8/12/2019 Shafid Ullah Research Report 1
1/77
*****************************
NATIONAL COMMISSION
FOR
HUMAN DEVELOPMENT
******************************
8/12/2019 Shafid Ullah Research Report 1
2/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 1
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.
8/12/2019 Shafid Ullah Research Report 1
3/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 2
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.
8/12/2019 Shafid Ullah Research Report 1
4/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 3
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)
8/12/2019 Shafid Ullah Research Report 1
5/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 4
diagram 1.1
NCHD
Organiz
ationalStructure
8/12/2019 Shafid Ullah Research Report 1
6/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 5
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
8/12/2019 Shafid Ullah Research Report 1
7/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 6
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.
8/12/2019 Shafid Ullah Research Report 1
8/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 7
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.
8/12/2019 Shafid Ullah Research Report 1
9/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 8
OBJECTIVES
Specifically, the Program aims to reduce: Infant mortality by 33%
Maternal mortality by 25%
2-EDUCATION
a) Universal Primary Education
8/12/2019 Shafid Ullah Research Report 1
10/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 9
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
8/12/2019 Shafid Ullah Research Report 1
11/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 10
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).
8/12/2019 Shafid Ullah Research Report 1
12/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 11
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
8/12/2019 Shafid Ullah Research Report 1
13/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 12
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
8/12/2019 Shafid Ullah Research Report 1
14/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 13
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.
8/12/2019 Shafid Ullah Research Report 1
15/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 14
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.
8/12/2019 Shafid Ullah Research Report 1
16/77
_____________________________________________________________________NCHD
_____________________________________________________________________ 15
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
8/12/2019 Shafid Ullah Research Report 1
17/77
_____________________________________________________________________NCHD
_________________________________________________________________ 16
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.
8/12/2019 Shafid Ullah Research Report 1
18/77
_____________________________________________________________________NCHD
_________________________________________________________________ 17
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.
8/12/2019 Shafid Ullah Research Report 1
19/77
_____________________________________________________________________NCHD
_________________________________________________________________ 18
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.
8/12/2019 Shafid Ullah Research Report 1
20/77
_____________________________________________________________________NCHD
_________________________________________________________________ 19
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
8/12/2019 Shafid Ullah Research Report 1
21/77
_____________________________________________________________________NCHD
_________________________________________________________________ 20
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
8/12/2019 Shafid Ullah Research Report 1
22/77
_____________________________________________________________________NCHD
_________________________________________________________________ 21
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
8/12/2019 Shafid Ullah Research Report 1
23/77
_____________________________________________________________________NCHD
_________________________________________________________________ 22
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
8/12/2019 Shafid Ullah Research Report 1
24/77
_____________________________________________________________________NCHD
_________________________________________________________________ 23
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
8/12/2019 Shafid Ullah Research Report 1
25/77
_____________________________________________________________________NCHD
_________________________________________________________________ 24
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)
8/12/2019 Shafid Ullah Research Report 1
26/77
_____________________________________________________________________NCHD
_________________________________________________________________ 25
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.
8/12/2019 Shafid Ullah Research Report 1
27/77
_____________________________________________________________________NCHD
_________________________________________________________________ 26
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:
8/12/2019 Shafid Ullah Research Report 1
28/77
_____________________________________________________________________NCHD
_________________________________________________________________ 27
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
8/12/2019 Shafid Ullah Research Report 1
29/77
_____________________________________________________________________NCHD
_________________________________________________________________ 28
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
8/12/2019 Shafid Ullah Research Report 1
30/77
_____________________________________________________________________NCHD
_________________________________________________________________ 29
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
8/12/2019 Shafid Ullah Research Report 1
31/77
_____________________________________________________________________NCHD
_________________________________________________________________ 30
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
8/12/2019 Shafid Ullah Research Report 1
32/77
_____________________________________________________________________NCHD
_________________________________________________________________ 31
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:
8/12/2019 Shafid Ullah Research Report 1
33/77
_____________________________________________________________________NCHD
_________________________________________________________________ 32
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?
8/12/2019 Shafid Ullah Research Report 1
34/77
_____________________________________________________________________NCHD
_________________________________________________________________ 33
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.
8/12/2019 Shafid Ullah Research Report 1
35/77
_____________________________________________________________________NCHD
_________________________________________________________________34
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
8/12/2019 Shafid Ullah Research Report 1
36/77
_____________________________________________________________________NCHD
_________________________________________________________________35
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
8/12/2019 Shafid Ullah Research Report 1
37/77
_____________________________________________________________________NCHD
_________________________________________________________________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
8/12/2019 Shafid Ullah Research Report 1
38/77
_____________________________________________________________________NCHD
_________________________________________________________________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
8/12/2019 Shafid Ullah Research Report 1
39/77
_____________________________________________________________________NCHD
_________________________________________________________________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
8/12/2019 Shafid Ullah Research Report 1
40/77
_____________________________________________________________ ____NCHD
CCHHAAPPTTEERR##44::FFIINNAANNCCIIAALLMMAANNAAGGEEMMEENNTTAATTNNCCHHDD
WWeekknnoowwtthhaatteevveerryyoorrggaanniizzaattiioonnddeeppeennddoonnaavvaaiillaabbiilliittyyooffmmoonneeyy,,mmoonneeyyiisstthheelliiffeebblloooodd
ffoorraannoorrggaanniizzaattiioonn,,aannddwweeaallssookknnoowwtthhaatttthheeffiinnaanncceeddeeppaarrttmmeennttmmaannaaggeessaalllltthheeccaasshh
iinnfflloowwssaannddoouuttfflloowwss..TThheeffiinnaanncciiaallddeeppaarrttmmeennttaattNNCCHHDDiissccoonncceerrnneeddwwiitthhmmaannaaggiinnggtthhee
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
8/12/2019 Shafid Ullah Research Report 1
41/77
_____________________________________________________________ ____NCHD
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
8/12/2019 Shafid Ullah Research Report 1
42/77
_____________________________________________________________ ____NCHD
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
Inventory Controller
04 Entry into Equipment Inventory Card. If an item
qualifies for capitalization, the details thereof are forthwithinto Equipment Inventory Card (Annex FAI 2).
Inventory Controller
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
Inventory Controller
8/12/2019 Shafid Ullah Research Report 1
43/77
_____________________________________________________________ ____NCHD
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.
Inventory Controller
IIssssuuee,,RReellooccaattiioonnaannddTTrraannssffeerrss
ISSUANCE OF EQUIPMENT TO CUSTODIAN
Procedures Responsible Staff
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).
Inventory Controller
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.
Inventory Controller
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
Inventory Controller
8/12/2019 Shafid Ullah Research Report 1
44/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
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.
Inventory Controller
TRANSFER OF EQUIPMENT
Procedures Responsible Staff
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.
Inventory Controller
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.
Inventory Controller
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.
Inventory Controller;
New Department Heador GM HDSU
11 Updating Inventory Records. After successfulcompletion of inter-department transfers, assets record isupdated accordingly.
Inventory Controller
RELOCATION OF EQUIPMENT
(a) Official Act ivit ies (tempo rary)
Procedures Responsible Staff
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
8/12/2019 Shafid Ullah Research Report 1
45/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
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.
Inventory Controller
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.
Inventory Controller
AdministrationAssistant
16 Distribution of Relocation Form. The EquipmentTemporary Relocation Form is distributed as follows:
Original retained for record
Duplicate to the custodian
Inventory Controller;
AdministrationAssistant HDSU
17 Updating Inventory Records. After the equipment hasbeen relocated, the inventory record is updatedaccordingly and acknowledgement obtained from therespective recipient.
Inventory Controller;
(b) Repair and Maintenance at Off-premises L ocation
Procedures Responsible Staff
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-
Inventory Controller;
Designated Official at
8/12/2019 Shafid Ullah Research Report 1
46/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
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.
Inventory Controller
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.
Inventory Controller
PPhhyyssiiccaallIInnvveennttoorryyCCoouunntt
PHYSICAL COUNT
Procedures Responsible Staff
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.
Inventory Controller
02 Physical Count Intimation. A written intimation of dateand time of annual physical inventory count is sent toeach department/area head.
Inventory Controller
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.
Inventory Controller
04 Inventory Findings.After completion of physical count, areport on physical count observations andrecommendations is prepared and distributed as follows:
Inventory Controller
8/12/2019 Shafid Ullah Research Report 1
47/77
_____________________________________________________________ ____NCHD
First copy retained by Inventory Controller
Second copy GM Administration Third copy HDSU Focal Point
Fourth copy General Manager HDSU
PHYSICAL INVENTORY RECONCILIATION
Procedures Responsible Staff
05 Reconciliation Process. After the physical inventorycount is completed, a reconciliation process is conductedto identify and explain differences.
Inventory Controller
06 Certification of Reconciliation. The physical inventoryreconciliation is certified and signed.
Inventory Controller
07 Reconciliation Forwarded to Finance Department. Thecertified reconciliation isforward to finance department foradjusting the appropriate account head.
Inventory Controller
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.
Inventory Controller
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
Inventory Controller
8/12/2019 Shafid Ullah Research Report 1
48/77
_____________________________________________________________ ____NCHD
and/or three calendar years from the time the item iscoded as missing) is met.
STOLEN PROPERTY
Procedures Responsible Staff
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;
Inventory Controller
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)
Inventory Controller
11 Keeping Stolen Notation. The item of property notifiedas being stolen remains on the custodial property accountuntil deletion approval is granted by the Commission.
Inventory Controller;
Chief Financial Officer
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;
Chief Financial Officer
8/12/2019 Shafid Ullah Research Report 1
49/77
_____________________________________________________________ ____NCHD
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.
Inventory Controller;
Administration Officer
07 Updating Inventory Record. After the asset has beensold or otherwise disposed, inventory record is updated toreflect approved disposals.
Inventory Controller
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.
Inventory Controller;
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
Procedures Responsible Staff
07 Advertisement for prequalification of suppliersTerms and conditions for the prequalification of
General ManagerAdministration and
8/12/2019 Shafid Ullah Research Report 1
50/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
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.
General ManagerAdministration andProcurement
011 Suppliers database Suppliers databaseintegrated with financial information system ismaintained to streamline the procurement process.
Procurement Officer
REQUISITION
Procedures Responsible Staff
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
Procedures Responsible Staff
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
8/12/2019 Shafid Ullah Research Report 1
51/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
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
Procurement Officer /Administration Assistant
18 Issue of Purchase Order Purchase Order isissued to the successful supplier.
General ManagerAdministration andProcurement / GeneralManager HumanDevelopment Support
Unit
PROCUREMENT COMMITTEE
Procedures Responsible Staff
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
Procedures Responsible Staff
20 Preparation of Request for Quotation Requestfor Quotation (Annexure PC - 3) is prepared forgoods/services to be acquired.
Procurement Officer /Administration Assistant
21 Approval of Request for Quotation Request forQuotations is approved and issued to selected
General ManagerAdministration and
8/12/2019 Shafid Ullah Research Report 1
52/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
suppliers. Procurement / Finance
and AdministrationOfficer
22 Receipt of quotations Quotations from thesuppliers are received and recorded in theComparative Statement (Annexure PC - 4)
Procurement Officer /Administration Assistant
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.
Procurement Officer /Administration Assistant
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
Procedures Responsible Staff
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 /
8/12/2019 Shafid Ullah Research Report 1
53/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
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.
Procurement Officer /Administration Assistant
30 Approval Comparative statement and bid openingsheet are approved by Procurement Committee.
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.
Procurement Committee
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.
Procurement Officer /Administration Assistant
33 Approval of Minutes Minutes of ProcurementCommittee are approved.
All members ofProcurement Committee
EMERGENCY PROCUREMENTS
Procedures Responsible Staff
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
General ManagerAdministration andProcurement
8/12/2019 Shafid Ullah Research Report 1
54/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
case of emergency.
PURCHASE ORDER
Procedures Responsible Staff
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
Procurement Officer /Administration Assistant
38 Purchase Order Register Purchase OrderRegister (Annexure PC 7) is maintained.
Procurement Officer /Administration Assistant
RETENTION MONEY REGISTER
Procedures Responsible Staff
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
Procedures Responsible Staff
40 Formation of Goods Inspection CommitteeGoods Inspection Committee is formed for theinspection of goods received.
General ManagerAdministration andProcurement / GeneralManager Human
Development SupportUnit
8/12/2019 Shafid Ullah Research Report 1
55/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
41 Return of Rejected Goods Rejected goods are tobe returned to supplier/bidder for replacement. Procurement Officer /Administration Assistant
RECORDING IN BOOKS OF ACCOUNTS
Procedures Responsible Staff
42 Receipt of document All documents related toprocurement will be submitted to FinanceOfficer/Finance Assistant.
Procurement Officer /Administration 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
Procedures Responsible Staff
44 Procurement file Following documents are retained inthe procurement file for every procurement above Rs.250,000.
Requisition;
RFQ/ITB;
Quotations/Proposal received;
Comparative Statement;
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::
8/12/2019 Shafid Ullah Research Report 1
56/77
_____________________________________________________________ ____NCHD
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
Procedures Responsible Staff
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
8/12/2019 Shafid Ullah Research Report 1
57/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
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
Procedures Responsible Staff
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).
Finance Manager /Finance andAdministration Officer
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.
Finance Manager /Finance andAdministration Officer
54 Lost cheques Bank is intimated vide a lettercontaining the particulars of the lost cheque to stoppayment.
Finance Manager /Finance andAdministration Officer
BANK RECONCILIATION
Procedures Responsible Staff
55 Bank Statement Bank statements of all bankaccounts are obtained within one week from the end ofmonth.
Finance Officer / FinanceAssistant
56 Bank Reconciliation Statement Bank ReconciliationStatement (Annexure BC 3) is prepared of eachbank account on monthly basis within ten days from
Finance Officer / FinanceAssistant
8/12/2019 Shafid Ullah Research Report 1
58/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
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.
Finance Manager /Finance andAdministration Officer
58 Approval of reconciliation Bank ReconciliationStatement is approved.
General ManagerFinance/ GeneralManager HumanDevelopment SupportUnit
DOCUMENTATION RELATED TO BANKS
Procedures Responsible Staff
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.
Finance Officer / FinanceAssistant
60 Retention of record All record relating to banks isretained at least for a period of five years.
Finance Officer / FinanceAssistant
CLOSURE OF BANK ACCOUNT
Procedures Responsible Staff
61 Authorization of closure of bank account
Application for closure of banks account is approved.
Chairman or any person
designated by him forthis purpose.
8/12/2019 Shafid Ullah Research Report 1
59/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
62 Documentation Final bank statement and closurecertificate is obtained from the bank and retained in thebank file.
Finance Manager /Finance andAdministration Officer
RREECCEEIIPPTTSS
RECEIPTS
Procedures Responsible Staff
01 Receipt of funds Cash, cheque or other monetaryinstrument are received from donor or any other party.
General ManagerFinance
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.
General ManagerFinance
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
8/12/2019 Shafid Ullah Research Report 1
60/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
are checked.
DDIISSBBUURRSSEEMMEENNTTSS
PAYMENTS TO SUPPLIERS
Procedures Responsible Staff
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;
Quotations/Proposal received;
Comparative Statement;
Minutes of Procurement Committee;
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.
Request for Quotation/Invitation to Bid;
Quotations/Proposal received; and
Minutes of Procurement Committee;
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
8/12/2019 Shafid Ullah Research Report 1
61/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
Arithmetical accuracy and contents of original
invoice addressed to the Commission arechecked.
PAYMENT FOR SERVICES
Procedures Responsible Staff
03 Receipt of supporting documents Followingdocuments are received for processing of paymentsof services from the relevant department.
Purchase Requisition;
Request for Quotation/Invitation to Bid;
Quotations/Proposal received;
Comparative Statement;
Minutes of Procurement Committee;
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
Procedures Responsible Staff
05 Receipt of supporting documents Followingdocuments are received for processing of paymentsof services from the relevant department.
Request for Proposal/Invitation to Bid;
Quotations/Proposal received;
Comparative Statement;
Minutes of Procurement Committee;
Finance Officer/
Finance Assistant
8/12/2019 Shafid Ullah Research Report 1
62/77
_____________________________________________________________ ____NCHD
Procedures Responsible Staff
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
Procedures Responsible 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
Procedures Responsible Staff
11 Receipt of documents Travel Expense Claim(Annexure AD - 2) is received duly end