Population Division

PROVINCIAL GOVERNOR’S OFFICE

POPULATION DIVISION

Organization Structure

I. ORGANIZATION STRUCTURE

Functions

II. FUNCTIONS OF THE POPULATION OFFICE

1. Program Coordination

  • The PPMP is a multi-agency implemented program hence, the Population Officer shall maintain a coordination mechanism (Provincial/ Municipal Population Coordinating Committee P/MPCC) to monitor the implementation of various population-related programs of partner agencies
  • Maintains network and involvement in various provincial/municipal coordinative bodies such as the Provincial/Municipal Development Council and its various sectoral committees
  • Establishes Barangay Population Workers
  • Ensures the regular conduct of Pre-Marriage Counseling sessions

Provincial/Municipal Population Management Coordinating Committee

  • Composed of members from the government agencies, non-government organizations and private sector actively operating in the province/municipality
  • Coordinating mechanism for the review, formulation, implementation and monitoring of population-related policies/programmes of the province/municipality
  • Organized through an ordinance or Executive Order, with the Chairperson chosen by the P/MPCC members
  • Provincial/Municipal Population Office as secretariat
  • Meets on a quarterly basis and alternately hosted by member agencies/LGUs

2. Policy Formulation

  • Population Officer leads in the formulation of the Provincial/ Municipal Population Management Program Plan and Advocacy Plan
  • It renders technical assistance to development planning activities of sectoral bodies using the POPDEV planning tool

3. Advocacy and Communication

  • Population Officer spearheads various undertakings on advocacy of population issues and campaigns during special population events such as the popularization of State of the Philippine Population Report, Observance of Natural Family Planning Month, World Population Day, POPDEV Week and Family Planning Month.

4. Data Information and Management

  • Population Officer maintains a data bank to contain the 27 POPDEV Core Indicators and other related data
  • Network with other local data generating agencies like the P/MPDC & National Statistics Office and other partner agencies
  • Population Officer trains and mobilizes the Barangay Population Workers in the monitoring of population trends (as provided in Sec.37 of the UDHA Law)
  • Gathers and consolidates reports of the BPWs on population trends (no. of births, deaths, marriages and on migration)

FUNCTIONS OF THE POPULATION OFFICER (Art. 18, Section 488 of the LGC)

  1. Recommend local policies, formulate measures and coordinate efforts to operationalize/ implement the constitutional provisions and national government policies relative to population and development and the promotion of
    responsible parenthood.
  2. Provide orientation and technical assistance and support to the governor, mayor, sanggunian, government agencies and instrumentalities, non-government organizations and other sectors towards the integration
    of population and development concerns in the development planning and sustainable development efforts.
  3. Design and implement population and related programs, projects/activities within the context of promoting family welfare, responsible citizenship and responsible sexuality among adolescents, women’s concerns, economic growth
    and sustainable development.
  4. Undertake appropriate training and development programs responsive to the needs of the community.
  5. Formulate and recommend measures and policies to ensure the provisions in the locality of adequate basic services and facilities pertaining to the implementation of the population program.
  6. Establish and maintain a population data bank and information center for planning program operations and advocacy.
  7. Undertake evaluation and research to provide theoretical and empirical data essential to program management and policy formulation.
  8. Establish/strengthen linkages and networking with various organizations, participating agencies, GOs, NGOs, socio-civic and religious organizations, sectoral groups and people’s organizations.
  9. Formulate and institutionalize mechanisms and strategies to promote community participation and advocacy in the implementation of the population program.
  10. Initiate efforts to generate resources which will ensure sustainability of the local population program.
  11. Exercise such other powers and performs other duties and functions as maybe prescribed by law or ordinance.

EXPECTED ROLES OF THE LOCAL POPULATION OFFICER

  • Program Coordinator
  • Program Monitor
  • Program/Policy Advocate
  • Data Manager/Analyst
  • Office Manager
  • Resource Mobilizer
  • Technical Person on Population, RH/FP

Citizen’s Charter

III. CITIZEN’S CHARTER

A. SERVICE: CONDUCT POPULATION EVENTS IN COORDINATION WITH PARTNER AGENCIES

CLIENT:
Populace, Youth/Students, Mothers/Parents, Couples

S

T

E

P

S

PROCESS/ACTIVITY

DURATION

REQUIRE

MENTS

FEES

PERSON RESPONSIBLE

LOCATION

CLIENT

SERVICE PROVIDER

1. Receives the invitation for a particular activity he/she/school/

agency participates in

Takes appropriate action by making initial steps prior to the event (Project Proposal) 2 weeks None PPO & Staff Population

Division

Convene Partner Agencies to come up with a plan and for tasking purposes 1 day None Ms. Jovita S. Cabanag Population Division
2. Participates in the activity Facilitates the conduct of the different activities Depending on the duration of the activity None PPO & Staff/ Partner Agencies Venue of the activity
Documents the activity by preparing reports of accomplishments 2 days None Ms. Cleofe C. Ordinario – PPW I

Mr. Froilan B. Herrera – PPO I

Special Operations Section

Technical Section

B. SERVICE: OPERATES A POPULATION INFORMATION CENTER

CLIENT : Students, development workers (internal/external)

S

T

E

P

S

PROCESS/ACTIVITY

DURATION

REQUIRE

MENTS

FEES

PERSON RESPONSIBLE

LOCATION

CLIENT

SERVICE PROVIDER

1. Presents request for research/ data gathering

Signs in the logbook indicating his/her purpose

Acknowledges the request and askslets the client sign in the visitor’s logbook 5 mins. none Ms. Marina C. Gattu –AA I Administra

tive Section

2. Waits for the approval of his/her request

Do the research work from the references provided and leaves the office happy

Attaches Action Slip for the PPO to approve such request 2 mins. Ms. Marina C. Gattu –AA I

Ms. Jovita S. Cabanag

Administra

tive Section

Acts upon the request by providing the IEC Materials and references needed 10 mins. Ms. Cleofe C. Ordinario –

PPW I

Special Operations Section

C. SERVICE: PROVIDES INFORMATION ON POPULATION MANAGEMENT – RPM/NFP CLASSES

CLIENT : Couples, would be couples

S

T

E

P

S

PROCESS/ACTIVITY

DURATION

REQUIRE

MENTS

FEES

PERSON RESPONSIBLE

LOCATION

CLIENT

SERVICE PROVIDER

1. Presents invitation and program of activity/schedule

Signs in the logbook

Acknowledges the request

Verify Calendar of Activities if there’s no conflict of schedules

Attaches the request with the Noting Slip to the PPO

3 minutes Ms. Marina C. Gattu

AA I

Administrative section
2. Listens/Participates/Clarifies unclear topics

Submits participants’ profile, attendance sheets and other documents

Receives reimbursement of meals and snacks

Attends classes/Discusses topics assigned Fuel Ms. Jovita S. Cabanag

Mr. Froilan B. Herrera

Verifies signatures in all the required documents for reimbursement of meal expenses

Prepares vouchers for processing

Attendance sheet

Participants Profile

Ms. Cleofe C. Ordinario

Ms. Marina C. Gattu

PPO staff

D. SERVICE: PROVIDES TECHNICAL ASSISTANCE ON VARIOUS POPULATION MANAGEMENT PROGRAM (Queries, Pieces of Advice)

CLIENT :
Internal and External (walk-ins)

S

T

E

P

S

PROCESS/ACTIVITY

DURATION

REQUIRE

MENTS

FEES

PERSON RESPONSIBLE

LOCATION

CLIENT

SERVICE PROVIDER

1. Presents letter request of assistance Acknowledges the request and asks the clients sign in the visitors logbook 5 mins. None Ms. Marina C. Gattu –AA I Administra

tive Section

2. Registers in the logbook indicating his/her purpose Attaches Action Slip for PPO to approve such request 2 mins. None Ms. Marina C. Gattu –AA I Administra

tive Section

3. Waits for the result of the request PPO decides and assigns responsible person to provide technical assistance 5 mins. Ms. Jovita S. Cabanag – PPO IV Population Division
4. Leaves the office with the request acted upon Responsible person prepares the necessary technical assistance needed Depending on the assistance requested

30 mins to 1 week

Ms. Jovita S. Cabanag – PPO IV

Mr. Froilan B. Herrera – PPO I

Ms. Cleofe C. Ordinario – PPW I

Population Division

E. SERVICE: SERVES AS SECRETARIAT TO THE PPCC/PIAT MEETINGS, PROVINCIAL POPULATION MANAGEMENT CONFERENCES AND CORE GROUP MEETINGS

CLIENTS: Representatives of Partner Agencies/Advocacy Team members, Municipal Population Officers

S

T

E

P

S

PROCESS/ACTIVITY

DURATION

REQUIRE

MENTS

FEES

PERSON RESPONSIBLE

LOCATION

CLIENT

SERVICE PROVIDER

1. Acknowledges letter of invitation and gives confirmation Prepares letter of invitation

Signs invitation letters noted by the governor

10 mins. Mr. Froilan B. Herrera – PPO I

Ms. Cleofe C. Ordinario – PPW I

Ms. Jovita S. Cabanag

Technical Section

Special Operations Section

Disseminates letters of invitation and gets confirmation 1 day Transportation expenses Ms. Marina C. Gattu –AA I Administra

tive Section

2. Attends scheduled meeting Prepares minutes of previous meetings,

Attendance Sheet, Venue

Reproduce/ assort handouts

1 day Ms. Cleofe C. Ordinario – PPW I

Ms. Marina C. Gattu –AA I

3. Participates actively in the agenda discusses Facilitates the conduct of the meetings

Documents the proceedings of the meetings/conferences

Distributes handouts

1 day

1 day

Ms. Jovita S. Cabanag – PPO IV

Mr. Froilan B. Herrera – PPO I

Ms. Cleofe C. Ordinario

Ms. Marina C. Gattu

Population Division
4. Waits for the documented agreements for implementation Finalizes/encodes the proceedings for dissemination to attendees 2 days TEV/gas slips Ms. Jovita S. Cabanag – PPO IV

Mr. Froilan B. Herrera – PPO I

Ms. Cleofe C. Ordinario

Ms. Marina C. Gattu

-do-

Population Division

Work & Financial Plan (2012)

IV. 2012 WORK AND FINANCIAL PLAN

PROGRAMS/PROJECTS

ACTIVITIES

TIME FRAME TARGET

2012 BUDGET
“Polisya mo Kailangan ko

para sa serbisyo ko”

1. Lobby/advocate for a) issuance of RH/FP and other population-related EOs, Resolutions and Ordinances b) allocation of funds for CSR Q1-Q4 7 Provincial & Municipal Policies

2. Technical assistance to LCE in the policy issuance of Population/RH programs/projects. Q1-Q4 As the need arises
3. Facilitate the conduct of:

a) PPCC/PIAT Consultations/Meetings

b) Provincial Population Management

c) Capability building of stakeholders

Semi-Annually

Quarterly

Q2 – Q4

2 meetings/25 pax

4 meetings/15 pax

4 Batches/264pax

10,000.00

12,000.00

registration basis

4. Attendance to:

a) Quarterly Regional Population Management Conference (RPMC) with Provincial/City Population Officers, ARH Focal Persons and LEPOWPHIL
Officers of Region 2 Chapter

b) Regional Adolescent Health and Youth Development (AHYD) Task Force Meetings

c) Annual National Conference

d) Annual Regional Population Forum Planning/Assessment Workshop and LEPOWPHIL General Assembly

e) Provincial Planning & Assessment on PPMP/HES Program Implementation

Quarterly

Quarterly

As the need arises

October

Nov/Dec.

4 meetings/2 pax

4 meetings/1 pax

1 con./2 pax

1 Forum/4 pax

1 Planning & Assess./35 pax

16,000.00

8,000.00

5,000.00

40,000.00

10,000.00

Pamilya’y panalo sa tamang pagpaplano” 1. Facilitate/Monitor the conduct of Responsible Parenting Movement (RPM) Classes Q1-Q4 20 classes 50,000.00
2. Resource Speaking/assist in the Pre-Marriage Counseling (PMC) sessions Q1-Q4 As the need arises 3,000.00
3. Facilitate conduct of various initiatives on various population events:

a) Women’s Month

b) Natural Family Planning (NFP) Month

c) World Population Day

d) Family Planning Month

e) Population and Development (POPDEV) Week

– Barangay Population Workers/Partner

Agencies Forum

March

May

July

August

November

1 Celebration

1 Celebration

1 Celebration

1 Celebration

1 Celebration

50,000.00

10,000.00

10,000.00

10,000.00

20,000.00

PROGRAMS/PROJECTS

ACTIVITIES

TIME FRAME

TARGET

2012 BUDGET
4. Implementation of the Men’s Responsibilities in Gender and Development (MR/JUNIOR GAD)

– series of trainings

Q1-Q4

1 Pilot Barangay

200,000.00

5. Gender Sensitivity Orientation June

(Father’s Day)

300 male 50,000.00
6. Search for Outstanding Municipal Population

Officer

July 6 Mun. 20,000.00
7. Search for Outstanding Pre-Marriage Counseling Team/Responsible Parenting Movement (RPM) Team July 6 Mun. 20,000.00
8. Search for Outstanding LGU on PPMP Implementation Jan-Aug. 20,000.00 20,000.00
9. Search for Outstanding Barangay with a Well-Managed Population Jan-Aug. 6 Mun. 20,000.00
“Kalusugan mo, hangad ko” 1. Support CARAVAN Project

a) Information dissemination of projects/services of social sector

b) Conduct actual interviews/counseling to couples and mothers on responsible parenting and family planning

Q1-Q4

Q1-Q4

(as targeted by the province)

500 couples

“Impormasyong bigay mo, programang babalik sa ‘yo” 1. Establish Migration Information Center

a) monitor population movements

Q1-Q4 6 mun. 50,000.00
2. Demographic data gathering/collation demographic changes)

– Reproduction of Family Profile Form

– Family Profile Survey

Q1-Q4 132 Barangay Data 50,000.00
3. Gather POPDEV/Poverty Indicators Data Q1-Q4 1 Prov’l Data 5,000.00
“Impormasyong sapat, sa POPIN Center mahahanap” 1. Ensure Population Information corners are in place in 3 POPIN associated centers in the province and in the Provincial Library Q1-Q4 3 POPIN Centers 30,000.00
2. Conduct IEC/Advocacy activities

a. Reproduction/Distribution of IEC/

Advocacy Materials

Q1-Q4 24 IEC activities 5,000.00
“Kinabukasan ng Kabataan, sa ARH Program” 1. Lead population related activities

a. Division POPQUIZ (September)

b. Provincial On-the-Spot Essay Writing

Contest (September)

c. Provincial Poster Making Contest

d. Attendance to the higher level

competitions

September

September

Oct./Nov.

Sept – Nov.

1 POP./30 pax

1 Essay/6 pax

1 Poster/30 pax

10 pax

20,000.00

10,000.00

10,000.00

10,000.00

PROGRAMS/PROJECTS

ACTIVITIES

TIME FRAME

TARGET

2012 BUDGET
2. Maintenance of 3 Teen Centers

Q1-Q4 3 Teen Centers 30,000.00
3. Parent Education on Adolescent Health and Development Orientation Q1-Q4 6 Orientations 60,000.00
4. Re-organization of the Provincial Adolescent Health and Youth Development Task Force Q1-Q4 1 Prov’l/6 Mun. 10,000.00
5. Capability Building to potential youth leaders Q1-Q4 1 training/132 SK registration basis
6. Annual Youth Encampment (provincial summer youth camp) Q2 1 Y.E./60 pax registration basis

Note: Budget is subject on the availability of fund

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