F & A P A N A Ce A Zahid Ali Faheem

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F & A P A N A Ce A Zahid Ali Faheem

  1. 1. FINANCE AND ADMINISTRATION CLINIC Dr. Z. A. Faheem Project Manager -PANACeA Ms. Sayyeda Ezra Reza Project Officer -PANACeA
  2. 2. VISUAL REPRESENTATION OF PANACEA NETWORK
  3. 3. AKU Grants & Contracts CHS Admin Dept. Legal Dept. Financial Management Control (FMC)
  4. 4. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC
  5. 5. Grants & Contracts CHS Admin Dept. Legal Dept. FMC
  6. 6. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads
  7. 7. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners
  8. 8. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners
  9. 9. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners Jai
  10. 10. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners Jai
  11. 11. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners
  12. 12. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners Jai
  13. 13. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners Shabina
  14. 14. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners
  15. 15. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners Shabina
  16. 16. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners Shabina Jai
  17. 17. AKU Grants & Contracts CHS Admin Dept. Legal Dept. FMC Project Leads Project Partners Shabina Jai
  18. 18. Shabina Jai
  19. 19. ADMINISTRATIVE /MANAGEMENT TOOL OR PRACTICE <ul><li>Communication tools being used for regular online meetings/contacts: </li></ul><ul><ul><li>Emails to individuals & threaded discussions </li></ul></ul><ul><ul><li>Long distance calls </li></ul></ul><ul><ul><li>SMS – (Particularly for Pakistan and Afghanistan) </li></ul></ul><ul><ul><li>Skype group/individual meetings: both scheduled & as needed </li></ul></ul><ul><ul><li>Elluminate group/individual meetings </li></ul></ul><ul><li>Guidelines and Protocols used for development of projects and budgets </li></ul><ul><li>Use of several IDRC annexure for effective utilization of budget and proper financial reporting, i.e.: </li></ul><ul><ul><li>Annexure A – IDRC Terms and Conditions of the Grant </li></ul></ul><ul><ul><li>Annexure B – Timelines of the project activities with defined scope of work for each project partner. </li></ul></ul><ul><ul><li>Annexure C – Financial Procedures and Basic Principles of Accounting. </li></ul></ul><ul><ul><li>Annexure D – Financial Reporting Format </li></ul></ul>
  20. 20. KEY CHALLENGES <ul><ul><li>Complex structure of the Network : Multiple layers of reporting, i.e. IDRC-AKU-LEADS (sometimes co-leads)- PARTNERS, causes problems in communication, reporting and flow of funds. </li></ul></ul><ul><ul><li>Communication Gap: Although communication is better but at times there’s no response from partners; AKU and the leads even make calls whenever needed but extended periods of silence from some partners is common. </li></ul></ul><ul><ul><li>Roles and Responsibilities of the Partners: The roles to be clearly drafted for each level of involvement in PANACeA. </li></ul></ul>
  21. 21. <ul><ul><li>Technical & Financial Reports : </li></ul></ul><ul><ul><ul><li>Can be a tough job because of the structure of PANACeA projects. </li></ul></ul></ul><ul><li>Lack of Institutional buy-in: Varies from partner to partner </li></ul>
  22. 22. RECOMMENDATIONS FOR NEW PROJECT <ul><li>Identification of the proper partners with the alignment of their institutional goals with project theme. </li></ul><ul><li>Involve all partners and their institutional heads/senior management in the planning phase of the project. </li></ul><ul><li>Get commitments from all partners in terms of time and other resources </li></ul><ul><li>Build online communication with the partners and their institutions. </li></ul><ul><li>Roles of each partners has to be defined at each level of the project implementation. </li></ul>
  23. 23. <ul><li>Build a strong network/forum between organizational partners and their financial assistants to discuss their operational matters and share their learning experiences. </li></ul><ul><li>Building Capacity of these financial assistants for managing financial systems and project related administrative matters. </li></ul><ul><li>Arrange online Continues Professional Development Programs and Skills Enhancing Sessions on different subject of Project and Financial Management. </li></ul><ul><li>Proper methods should be established in the work place for identification of gaps and lacking in the financial systems for timely solutions. </li></ul>
  24. 24. <ul><li>Project leads and partners have to share their project plans and project activities regularly with their finance personnel for proper utilization of project. </li></ul><ul><li>FAQs to be introduced on Network website, at the project or partner levels, to assist project partners and finance assistants for their guidance in financial and administrative matters. </li></ul><ul><li>Introduce project management software programs for the partners to track their regular activities and reports according to timelines. </li></ul><ul><li>The proper plans and backups for any unforeseen circumstances, such as change of partner/organization, natural disasters or political uncertainty should be prepared. </li></ul>
  25. 25. THANKS Jai Shabina

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