DTCE Training Induction Program UNDP NEX Project Modalities And HR Management By Muhammad Nasir Administrative Officer, DTCE Venue: LEAD Pakistan, Islamabad, December 22, 2004

PART – I Project Cycle Operation Manual (PCOM) & National Execution Modalities

Project Cycle Operations Manual (PCOM) PCOM provides the detailed corporate guidelines and operational framework for implementation of NEX projects. PCOM provides the detailed corporate guidelines and operational framework for implementation of NEX projects. Catalogue of UNDP corporate procedures and guidelines, which aims at improving the planning and management of UNDP funded development cooperation in Pakistan. Catalogue of UNDP corporate procedures and guidelines, which aims at improving the planning and management of UNDP funded development cooperation in Pakistan. Upgrade and integrate relevant policies and procedures from time to time Upgrade and integrate relevant policies and procedures from time to time Intended users are government agencies, UNDP and UN specialized agencies and projects staff and consultants Intended users are government agencies, UNDP and UN specialized agencies and projects staff and consultants

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

Pre NEX Implementation Scenario Pre NEX Implementation Scenario 1.Highly centralized decision making system 2.Centralized planning and budgeting 3.Time consuming and inconsistent business processes 4.Procedural ambiguities 5.Inadequate coordination between UNDP CO and projects 6.Lack of effective reporting mechanism 7.High variance of benefits and perks between UNDP CO and projects 8.Low business efficiency 9.High turnover of project staff – corporate anorexia Strong realization for radical changes in project management system

Project Cycle Operations Manual (PCOM) Different Versions of PCOM 1.Version 1.0June Version 2.0July Version 3.0July 2001 (Currently in practice) Volumes of PCOM 3.0 Volume I - Policies, processes and procedures for Project formulation and appraisal formulation and appraisal Volume II - Policies, processes and Procedure for Project implementation

Project Implementation Framework 1. Economic Affairs Division (EAD) Approve UNDP development assistance Approve UNDP development assistance Supervise, monitor & evaluate UNDP development cooperation through TPR meetings Supervise, monitor & evaluate UNDP development cooperation through TPR meetings 2. National Executing Agency ( NEX) Implement project activities Implement project activities Achieve project outputs, results and objectives Achieve project outputs, results and objectives Legally accountable for use of development assistance Legally accountable for use of development assistance 3. UNDP Country Office Pakistan Provide funding and assistance to government in programming, resource mobilization, implementation and evaluation of development cooperation Provide funding and assistance to government in programming, resource mobilization, implementation and evaluation of development cooperation Accountable to its Executive Board for utilization of UNDP resources provided to Pakistan Accountable to its Executive Board for utilization of UNDP resources provided to Pakistan

UNDP Role in Project Implementation UNDP Role in Project Implementation 1. Work Planning and Reporting Annual and quarter work plans Annual and quarter work plans Annual and quarter progress reports Annual and quarter progress reports Quarterly advances Quarterly advances 2. Mobilization of Project Inputs International Inputs (experts, consultants, oversees training & equipment) International Inputs (experts, consultants, oversees training & equipment) Local Inputs (Recruitment, subcontracting, training & equipment ) Local Inputs (Recruitment, subcontracting, training & equipment ) 3. Financial Management Rules and Procedures Implementation of financial rules and procedures that ensure the discharge of accountabilities and be subjected to proper accounting, reporting and auditing standards Implementation of financial rules and procedures that ensure the discharge of accountabilities and be subjected to proper accounting, reporting and auditing standards 4. Other NEX Support Assigning Program Officer in UNDP Country Office Assigning Program Officer in UNDP Country Office Monitoring Project activities, providing advice and coordinating support Monitoring Project activities, providing advice and coordinating support

Management Model for NEX Projects in Pakistan Management Model for NEX Projects in Pakistan FunctionResponsibility 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 Modalities 1.Availability of detailed implementation framework with well defined corporate guidelines 2.Standardization of business processes 3.Enhanced coordination and reporting mechanism 4.Higher transparency and accountability 5.Improved time management 6.Flexibility in planning and budgeting 7.Greater financial autonomy 8.Better organizational citizenship 9.Improved benefits and perks to project staff 10.Efficiency in achieving project outputs and objectives 11.Empowerment to project management

Demerits of NEX Modalities 1.Difficulty in synchronization of NEX modalities and executing agencys working approaches 2.Lengthy processes to some extent 3.Empowerment versus mis-management of resources

PART – II PERSONNEL MANAGEMENT

Recruitment Mechanism 1.Project Personnel Provision in Project Document. 2.Development of Terms of Reference 3.News paper advertisement/ Web Advertisement 4.Short listing process 5.Interview by NPRC/ Or PRC 6.Fixation of Salary Band and offer to recommended candidates 7.Engagement on SCs and SSAs 8.Contract Agreement with UNDP CO 9.Mobilization

Personnel 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 Scales Service Contract Scales Leave Provision Leave Provision Medical Allowance Medical Allowance Other Benefits Social Security, Provident Fund and Gratuity Social Security, Provident Fund and Gratuity Salary Increments Salary Increments

Project Recruitment Committee (PRC) (SC-1 to SC-6) 1.National Project DirectorChairperson 2.National Project ManagerMember 3.UNDP Program OfficerMember 4.UNDP Personnel OfficerMember 5.UNDP Concerned ManagerMember 6.Project Finance/ Admn. Officer/Asstt.Secretary

NEX Project Recruitment Committee (NPRC) (SC-7 to SC-10) 1.National Project DirectorChairperson 2.EAD Representative Member 3.UNDP Assistant Resident RepresentativeMember 4.National Project ManagerMember 5.UNDP HR ManagerSecretary

TYPE OF CONTRACTS 1.Special Service Agreement (SSA) 2.Service Contract (SC) 3.Fixed Term Contract (FT)

UNDP NEX Service Contract Scales A. Skilled & Semi Skilled Staff BandMinMidMax SC-16,97410,46013,948 SC-210,46013,94817,434 SC-313,94818,59723,247

UNDP NEX Service Contract Scales B. Highly Skilled Staff BandMinMidMax SC-418,59729,05839,518 SC-529,05840,68152,304 SC-640,68152,30463,927

UNDP NEX Service Contract Scales C. Professional Staff BandMinMidMax SC-746,49258,11569,739 SC-858,11569,73981,362 SC-969,739104,608139,477 SC-10104,608139,477174,346

Leave Provision 1.Annual Leave: 1 and ½ for every calendar month worked (18 days in one year) 2.Casual Leave:Maximum 12 days as part of Annual Leave 2.Sick leave:SSA= 2 working days/ month SCs=12 days per annum 3.Maternity Leave:60 Paid Days 4.Leave Encashment:30 days maximum 5.Leave Carry Forward:12 days maximum 5.Public Holidays:According to the practice of Government Organizations, project is attached.

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

Other Benefits Group Life Insurance:Rs. 1.5 Million Hospitalization Insurance:Rs. 250,000/- Per Year Provident Fund Contribution:10% of Basic Salary from the contract holder and same share from the project Gratuity:One month basic salary after successful completion of one year contract. The Gratuity would be added into provident fund account. Salary Increments:1.Performance Base increment is Max. 4% 2.CPI Base is Max. 4%

Excellent HR Management !!!

THANKS