The management set-up of the CAI-Asia Center, shown in Figure 3 reflects its core functions and activities that are clustered into four division and three units:
i) Finance and Administrative Services (FAS) division;
ii) Strategic Linkages and Capacity-Building division;
iii) Knowledge Management division; and
iv) Service Delivery Division that includes three Units:
- Air Quality Management (AQM) unit
- Transport unit
- Stationary Source unit
The CAI-Asia Center as the Executive Secretariat of the CAI-Asia Partnership provides the following support:
- The CAI-Asia Center shall develop and maintain a website for the CAI-Asia Partnership which will be used as the main communication and information channel of the CAI-Asia Partnership;
- The CAI-Asia shall facilitate the development of the four-year CAI-Asia Partnership Strategy in coordination with a committee appointed by the CAI-Asia Partnership Council;
- The CAI-Asia Center shall endeavor to involve as much as possible the members of the CAI-Asia Partnership in its activities, including the CAI-Asia Local Networks acknowledged by the CAI-Asia Partnership; and
- The CAI-Asia Center shall fund costs such as for meetings of the CAI-Asia Partnership.
The Executive Director is responsible for the overall management of the CAI-Asia Center and its entire staff pursuant to the CAI-Asia Center, Inc. By-Laws. He serves as the main liaison between the Board, the CAI-Asia Center Staff, the CAI-Asia Partnership Council including the CAI-Asia funding institutions. The detailed duties and powers of the Executive Director are discussed in Section 2.9. In addition the Executive Director directly manages the CAI-Asia Center’s public relations functions (see Section 4.12) and linkages with the funding institutions (see Section 4.5).
The Executive Director and the Deputy Director shall be assisted by 4 Division Managers who shall lead each of the divisions. Three Unit Heads shall be assigned to lead the three units within the Service Delivery division that include Air Quality Management, Transport and Stationary sources. Unit heads are co-equal with and have the same level as the division managers in terms of hierarchy.
The Deputy Executive Director (Deputy ED) who is based at the CAI-Asia Center head office in Manila shall assist the Executive Director with the development and implementation of strategic directions for the CAI-Asia Center including the review and monitoring of progress in meeting the objectives of the CAI-Asia Center. He/she shall exercise the following functions:
a. The Deputy Executive Director shall represent the Corporation in and execute all contracts and agreements entered into for and in behalf of the Corporation with a value not exceeding $ 50,000 per contract. The Deputy Executive Director shall, with the counter-signature of the Chairman, issue a Certificate of Donation in such form as the Bureau of Internal Revenue may prescribe on every donation received by, for and in behalf of the Corporation;
b. Jointly with the Treasurer, the Deputy Executive Director shall be responsible for the handling of the bank accounts of the Corporation, but not the opening of new accounts;
c. The Deputy Executive Director shall, while subject to the provisions of the Operations Manual, sign all checks, drafts, notes and orders for the payment of money against the funds of the Corporation in amounts up to US$50,000.00, co-sign with the Treasurer all checks, drafts, notes and orders for the payment of money against the funds of the Corporation in amounts exceeding US$50,000 but not exceeding US$150,000;
d. The Deputy Executive Director shall supervise the activities of any employee and agent of the Corporation, but will not determine, fix and change their compensations, subject to the salary bands and benefits determined by the Remuneration Committee.
e. The Deputy Executive Director shall solicit grants for the projects of the Corporation and manage, conserve and invest the funds of the Corporation in line with the instructions and guidance provided by the Board and the Executive Director and in compliance with the Operations Manual procedures;
f. The Deputy Executive Director shall have the power to engage technical consultants and advisors as needed to perform the functions of the Corporation, provided that this concerns the engagement of consultants and advisors agreed upon in the Business Plan and budget of the CAI-Asia Center, and/or the position is identified and funding is available under an approved funded project;
g. The Deputy Executive Director shall implement and ensure that the policies and decisions of the Board and those adopted in the meetings of the members of the Corporation, are properly executed and complied with;
h. The Deputy Executive Director shall be responsible for the procurement and disbursement of funds for all projects and activities funded by the Corporation with a limit of $ 50,000 for procurement of goods and services;
i. The Deputy Executive Director shall be responsible for the performance and financial monitoring of all projects and activities funded by the Corporation and oversee the preparation of quarterly financial reports within fifteen (15) days from the close of each quarter, six-monthly operational reports within thirty (30) days of the close of each six month-period, and, within sixty (60) days from the close of each fiscal year a complete report of the operations of the Corporation for the preceding year.
The powers and responsibilities of the Deputy Executive Director pursuant to Board Resolution dated July 24, 2007, as enumerated above are subject to review from time to time.
The CAI-Asia Center operations are joint responsibilities of the ED and Deputy ED. It shall be the responsibility of the Deputy ED to consult where required, the ED on all matters pertaining to the Center’s operations.
The Finance and Administrative Services (FAS) provides support to the rest of the CAI-Asia Center on:
- Human resources administration;
- Financial management;
- External relations and communications;
- General administrative services including inventory, logistics, file management; and
- Perform any other related tasks as may be assigned by the Executive Director.
In addition, it also serves as the secretariat to the CAI-Asia Partnership and the CAI-Asia Board of Trustees. A Division manager leads the Division with support of Administrative Officer/s. The Finance Section of the FAS is outsourced to a third-party service provider which shall be responsible for the day to day recording and monitoring of financial transactions.
On human resources administration:
- Administers human resources policies;
- Undertakes recruitment and coordinate selection process;
- Coordinates the conduct of performance review and assessment and administer employee recognition programs and disciplinary actions;
- Plans, develops, and implements professional and personal development programs; and
- Perform any other related duties as may be assigned from time to time by the Executive Director and Deputy Director.
For functions related to financial management, see Parts 2 and 3.
On providing support to the CAI-Asia Partnership:
- Organizes Partnership meetings and events including logistical arrangements;
- Documentation of meetings; and
- Perform any other related duties as may be assigned from time to time by the Executive Director and Deputy Director
On general administrative services:
- Undertakes procurement services in line with the guidelines detailed in Section 5.
- Implements the records management policies of the CAI-Asia Center discussed in Section 5.3.
- Oversees repair and maintenance of office equipment and office space.
- Maintains adequate inventory of office supplies (refer to Section 5.1.2)
- Perform any other related duties as may be assigned from time to time by the Executive Director and Deputy Director.
The Strategic Linkages Division is at the forefront of developing and maintaining linkages with external organizations which can help in furthering the mission and objectives of the CAI-Asia Center. The organizations for which linkages with the CAI-Asia will be developed and strengthened include:
- CAI-Asia Partnership and its members;
- Local CAI-Asia networks;
- National government agencies in Asia with a mandate on air quality;
- Regional and national NGOs with an AQM related mandate;
- Current and prospective funding organizations for the CAI-Asia Center;
- Private sector organizations with an interest in AQM in Asia; and
- Media
The tasks of developing and strengthening linkages with the following organizations are shared with the Executive Director:
- Multilateral organizations with a mandate on air quality; and
- Regional programs and initiatives on urban AQM
The Division is also responsible for the development and implementation of the capacity-building programs of the CAI-Asia Center. Related functions to be undertaken in close coordination with the Service Delivery Division include:
- Development and delivery of AQM training;
- Strengthening the institutional infrastructure for AQM training; and
- Inventory of AQM training materials for dissemination.
Perform any other related duties as may be assigned from time to time by the Executive Director and Deputy Director
The Division will be managed by a Division Manager to be supported by permanent and project staffs.
- Networking both with regional and multilateral organizations as well as with the CAI-Asia Local networks and other national and local stakeholders on AQM;
- Participates and/or coordinates the CAI-Asia Center participation in regular meetings and forums at the global, regional or national level for policy influencing and resource mobilization;
- Coordinates activities of the CAI-Asia Center as convener of AQM-related policy forums;
- Process membership application requests;
- Coordinates the conduct of activities to support the establishment and strengthening of multisectoral networks on AQM;
- Facilitates the development of the four-year CAI-Asia Partnership Strategy in coordination with a committee appointed by the CAI-Asia Partnership Council;
- Implements, in coordination with the Service Delivery and Knowledge Management divisions the Business Plan involving the participation of the local CAI-Asia networks; and
- Perform any other related duties as may be assigned from time to time by the Executive Director and Deputy Director.
The Knowledge Management Division spearheads the generation and dissemination of knowledge. The Division maintains close linkage with the Service Delivery Division which undertakes the development and implementation of specific knowledge generation projects.
- The Division will be headed by a Division Manager to be supported by permanent and project staffs.
- Develop, maintain and periodically update and improve the CAI-Asia Center and CAI-Asia Partnership Web site and the CAI-Asia Center Listserv.
- Act as an information clearinghouse of the CAI-Asia Center and CAI-Asia Partnership;
- Develop general outreach materials; and
- Perform any other related duties as may be assigned from time to time by the Executive Director and Deputy Director.
Functions that shall be shared with the Service Delivery Division include:
- Updating of benchmarking reports of urban air quality management, annual compendium of AQM programs and projects and AQM studies; and
- Routine collection of AQ data and information.
An important function of the CAI-Asia Center includes the development and implementation of specific programs and projects in support of the CAI-Asia Business Plans that will be mostly of a regional or a sub-regional nature. As a general policy, the CAI-Asia Center shall not engage in projects which are focused on one specific city. Projects to be undertaken by this division will vary in number over time.
The Service Delivery Division consists of three units that are managed by Unit Heads:
- Air Quality Management Unit
- Transport Unit
- Stationary Sources Unit
The Service Delivery Division will facilitate the development and implementation of regional programs and projects that:
- will lead to a better understanding of urban air quality, its trends and contributing sources;
- are aimed at piloting new concepts for the monitoring and management of mobile, stationary or area sources of pollution; and
- for national and local projects, will trigger policy development and/or resources mobilization for urban air quality management in Asia;
The activities of the CAI-Asia Center cut across thematic and functional scope of the divisions, hence interdivision work shall be facilitated through conduct of regular interdivision planning, consultation sessions and joint implementation.
Flexibility: The CAI-Asia Center shall exercise flexibility in terms of personnel assignments and shall give emphasis on results rather than procedures.
Transparency and Accountability: The CAI-Asia Center shall exercise transparent, democratic mechanisms of engagement and decision-making; performance shall be monitored and reviewed against set goals and targets.
Participatory: The CAI-Asia Center will not impose pre-designed ideas and goals but will use dialogue and consultation to gain support of its endeavours.
Good governance: The CAI-Asia Center shall promote good governance practices in all its activities, the professional growth and development of its staff and develop shared responsibilities for process and implementation.
Hierarchical system of supervision: The structure of the CAI Asia Center follows a hierarchical system of supervision, where:
- Management functions of the Center are consolidated at the level of the Executive Director;
- The Executive Director can delegate responsibilities to the Deputy Director. The Executive Director with support from the Deputy Director supervises the work of the Division Managers and Unit Heads;
- CAI-Asia Center operations are joint responsibilities of the Executive Director and Deputy ED. It shall be the responsibility of the Deputy ED to consult the Executive Director, where required, on matters pertaining to the Center’s operations;
- Division Managers and Unit Heads exercise similar duties and responsibilities and are co-equal in terms of hierarchy;
- Division Managers and Unit Heads are expected to exercise direct supervision of and will take responsibility for the work of the staff under his supervision through issuance of instructions and performance monitoring.
In accordance with above principles, the line of authority and task delegation within the CAI Asia Center, Inc. emanates from the Executive Director, and downward to Deputy Executive Director, Division Managers/Unit Heads and Staffs. Management shall refer to the Executive Director and the Deputy Executive Director.
The Deputy Director shall be designated as the Officer-in-Charge (OIC) of the CAI-Asia Center when the Executive Director is on official business or on leave. One of the Division Managers/Unit Heads shall act the as OIC in case both the Executive Director and the Deputy Director shall be on official business or on leave.
Functions of the Division Managers/Unit Heads:
- Plan and oversee the work of the Division;
- Supervise the work of the staff under his supervision and monitor performance;
- Contribute to the preparation of technical reports including those that necessitate action by the Executive Director;
- Sign correspondence related to the implementation of programs within their respective Divisions;
- Exercise quality assurance work through the review of all incoming and outgoing documents and if necessary provide follow-up;
- Represent the Executive Director on meetings as may be delegated to him/her by the Executive Director or Deputy Director; and
- Perform any other related duties as may be assigned from time to time by the Executive Director and Deputy Director.
Official external and internal communications must follow the signing policies that reflect the CAI-Asia Center hierarchy of management.
The Executive Director shall sign the following:
- All policy-related matters, including fund raising and personnel recruitment;
- All official communication on commitments, financial or otherwise, as authorized by the Board of Trustees;
- Official reports, including forewords and introduction to CAI-Asia Center publications; and
- Correspondence to members of the CAI-Asia Partnership, Partnership Council, heads of government, heads of international development agencies, NGOs, Academe.
The Deputy Executive Director shall have the authority to sign official internal and external communications when such authority is delegated by the Executive Director. (See Section 4.3 on the responsibilities of the Deputy Executive Director).
The external relations policy of the CAI-Asia Center covers disclosure and public relations activities that shall be undertaken to:
- Enhance the awareness and understanding of the CAI-Asia Center mission, goals, activities, policies and results among its Partners, constituents and other stakeholders;
- Facilitate sharing and exchange of development knowledge and lessons learned on AQM;
- Ensure participatory process and two-way flow of information; and
- Ensure transparency and accountability in the operations of the CAI-Asia Center.
The CAI-Asia Center Executive director may constitute a Communications Team, composed of the Deputy Executive Director and the Division Managers of the Knowledge Management and the Strategic Linkages Division, to review documents prior to press release or web-posting. FAS will provide logistics support to the Team.
- Prior authorization and clearance from the CAI-Asia Center Deputy Executive Director and subsequent approval of the Executive Director is required before staff members can issue statements to the media. They can also refer the matter to or consult with the CAI-Asia Center Communications Team.
- Staff members who make claims on behalf of the CAI-Asia Center without the full knowledge and permission of the Executive Director can be subject to disciplinary measures.
- The Executive Director must sign all Forewords and Introductions to official CAI-Asia Center publications.
- When approached by a representative from any form of media (publisher, broadcaster, journalist), a staff member will refer that person to the Executive Director or Division Manager.
- Division Managers will inform the Communications Team of events such as CAI-Asia Partnership activities including workshops, training courses, launching of major publications and all other newsworthy events for posting on the web or to issue press releases. Information on the time, place, purpose, persons involved and significance of the event can be submitted by email to the Communications Team.
- Documents containing statements of the CAI-Asia Center policy (other than those specifically quoted from official records, or which attempt to interpret established policy) must be submitted to the Communications Team for review for subsequent approval of the Executive Director.
- Information to be distributed in which reference is made to an opinion expressed by the Executive Director or a statement attributed to him must be approved by the Executive Director.
In line with Article XI – of the CAI-Asia Center, Inc. By-Laws, Public Information shall be made available and accessible through the following:
- National stakeholders as well as representatives of international development assistance agencies will be invited by the CAI-Asia Center, Inc. at its annual meeting to inform them about the activities of the Corporation;
- An up-to-date official website will be maintained by the CAI-Asia Center, Inc. as a venue for disclosure of the activities of the Corporation. The website shall provide a detailed summary description of all projects and activities that have received funding from the Corporation including the audited financial reports; and
- A report on all projects and activities that have received financial support from the CAI-Asia Center, Inc shall be made available to the public via print and electronic media (radio and television).
The following documents shall be made publicly available at the CAI-Asia Center website and CAI-Asia Center publications:
- Documents/technical assistance reports that fall within the scope of Knowledge Management
- Information on CAI-Asia Local Networks and CAI-Asia Partnership
- Business opportunities listing
- Workshop/conference Proceedings
- Events calendar
- Media coverage of major CAI-Asia Center events will be coordinated by the FAS upon the request of the Division in charge of the event.
- ress releases will be prepared for meetings of major regional interest by the Division coordinating the conduct of the event
- The draft press release will be submitted to the Communications Team at least five days before the event is to take place, for editing and for subsequent approval of the Executive Director and if necessary, to allow for translation into the language of the host country.
- Presentation materials of the Executive Director will be drafted by the Division in charge of the event for final drafting by the Communications Team and approval of the Executive Director.
- The CAI-Asia Center maintains the CAI-Asia Center website with URL: http://www.cleanairnet.org/caiasia, and listserv at http://groups.google.com/group/cai-asia.
- Consistent with established practice for on-line information systems throughout the worldwide Internet, a level of open access will be available to all interested users without charge.
- Both the CAI-Asia Center homepage and the CAI-Asia Intranet will be maintained by the Knowledge Management Division.
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