Internship Report

Ministry of Narcotics Control-Planning and Monitoring Unit

Executive Summary

I have done my internship in the Ministry of Narcotics Control-Planning and Monitoring Unit located in F/8-4, Islamabad. In 2007, Ministry of Narcotics Control established a project named Planning and Monitoring Unit to plan, appraise, monitor and evaluate development projects. Main objective of my Internship learned different aspects of office work related to finance Working environment of the PMU The culture of PMU Learned technical and non technical lessons

Company Background

Pakistan Narcotics Board (PNB) was set up in 1957, in the Revenue Division in order to fulfill Pakistan's obligations under the International Opium Convention of 1925. Pakistan ratified the Single Convention on Narcotics Drugs, 1961 on August 15, 1965. With a view to meet its obligations under the said Convention, the Government of Pakistan, through a declaration of 8 March 1973, reorganized the PNB as Pakistan Narcotics Control Board (PNCB). The Ministry of Narcotics Control frames and implements policies and programs to achieve a drug free Pakistan. In 2007, Ministry of Narcotics Control established a project named Planning and Monitoring Unit.

Functions of Planning and Monitoring unit

To coordinate and monitor the area development projects being implemented by SDU, P&D Department, Government of NWFP and Peshawar. To coordinate and monitor the drug demand reduction projects being implemented by the Directorate General of ANF, Rawalpindi. To coordinate and monitor the law and enforcement and drug demand reduction projects being funded and implemented by UNODC and other donor agencies.

Contd.

To coordinate and facilitate the work plans of the projects for approval by the concerned authorities. To coordinate release of funds provided by Narcotics Affair Section of US Embassy Islamabad as well as funds provided in the PSDP for the ongoing area development projects. To facilitate the approval of PC-Is of area development as well as drug demand reduction projects for the appropriate competent forums. To coordinate and facilitate the signing of MOUs and project documents with donor agencies.

Technical parameters

Currently 22 projects are under implementation To monitor quarterly the physical and financial progress of the 22 projects which are under implementation in the Narcotics Control Division The project directors of the projects will be facilitated in the preparation and approval of cash and work plan. To keep and maintain data of all the twenty two projects of the division. To coordinate between the Project Directors and Projects Wing of Planning and Development Division. To facilitate the Project Directors on timely completion of the projects under execution in the Division.

Business Operations
Organizational Office

structure:

of Planning and Monitoring Unit is located in Sector F8-4, Islamabad. current Secretary: Mr. Javed Iqbal Mr. Mohammad Shahid: Director General

Organizational Hierarchy
Secretary

Director General

Director

Monitoring Wing

MIS Wing

Admin Wing

Dy. Director (I)

Data Processing Officer

Assistant

Accountant

Dy. Director (II)

Computer Operators (I & II)

LDC

UDC

SWOT Analysis
Strengths: Highly skilled staff Professional and devoted work force Weaknesses: Shortage of staff Adoption of old ideas and old ways of doing the work employees feel less secure to their jobs and are de-motivated due to the salary PMU dont have proper Marketing department

Contd.
Opportunities: PMU should develop the proper department of Marketing to attract the new donors who will help to give funds to stop the poppy cultivation. PMU should explore those new drug demand reduction projects in which Government of Pakistan is willing to give funds easily. Threats: Political instability or change to a non-friendly regime is the threat to PMU. Poor law and order situation is poppy cultivation areas such as FATA and NWFP is threat for ongoing development projects of that areas. As PMU is a project of Ministry of Narcotics Control, so after the completion of its life it will be difficult to execute it due to financial complication which is threat for its ongoing projects.

Marketing and Competitive Strategy

Non

profitable organization PMU dont have any marketing department No specific competitive and marketing strategy of Planning and Monitoring Unit. Drug awareness campaign

Work Description

Admin

and account section MIS section Monitoring Section

Admin section
Training

Issues Record keeping of office equipment Issuance of various equipment to employees Record of office vehicles Preparation of personal files of employees Maintenance of leave and attendance record.

about admin and HR related

Account Section

Performed audit and prepared cash inflow and outflow statement of project titled, Counseling and Treatment of Women with Substance Abuse Problem Procedure of getting financial approval from competent authority before payment is made to venders. Prepare payment vouchers for making payments to venders. Prepare cash book of the organization and enter these entire vouchers in cash book Maintain ledger of the accounts or budget register. Prepare monthly reports like trial balance to show that how much has been expensed out. AGPR dealing, booking of expenditure of assignment accounts in AGPR and reconciliation with AGPR. Prepare and Maintain physical asset register of PMU.

Contd.
Types

of budgets:

Current

budget Development budget

Contd.
Procedure

of getting financial approval

Planning division Finance division

Ministry

Quarterly

payments

Rules for Purchasing

Price

one. Purchasing of an asset ranging from Rs/- 25000 to 1 lac. Purchasing from 1 lac to 20 lacs. If purchasing is more than 20 lacs.

till RS/-25000, you can purchase it from any

Method to purchase any asset in PMU

Public

Procurement Authority Rule (PPRA) Approval of competent authority Supply order is then send to the competent authority which is Director General in case of PMU. Payment
o o

Pre audit account Post audit account

AGPR Dealing

1. sanction, supply order, delivery chalan, bill, tender copy, bill coding Performa 2. These above documents are send to AGPR 3. Then a token is issued by AGPR to the accountant. 4. Processing of bill at AGPR. 5. If bill is passed then cheque (of net amount) is issued to the accountant. 6. After getting the cheque from AGPR, Accountant then give issued cheque amount to the supplier. 7. Receipt is taken by the supplier. 8. When cheque is issued the entry should be made in Cash Book 9. After this it will go to the Budget register or ledger.

Monitoring Section
Monitoring

of the PSDP Learned how to prepare monitoring report How to submit these reports to Ministry for appropriate action assigned the responsibility of reviewing the study titled Women and Imprisonment.

MIS Section
Data

entry in the database Assigned the responsibility of developing a database of treated addicts at Model Addiction Treatment and Rehabilitation Centers being operated by Ministry of Narcotics Control.

Analysis
Help

me to understand my Finance specialization more clearly and effectively. Got guide lines about each and every aspect of government account handling. Got an idea of the whole working system and processes of an organization. Organization is running smoothly however, there are some flaws which need possible improvements

Contd.

My strengths:
o o

o
o

Good communication skills Excellent data handling skills Good learning skills Capacity to deliver assigned job in stipulated time Filling of Bill Coding Performa Dont know much about the power of competent authorities Manual File record maintenance

Areas where I need improvement:

o o o

Conclusion