D ECISION M AKING IN NPO S ECTOR L ECTURE 24 MPA MPA505 Riffat Abbas Rizvi.

DECISION MAKING IN NPO SECTOR LECTURE 24

MPAMPA505Riffat Abbas Rizvi

AGENDA

Preview of Last Lecture Policy-SDPI Staff Rules Article 1 Article 2 Article 3 Article 4 Article 5 CFA Objectives

AGENDA

Research Advisors Research Fellows Hours Performance Handling Group Insurance Conclusion References

STAFF RULES: SCOPE AND PURPOSE

The following Staff Rules embody the fundamental condition of service and the basic rights, values, duties and obligations of SDPI personnel.

They represent the broad principles of personnel policy for staffing and administration of the Sustainable Development Policy Institute.

ARTICLE I: DEFINITIONS

In these rules, unless there is something repugnant in the context, the following terms will have the definitions given below:

•Board of Governors: means the Board of Governors of the Sustainable Development Policy Institute.

•Chairperson: means the Chairperson of the Board of Governors of the Sustainable Development Policy Institute.

•Director: refers to the head of a division of SDPI.

•Executive Director: means the Executive Director of the Sustainable Development Policy Institute.

ARTICLE I: DEFINITIONS

Council of Fellows and Advisors (CFA): means the collective body of the research fellows and advisors.

Directors of the core activities, research coordinator, and the Director Finance or In charge Finance Unit in his/ her absence of the Sustainable Development Policy Institute will participate in the council as observers without the right to vote.

•Director Finance or In charge Finance Unit in his/ her absence: means the Director Finance or In

charge Finance Unit in his/ her absence of the Sustainable Development Policy Institute.

•Institute: means the Sustainable Development Policy Institute.

ARTICLE I: DEFINITIONS

Committees: means committees set up, from time to time, by the Executive Director and/or the Council of Fellows and Advisors. These committees would be advisory in nature and function within their prescribed mandate.

Officers: includes all officers of G1 category of SDPI Salary Scales. These include Information and Library Officer, Communications Officer, Database officer, Accounts Officer, Administrative Officer, Publications Officer, Editors of SDPI news bulletin, Executive Secretary, Program Officer, Advocacy Officer, Human Resource Officer and any other officer such as assistant/associate manager/ assistant or associate coordinator.

ARTICLE I: DEFINITIONS

Observers: means observers nominated to attend meeting of Fellows and Advisors Council without the right to vote.

Office Staff: refers to all staff members providing support to research fellows and officers. The term includes secretarial and support staff.

ARTICLE I: DEFINITIONS

Part-time staff: means employees working less than 40 hours per week at SDPI.

•Professional staff: includes research staff and officers.•Project Director: refers to a Research Fellow or Associate Research Fellow in charge of a research project at SDPI.•Research staff: includes Research Fellows, Associate Research Fellows, and Research Advisors, Senior Research Associates, Research Associates, Research Assistants, Project Assistants/Associates and Research Coordinator.

ARTICLE I: DEFINITIONS

Resident fellows and staff: includes all those whose normal place of duty is the office of the Institute. It may include Consultants or Research Advisors.

•SDPI: means the Sustainable Development Policy Institute.•Secretarial staff: includes Secretaries, Receptionist, Accounts Assistant, Library Assistant, and Information Assistants and any other assistant so appointed.

ARTICLE I: DEFINITIONS

Support staff: includes Drivers, Office Assistants, Dispatch Rider, Chowkidar, guards, janitors.

•Visiting staff: includes all those working on special assignment or associated with SDPI for any assignment.•Advisor: means an advisor paid/unpaid specifically assigned on a project or on a core activity.•Consultant: means a consultant paid/unpaid specifically assigned on a project or on a core activity.

CFA

Council of Fellows and Advisors (CFA): means the council comprising fellows and advisors of the institute.

• Intern: means an intern inducted by the Institute temporarily.

• Manager/Coordinator: means a person heading or coordinating the work of a

unit. • Volunteer: means persons volunteering for work at SDPI, without any compensation.

ARTICLE II: GENERAL PROVISIONS

These rules may be supplemented or amended by the Board of Governors, without prejudice to the acquired rights of staff members.

The Executive Director may from time to time, in consultation with the Council of Fellows and Advisors, and consistent with the principles set out here, issue amendments, additions, elaborations or office instructions as necessary to expand the provisions of these rules.

ARTICLE II: GENERAL PROVISIONS

The full text of provisional staff rules shall be reported to the Board of Governors at its ordinary meetings held during the year.

Should the Board of Governors find that a provisional rule is inconsistent with the intent and purpose of these Rules, it may direct that the rule or amendment be withdrawn or modified.

ARTICLE II: GENERAL PROVISIONS

The provisional rules and amendments reported by the Executive Director, taking into account such modifications and/or deletions which may be directed by the Board of Governors, shall enter into full force immediately following the approval of the Board of Governors

ARTICLE III: DUTIES, OBLIGATIONS AND PRIVILEGES

The Sustainable Development Policy Institute (SDPI) has been established to provide public service in the form of independent, expert advice to the people and Government of Pakistan.

Therefore, members of the SDPI staff are public servants in the broad sense of the term. By accepting a position in SDPI, they pledge themselves to discharge their functions in a manner consistent with the interests of the larger society that they have agreed to serve.

OBJECTIVES

The objective of the Institute is to provide free and independent advice on matters of national interest.

SDPI will seek to ensure that the right of Council of Fellows and Advisors/staff members to speak or write freely in their personal capacity as independent intellectuals on matters within their sphere of expertise is not abridged in any way.

CFA ENSURES THAT:

Council of Fellows and Advisors members are expected to ensure that their conduct or actions do not impair their integrity or their ability to speak freely.

In particular, they should guard their independence fiercely and not accept or seek instructions from any authority or government in the course of their work.

ESTABLISHING VALUES

The BOG, ED, Research Staff and Core Staff are responsible for establishing the values that guide interaction within and outside SDPI.

These values have to be reflected in operational policies, work processes, performance standards, and other operational aspects of the work of SDPI.

VALUES OF SDPI MANAGEMENT

• Integrity: SDPI believes that the work in which SDPI is engaged in requires the highest integrity. • Results orientation: SDPI believes in that its cause and well-being will be secured only if SDPI can deliver the results expected by its colleagues, donors and supporters.•Punctuality: Project deliverables should be timely delivered to the donors.•Openness: SDPI is aware of the forces that drive individuals, organizations and partners into patterns of inter-dependence. •Mutual Respect: SDPI believes in mutual respect between all employees.

JOB DESCRIPTIONS

All positions within SDPI shall carry a job description, which will consist of but not be limited to: statement of duties, qualifications, requirements, responsibilities and evaluation criteria for a position.

RESEARCH FELLOWS

Research Fellows are substantive researchers responsible for organizing and coordinating research projects, conducting independent research, publishing working papers, articles and books, giving seminars and lectures, participating in administrative committees, and administrating the work of the Institute generally through the Council of Fellows and Advisors.

RESEARCH ADVISORS

Research Advisors are scholars of eminent repute, invited to advise the Executive Director (and the Council of Fellows and Advisors generally) on the research programme, and to help in planning, organizing and coordinating research projects.

Research Advisors will normally be appointed for one year, of which some period will be residence at SDPI.

MEETINGS

During the period of residence, Advisors may be invited by the Executive Director to the meetings of the Council of Fellows and Advisors as observers or members.

OTHER STAKEHOLDERS

Consultants are experts engaged on specific projects.

Visiting Research Fellows are individuals with the same qualifications as resident researchers, invited to visit SDPI and use its facilities while conducting their own research or participating in one of the Institute's research projects.

They may also be invited to Council of Fellows and Advisors meetings as observers with no right to vote.

TECHNICAL SKILLS

Officers are individuals with the requisite technical skills, appointed to provide and administer support services (administration, finance, human resources, library, information systems, publication, and communication) under the direction of the appropriate committee of the Council of Fellows and Advisors.

CORE ADVISORS

Core Advisors are experts/specialists with appropriate qualifications who may be inducted on full time or part time basis to render advice on the core functions of SDPI. Such individuals may be attached with core units to provide advice.

FINANCIAL RESPONSIBILITY

All staff members causing any loss to SDPI may be required to reimburse the Institute, provided that the staff members who are accused of negligence, inefficiency or violation of rules or instructions, shall be given full opportunity to explain their actions before recovering the dues from them.

LIABILITY INSURANCE

Since staff members who own or drive automobiles may have to use them on the Institute's business, they will be required to carry public liability and property damage insurance, at their own expense, in an amount adequate to insure them against claims arising from injury or death to other persons or damage to the property of others, caused by their automobiles.

PROPRIETARY RIGHTS

All rights, including title, copyright and patent rights, in any work performed by staff members as part of their official duties on behalf of SDPI shall be vest in the SDPI.

BENEFICIARY

It shall be the duty of the staff member to inform the Executive Director of any revocations or changes of beneficiaries. In the event of the death of the individual, all amounts standing to his/her credit will be paid to the nominated beneficiary or beneficiaries, and SDPI shall be released from all further liability in respect to any sum so paid.

IDENTIFICATION CARD

Each employee will be issued an identification card, which will be returned to SDPI upon separation.

ARTICLE IV: DECISION-MAKING

The ultimate decision-making body of the Institute is the Board of Governors. Under the rules, some powers have been allocated to the Executive Director, and some to the Council of Fellows and Advisors.

The Council of Fellows and Advisors must meet at least once a month.

•The Executive Director, in consultation with the CFA will appoint committees to oversee day- to-day management. Areas for which committees may be

appointed, include: Management, Purchase, Exchange programme, Fund raising, Government relations, Information and Library, Media relations, NGO relations, Publications, Recruitment, Seminars, Staff welfare, Training, Grievance and ,anti-sexual harassment.

Where no committee has been appointed, the function will be exercised by the Executive Director or by any other official so appointed, if such powers are delegated to him/her by the Executive Director or the Council of Fellows and Advisors.

The Committees shall report on their activities to the Council of Fellows and Advisors each month. The report may be oral or in writing.

ARTICLE V: HOURS OF WORK AND OFFICIAL HOLIDAYS

Since the main objective of SDPI is to undertake, catalyze and promote research, it is not expected to function as a corporate or government organization.

In particular, the Council of Fellows and Advisors members are expected to produce quality research and meet overall programmatic deadlines. In addition, they are also expected to be present for official meetings, scheduled appointments, seminars or lectures.

PROMISE FULFILLMENT

In order for the Institute to be able to fulfill its promise, the research and Support staff must be punctual and reliable.

Therefore, it is essential that the hours of work and holidays of the office be laid down and enforced.

TIMINGS

SDPI office will function five days a week, Monday through Friday from 8:30 am to 5:00 pm. During Ramzan, office timings shall be from 8:00 am to 3:00 pm (on Fridays, break will be given for Juma Prayers).

During Ramzan, on Fridays, staff will have the option to work from 7:00 am to 1:00 pm without any break.

FORTY HOURS PER WEEK

All staff members will be expected to work forty hours per week.

Staff members other than secretaries can be on a flexible time schedule, either from 8:30 am to 5:00 pm, or from 9:00 am to 5:30 pm daily, with a half hour lunch break between 1:00 pm to 2:00 pm.

TIMING OF SUPPORT STAFF AND REST OF STAKEHOLDERS

Timings for support staff, including mali, janitor, or chowkidar/guard shall be determined by the Executive Director, and specified in their contracts.

Official holidays shall be in accordance with the Federal Government's policy.

The Council of Fellows and Advisors may approve staggered timings for support staff members if it is in the interest of the Institute.

FLEXIBLE WORKING HOURS

Flexible working hours will only be allowed by the Executive Director in individual cases for specific assignments and for specified duration. Supervisors’ recommendation will be necessary in such cases.

Such arrangements will be made on case-to-case basis and all concerned will be informed through necessary notification

ARTICLE VI: SUPERVISION AND EVALUATION

Reporting AuthorityThe responsibility for supervising the work of individual staff members will be assigned to designated reporting authorities. Where no reporting authority has been designated by these rules, or where a position has not been filled, the Executive Director will assign the responsibility through office orders.

SUPERVISION

The reporting authority is responsible for supervision and evaluation of the work performance of employees under its jurisdiction. Supervision shall include, but not be limited to, the following:

Delivering clear-cut instructions to the employee on the nature of responsibilities;

Establishing criteria of performance;

SUPERVISION

Pointing out deficient areas of performance, with suggestions for improvement;

Recommendation for training or educational programmes to improve the level of skills of staff members;

Issuance of notices or warnings in case of consistent poor performance;

Recommendation of termination of contract. During the period of probation of the staff

member, to inform him/her periodically of their progress and performance level.

PERFORMANCE MANAGEMENT SYSTEM

A Year-Round Collaborative ProcessBackgroundPerformance Management is a process for establishing a shared understanding (two-way communication between employee and supervisor) about what is to be achieved and how it is to be achieved, and an approach to managing people that increases the probability of achieving success.

IMPROVEMENT PROCESS

Performance Management is a continuous improvement process, which defines, develops, reviews and recognizes performance and supports the individual, the unit, and the entire organization.

PRINCIPLES

Performance Management is a comprehensive process which aligns individual, team and organizational objectives

stretches performance informs compensation supports individual and career development

PERFORMANCE ASSESSMENT

Performance assessment is based on the individual’s total contribution throughout the performance year:

WHAT - progress against individual objectives, overall role performance

HOW – display of competencies aligned with SDPI’s Key Behaviors critical for success.

• Goals and objectives, as laid out at the beginning of the appraisal process, should be SMART:Specific, Measurable, Attainable, Relevant, and Timed.

PERFORMANCE RATING

2.60 – 3.00 Excelling Consistently exceeded expectations

2.00 – 2.59 Performing (Very Good) Consistently met expectations, occasionally exceeded

1.50 – 1.99 Performing (Good) Consistently met expectations

Up to 1.49 Partially Performing Did not consistently meet expectations

GOOD PERFORMANCE LEAD TO:

Link to Compensation Link to Development

CORE BEHAVIORAL COMPETENCY PERFORMANCE WEIGHTING

1. Communication (C) 20%2. Drive/Motivation (DM) 10%3. Planning/Organizing and Punctuality (POP) 10%4. Results Focus (RF) 20%5. Taking Initiative/Responsibility (TIR) 20%6. Teamwork Ability (TA) 20%Total 100%

SMART OBJECTIVES

a) Specific: Think Micro, Not Macro. Make performance expectations very clear.

MEASURABLE

You should be able to monitor and evaluate progress in objective terms.

In order for the goal to be measurable, expectations must be quantified as it is essential that you are able to keep track of the progress of the goal throughout the year (this can be done by breaking the goal into steps/timelines). (Quality, Quantity, Cost & Timeliness) For e.g. ‘error free timely submission of reports with no reminder

ATTAINABLE, RELEVANT, TIMEBOUND

c) Attainable: Goals must be achievable and stretched, however not lie within the comfort or panic zone, and are realistic with the given resources.d) Relevant: The objective should relate directly to individual, department / organizational objectives. The goal must pertain somewhat to the individuals Job Description and assigned responsibilities with KPIs.e) Time bound: You should be able to track progress against specified timeframes and specify a deadline for the task to be completed.

RENEWAL OF EMPLOYEE’S CONTRACT

After the Annual Performance Evaluation, contracts of all the regular and long term staff will be renewed on the basis of their performance during the year.

For this purpose the Manager Human Resources will keep a track record of all contracts of staff members

ARTICLE VII: SALARIES AND RELATED BENEFITS

7.1.Salaries Salaries of each staff member will be as per

SDPI's Salary Scales. The contract signed by the individual with

SDPI at the time of appointment shall specify the salary amount.

The term salary includes basic salary, house rent allowance, conveyance allowance, and utilities allowance, however, such allowances are allowed subject to the availability of the funds.

VERTICAL AND HORIZONTAL LEVELS Level Position R1 Executive Director/Senior Fellow R2 Associate Research Fellow/ Deputy Executive

Director R3 Senior Research Associate R4 Research Associate R5 Research Assistants The vertical levels for the management staff shall be as

follows: Level Position D1 Directors/ Senior Managers D2 Managers/Coordinators G1 Officers/Asst. Managers/Asst. Coordinators G2 Management Assistants/ Secretaries G3 Drivers/ Supervisors/General Support Staff

INCREMENTS

The annual increment shall accrue as a step increase on the 1st of October every year. However, this shall strictly base on the assessment of the individual's performance by the reporting authority of the individual/ Executive Director and approved by CFA.

Cost of Living

PERFORMANCE AWARDS

In addition to the monetary incentive, office and support staff showing excellent performance may be honored with an Outstanding Performance Award as approved by Executive Director/CFA.

PERFORMANCE BONUS

The CFA may choose to award a performance bonus of ten percent to a staff member who has conceptualized and successfully executed the research project/consultancy/training.

The ten percent bonus will be calculated after deducting staff time spent on the activity and twenty percent overheads and other expenses incurred in executing the activity.

OVERTIME (TIME BEYOND REGULAR OFFICE TIME)

Overtime rules shall be as follows: For Research staff and Officers the commitment to work is

the prime ethic, and there will be no extra remuneration for any time spent beyond normal office hours.

Secretarial and support staff will be entitled for overtime after a minimum of one hour of additional work. The compensation rate for overtime will be one and a half times the gross salary.

Staff members following regular office hours, required to work beyond working hours or on weekends or holidays, will be eligible for official vehicle for pick up and drop. If an official vehicle is not available, the staff member concerned will be entitled to claim conveyance charges. Official vehicle will be made available for women.

The ceiling of maximum overtime will be fixed at 40 hours per month except in exceptional situations as decided by the Executive Director.

MEDICAL COVERAGE

Subject to availability of funds, all professional and non-professional resident staff, appointed for a term of one year or longer, will be covered by health insurance with effect from the date of confirmation.

LIABILITY INSURANCE

All staff members who own or drive automobiles shall be required to carry insurance to cover their medical costs in case of accident, at their own expense.

GROUP INSURANCE

All professional and non-professional resident staff appointed for one year or more will be required to participate in SDPI's group insurance scheme upon the completion of their period of probation.

The insurance coverage will include protection in case of death, accidental death, or on-the-job accident or injury.

SDPI will recommend appropriate rates of coverage for staff members on the basis of their salary levels, subject to the availability of funds.

CONCLUSION

Without sound policies a human working in non profit sector is just like a blind man sitting in a dark room finding a black cat which is not there.

REFERENCE

SDPI Staff-Special thanks to SDPI for sharing such valuable information.