PROJECTS ADMINISTRATION

By Belid Pitau
Projects Officer

INTRODUCTION:
Projects Office consisted of two staff as per budget and Fr. Tim as Vicar for Finance, the solid man behind the Finance and Resources Coordination, who has retired due to illness.
It has been a very tough year for the projects administration office with many changes in the finance staffing and Fr. Tim's regular illnesses.

Merging of two offices; DOA Accounts and Resources and Recruitment Office was easy in paperwork and physical shifting but in reality, it had a lot of effects, which also affected the projects office as it is within the Finance Office.
Projects administration office has been the right hand to the Finance Office work flow and also St. Anthony Parish work.

Projects office took on some accounts responsibilities that were not part of the job description during the year as a result of Accounts Staff Incapacity:

• Parish Subsidies processing
• Mass intentions processing
• Pastoral Stipends processing
• Assist in Accounts Clerical work

PROJECT ADMINISTRATION:
Projects Office has not done very much in sourcing funds for new projects but was involved in settling outstanding reports and implementation of projects that had funds available but not implemented.
With many changes in the accounts staff, projects staff have been heavily involved in supporting the daily running of the Accounts office rather then concerntrating on projects work only.
Besides assisting with accounting staff strength, Catholic Mission - St. Anthony Parish (Ali/Seleo Island) work has been another load on the projects office. This delayed our performance especially in 2007 in project implementation and overdue report writing.
But in the first quarter of this year, projects office has progressed well and we are coordinating, a number of projects as presented in this report.

ACTIVITIES TAKEN PLACE:
State of Projects Implemented:

• St. Anna Disabled Double Classroom - funds available, report due to PMK. Only footpath was built which was done without the Donors approval. 3 quarters of the fund is still available awaiting donors decision whether to return back or to use it up to build the disables unit as originally proposed.
• Barapu Double Classroom
  - construction project launched on 10th March. Project time frame is March 10th to June 10th 2008. There is delay in timbers. But construction is now on the frames awaiting rafters to transport before roofing is done. There was a great progress after a long delay on timber production that delayed the project for some years. Actual building is expected to be done in the first six months of 2008. Community and teachers are very cooperative.
• Pastoral Planning
  - funds still available. Narrative and Finance Report has been submitted but still need to submit 2008 budget for release of next installment. Final phase of the project ends at the end of this year.
• Work Desks for Schools
  - progressing, 60 desks distributed to 4 schools in Lumi and Nuku Deaneries and 2 schools in Aitape Deanery. 20 more desks under construction and assisted Fatima Primary School with K460 to purchase 6x1 timber for 60 desks built at their own costs. Report done.
• Catechist House (Ali Island)
  - part fund from Rome spent and reported; house at finish point. Parish to complete inside walls only to complete work. Awaiting blind order from Pes.
• Education In-service
  - conducted only 2-3 in-service trainings only. No reports received from Officer and no more training organised. Bought new printer for office. Donor Report well overdue. Implementation is behind project time frame.
• Education Field Officer
  - many field visits conducted.
  1. Assisted to compile data for desks requirements in the 56 Agency schools and a proposal is underway for desks.
  2. Compiling Water tanks requirement data for 56 schools to write up a project application.
• Pes Girls Vocational
  - long delayed project picked up again for implementation, construction underway. Had problems with school manager but work is progressing.
• Arop toilet/Ablution Relocation/Renovation
  
  1. One ablution/toilet is complete. Relocated to higher ground and rebuilt.
  2. One ablution/toilet is still under progress.
• Olbrum Church Construction
  - independent project, estimated project period is 12 months from April. Adreas Hoffer is at the project site. Tools and materials have been ordered and the work is in progress.
• Pes Water Project
  - Community initiated project, independent, not a diocesan sourced project but is managed by the diocese. All documents signed and in the process of ordering materials.
• Womens Nutrition Project
  - long overdue project but finally implemented last month successfully by Women's Coordinator.

Strengths and Achievements:

• Two projects External Audit reports submitted were confirmed as accepted by the two donors without any penalties.
• From K600, 000.00 worth of projects rolled over last year, almost K120, 000.00 plus was spent in 2007. This indicates that projects office has implemented some projects in 2007.
• Most of old Cordaid project reports outstanding has been audited cleared from our books as closed projects.
• Fund Management course in December has boosted projects implementation in 2007 first quarter.
• Cordaid projects evaluator, Dr. Victor visited projects office last month and offered his professionalism to improve our projects office.
• Health Projects are managed independently, relieving us.
• Most of the projects in progress are for Education and Pastoral.