FINAL

REPORT

Two Days Training Course on CBO

Management 17th 18th
December 2014 Nowshera
CBDRR Project- Mian Issa Nowshehra
Organized by: Karwan Development Foundation
Funded By: Engineers without Boarder - Denmark
Submitted by | Kashif Inam Lead Consultant

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Contents
Day 1
Background and Introduction2
Aim of consultancy..2
Course objectives .2
Course agenda...3-4
Session 1.1: a. Introduction and Pre Test forms distribution...5
b. Introduction to CBO and subcommittee role and responsibilities...................6
Session 1.2: Better understanding of CBO Management...7-9
Session 1.3: Understanding of record keeping..9
Session 1.4: CBO meeting at village level ..10

Day 2
Recap of the day 1 10
Session 2.1: Introduction to Resolution form..10
Session 2.2: Introduction to issuance micro level loan and maintenance of loan record.10-11
a) Introduction to saving record
b) Introduction to issuance micro level loan and maintenance of loan record
Session 2.3: Introduction to project cycle management..11-13
Session 2.4: Role and responsibilities of CBO in risk reduction and emergency response
planning.13
Session 2.5: a. Recap of both days b. Post test forms distribution.13
Review, way forward: .14
Post Test..14
Course Assessment test: ........................15
Recommendations: ..15
Participants Profile: ..16-17

1|Page

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Background & Introduction

Karwan Development foundation, KDF, is an NGO working on emergency management, relief,
rehabilitation and development. KDF has implemented various projects in terms of humanity
and social development. Currently, KDF is working on the capacity building of communities in
flood affected areas in terms of facilitating communities to become more resilient towards
future disasters. KDF is implementing a project Community Based Disaster Risk Reduction in
village Mian Essa Union Council Mughalkai, district Nowshera, KP. The project is implemented
in kind partnership with Danish Muslim Aid. A major target in the CBDRR project is the
organizational development (OD) of the elected Community Based Organization (CBO) in village
Mian Essa represents 21 Mohallah Committees (MCs) (14 male and 07 Female MCs) as a whole
total there are 14 Mohallah in village Mia Essa.
The main objective of the consultancy is to develop a capacity of CBO (in overall management
of organization at village level) staff and selected volunteers. Currently KDF is looking for a
technical expert on Overall CBO Management in normal routine and in disaster scenario,
under second phase of CBDRR projects.
Aim of the consultancy:
Training aims to prepare Al-khair welfare society at level to understand and deal with work in
managerial and administrative context that will help toward sustainability of organization at
village level further more to support in re activation of other un-structured CBOs in district.
Additionally this training will provide an opportunity to play active and effective role in
emergency and disaster risk reduction at level when they or any other agency including
government plan and implement development project especially. Developing their capacity will
help in making decisions about the management of human and financial resources,
coordination and communications procedures, and being aware of a range of technical and
logistical mechanism. Such training is a management tool, involving all sectors, which can help
ensure timely and effective provision as well utilization of resources according to actual need
within specific context to mitigate the risk of miss utilization of resources.
Course objectives

By the end of course, participants will be able to:

Identify and understand the concept of Community base organization

Explain the philosophy and approach of management
Participants will be able to define purpose, identification of issues with solution through
examples.
Understand the importance and use of record keeping.
Explain the concept and importance of project cycle management
Defining the importance and technique of accountability and quality management.

2|Page

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Day One 17/12/2014

Sessions:

Time

Topic

Mode of
Delivery

Resource
Person

Session 1:

09:30-09:45

Inauguration ceremony,
Recitation from the Holy Quran

Introduction

Lead facilitator

09:45-10:30

Session 1.1. a. Pre Test forms

distribution b. Introduction to
CBO and sub-committee role
and responsibilities

Discussion &
Group work

Kashif

10:30-11:30

Session 1.2: Better

understanding of CBO
Management

Discussion

Kashif

Group

Kashif

Introduction

Session 2:
Introduction
to Community
Based
organization
and its
management

11:30- 11:45
11:45-12:45

Participants will be able to

define purpose, identification of
issues with solution through
community examples
Tea Break/ refreshment
Session 1.3 Understanding of
record keeping

Activity (Exercise)
To introduce keeping record of
meeting minute, saving register,
loan register, saving register, bank
account, stamp to ensure
accountability and maintain record
od every single activity.

Discussions

12:45-01:45

Lunch Break

01:45- 02:45

Continue:

Exercise

Kashif

02:30-03:00

Session 1.4: CBO meeting at

village level

Group activity

Kashif

Enhance the capacity of CBO to

hold monthly, quarterly and
emergency meeting at village
level making discussion on issue
with its solution
End of Day One

3|Page

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Day Two 18/12/2014

Sessions

Time

Topic

Mode of
Delivery

Resource
Person

Session 1:

09:30-10:30

Recap of day one

Introduction

Volunteer/Kashif

10:30-11:00

Session 2.1. Introduction to

Resolution form

Interactive
session with
group work

Kashif

11:00-11:15

Tea break

11:15-12:15

Session 2.2: Introduction to

issuance micro level loan and
maintenance of loan record

Group work,
discussion and
Q/A

Kashif

Intercative lecture
Discussion and
Q/A

Kashif

Interactive
lecture, discussion
and Q/A

Kashif

Exercise

Kashif

Introduction
to community
based
organization
and its
management
Session 2:
Introduction
to Project
Management
Cycle

a)

12:15-1:00

Introduction to saving
record
b) Introduction to
issuance micro level
loan and maintenance
of loan record
Session 2.3: Introduction to
project cycle management

01:00-02:00

Lunch Break

02:00-03:00

Session 2.4: Role and

responsibilities of CBO in risk
reduction and emergency
response

03:00-03:15

Tea Break

03:15-04:00

Session 2.5: a. Review, way

forward b. Post test forms
distribution

End of Day Two

4|Page

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Day 1
Course overview
Mr. Abdul Mehbud Al-khair Welfare Society officially inaugurated the course ceremony with
introduction background, strategy and program of KDF in Pakistan especially in village Main
Essa he further thanks to all participants for their interest and time.
Session 1.1: a) Introduction
Mr. Kashif Inam has taken the lead; introduced him and requested participants to introduce
themselves. The lead facilitator shared course overview with participants focusing on
importance and impact of course in daily and in professional life. He also shared the topics
which will be discussed in coming two days under the designed course.
In order to run course smoothly the daily management team have been formed by volunteers
selected within present participants the main task of volunteers members was to observe the
time and interest of participants during course, on the other hand it was announced to
switched off mobile phone or convert it to silent mode for to avoid any disturbance during
lectures. The participants had putted their phone on silent mode immediately after
announcement.
Pre-Course Assessment Forms
The volunteers from daily management team has distributed pre-course evaluation form
among participants 10 minutes time were given to participant for to fill the pre-course form
and handed over to the lead facilitator. The lead facilitator read the question in local language
Pashtu for better understanding and clarity for those who are unable to read in English and
even in national language Urdu.

5|Page

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

b) Introduction to CBO and sub-committee role and responsibilities

Mr. Kashif has started the first session with background and philosophy of community based
organization defining the basic concept and terminologies used in development/ social sector.
participants was divided into two groups with task to elucidate the role and responsibilities of
sub committees under CBO; groups were given 30 minutes time for discussion among each
other to brainstorm what they assume from basic concepts and their practical experience from
2010 flood till now, after the 30 minutes one volunteer was selected from each group to paste
all these group work sheets on wall and present their points they have discussed in group work.
After all presentation facilitator reflected on their group work one by one and then further
explain the purpose and importance of these sub-committees and how to streamline these subcommittees in term of brining them under existing CBO as one organization or team/entity. It
was clarified by the facilitator these sub-committees will be not considered as separate entity in
same village otherwise they will play their role in isolation which will not create any positive
impact on development of any community/ village. Session was made interactive when
practical example was shared in relevance with terminologies and concept by facilitator.

6|Page

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Session 1.2: Better understanding of CBO management

During this session Mr. Kashif Inam shared with participants the concept and interpretation
used for management. After few questions asked from participants facilitator explained in very
simple wording with examples the meaning and concept of management, that Management
focuses on leadership skills, such as establishing the vision of the organization and its goals,
communicating these and guiding others to accomplish them. It asserts that leadership must be
facilitative, participative and empowering to ensure visions and goals are established and
communicated. Facilitator made thorough discussion on types and function of the management
explaining the importance and role of management types making its relevancy with CBO
structure how the hierarchy under CBO system fit in. Similarly more in depth discussion were
made on management skills how goals, objective and different methodologies used to carry out
resources. Efficacy of muscular and competitive leadership how its role is important especially
when setting direction for individuals and organization that inspire individual and groups to
achieve the goal of organization; making them more clear on the management of organization
participants were divided into three groups with the task to identify the role/responsibility and
importance of management team members responsible for policy making and accountability,
implementation and budget management, coordination and communication.
What is Management:
The term management has different interpretations. The most traditional is that
management comprises a set of duties, such as planning, organizing, leading and
coordinating activities, and it also can include the group of people involved in these
activities.
Management focuses on leadership skills, such as establishing the vision of the
organization and its goals, communicating these and guiding others to accomplish them.
It asserts that leadership must be facilitative, participative and empowering to ensure
visions and goals are established and communicated. Management also can be
understood as the group of people responsible for making decisions in an organization,
such as executives and managers. In a nonprofit organization management can be
identified as members of the board, the executive director and programme directors
Types of Management:
Three types of Managers:
Top managers are those able to interpret the policy of the organization;
o President/ senior vice president in case of CBO
Middle managers are responsible for the implementation of policy; and
o Vice President, General Secretary
First-line managers are those who conduct routine administration.
o General/Finance & coordination secretary
7|Page

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

o Members
Function of Management:
Planning
o Goals;
o Objectives;
o Methods; Resources needed to carry out methods;
o Responsibilities; and
o Dates for the completion of tasks.
Organizing resources
o This ensures that minimum resources are spent to achieve the maximum effect
of the goals.
Leading
o A leader sets direction for individuals, groups and the organization. A leader
should be able to influence others and inspire them to achieve the goals of the
organisation.
Controlling and coordination
o The manager needs to ensure that all the organizational systems, processes and
structures are controlled so that goals and objectives can be met.
Management Skills:
To achieve this balance it is important for all managers to improve their skills constantly.
Everyone including managers benefit from further training because it enables better
performance throughout the organisation. Managers should consider the skills they
have, if they need more skills, whether they are implementing the skills they have learnt
and how they can improve their ability to manage even further
Problem-solving and decision-making:
An important part of a managers job is to solve problems and make decisions. Most, if
not all, issues can be resolved in this way. The basic steps are:
o Define the problem
o Prioritize the problems
o Understand your role
o Identify causes
Examine the potential causes of the problem. Start by describing the problem. Ask
yourself:
o What is happening?
o Where is it happening?
o When did it happen?
o How did it happen?
o Who was involved?
o Why did it happen?
Planning: Planning is a process that involves decision-making on the organisation (ends),
the objectives (means), on how they are conducted (policies) and on the results
8|Page

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

(outcomes). This is a major management process and involves defining the ends, means,
conduct and results of every step of the plan.
Delegation: Delegation is the art of handing over responsibility and authority to other
people often subordinates to complete a task and allowing them to figure out how
best to accomplish that task. By delegating a task to a subordinate, you are giving them
the opportunity to become more developed, fulfilled and productive people
Task management: The first step in managing a task well is to define the activity clearly.
If the task is done by the manager and the employees or volunteers, there can be a
strong sense of ownership by all those involved. It is essential to identify the resources
and people required to complete the activity.
Meeting Procedure: Meetings can be informal or formal. They are ideal opportunities
for individuals to get together to discuss issues of common concern and to make
decisions. Meetings are necessary to discuss views and resolve issues. Managers should
plan meetings well, so that they are taken seriously.
Human resource management: Human resources management deals with the
recruitment, placement, training and development of staff members or volunteers in an
organisation. Human resources management never stops, because change is constant in
the working environment and it affects all members of the working community. This
process is an ongoing activity that should supply the organizations (including nongovernmental groups) with the right people for the right position at the right time.
Conflict management: Conflict can occur between individuals or groups of people; it is
the expression of differences between them and it can be peaceful or violent. Generally
conflict is about power and interests. One person or group might want more power than
another. Conflict management is useful, because it can prevent the conflict from getting
worse, improves cooperation between the group members, motivates the group and
builds trust and consensus:
o Negotiation
o Joint problem-solving
o Facilitation

Session 1.3: Understanding of record keeping

Mr. Kashif explained about basics concept and purpose of record keeping that include meeting
minute, saving register, loan register, payment vouchers, bank account, stamp to ensure
accountability and transparency maintain record of every single activity.
The facilitator explained importance and maintenance of record keeping for any organization
either its a CBO or NGO/INGO. The record keeping is tool that help to provide proof of
activities that undertaking by CBO for the development of any village, further more it was
explain with few practical example how record keeping will help to ensure and promote
accountability and transparency of resources used to undertake certain activities.
9|Page

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Session 1.4: CBO meeting at village level

After detail discussion on the concept and purpose of record keeping this session was started
with group work, participants were assigned as one group to demonstrate monthly meeting
which is due as per rule of CBO. After short role play conducted in group work efforts were
made by participants to hold meeting reflected on progress and made discussion on burning
issues as per standard procedure facilitator reflected more in detail on importance of writing
minutes and keeping as record in file or register. Moreover facilitator explain the proper and
systematic standard procedure of writing meeting minutes, The basic purpose of session was to
enhance the capacity of CBO to hold monthly, quarterly and even emergency meetings at
village level with the purpose to make discussion on issues (facing by CBO in execution of any
project or single activity)toward best possible solution.

Day 2
The 2nd day activity started with the recap of day 1, where the volunteer from participants
elaborate and refresh memories of the day one sessions. Afterward facilitator reflected for a
while on previous day topics one by one.
Session 2.1: Introduction to Resolution form
In this session facilitator focus on discussion base on organizations experiencing current issues
in development of projects i.e. writing and developing of proposal and designing projects.
Questions and answer between facilitator and participants made session quite interactive and
fruit full allowed facilitator to explain importance of resolution form and provide technical
details why and how to write a resolution form. To make more clear understanding participants
were divided in two groups to discuss immediate issues facing by community in their village and
draft a resolution form according to the standard guidelines share early in start of this session.
Both groups discussed and presented water and sanitation as burning issues which required
immediate attention toward its solution they successfully drafted the resolution form proposed
solution to fix the issue under the standard guideline.
Session 2.2: Introduction to saving record and issuance of micro level loan & maintenance of
load record
A) Introduction to saving record
An exercise was made at the start of session, facilitator ask the groups to prepare list of steps
required in maintenance of saving records after the group work facilitator highlighted steps
missed during group work, saving register/record required to registered bio data of all CBO
members and other community member who donate money monthly to CBO that could utilize
for different purposes in the village. The saving can be set and evaluate with at least three
10 | P a g e

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

different categories starting from individuals of CBO (members) community members (other
than CBO members) and other sources such as saving in projects as well as donation from other
external sources such as political or philanthropist.
b) Introduction to issuance micro level loan and maintenance of loan record
In this session detail discussion were made on importance of loan at local level how to issue the
loan and how to maintain its record according to set standard followed by an organization.
Facilitator focus on participants to keep in mind that single loan should not be issued without
proper documentation provided by any member request for loan. After recipient of request an
all members meeting will be called to made discussion for approval and disapproval of loan.
Load could be sanction to CBO member or any community member. The loan can be sanction
with the minimum amount of 10,000 up to 50,000 maximum. Monthly installments will be set
for after approval of loan to any member where returnee will sign on official register as well
voucher maintain and provided by finance secretary. Moreover participants were divided in
two groups to make discussion on modalities of loan sanction i.e. who can apply, eligibility
criteria, for what purpose loan can be sanction.

Session 2.3: Introduction to project cycle management

In this session facilitator focus on the project management its importance starting from design
to implementation and success. Mostly participant were new to the concept of project cycle
management facilitator start explanation with some basics that why and how project
management approach is important with explaining it is used to guide Local Authorities,
organizations in the design and implementation of effective and efficient projects. It is
systematic process of initiating, planning, implementing, managing and evaluating projects or
programs is known as Project Cycle Management, PCM ; it is also defined as an approach in
project management used to guide management activities and decision-making procedures
during the life-cycle of a project, from the first idea until the last ex-post (afterwards)
11 | P a g e

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

evaluation. Project cycle management involves regulating and supervising the various activities
undertaken in each phase of the project cycle to ensure that projects are;
Relevant to beneficiaries
Supportive of policies of the sponsor ; e.g. Govt and other donor partners
Feasible and effective
Steps involve in Project cycle management:

Results-oriented not activity driven

Consistency
Logically sets objectives and actions
Participatory stakeholder involvement
Transparency
Shows whether objectives have been achieved: Indicators (for M&E)
Framework for assessing relevance, feasibility and sustainability
Describes external factors that influence the projects success: assumptions and risks

Furthermore facilitator elaborated what project mean what are the steps involves in project
and project life cycle, project mean with specific purpose achievement within given time bound
and resources under certain objectives followed by set of activities or an undertaking for the
purpose of achieving established objectives, within a given budget and time period. Afterward
each and every step involve in project life cycle were explain in very simple wording with
relevant practical examples that could easily fit in local context of village mian essa.
Steps of Project life cycle:

Project identification
Project formation
Appraisal
Implementation
Monitoring
Plan revision
Evaluation
Feedback

12 | P a g e

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Evaluation

Identification

Plan
revision

Formation

Monitoring

Appraisal
Implementation

Session 2.4: Role and responsibilities of CBO in risk reduction and emergency response
This session was start with exercise participants split in two groups to elaborate the role and
responsibility of CBO in emergence response and risk reduction in term of early preparedness
and mitigation initiatives group one was tasked with to elaborate in their group work and
presentation role and responsibility on emergency response and group two were tasked with
risk reduction initiatives to undertake before in any project or preparedness. Afterward
facilitator reflected more in detail on role and responsibility of CBO in both pre and post
disaster scenario with the help of practical examples he further link all the purpose of training
starting from CBO management to project cycle management how these factors play an vital
role in managing disaster and risk reduction once CBO has clear understanding on linkages,
coordination, organizing resources and skills enhancement to develop, design developmental
projects with the lens of risk reduction these could minimize the risk of likelihood disaster at
the early stage. Knowledge and skills obtain from KDF and other organizations from 2010
onward can utilize effectively at all stages of development.

13 | P a g e

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Session 2.5: Review, way forward

At the end of session seventh facilitator review the topics taught in all sessions through
discussion, group work and asking different questions the participants shared their view
regarding course and its content where they first time get the idea of sub-committees and its
relevancy with CBO Further participants shared their views that training was very much
interactive due to the methodology and delivery style (especially brainstorming, discussion and
group work) of facilitator the participants showed commitment that they will further read the
slides and material in detail for more understanding and apply the standard and tools
accordingly to manage organization and design projects in light of risk reduction to mitigate the
impact of likely disaster that might affect their community.
Post Test:
The volunteers from daily management team has distributed post-course evaluation form
among participants to fill the pre-course form and handed over to the lead facilitator.

14 | P a g e

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Course Assessment
No of Participants

10
8

5
1
1

9
8

8
7
6

7
6

10
9

Pre Test

Post Test

10

9
8

11
9
7

12
10

13
10
9

15

14

10

11

12

13

14

15

Course Assessment Test:

The training outcomes was assess with the help of pre and post course test. The result shows
that after the course the participants are able to understand the concept of CBO its
management, project cycle management and their role as CBO in emergency response and risk
reduction which is good sign toward their ownership in term of interest in course which they
can later on utilize in term of transfer of knowledge to other un-structured CBO in district.
Recommendations:
The level of understanding and commitment showed the interest of participants in course as
the duration of said training was short this would be extolled if the detail training program has
been arranged for the participants.
-

Continuity must be maintained for arranging this kind of training programs for CBOs
members to strengthen their coping capacities.
Detailed training required on project proposal development

15 | P a g e

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Few Participants Profile

Dr. Abdul Madud

President Al Khair Society
Mohallah Penjwari

Muhammad Iqrar
General Secretary AL- Khair Society
Mohallah Tarkan Khel

Fazal e Ahad
member Al- Khair welfare Society
Mohallah Seen Ghara

Iqbal Uddin
Al- Khair welfare Society
Mohallah Tarkan Khel

Janat Gul
Vice President Al-Khair welfare Society
Mohallah Penjwari

Naseeb Ullah
Finance Secretary Al-Khair welafer Society
Mohalalh Abdur Rehman Khel

16 | P a g e

training organized by

KDF

Two Days Training Course on CBO Management 17th 18th December 2014 Nowshera

Muhammad Ali
Member Al Khiar welfare society
Mohallah Mandi Khel

-End-

17 | P a g e

training organized by

KDF