Decision Making in NPO Sector Lecture 23

1. Decision Making in NPO Sector Lecture 23 MPA 505 MPA Program Riffat Abbas Rizvi

2. Agenda • Preview of Last Lecture • Mission, Vision of SDPI • Management Procedures • Efficiency and Effectiveness • CFA-Council • Powers • Dynamic Procedures • Structures • Core Activities • Support Program

3. Agenda • Research • Main themes in Research • Monitoring and Survey Unit • Project Acquisition and contracting • Committees • Data Bases • Archives • Transport • Conclusion

4. Mission Statement The Sustainable Development Policy Institute provides the global sustainable development community with representation from Pakistan as well as South Asia as a whole. The Institute's mission is: To catalyse the transition towards sustainable development, defined as the enhancement of peace, social justice and well-being, within and across generations. Vision To be a center of excellence on sustainable development policy research, capacity development and advocacy in Pakistan.

5. Management procedures • These management procedures have been developed to streamline the functions and provide guidelines for smooth operations of all organizational activities of the Sustainable Development Policy Institute (SDPI).

6. Efficiency and effectiveness • These aim at bringing efficiency in operations and an increase in productivity, through developing a set of "staff rules", and "financial procedures".

7. CFA • In circumstances where these procedures are silent or if there is a lack of clarity or dispute in any of their provision, guidance may be sought from the Council of Fellows and Advisors (CFA).

8. powers • The Executive Director (ED) or any other official of SDPI to whom such powers have been delegated by the competent authority may issue instructions/ memorandums to explain/interpret various provisions of the procedures for specific needs.

9. Dynamic procedures • Hence these procedures shall be dynamic and shall be subject to change, to cater for any future requirements of SDPI.

10. Changes in procedures • Any such changes in the procedures shall only be made through the recommendations of the Council of Fellows and Advisors and decisions of the Board of Governors (BoG) of SDPI.

11. Management Structure • SDPI has five streams of operations i.e., Support Activities, Research Programmes, Advocacy, Centre for Capacity Building and Internal Audit.

12. Core Activities • Core activities consist of infrastructure staff assigned the charge to provide support to researchers or policy makers, primarily but not exclusively, linked to SDPI.

13. Support system • The support comprises information management and retrieval, library systems, database management and analysis, electronic/audio-visual communications, advocacy, and basic support in the form of administration and financial services.

14. Units in SDPI • Core programme has the following units: • Finance and Administration • Human Resource • Management Information System • Information and Library Management • Center for Capacity Building • Data Base Management • Each of the units is staffed with relevant professional and support personnel.

15. Research Programmes • The research programme is undertaken by a flexible group of distinguished, inter-disciplinary scholars, who conduct original research on policy issues of sustainable development.

16. Goals of research • The goals of the research programme are twofold: to produce high quality, evidence based research output and to enhance the research capacity of the Institute.

17. Main spheres in Research Programme • The main spheres of the research programme: • Governance • Lower Judicial Reforms • Devolution/Democratic Decentralization • Environment • Sustainable Industrial Development • Environmental Conservation • Sustainable Agriculture and Forestry • Climate Change • Renewable Energy/Clean Fuels • Hazardous Waste Management • Water • Reducing Emissions from Deforestation and Forest Degradation (REDD)

18. Social Policy and Political Economy • Gender • Education • Population and Development • Community Development • Labour • Poverty • Peace and Security • Health • Food Security • Access to clean drinking water

19. Economy • Macro-Economic Policies and Structural Adjustment • Emerging Technologies and Pakistan’s economy • Trade and environment • Micro-Finance/Credit • Process Review and Surveys

20. Monitoring and Survey Unit • Each of these research programmes is lead by a research fellow supported by research associates and/or research assistants. • In addition to the mainstream research programmes, SDPI also undertakes research projects.

21. Project Acquisition and Contracting • Project identification • New projects may be identified through the following and other legal means: • Newspapers • Letter of Invitation (LOI) • Visits to prospective clients • Donor Websites

22. The Researchers, ED and BoG should take a proactive approach to identify potential opportunities and define new methods of opening up new dimensions in sustainable development.

23. Project Selection/ Submission • Application for a new project shall be made in consultation with/written approval of ED/CFA with the following selection criteria: • SDPI expertise • Probability of success • HR/ Consultants availability • Stake of community • Size of funding

24. The following documents must be sought before preparation of Expression of Interest (EOI) or any proposal: • Written Terms of Reference (ToR) • Evaluation Criteria of donors • Proposal template (where available)

25. The ED will assign a senior management team (SMT) headed by a research fellow /project director to formulate methodology, deliverables and cost estimates, strictly in line with the ToRs.

26. Senior management team • SMT will comprise of the following members: • Research Fellow/Project Director designated (chair) • Director Finance or In charge Finance Unit in his/ her absence • Proposal writer • M&E Manager • Relevant unit heads as per ToRs requirements

27. Every donor/organization has its own EOI format or criteria; review of this format is the responsibility of the Research Fellow/Project Director.

28. Technical Proposal (TP) • The ToR is the basic information provider for TP and the methodology should be developed as per ToRs. This will be the responsibility of the SMT Chair. • Researcher/Project Leader to provide HR the requirements and the in charge HR unit will identify the human resources required within SDPI.

29. Technical Proposal • The designated researcher will negotiate rates with short-term consultants and these rates will be finalized by the ED in line with the parameters provided in MPs.

30. While negotiating, it is mandatory to acquire salary history of each consultant. Salary history will be provided by the consultant with documentary proof.

31. Technical Proposal • The researcher /project director will formulate per diem policy (if requirements differ from MPs) and this will be approved by ED. Director Finance or In charge Finance Unit in his/ her absence will prepare an internal budget in consultation with Research Director for each project.

32. Financial Proposal • Financial Proposal (FP): For FP the /In charge Finance Unit in his absence will ensure that the current overhead rates are applied and the research fellow/project director will prepare the proposal as per the evaluation criteria. • In the FP, inflation and increase in cost will be catered if the project cuts across more than one year.

33. The FP should be either on the basis of: • Fixed fee, or • Reimbursable cost contract based on the actual expenditure. (Reimbursable cost should be subject to a ceiling or budget provided in the ToR). • Grants

34. Signing the Contract • Each contract document should be carefully read by the same team, which was formulated for proposal development and endorsed accordingly in writing to the ED.

35. Terms of Reference (ToRs) • The agreed upon ToRs must be an integral part of the contract and this shall be strictly followed, for the purpose of all work undertaken, as a part of the project activity.

36. Deliverables • The researcher/project director is responsible to ensure time lines for the deliverables agreed in the contract and ensure that each team member submits her contribution in accordance with the timeline.

37. Invoicing • Director Finance or In charge Finance Unit in his/her absence is responsible to prepare and deliver the agreed contractual invoice in timely fashion with all requirements as per the nature of the payment clauses in the contract.

38. Research Proposal Depository • A copy of each research proposal would be sent to the research coordinator and executive program officer for record purposes

39. Advocacy Policy Outreach • These units establish SDPI’s link with the external world. They help in getting knowledge translated into policies and include • Policy Outreach & Advocacy • Annual Sustainable Development Conference • Publications • Web Development

40. Management Committees • In accordance with the powers conferred upon him/her under section 8, sub section (x) of the Memorandum of Association and Rules and Regulations of SDPI, the Executive Director may constitute committees to assist him/her for smooth and efficient functioning of the Institute

41. Management Committees • The main objective of setting up these committees is to make the management system more participatory and democratic. • As such, each committee is headed by a fellow/nominee of the Executive Director and the membership has a cross-section of staff ranging from support staff to the junior and senior research staff.

42. Purchase Committee (PC) • This committee is responsible to oversee the general purchases made by the Administration for SDPI to make sure that the system is transparent and that the goods purchased are cost effective and are of good quality. • The Purchase Committee approves the vendors for various purchases and approves quotations.

43. Recruitment Committees (RCs) • The Recruitment Committees (RCs) act as advisory bodies to the Executive Director and the Council of Fellows and Advisors for facilitating the recruitment of staff for SDPI. • The Research Recruitment Committee facilitates recruitment of research and research related staff and the Admin Recruitment Committee facilitates recruitment of administrative staff.

44. Civil Behavior Committee/Staff Welfare Committee (CBC/ SWC) • It will deal with the issues of grievances, discipline, civil behavior and staff welfare. The major functions of this committee are as follows: •To make sure that the norms and values of the Institute as well as the rules and procedures are respected by every staff member •To conduct enquiries and recommend appropriate actions within the provisions of staff rules for any misconduct, unwanted behavior, etc. •To handle the grievance issues and recommend redressal.

45. Web Committee • The Web Committee will be an advisory committee to the Executive Director and the Fellows and Advisors Council on matters relating to SDPI website management.

46. Media Relations Committee • The terms of reference for the Media Relations Committee are as follows: •To promote SDPI’s agenda/program through media and publications, and to remove misunderstandings, if any. •To cultivate SDPI friendly media. •To review criticism from media and clarify SDPI’s position. •To create space for progressive ideas in the media with a special emphasis on SDPI’s themes. •To manage adequate coverage in local/national Urdu and English press. •Periodical review of SDPI-Media interaction should be carried out. •Any other area where the committee decides to intervene in accordance with the situation.

47. Anti-Gender Harassment Committee • This committee shall be set up to look into the issues of misconduct which could be termed as gender harassment. • The objective of this committee is to protect the rights of both sexes at the Institute in terms of gender-based violence and any kind of discrimination of either sex. • The committee shall have equal membership of both the sexes, and preferably the chairperson shall be a female.

48. Appeal Committee • In case of any grievance, an Appeal Committee (AC) will be formed by the ED and or Council of Fellows and Advisors (CFA) to review the appeal and make recommendations to the ED and or CFA.

49. Office Management 1. General • This section describes procedures to be followed in the provision of administrative services e.g. incoming and outgoing mailing, filing system and use of office facilities

50. Incoming and Outgoing Mailing Procedures 2.1. Incoming Mail • Incoming mail is received by the Reception where it is entered in an "incoming mail register", sorted out and either put in the pigeon hole of respective addressees or sent to their offices.