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m]Odk f,alus ldrahd,h- W;`re m<d;a >Ndj

Chief Secretary’s Secretariat, Northern Provincial Council
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Website: www.np.gov.lk Kanniya Road, Varothayanagar, Trincomalee.
e-mail:npcs@sltnet.lk

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uf.a wxlh NP/PL/NGOO/01 UfL wxlh oskh 02.06.2010
My No. Your No. Date.

Government Agent
Jaffna/ Kilinochchi /Mannar/ Mulllaitivu / Vavuniya

Monitoring of Programmes Implemented by UN

Agencies / INGOO/ LNGOO – Northern Districts

Your reference is requested to letter No PTF/NP/23 of 7th May 2010 addressed

by the Secretary, Presidential Task Force to the Hon. Governor for Northern
Province regarding “Monitoring of INGO/NGOs Activities in the Northern
Province”

1) Background

The Government has decided that the resources received for rehabilitation and
resettlement process from NGOO should be effectively utilized in order to reap
maximum benefits. These resources should be directed towards right priorities,
ensuring equity and justice. There is also a need to avoid overlaps, duplication
and gaps in the assistances provided. Inconsistencies among the qualifying
criteria, conceptual definition, quantum of assistances etc. need to be
harmonized. Sustainability arrangement for the benefits and assets created
should also be made before the implementing agencies exist. Appropriate
partners and institutional mechanism also should be identified and assigned
responsibilities appropriately. For this purpose a comprehensive monitoring
system covering the conceptual and design aspects, inputs, out puts and out
comes need to be adopted.

In view of this need, the Presidential Task Force (PTF) has assigned the
responsibility of monitoring the above mentioned programmes to Hon. Governor
for which purpose a uniform system of monitoring will be adopted among all the
Northern Districts. The intension of this guideline is to explain steps and
procedures and prescribe instruments and institutions that will be adopted in the
monitoring process.

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2) Programming

The NGOO, on approval by the PTF, will be permitted to implement an

assistance package in respect of any sector in one or more Districts. In case of
certain agencies, detail identification of their activities will be done only after a
need identification process. The presently adopted system for identification of
detail items will continue in future as well. The organizations once they have
finalized their programme shall confirm their commitment with Government
Agent before starting implementation.

2.1. District Programme

The Government Agent shall consolidate all activities of the NGOO into a
District NGO Programme. The basic format annexed (Form – 1(A)) for
programme will be used in presenting the District programme.

2.2. Divisional Programme

All approved NGOO programmes will be disaggregated into Divisional level

NGOO programme. The basic format annexed (Form – 1(B)) for
programme will be used in presenting the Divisional programme. The
Government Agents shall time to time update them and inform the
Divisional Secretaries.

3. Design

Irrespective of implementing agency all programmes shall have in built design

arrangement to ensure the following;

a) As far as possible, all activities should be implemented on an owner driven

model.
b) All activities shall be informed to the department under whose purview
such activity comes. Such Departments shall be the partner implementing
agency.
c) The beneficiaries should be made members of a CBO/ Beneficiary group
registered under a Government Department / Agency. The CBO/
Beneficiary group should review their progress periodically.
d) No activity shall reach beneficiary without knowledge of responsible CBO/
Beneficiary group for such activity or the knowledge of partner
implementing agency.
e) In order to sustain the benefits and assets created, there shall be proper
arrangements in the project design itself particularly with the view to
continued operation and maintenance.
f) The Government Agents shall ensure, before they give their concurrence
for implementing any activities by NGOO, that they are in conformity to
the above requirement.

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m]Odk f,alus 0262226973 ldrahd,h 060 2262285 elaia 0262226952
Chief Secretary 0772348937 Office Fax
4. Monitoring, Coordination and Progress review

4.1. District Level

DCC will coordinate, monitor and resolve all implementation issues at District
level. The DCC of the District also will approve activities and review
implementation progress at District Level. The Hon. Governor and Hon. Minister
appointed by His Excellency the President will co-chair the meeting. There shall
be a technical subcommittee, chaired by the Government Agent to closely study
the progress and report to the DCC. The District Planning Secretariat will be in
charge of reviewing the progress at one to one level with individual NGOO and
report to the technical subcommittee on the highlights. The DCC will meet once
in three months and DCC subcommittee on NGOO programme shall meet once a
month. The Government Agent will forward monthly progress report to the Hon.
Governor on basic format along with the performance report with his
observation before the DCC meetings.

4.2. Divisional Level

The Divisional Coordinating Committee will review the progress monthly all the
NGOO assisted activities and report to the Government Agent with highlights of
issues. The Divisional Secretary will forward monthly progress report to the
Government Agent on the basic reporting format with the performance report
with his observation in respect of each NGOO. The performance report should
have observations focused on inputs and outputs, outcomes and sustainability.

4.3. Provincial Level

The Provincial Planning Secretariat which is responsible for NGOO program at

Provincial level will report on the basis of District Report to the Hon. Governor,
Provincial Planning Coordinating Committee and Secretaries Committee
quarterly. The Provincial Planning Secretariat on the basis of the District
progress report shall report to Hon. Governor all important issues prior to the
next DCC meeting.

5. Reporting Instruments

5.1 Divisional Progress Reporting

There will be a three members task team appointed by Divisional Secretary at

Divisional level to regularly review the activities in the field with the participation
of beneficiaries, the front line workers of the NGOO concerned, representative of
CBO/ Beneficiary group/ Sector Department and make report to the Divisional
Secretary on the progress.
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m]Odk f,alus 0262226973 ldrahd,h 060 2262285 elaia 0262226952
Chief Secretary 0772348937 Office Fax
On the basis of the report of the Task Team the Divisional Secretary shall
furnish a monthly report before the 5th of subsequent month to the Government
Agent on the basic format for reporting progress until online updating facilities
are made available at Divisional level. Basic format for reporting progress is
annexed (Form – 2(A)).

5.2. District Progress Reporting

On the basis of report of Divisional Secretary, the Government Agent shall

prepare a monthly report before the 10th of subsequent month on the basic
format for progress reporting until the online update facilities are made
available. This report shall be copied to the DCC subcommittee, Hon. Governor
and Provincial Planning Secretariat. Basic format for reporting progress is
annexed (Form – 2(B)).

You are kindly requested to bring the content of this guideline to the notice of all
concern and extend you cooperation in achieving the intended objective.

Sgd.A. Sivaswamy
Chief Secretary
For Hon. Governor – Northern Province
Northern Province.

Copy to:-

1) Hon. Basil Rajapaksa, Minister of Economic Development and Chairmen to

the Presidential Task Force.
2) The Secretary, Presidential Task Force
3) Secretaries and Heads of Department
4) District Heads of Departments
5) Divisional Secretaries
6) Secretary to Predeshya Sabha

Page 4 of 4

gpujk nrayhsH mYtyfk; njhiy efhp

m]Odk f,alus 0262226973 ldrahd,h 060 2262285 elaia 0262226952
Chief Secretary 0772348937 Office Fax