DTCE Training Induction ProgramDTCE Training Induction Program

UNDP NEX UNDP NEX Project ModalitiesProject Modalities

And And HR ManagementHR Management

ByBy

Muhammad NasirMuhammad NasirAdministrative Officer, DTCEAdministrative Officer, DTCE

Venue: LEAD Pakistan, Islamabad, December 22, 2004Venue: LEAD Pakistan, Islamabad, December 22, 2004

PART – IPART – I Project Cycle Operation Manual (PCOM)Project Cycle Operation Manual (PCOM)

& & National Execution ModalitiesNational Execution Modalities

Project Cycle Operations Manual (PCOM)Project Cycle Operations Manual (PCOM)

PCOM provides the detailed corporate guidelines and PCOM provides the detailed corporate guidelines and operational framework for implementation of NEX projects.operational framework for implementation of NEX projects.

Catalogue of UNDP corporate procedures and guidelines, which Catalogue of UNDP corporate procedures and guidelines, which aims at improving the planning and management of UNDP aims at improving the planning and management of UNDP funded development cooperation in Pakistan.funded development cooperation in Pakistan.

Upgrade and integrate relevant policies and procedures from Upgrade and integrate relevant policies and procedures from time to timetime to time

Intended users are government agencies, UNDP and UN Intended users are government agencies, UNDP and UN specialized agencies and projects staff and consultantsspecialized agencies and projects staff and consultants

National Execution (NEX) ModalityNational Execution (NEX) Modality

NEX modalityNEX modality is the implementation of UNDP assisted is the implementation of UNDP assisted development projects in collaboration with Economic Affair development projects in collaboration with Economic Affair Division, Government of Pakistan and national / provincial Division, Government of Pakistan and national / provincial executing agency (NEX) in a decentralized, flexible, accountable executing agency (NEX) in a decentralized, flexible, accountable and transparent manner. and transparent manner.

Pre NEX Implementation ScenarioPre NEX Implementation Scenario

1.1. Highly centralized decision making systemHighly centralized decision making system

2.2. Centralized planning and budgetingCentralized planning and budgeting

3.3. Time consuming and inconsistent business processesTime consuming and inconsistent business processes

4.4. Procedural ambiguitiesProcedural ambiguities

5.5. Inadequate coordination between UNDP CO and projectsInadequate coordination between UNDP CO and projects

6.6. Lack of effective reporting mechanismLack of effective reporting mechanism

7.7. High variance of benefits and perks between UNDP CO and projectsHigh variance of benefits and perks between UNDP CO and projects

8.8. Low business efficiencyLow business efficiency

9.9. High turnover of project staff – corporate anorexiaHigh turnover of project staff – corporate anorexia

Strong realization for radical changesStrong realization for radical changesin project management systemin project management system

Project Cycle Operations Manual (PCOM)Project Cycle Operations Manual (PCOM)

Different Versions of PCOMDifferent Versions of PCOM

1.1. Version 1.0Version 1.0 June 1997June 19972.2. Version 2.0Version 2.0 July 1999July 19993.3. Version 3.0Version 3.0 July 2001 (Currently in practice)July 2001 (Currently in practice)

Volumes of PCOM 3.0Volumes of PCOM 3.0Volume I -Volume I - Policies, processes and procedures for ProjectPolicies, processes and procedures for Project

formulation and appraisalformulation and appraisal

Volume II - Volume II - Policies, processes and Procedure for Project Policies, processes and Procedure for Project implementationimplementation

Project Implementation FrameworkProject Implementation Framework

1.1. Economic Affairs Division (EAD)Economic Affairs Division (EAD) Approve UNDP development assistanceApprove UNDP development assistance Supervise, monitor & evaluate UNDP development cooperation Supervise, monitor & evaluate UNDP development cooperation

through TPR meetings through TPR meetings

2.2. National Executing Agency ( NEX)National Executing Agency ( NEX) Implement project activitiesImplement project activities Achieve project outputs, results and objectivesAchieve project outputs, results and objectives Legally accountable for use of development assistanceLegally accountable for use of development assistance

3.3. UNDP Country Office PakistanUNDP Country Office Pakistan Provide funding and assistance to government in programming, Provide funding and assistance to government in programming,

resource mobilization, implementation and evaluation of development resource mobilization, implementation and evaluation of development cooperationcooperation

Accountable to its Executive Board for utilization of UNDP resources Accountable to its Executive Board for utilization of UNDP resources provided to Pakistanprovided to Pakistan

UNDP Role in Project ImplementationUNDP Role in Project Implementation

1.1. Work Planning and ReportingWork Planning and Reporting Annual and quarter work plansAnnual and quarter work plans Annual and quarter progress reportsAnnual and quarter progress reports Quarterly advancesQuarterly advances

2.2. Mobilization of Project InputsMobilization of Project Inputs International Inputs International Inputs (experts, consultants, oversees training & equipment)(experts, consultants, oversees training & equipment) Local Inputs Local Inputs (Recruitment, subcontracting, training & equipment(Recruitment, subcontracting, training & equipment ))

3.3. Financial Management Rules and ProceduresFinancial Management Rules and Procedures Implementation of financial rules and procedures that ensure the discharge Implementation of financial rules and procedures that ensure the discharge

of accountabilities and be subjected to proper accounting, reporting and of accountabilities and be subjected to proper accounting, reporting and auditing standardsauditing standards

4.4. Other NEX Support Other NEX Support Assigning Program Officer in UNDP Country OfficeAssigning Program Officer in UNDP Country Office Monitoring Project activities, providing advice and coordinating supportMonitoring Project activities, providing advice and coordinating support

Management Model for NEX Projects in Management Model for NEX Projects in PakistanPakistan

Function Responsibility

Top level decision maker sets policy

Focal point for ownership, responsibility, accountability and supervision

Operational management and coordination

Minister/ Secretary/ Chairman

National Project Director (NPD)

National Project Manager (NPM)

Merits of NEX ModalitiesMerits of NEX Modalities

1.1. Availability of detailed implementation framework with well defined Availability of detailed implementation framework with well defined corporate guidelinescorporate guidelines

2.2. Standardization of business processesStandardization of business processes

3.3. Enhanced coordination and reporting mechanismEnhanced coordination and reporting mechanism

4.4. Higher transparency and accountability Higher transparency and accountability

5.5. Improved time managementImproved time management

6.6. Flexibility in planning and budgetingFlexibility in planning and budgeting

7.7. Greater financial autonomyGreater financial autonomy

8.8. Better organizational citizenshipBetter organizational citizenship

9.9. Improved benefits and perks to project staffImproved benefits and perks to project staff

10.10. Efficiency in achieving project outputs and objectivesEfficiency in achieving project outputs and objectives

11.11. Empowerment to project managementEmpowerment to project management

Demerits of NEX ModalitiesDemerits of NEX Modalities

1.1. Difficulty in synchronization of NEX modalities and executing Difficulty in synchronization of NEX modalities and executing agency’s working approachesagency’s working approaches

2.2. Lengthy processes to some extentLengthy processes to some extent

3.3. Empowerment versus mis-management of resourcesEmpowerment versus mis-management of resources

PART – IIPART – IIPERSONNEL MANAGEMENTPERSONNEL MANAGEMENT

Recruitment MechanismRecruitment Mechanism

1.1. Project Personnel Provision in Project Document.Project Personnel Provision in Project Document.2.2. Development of Terms of Reference Development of Terms of Reference 3.3. News paper advertisement/ Web AdvertisementNews paper advertisement/ Web Advertisement4.4. Short listing processShort listing process5.5. Interview by NPRC/ Or PRCInterview by NPRC/ Or PRC6.6. Fixation of Salary Band and offer to recommended candidatesFixation of Salary Band and offer to recommended candidates7.7. Engagement on SCs and SSAsEngagement on SCs and SSAs8.8. Contract Agreement with UNDP COContract Agreement with UNDP CO9.9. MobilizationMobilization

Personnel ManagementPersonnel Management Project Recruitment Committee (PRC)Project Recruitment Committee (PRC) NEX Project Recruitment Committee (NPRC)NEX Project Recruitment Committee (NPRC) Type of Contracts (SSA/SC/FT)Type of Contracts (SSA/SC/FT) Service Contract ScalesService Contract Scales Leave ProvisionLeave Provision Medical AllowanceMedical Allowance

Other BenefitsOther Benefits

Social Security, Provident Fund and GratuitySocial Security, Provident Fund and Gratuity Salary IncrementsSalary Increments

Project Recruitment Committee (PRC)Project Recruitment Committee (PRC) (SC-1 to SC-6)(SC-1 to SC-6)

1.1. National Project DirectorNational Project DirectorChairpersonChairperson

2.2. National Project ManagerNational Project Manager MemberMember

3.3. UNDP Program OfficerUNDP Program Officer MemberMember

4.4. UNDP Personnel OfficerUNDP Personnel Officer MemberMember

5.5. UNDP Concerned ManagerUNDP Concerned Manager MemberMember

6.6. Project Finance/ Admn. Officer/Asstt.Project Finance/ Admn. Officer/Asstt. SecretarySecretary

NEX Project Recruitment Committee (NPRC)NEX Project Recruitment Committee (NPRC)(SC-7 to SC-10)(SC-7 to SC-10)

1.1. National Project DirectorNational Project DirectorChairpersonChairperson

2.2. EAD Representative EAD Representative MemberMember

3.3. UNDP Assistant Resident RepresentativeUNDP Assistant Resident Representative MemberMember

4.4. National Project ManagerNational Project Manager MemberMember

5.5. UNDP HR ManagerUNDP HR Manager SecretarySecretary

TYPE OF CONTRACTSTYPE OF CONTRACTS

1.1. Special Service Agreement (SSA)Special Service Agreement (SSA)2.2. Service Contract (SC)Service Contract (SC)3.3. Fixed Term Contract (FT)Fixed Term Contract (FT)

UNDP NEX Service Contract Scales UNDP NEX Service Contract Scales

A. Skilled & Semi Skilled StaffA. Skilled & Semi Skilled Staff

BandBand MinMin MidMid MaxMax

SC-1SC-1 6,9746,974 10,46010,460 13,94813,948

SC-2SC-2 10,46010,460 13,94813,948 17,43417,434

SC-3SC-3 13,94813,948 18,59718,597 23,24723,247

UNDP NEX Service Contract Scales UNDP NEX Service Contract Scales

B. Highly Skilled StaffB. Highly Skilled Staff

BandBand MinMin MidMid MaxMax

SC-4SC-4 18,59718,597 29,05829,058 39,51839,518

SC-5SC-5 29,05829,058 40,68140,681 52,30452,304

SC-6SC-6 40,68140,681 52,30452,304 63,92763,927

UNDP NEX Service Contract Scales UNDP NEX Service Contract Scales

C. Professional StaffC. Professional Staff

BandBand MinMin MidMid MaxMax

SC-7SC-7 46,49246,492 58,11558,115 69,73969,739

SC-8SC-8 58,11558,115 69,73969,739 81,36281,362

SC-9SC-9 69,73969,739 104,608104,608 139,477139,477

SC-10SC-10 104,608104,608 139,477139,477 174,346174,346

Leave ProvisionLeave Provision1.1. Annual Leave: Annual Leave: 1 and ½ for every calendar month 1 and ½ for every calendar month

worked (18 days in one year)worked (18 days in one year)2.2. Casual Leave:Casual Leave: Maximum 12 days as part of Maximum 12 days as part of

Annual LeaveAnnual Leave2.2. Sick leave:Sick leave: SSA= 2 working days/ monthSSA= 2 working days/ month

SCs=12 days per annumSCs=12 days per annum3.3. Maternity Leave:Maternity Leave: 60 Paid Days60 Paid Days4.4. Leave Encashment:Leave Encashment: 30 days maximum30 days maximum5.5. Leave Carry Forward:Leave Carry Forward: 12 days maximum 12 days maximum 5.5. Public Holidays:Public Holidays: According to the practice of According to the practice of

Government Organizations, Government Organizations, project project is attached.is attached.

Medical AllowanceMedical Allowance

SC-1 to SC-3SC-1 to SC-3 Rs. 10,000/- annumRs. 10,000/- annumSC-4 to SC-6SC-4 to SC-6 Rs. 20,000/- annumRs. 20,000/- annumSC-7 to SC-10 SC-7 to SC-10 Rs. 30,000/- annumRs. 30,000/- annum

Other BenefitsOther BenefitsGroup Life Insurance:Group Life Insurance: Rs. 1.5 MillionRs. 1.5 MillionHospitalization Insurance:Hospitalization Insurance: Rs. 250,000/- Per YearRs. 250,000/- Per YearProvident Fund Contribution:Provident Fund Contribution: 10% of Basic Salary from the 10% of Basic Salary from the

contract holder and same share contract holder and same share from the projectfrom the project

Gratuity:Gratuity: One month basic salary after One month basic salary after successful completion of one year successful completion of one year contract. The Gratuity would be contract. The Gratuity would be added into provident fund account.added into provident fund account.

Salary Increments:Salary Increments: 1.1. Performance Base increment is Performance Base increment is Max. 4%Max. 4%

2.2. CPI Base is Max. 4%CPI Base is Max. 4%

Excellent HR Management !!!Excellent HR Management !!!

THANKSTHANKS