; AKU and the leads even make calls whenever needed but extended periods of silence from some partners is common.

Roles and Responsibilities of the Partners: The roles to be clearly drafted for each level of involvement in PANACeA.

Technical & Financial Reports : Can be a tough job because of the structure of

PANACeA projects. Lack of Institutional buy-in: Varies from partner to

partner

RECOMMENDATIONS FOR NEW PROJECT

Identification of the proper partners with the alignment of their institutional goals with project theme.

Involve all partners and their institutional heads/senior management in the planning phase of the project.

Get commitments from all partners in terms of time and other resources

Build online communication with the partners and their institutions.

Roles of each partners has to be defined at each level of the project implementation.

Build a strong network/forum between organizational partners and their financial assistants to discuss their operational matters and share their learning experiences.

Building Capacity of these financial assistants for managing financial systems and project related administrative matters.

Arrange online Continues Professional Development Programs and Skills Enhancing Sessions on different subject of Project and Financial Management.

Proper methods should be established in the work place for identification of gaps and lacking in the financial systems for timely solutions.

Project leads and partners have to share their project plans and project activities regularly with their finance personnel for proper utilization of project.

FAQs to be introduced on Network website, at the project or partner levels, to assist project partners and finance assistants for their guidance in financial and administrative matters.

Introduce project management software programs for the partners to track their regular activities and reports according to timelines.

The proper plans and backups for any unforeseen circumstances, such as change of partner/organization, natural disasters or political uncertainty should be prepared.

THANKS

Jai

Shabina