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Governing bodies and their composition

AF's Head-office is in Islamabad; and it has Regional Offices in all the Provincial Headquarters, i.e. Lahore, Karachi, Peshawar and Quetta. AF has the following governing bodies:

General Body:  It is a 15-member body which reviews the performance of the AF, elects the members of the Board of Governors, approves the Annual Reports and appoints the auditors.
Board of Governors:  The 9-member Board controls and manages the affairs of the organisation and is elected every year from among the members of the General Body.
Executive Council:  The 9-members Executive Council comprises senior management of AF and; it prepares policy suggestion for BoG, implements decisions of the BoG and ensures implementation of AF's Strategic Plans and its operational programmes.

Organizational structure and staff

The organisational structure of AF is based on AF Core Group of Managers at national and regional levels which includes National Directors, Resident Directors, Managers, Programme Coordinators and Programme Officers in all five offices. The total strength of the organisation is 122, of which over 50% are women. There are Pogramme Committees in all AF offices to plan, review and strategies programme activities and create synergies, in addition to other committees, e.g. purchase committee, ethics committee etc. The organisational structure in addition to its different management systems is managed by:

  • The Chief Operating Officer is responsible for managing all hands-on operational aspects of the company. The Chief Operating Officer is responsible for keeping herself/himself fully abreast of all organizational policies. She/he makes operational decisions and follow-up through concerned sections for effective implementation of policies/programmes to ensure operational/financial viability of Aurat Foundation.  She/he also proposes and implements innovative changes, improved policies and procedures, processes and methodologies for the organization.
  • The Chief Strategy & Policy Officer is responsible for the establishment of the Strategic Management Department as well as formation and introduction of effective policies, tools and procedures for efficient functioning of Aurat Foundation. She/he is responsible for  overall strategic planning, programme/budget development by feeding input for evidence based planning and future directions, resource mobilisation, preparation and implementation of Performance Monitoring  and Evaluation Plans (PMEP). Assistthe Executive Director and Board in ensuring compliance with Programme goals, objectives, and other deliverables in a timely manner and maintain financial discipline.
  • The Chief Programm Officer is responsible for the deployment and ongoing use of effective tools and procedures for the planning, coordination and implementation of different projects/programmes of AF and; ensures that visibility of this is provided to the ED/COO/CSPO and BoG.
  • The Manager Capacity Building liaise with national and international organisations for training and support needs. When appropriate, initiate analysis of training needs, negotiate contracts, identify appropriate staff and support the design and delivery of training (or intervention), processing the evaluation forms, and carry out necessary follow-up work. To support the Training and Capacity team in delivering a programme of work at the national and international levels including the development and management of reporting and planning systems.
  • The Manager Advocacy and Program Coordination provides administrative support to the AF’s programs. He/She also assists the Chief Program Officer with special projects, regular communication with key contacts, and day to day administrative duties.
  • The Manager Human Resources is responsible for assessment, development, implementation and budget management of all HR needs and services within AF, for providing necessary HR tools and information for the organization. Also to serve as a change agent by proposing and implementing innovative initiative changes, improved policies and procedures, process & methodology changes as well as organizational cultural changes.
  • The Manager Administration & Security is responsible for supporting operations by supervising staff, planning, organizing, and implementing administrative, Logistics and security systems as per the rules and regulations of the Foundation.
  • The Manager Grants & Procurement is responsible for overseeing the Grants and Procurement department. The Procurement Manager is primarily responsible for the procurement of goods and services while ensuring that corporate, government and ethical policies are adhered to. This position provides assistance with the procurement needs for commodities and services required by user departments, including preparation of Quotations, Tenders and Proposals in accordance with the Procurement Policy and current legislation.
  • The Manager MER will be responsible for monitoring, evaluating and reporting initiatives, programs and projects, both new and established, providing accountability and ensuring efficiency and success from start to finish. The manager is also responsible for contributing to the program design, making sure that both solicited and unsolicited programs are catered for.
  • The Manager MIS is responsible for provision of Information Technology development, installation, administration, technical support and maintenance relating to the computer hardware, software and networking infrastructure. The IT Manager is also responsible for the management of other IT staff and for providing end user IT support and ensuring the provision of IT training to the staff members of the organization.

AF has the following systems in place to implement various programmes and projects:

1. Finance, Accounts and Grants: The financial management is based at the head-office and supported by all regional offices, under the Director Strategic planning, Monitoring and Finance. The section is managed by two Managers; one for finance and the other for grants management. Both the managers are supported by their staff and branded software for financial accounting and sub-grants management. The applications are one of the best available web-based software in Pakistan, recommended by most of the donors and auditors. The accounting software includes modules for GL, assets management, payroll and taxation.
2. Monitoring, Evaluation and Research Unit: Since AF has gone through organisational restructuring and has established a Monitoring, Evaluation and Research unit at the head-office in Islamabad and has recently embarked on implementing a specialized program monitoring system which allows Aurat's head office and regional offices to be interconnected through internet and report to management on program implementation across Pakistan. The program is designed to handle both standalone programs Aurat Foundation implements for its donors, as well as, monitor grants under its new grant-making role for civil society organizations in Pakistan. Key features of the system as are follows:
  • Detailed quarterly program deliverable and work plan tracking against targets. This sections allows management to generate reports on achievements, variations, reasons for variations and percentage achievement
  • Detailed quarterly budget tracking against targets. This section allows program finance and management staff to track budgets verses disbursements and actual expenditures providing a holistic picture of programs financial situation.
  • Monitoring reports. This section allows users to enter ALL field monitoring reports against program activities with details of issues, lessons learnt, follow up required and feedback from our communities.
  • Documentation. This section will be linked with the integrated content management portal at AF data center and will house ALL project documents, pictures, quarterly and annual reports for each project acting as a single repository of program documentation at one source.
3. Management Information Systems (MIS)/ Data Centre: as integral part of MER the MIS caters the IT-based operational systems, provide user support and maintain systems hardware and software, maintains web portal and regularly updates the AF website. This section is also responsible to manage Aurat Foundation's newly established a state-of-the-art data centre at its head office in Islamabad which provides regional connectivity, data housing, real-time data-handling and houses AF software applications for monitoring of projects, integrated knowledge management, donor reporting, accounting system and human resource application. The center is a first of its kind amongst national NGOs and is in line with Aurat Foundation's current thrust of implementing institutional reforms for more effective, transparent and efficient implementation of its programmes.
4. Internal Audit unit occupies crucial role in Aurat Foundation and is an independent function. The Manager Internal audit reports directly to the BoG. The unit keeps an eye on performance evaluation and financial controls of the organisation trough sample audit and complete audit once in a year.
5. Procurement unit is responsible for procuring all goods and services as per policy approved by the Board. It holds charge of the procurement manual and works independently as a separate function.
6. Capacity Building Unit encompasses an important place in AF due to numerous capacity building related interventions in almost all the programmes. Role of the capacity building unit stands critical due to its multi-level approach and presence. CB unit is contributing in the capacity-building of AF staff, AF partner and the sub grantees providing technical inputs in CB related deliverables of all the sub-grantees and monitoring of the CB deliverables. This unit operates at two levels i.e. head office and 4 regional offices.
7. Human Resource Management and Admin Unit operates through a PC-based HRIS system customized to the organisation's requirements. The HRIS system includes data for all employees of the organisation, such as personal information, employee contract details, current job and previous employment details, leave history, education and training and TNA information. A Performance Management system, including Performance Appraisals, has been developed. The organisation has also developed an organization-wide Training Needs Analysis (TNA). Gender and sexual harassment at work place policy is part of HR policy.
8. Documentation and Publication Unit is part of Resource Services at the head-office, with a library for information and record-keeping; and for preparing repackaged material and publications for advocacy, including training;

AF has following key documents and operational policies:

  • Five-Year Strategic Plan of Aurat Foundation (2008-2012); this carries governance and organisational structure in narrative and in organogram form. The Plan covers strategic directions and priorities of the organisation.
  • Operational Manuals of Aurat Foundation consist of:
    • Finance and Accounting Policies and Procedures
    • Monitoring, Evaluation and Research Manual
    • Internal audit Manual
    • Procurement Manual
    • Information Technology Policy
    • Grants Management Manual
    • Human Resource Policies and Procedures
    • Administrative Policies and Procedures
    • Conflict of Interest Policy

AF has an outreach extending to all of Pakistan's districts with one of the largest advocacy and rights-based network of community-based organisations and committed activists. These networks and groups at the grassroots level of the community, the intermediary level and the macro decision-making level. These are:
Legislative Watch Groups (LWGs) at the Federal and Provincial Level: volunteer groups at the macro decision-making level, comprising well-known members of CSOs, media, judiciary, political parties and legislatures; LWGs were established under the LWP-WE programme and currently operate under the same programme.
Citizens' Action Committees (CACs) at the community level: volunteer committees, currently organized in 70 districts of Pakistan and 3 districts of Azad Jammu and Kashmir. The CACs comprise local CBOs and activists who have an interest in the development of their community and joint initiatives for women's development; there are District Coordination Committees (DCCs) in all 110 districts working as campaign-specific volunteer groups; the CACs also manage District Resource Centres for Women Councillors, which provide the information and support for women local councillors in these districts and; District Resource Persons Groups in 56 districts who are volunteers and include CAC members, government extension agencies (e.g. health, agriculture, social welfare), lawyers, police officers, professors, doctors etc. providing information and training to community level women.
Women's Leaders Groups (WLGs): These are all-women leaders' volunteer groups, formed three years ago in 30 districts of Pakistan. Each group comprise 50 women having some leadership skills, recognition and say at community level.
Information Network Centres (INCs) at the grassroots level: Currently there are 2,600 INCs, organized by volunteer female 'INC coordinators' serving women in cities, villages and neighbourhoods across Pakistan.

   

Grants Management Committee (Gender Equity Program):

Sr #

Name

Designation

Status

1.

Ms. Simi Sadaf Kamal

Chief of Party

Member

2.

Ms. Mahpara Shakil Ghori

Director Capacity Building & Execution

Member

3.

Mr. Shahbaz Ahmed

Director Finance, Accounts and Compliance

Member

4.

Ms. Johdah Bokhari

Director MER

Member

5.

Mr. FarhatUllah

Grants Control Specialist

Member

6. Mr. InamUllah Khan Manager Assessment Unit (The Asia Foundation) Member