Strategic Affairs Executive Office

In the new organizational structure of EPHI, Strategic Affairs Executive Office (SAEO) is one of the offices revitalized by bringing all key strategic functions previously undertaken in different directorates.  Plan, Monitoring and Evaluation Directorate  (PMED) was responsible for preparing long term strategic, medium and shot term operational plans, monitoring and evaluating programs and projects. Grant management unit was under Procurement & Finance Directorate (PFD) to manage projects and grants as per the project agreements by contract employees and with no approved government structure. Partnership coordination and management was not a clear mandate for PMED. All these problems have been analysed and diagnosed through internal and external environment assessments to design well aligned workflow, to establish strong partnership and coordination, to assign skilled staff in government approved structure and establish interdependent work division, staffing for synergetic effect. Following these the previous PMED has officially been re-established as Strategic Affairs Office (SAEO), with the following organogram and clear mandates.

Plan and budget preparation, monitoring, and Evaluation team

• Planning: Prepare annual institutional physical and budget plan
• Monitoring: The other key function or role of the team is routine monitoring of the annual and strategic plan. Like routine data collection and aggregation, performance monitoring, performance review, supportive supervision, data quality, data management and analysis, data use dissemination and communications are major components.
• Evaluation: is one of the key responsibilities of the team. The team leads and coordinates different evaluation mechanisms to assess the status of the strategic plan progress and targets set at outcome or impact level. The major Evaluations that are coordinated by the team include Mid-Term Review (MTR) and Final Evaluation of the strategic plan

Project administration, partnership, and resource mobilization team

• Initiate and develop specific project plans
• Regularly tracking progress, managing changes, risks and ensuring quality standards are met
• Prepare regular progress report of the projects (quarterly, bi-annual and annual reports) and share it with the government and donors
• Conduct assessment to evaluate the efficiency and effectiveness of the project against initial objectives.
• Preparing project closure reports, and document lessons learned.
• Identify and facilitate establishing new partnership opportunities
• maintain the existing partnerships.
• Maintaining clear and consistent communication with stakeholders.
• Provide strategic guidance and support programmatic teams to ensure effective partnership activities
• Identify, mobilize and cultivate funding opportunities to support organizational programs and projects.

Supporting regions on project administration and grant management