Coordination and Learning sharing Meeting with Implementing Partner
Date: 18-21 March 2024
Venue: Hotel Bengal Canary Park, Gulshan, Dhaka
Coordination and Learning Sharing Meeting serves as an essential platform for fostering collaboration, communication, and knowledge exchange within an organization. This regular gathering brings together diverse teams, implementing partners, and stakeholders to synchronize efforts, share insights, and leverage collective expertise towards common goals. Through open discussion, brainstorming sessions, and the exchange of best practices, the meeting serves as a catalyst for innovation, problem-solving, and continuous improvement for the participants as well as the resource persons of related projects. Moreover, the emphasis on learning-sharing highlights our commitment to cultivating a culture of continuous development.
Keeping this objective in mind, Concerned Women for Family Development (CWFD) arranged a Coordination and Learning Sharing Meeting with the implementing partners of United Nations Population Fund (UNFPA). The day-long event was held on March 18, 2024, at Hotel Bengal Canary Park, Gulshan, Dhaka. A total of 19 participants from different organizations attended the event. The program aimed to accelerate progress, adapt to changing dynamics, and stay ahead in rapid growth. This report captures the essence of our recent coordination and learning sharing, highlighting key discussions, group decisions, and action points that emerged during our collective deliberations.
Objectives
- Coordination and implementation
- Effective communication among the Implementing Partners (IPs)
- Brief about the project activities
- Learning sharing from previous projects
- Brief on Standard Operating Procedure (SOP) developed by UNFPA
- Strengthen the planned activities
Activities of the Program
The program began with an inaugural ceremony, moderated by Ulfat Ara Khanam, Programme Manager for Humanitarian Affairs of the A&Y Programme. The chief guest, Ladly K. Faiz, Executive Director of CWFD, delivered a welcoming speech and officially launched the event with her inspiring address. She thanked the participants for their prompt attendance and expressed her gratitude to UNFPA for their unwavering support.
After the inaugural session, Rumana Khan from UNFPA started a session on “Overview of the Humanitarian Response in CHT” and discussed the following topics:
- The UNFPA action plan with a focus on 3 zeroes:
- Zero ‘unmet need’ for Family Planning and Sexual and Reproductive Health
- Zero preventable maternal mortality
- Zero gender-based violence and harmful practices including child marriage
- Necessity of Women Friendly Space (WPS) / Safe Space
- Response Timeline of CHT Flash Flood
- Examine the male/female or others mainstreaming status
- Use of Dignity Kit, MHM Kit, and Baby Kit
- Cash support when necessary
Following Ms. Rumana Khan, Rubina Yeasmin from UNFPA conducted a session on “Adolescents and Youth Programme Interventions” through PowerPoint presentations and discussed topics such as Adolescents and Youth Defining Terms, Beneficiaries’ Selection, Distribution Process, Distribution Site (MHM Kits), and Distribution Point Formation.
After the session, the platform was open for participants to provide their feedback. A group activity was then conducted, where participants were divided into four groups to discuss good practices, development areas, and recommendations. The groups were as follows:
- Group 1: Beneficiaries’ Selection
- Group 2: Distribution Process
- Group 3: Distribution Site (MHM Kits)
- Group 4: Complaint and Feedback Response Mechanism
Response Analysis of Presentations
| Group Name and Agenda | What Did Go Well? | Area of Development | Recommendations |
|---|---|---|---|
| Group 1: Beneficiaries Selection | Effective Method, Trained Volunteers, Monitoring And Evaluation, Coordination with development partners, Local stakeholder engagement | Feedback Analysis, Orientation on SOP, Awareness building among the family and community, Development and facilitation skills (Staff), Smooth internet/software facilities | Networking with development partners, Need updated data, Accessibility, Engagement of men and boys, Sustainability/Long term activity |
| Group 2: Distribution Site Management | Safety and security of location, Engagement of local volunteers, Identification by NID/Birth certificate, Proper time management, Meeting with local leaders, Volunteer orientation on their responsibilities | Pre-selection of distribution site (Mapping), Attach parents contact when adolescents receive MHM Kits, Area wise volunteer selection | Distribution slip checking before entry, Beneficiary list endorsement by local leaders, Specific time setting for the Person with disabilities and transgender |
| Group 3: Post Distribution | Distributed materials are used properly, Preserved properly all the materials, Awareness messages are properly followed and disseminated, Using the helpline when necessary | Arrange sessions engaged with both adolescent girls and parents, Strengthen the follow-up process | Distribute more pads during follow-up if possible, Engage at least 2 volunteers in case of remote area and hilly zone, Arrange little healthy travel allowance for volunteers, Mobile and internet bill for volunteers |
| Group 4: Complaint and Feedback Response Mechanism | Ensuring getting all the items, Beneficiaries can express their feelings and give opinions, CFRM emergency (focal persons) contact | Orientation on CFRM | Increase the time of Volunteer training, Orientation on feedback form during sensitization and providing distribution slip, Mentioning all the items name in the 1st question of the feedback form |
Following the group activities and presentations, Murshida Akter from UNFPA conducted a session on “Discussion on the UNFPA SOP” and provided detailed insights on the following topics:
- Key works in the five phases of response
- Key action before -72 hours to 0 hours
- First 24 hours key action
- Key Action 96 hours to 7 days
- Key action after 3 months
Ulfat Ara Khanam, Program Manager- Humanitarian of A&Y Programme of CWFD, presented a PowerPoint on using safety kits distributed at field level during various humanitarian response programs and also described the FGD reports.
The Learning Sharing Meeting served as a valuable platform for collaborative learning, knowledge exchange, and collective problem-solving. By this event, the participants have become better equipped to navigate challenges, capitalize on opportunities, and drive continuous improvement across the organization. Moving forward, CWFD remains committed to fostering a culture of learning, collaboration, and innovation to achieve strategic objectives.
