Pastoralist welfare organization; Dollo-Ado field office

Weekly Review meeting minutes

Venue: Area managers room; Heloweyn

Date: 29/07/2017

Time: 2:30 AM to 10:30 PM night

Agenda:

1. Presentation of weekly report and next weeks Plan

2. Debriefing of the staffs on the major action points- reached at the 2017 mid-term
review meeting held at Diredawa(15th and 16th July, 2017).

The meeting was opened and chaired by Ato Biruk Ambaw, the project Coordinator and the
acting Area manager for Dollo-Ado field office. He mentioned that, it was agreed in the
presence of PWO Executive Director; Ato Nur that in order to accelerate the implementation of
the project activities first to develop accelerated plan for the remaining months of the year,
then based on the accelerated plan to develop monthly and weekly plans and daily plan at
individual level. It was also agreed to hold weekly Review meeting to know and monitor
whether the plan was implemented and targets met.

He said, in line with this action point, today we are having our first weekly review meeting
where presentation of weekly performance report and next weeks plan will be made by the
respective officers (Agriculture and Environment components). He further said, the 2 agendas
will be discussed in succession and suggested to start with the first one.

Then He gave the floor to Tofik Rahmato, the Agronomy officer to present this week updates
for Agriculture Component.

Tofik Rahmato has presented this weeks updates and clearly pointed out the plan for next
week as stated below
 Weekly update for Agriculture component

Implementation
S/no Major activities Target Achieved Challenges Remarks
Site
1. Formation and Buramino 1 Not fully Only 35 On going
establishment of accomplished individuals/beneficiaries
Cooperatives were able to bring their
photos out of 70 host
farmers which makes
the members
incomplete
Heloweyn 1 Not fully 96
accomplished individuals/beneficiaries
were able to bring their
photos out of 110 host
farmers which makes
the members
incomplete
2. Land Ploughing Buramino 22.5 2 Started only
this morning
Heloweyn 22.5 4
Melkadida 22.5 6
4. Maintenance of pumps Buramino 4 0 Required
spare parts
identified
Heloweyn 3 0 Required
spare parts
identified
Melkadida 1 0 Required
spare parts
identified
5 Participating/attending Buramino and 2 2 Participated
the 2017 mid-year Heloweyn actively and
evaluation exercise the
organized by ARRA and performance
UNHCR rating given
to PWO was
Poor and
satisfactory
for
Buramino
and
Heloweyn
respectively.
Then, the floor was given to Abas Ali, the Environment officer to present the weekly update for
environment component and presented as follows;

Routine nursery activities are going on as usual; watering of seedlings, pot filling,
arrangement of beds
Watering of woodlot was conducted during the week
Weeding of tree seedlings in the nursery conducted and intercropping of groundnut was
done

He mentioned logistic problems as major challenge and said maintenance of the two vehicles
already taken to garage be accelerated. Moreover, he said the mator bikes also should be
maintained.

Then the chance was given to Abdifatah, the Admin and finance officer to present financial and
administrative report of the week;

He presented the report as follows;

Financial

Payment of wages and salaries for woodlot laborers and nursery workers 5 woodlot
laborers and 5 nursery workers were paid 5 months wages and salaries for each person.
Provision of 600 liters of fuel for the 3 tractors to start land ploughing and each
tractor/site 200 liters.
Payment of perdiem for tractor operators- 10 days of perdiem with the rate of 250/day
was given to each tractor operator
Provision and supply of office utilities

Logistic

Maintenance of front tyre for tractor plate#: 2248

Deployment of tractors to 3 irrigation sites
Sending the list/quantity of spare parts required for maintenance of vehicle plate#: UN-
1850 to head office with their costs. He mentioned that, agreement is made with the
garage.
Having all sections presented the weekly reports, questions and discussions were made on the
updates for clear understanding and further improvements in the gaps observed. In doing so,
Mr. Biruk said, as this is the first weekly review meeting we had so far, although it seems most
of the activities planned for Agriculture component are incomplete, the way the report
presented was brief and precise and clearly mentioned the target and the achievement as well.
He also acknowledged that, the ongoing Mid-year evaluation exercise in Buramino and
Heloweyn had impacted in the implementation of these activities because of the fact that, the
staffs responsible for the implementation of the activities were engaging in the exercise. He
also raised his concerns on the delay of finalizing Cooperative formation, fencing of Heloweyn
farm and urged to speed up the activities.

For environment he raised the poor quality of the report, the report lacked target and
achievements and was vague to understand. He further said Abas has not taken preparation of
the weekly and monthly plan seriously, therefore, he urged Mr, Abas to use the planning and
reporting formats developed.

Regarding the logistic issues, Mr.Biruk said, it is true that we are critically lacking logistics, but
our senior management at Head office level had taken swift decisions to functionalize the two
vehicles and the mator-bikes. He said hopefully the pick-up Toyota will be discharged from the
garage next week and urged Abdifatah to follow-up the situation closely.

He also pointed out as an action point that, the activities not implemented or completed be
included in the next weeks plan.

Then the floor was given to Mr. Surow. He had proposed comments/recommendations on the
updates; he appreciated the update presented by Tofik and said it is a good start to precisely
present the report as target Vs achievement which clearly indicates where we stand in
achieving our targets vise-vise the plan. On the other hand, he raised his dissatisfaction on the
report presented by Mr. Abas; the environment officer and said as mentioned by Biruk, the
report lacks clarity, no target and indicators so what has been achieved is not measured and
urged for improvement.

Generally, he raised the following points as the gaps to be improved;

Over ambitious; some of the activities were over planned, therefore, the weekly plan
should be realistic and achievable and should be in line with the Accelerated plan
developed for the remaining months of the year.
 Delay in the completion of cooperative formation and legalization
Delay in the maintenance of water pumps
Lack of preparation and readiness during the mid-year evaluation exercise conducted in
Heloweyn and Buramino refugee camps which led the organization to be ranked
satisfactory and poor/low performance respectively. Therefore, he urged to learn lesson
from this and exert our maximum effort to do more improvement in Melkadida.
Lack of coordination and support to implement many activities concurrently across all
sites.
Poor planning and reporting by Environment section
Delay in the functionalizing of vehicles maintenances

Agenda 2.

Regarding the second adgenda Mr. Biruk had briefly presented the major action points agreed
upon in the PWO 2017 Mid-year review held in Diredawa from July 15 to 16, 2017. He mainly
emphasized on the procedures and steps to be followed while preparing the ToRs and the time
lines to finalize the ToRs. He also mentioned that, the proceedings/ report of the mid-year
review meeting will be shared to all staffs upon the completion.

Having said this, the meeting was concluded with the following action points;

Action points:

1. Incorporating all unaccomplished activities in the next weeks plan

2. Provision of technical support for Mr. Abas; the environment officer to improve his
capacity of preparing good plans and reports- tasked to Biruk Ambaw- the project
coordinator.
3. Finalizing of the cooperative formation in Buramino and Heloweyn, before the next
review meeting to be held on 5th August.
4. Submission of consolidated next week plan CoB by Sunday/30 July to the Project
coordinator
5. Completion of the maintenance of Vehicle plate no. UN: 1850 and deployment to the
duty station latest by Wednesday/August 2, 2017