Aurat Foundation has a democratic, transparent and participatory governance structure, which best assures an independent organisation that is efficiently and effectively managed on scientific lines. The Memorandum of Association recommends a three-tier governance structure, comprising a 15 member General Body, a Board of Governors comprising of 9 members and an Executive Council headed by the Executive Director. Significant features of the governance structure are its system of checks and balances and the leading role given to Partners’ Networks and Staff of the Foundation.
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 Director at national and regional levels which includes Chiefs/Directors, Resident Directors, Managers, Programme Coordinators and Programme Officers in all five offices. There are Programme 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:
- Executive Director leads the organisation and provides vision, inspiration and guidance to AF;
- 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. She/he reports to the Board.
- 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, program/budget development by feeding input for evidence based planning and future directions, resource mobilization, preparation and implementation of Performance Monitoring and Evaluation Plans (PMEP). Assist the Executive Director and Board in ensuring compliance with Program goals, objectives, and other deliverables in a timely manner. She/he reports to the Board.
- Director Programmes is responsible to steer the organizational programming and coordination around different projects and establishes cross communication and learning. Facilitating research knowledge and cross learning to enable advocacy work of the organization comes under the domain of this job role.
- Director Advocacy and EVAW leads the advocacy initiatives of the organization at all levels, link local, national advocacy with international advocacy to bring conformity with international standards.
- Director Outreach/Networks heads the outreach programme of AF and coordinate and collaborate with all voluntary groups of Aurat Foundation in 120 districts of Pakistan
- Deputy/Director Finance: Deputy Director Finance has overall control and responsibility for all financial aspects of organization strategy and is expected to analyse figures and implement recommendations based on these findings with the most cost effective outcomes. He manages and leading a team through difficult periods including month end, year end and annual budgeting and organization audit and financial review.
- Director Coordination & Resource Mobilization mobilizes resources for the development of the organization through representing the organizational work at national level and above. The position establishes internal and external coordination and liaison with potential resources which facilitates decision making for the organizational growth. Assist in the preparation of reports that shoe the results achieved by the organization.
- Manager Law & Governance is responsible for programme level areas related to legislative and policy reform agenda and democracy. Also assist senior management in integrating it in all programmes oversee legal initiatives taken programmatically and cross cutting all projects.
- Manager Human Resource Development 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.
- 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.
- Manager Admin & 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.
- Manager MER is 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.
- 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.
- Manager Documentation and Resource Center (DRC) is responsible for knowledge management and publications under different programme. Bring out special bulletins and monitor resource material all around and collate/repackage it for different levels of audience. S/he also manages all libraries of AF at head office and regional offices.
- Resident Directors are regional heads and manage AF operations in respective provinces
Management Sections/Units of AF
Finance, Accounts and Grants: The financial management is based at the head-office and supported by all regional offices, under the Deputy Director 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.
Management Information Systems (MIS)/ Data Centre: 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.
Monitoring, Evaluation and Research Unit: AF has 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 Foundation’s head office and regional offices to be interconnected through internet and report to management on program implementation across Pakistan. AF has developed and currently using a PC-based system for quality assurance of its projects.
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. The procurement has a PC-based procurement module.
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.
Human Resource Management 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.
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.
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.
The AF has following key documents and operational policies:
Policies and operational manuals of Aurat Foundation consist of:
- Finance and Accounting Policies and Procedures
- Monitoring, Evaluation and Research Manual
- Internal audit Manual
- Procurement Manual
- IT Policy
- Grants Management Manual
- Human Resource Policies and Procedures
- Administrative Policies and Procedures
- Conflict of Interest Policy
- Whistle-blowing Policy
- Security Policy
- Child Protection 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.