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Job Description List:

1.

Director (Programs-I) ...................................................................................................................... 2

2.

Director (Programs-II) ..................................................................................................................... 3

3.

Additional Director (Programs) ....................................................................................................... 4

4.

Additional Director (IT) ................................................................................................................... 5

5.

Additional Director (Human Resource) ........................................................................................... 6

6.

Deputy Director (Programs) ............................................................................................................ 7

7.

Deputy Director (Admin)................................................................................................................. 8

8.

Deputy Director-IT (Software Development).................................................................................. 9

9.

Deputy Director (Finance) ............................................................................................................. 10

10.

Assistant Director (Programs) ................................................................................................... 11

11.

Assistant Director (Communication) ......................................................................................... 12

12.

Assistant Director-IT (Software Development) ......................................................................... 13

13.

Subject Specialist (ADU) ............................................................................................................ 14

14.

Officer ....................................................................................................................................... 15

15.

Executive Assistant.................................................................................................................... 16

16.

Office Assistant ......................................................................................................................... 16

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Driver......................................................................................................................................... 16

1. Director (Programs-I)

To plan, implement, review and manage program in terms of program specific financial and
operational aspects as set by management.
To propose policy interventions, innovations, reformative initiatives and sustainable
corrective measures to improve program quality and impact
To assist in developing Quality Assurance Mechanism and implement accordingly.
To evaluate policies and propose Sustainable Corrective Measures.
To develop and implement Internal Monitoring & Evaluation Mechanism.
To assist in conducting Impact Evaluation (internal or external) as per approved policy.
To provide assistance in coordination with Donors regarding expansion, execution and
evaluations.
To prepare budget for program.
To ensure that estimates of financial assistance for program are ready in time and oversee
correct payments.
To determine operational jurisdictions of team members at various levels.
To keep liaison with law department on legal/court matters.
To coordinate with Team leaders/Directors of other departments/programs and external
partners on improvements in quality/operational aspects of education.
To assess the performance of all team members as per policy.
To identify training needs for team members on periodic basis and also through
performance appraisal.
Any other duty / assignment assigned by the supervisor.

2. Director (Programs-II)

To plan, implement, review and manage Continuous Professional Development Program


(CPDP) and Skill Development Program (SDP) in terms of financial and operational aspects as
set by management.
To propose policy interventions, innovations, reformative initiatives and sustainable
corrective measures to improve program quality and impact
To develop and implement Internal Monitoring & Evaluation Mechanism for CPDP and SDP
To set goals for an entire department in light of the Foundation's plans
To supervise and guide all levels of CPDP and SDP teams on program policies.
To write reports, make presentation related to the CPDP and SDP programs to senior
management/ donors/ government.
To assess the performance of all team members as per policy.
To identify training needs for team members on periodic basis and also through
performance appraisal.
Any other duty / assignment assigned by the supervisor.

3. Additional Director (Programs)

Planning, supervising, evaluating and reporting outcomes of the staff to the Director.
To recommend the penalties and other actions taken after due monitoring of schools under
guidance from Director
To check monthly payments for schools forwarded by Deputy Directors in coordination with
finance department.
Responsible for planning, scheduling & monitoring field visits to partner schools.
Handling queries of PEF partner schools and guiding staff for appropriate action.
To coordinate with Academic Development Unit (ADU) for conduction of Quality Assurance
Test (QAT) regarding twice failure, mal practice, paper rechecking, complaints regarding
QAT.
To conduct District Coordination Meetings as per management plan especially for
honorarium distribution among school owners, teachers and students.
To conduct meetings with the partner schools under supervision of Director based on issues,
complaints etc.
Liaison with Donor Agencies/delegations as per management desires.
Assisting Director in the launching of new phase for school induction, starting form
advertisement till the agreement signing.
Overseeing the implementation of Student Information System (SIS) program developed by
IT Department and providing necessary liaison services to IT.
To prepare different circulars/letters for schools as per directions of Director.

4. Additional Director (IT)

To plan, direct, manage and oversee the activities and operations of the IT department;
administer the IT budget, staff and physical facilities of the department.
To develop Information Technology strategy in support of the companys mission and core
objectives.
To develop annual business plan and operating budget for the department in light of
strategic direction of organization and monitor the implementation of these to ensure that
the operational targets are met.
To ensure availability/ maintenance of organizational database for its various programs
through IT systems.
To ensure/ supervise IT hardware and software procurement as per policy.
To define and seek approval for the level of IT resources required to meet these goals and
priorities.
To direct the preparation and implementation of policies, procedures and standards relating
to information and telecommunication system.
To ensure maintenance of security and privacy of the information systems, communication
lines and equipments.
Responsible for development and to review all back-up and disaster recovery procedures
and plans for IT.
To supervise maintenance and deployment of IT infrastructure.
To recommend new equipment and software packages.
To assist HR in recruiting, hiring and providing appropriate training for IT support staff.
To ensure smooth working of Data Center, server & security systems.
To ensure conduction of orientation session with partner schools regarding IT systems.
To assess the performance of all team members as per policy.
To identify training needs for team members on periodic basis and also through
performance appraisal.
Any other duty / assignment assigned by the supervisor.

5. Additional Director (Human Resource)

To execute, manage & implement HR Policies and strategies as per approved policy and to
propose improvements to the Director.
To assist in new employee recruitment & selection process, development of selection
criteria and succession planning of existing staff as per the directions.
To assist Director HR in review of existing position specifications, incentives/ compensation
package and service terms & conditions of the employees, keeping in view the current
market trends.
To conduct annual performance evaluation of the employee.
To propose, suggest & measures to retain the employees and maintain high level of job
satisfaction among them.
To design recruitment advertisement according to the approved policies.
To ensure encoding of applicants/Cvs against advertised posts in timely manner according
to the set criteria.
To plan and prepare HR related documents, employee related data & schedule (timelines/
deadlines.)
To ensure maintenance/ updation of personal files of PEF employees.
To maintain and keep updated record of head count.
To supervise the timely processing of all medical claims submitted by PEF employees.
To execute, manage & implement HR Policies and strategies and to propose improvements
to the Director.
To assist training need analysis as per the given schedule/ timelines.
To plan the number and level of trainings on the basis of training needs analysis of the
employee.
To assist Dir-HR in handling of complaints, queries and employee grievance cases.
To propose, suggest & measures to retain the employees and maintain high level of job
satisfaction among them.
To ensure processing of resignation, NOC, Final settlements, allowances in timely manner.
To ensure effective liaison with other departments in order to disseminate directions and
other necessary communication.
To assess the performance of team members and identify training needs for them.
To ensure conduction of BOD/ Executives meetings and circulation of Agenda and minutes in
timely manner.
Any other duty / assignment assigned by the supervisor.

6. Deputy Director (Programs)

To execute, manage & implement program as per approved policy and to propose
improvements to the Director.
To ensure execution of assigned work regarding financial matters as per approved policy.
To ensure verification and authentication of data regarding level-wise school wise payment
as per enrollment upper limit and rates approved by the Board.
To ensure timely payment release to all partner schools as per directives and approved
policy.
To analyze monthly payment to prepare retention report and variance analysis.
To ensure timely submission of payment release status report to Director.
To assess the performance of team members and identify training needs for them.
To prepare and propose budget as per yearly targets and keep track of budget utilization
To ensure verification and authentication of concerned information provided to the
Competent Authority.
To analyze monthly progress by providing task accomplishment reports to the Director.
To ensure timely submission of updated DBMS and weekly updates.
To analyze monthly progress of schools in terms of implementation of academic calendar.
To submit data analysis report to Director regarding school related matters in light of
guidelines issued to partners.
To ensure circulation of directives and other necessary communications as per approved
policy and report accordingly.
To correspond with complainants, applicants and partners of Schools and take corrective
measure as directed.
To coordinate with other departments in order to ensure circulation of schools record.
To assess the performance of team members and identify training needs for them.
Any other duty / assignment assigned by the supervisor.

7. Deputy Director (Admin)

Handling and Care Taking of the Sub Office.


Handling activities regarding acquisition of services and goods.
Managing petty Cash Management of Sub-Office.
Responsible for Hotel allocation and Bill Verification.
Assisting in running of the Lahore Offices (Operational Tasks).
Handling Sub-Offices Car pool.
Handling preparation of Contracts & Payment for Admin related tasks.
Ensuring improvement in the work environment of PEF.
Handling preparation of Budgets and Resource Planning.
Handling overall management of:

Utility Items

Stationary Management

Maintenance Tasks PEFs Main and Sub-office

Fixed Assets Management

Annual budget preparation

Events
Any other duty assigned by the supervisor.

8. Deputy Director-IT (Software Development)

To prepare software requirement Specification (SRS), Functional Specification (FS),


Flowcharts and other documents after analysis of the systems.
To plan and design computer systems, using efficient and performance oriented techniques
and analytical methodologies.
To model the existing system/modules processes against the business processes.
To test and implement the system as per organizational business processes.
To identify applications requirement gaps and shortcomings by studying business
requirements and defining system functionalities.
To plan, coordinate and implement applications, and training for the users in the
organization.
To coordinate with Software Development Team for Project implementation and also
provide minor programming assistance for in house IT solutions.
To elicit requirements using interviews, document analysis, requirement workshops,
surveys, site visits, business process description, used cases, scenarios, business analysis,
task and workflow analysis.
To recommend new equipments or software packages in terms of system needs and better
efficiency of existing system processes.
To write and maintain system documentation in consultation with development teams.
To conduct technical research on system new/ existing to determine feasibility, cost, time
required, and compatibility with current system.
Provide staff and users with assistance solving system related problems, such as
malfunctions and program problems.
Any other duty / assignment assigned by the supervisor.

9. Deputy Director (Finance)

To execute & manage programs payments as per approved policies and to propose
improvements to the Director.
To ensure the accuracy & timely submission of program payments to banks for transfer of
funds in partner schools bank accounts.
To ensure processing of TA/DA bills & TA/DA advances accurately in timely manners.
To verify the accuracy of Bank Reconciliation and Loan Reconciliation on monthly basis.
To ensure and verify the calculation of Interest Income.
To ensure timely deposit of withholding income tax, sales tax and submission of Sales Tax
Returns & Income Tax Statements.
To ensure the maintenance of Chart of Accounts in Accounting Software.
To guide partner schools regarding banking matter and cross verify with bank, funds
received against new phase applications.
To verify the accuracy and timely processing of payments relating to non-program as per
approved policies.
To execute & manage non-programs payments (HR/Admin/CPDP) as per approved policies
and to propose improvements to the Director.
To ensure timely processing/submission of Salary, daily wages payments and Interns
stipend.
To verify and ensure the processing/ updating of employees benefits (Pension, Benevolent
Funds, GP Funds) on monthly basis.
To verify Cash Office transactions/ imprest (Admin Dept) and work towards its recoupment.
To ensure the processing of final settlement cases in timely manner.
To assess the performance of team members and identify training needs for them.
Any other duty / assignment assigned by the supervisor.

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10.

Assistant Director (Programs)

Maintains all the records of partner schools, application processing, agreement signing,
monitoring reports, preparation of payment record etc.
Monitors PEF schools as and when assigned by the Director.
Prepares and incorporates of monitoring reports in program payments.
Monitors Quality Assurance Tests.
Prepares program monthly payments and assists Finance Section to the extent of monthly
payment checking.
Provides support in the distribution of text books to partner schools.
Prepares position holders data in PEC/Board exams of partner schools, data for teachers
honorarium/top schools, Presentations and any other data when required.
Assists to organize District Coordination Meetings.
Assists in program new phase launching from application handling to agreement signing.
Telephonic complaints handling and informs Deputy Director regarding complaints for
further action.
Communicates with partner schools as and when required.
Any other duty / assignment assigned by the concerned official.

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11. Assistant Director (Communication)

To keep close liaison with the advertising agencies and publishers for timely completion of
assigned tasks.
To keep liaison with DGPR department for the timely publication of PEF advertisements.
To assist Deputy Director in designing, drafting and publication of PEF quarterly Newsletter
(HOPE).
To update media community, government officials, donors, educational institutions and
others regarding PEF activities. (E.g. PEF newsletter Distribution, etc)
To read newspapers (local/required Punjab edition) on daily basis and put up summary of
relevant news items for the information of senior management.
To Coordinate and assist Deputy Director in successful arrangement of PEF stalls in various
functions (E.g. to deal with public inquiries regarding PEF and distribution of publicity
material among the visitors).
To manage and deal with various matters pertaining to finance and accounts as well as
files/inter-departmental correspondence.
To handle the complaints of PEF partner schools and sent the same to the concerned
departments for further necessary action.
Any other duty / assignment assigned by the supervisor.

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12. Assistant Director-IT (Software Development)

To create and document a conceptual and detailed design and write a code based on
conceptual description of the business logic.
To design and development of database components as per requirement of software.
To compile and write documentation of software development and subsequent revisions
inserting comments in the coded instructions.
To facilitate with operational and technical personnel to clarify program intent, identify
problems, suggest and implement changes.
To perform or direct revision, repair or expansion of existing programs to increase operating
efficiency or adapt to new requirements.
To consult with DD-IT/Operational team to define and resolve problems in running software
applications/programs as per the software requirement specification.
To maintain confidentiality with regards to the information being processes, stored or
accessed.
To test the developed application/component in the UAT/Test environments and deployed
on Production in consultation with DD-IT/DBA team.
To take regular backups of the source code, database/database components, forms, and etc.
Any other duty / assignment assigned by the supervisor.

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13. Subject Specialist (ADU)

To design multiple versions of question papers for the annual QAT(s) of programs.
To design ORAL question papers and administer Oral QAT papers for PEF schools at
preschool/ nursery level and for other programs if required.
QAT control room duty and key punching data of PEF monitoring reports of all QATs.
To formulate & revise question bank of different syllabi. To develop items based on Standard
Learning Objectives (SLO s) to formulate question Bank.
To make field visits in order to monitor PEF (QATs) as per the directions and submit
monitoring & progress reports.
To assist in monitoring of QAT process during QATs of all programs.
To assist in the process of coding and decoding of schools during QAT activity for pertaining
the secrecy & transparency.
To develop content outline for PEF-QATs.
To develop syllabus according to the PTB, Marking keys and rechecking of QAT papers.
To conduct the orientations of all PEF partners schools as per schedule developed by
program head.
Any other duty / assignment assigned by the supervisor.

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14. Officer

To provide assistance in record/data maintenance and up-dation.


To provide support in maintenance of Database Management System for schools and
students.
To provide assistance in order to ensure timely intimation and information dissemination to
all concerned officials.
To assist in record maintenance of applicant/partner/twice failure and complainant schools .
To monitor assigned partner schools if required.
To provide assistance in data maintenance and up-dation of record.
To provide support in maintenance of Database Management System for voucher printing
To provide assistance in order to ensure timely voucher printing.
To assist in record maintenance of schools and students.
To collect and compile reports of distribution of vouchers, monitoring of schools, printing of
vouchers.
To follow-up the files and cases under process and prepare report.
Any other duty / assignment assigned by the supervisor.

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15. Executive Assistant

Assist in disseminating Circular/IOM.


Assist in data entry.
Assist in file maintenance and record updation.
Any other duty / assignment assigned by the supervisor.

16. Office Assistant

To assist the daily routine admin matters.


To maintain clean environment in the Office.
To ensure all sanitary related equipment is working in perfect order and report any defect to
Officer (Admin).
Any other duty / assignment assigned by the supervisor.

17. Driver

To ensure safe custody and smooth running of assigned official vehicles.


To ensure cost-savings through proper use of vehicle through accurate maintenance of daily
vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
To ensures maintenance of the assigned vehicle through timely minor repairs, arrangements
for major repairs, timely changes of oil, check of tires, brakes and water levels, car
cleanliness on daily basis.
To assist Executive Officer (Transport) in preparing of vehicle history report.
To ensures availability of all the required documents/supplies including vehicle logs, office
directory, vehicle tool kit and necessary spare parts in the assigned vehicle.
Any other duty / assignment assigned by the supervisor.

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