ROLES and RESPONSIBILITIES in the FORMULATION of the TECHNICAL COOPERATION PROGRAMME 1

Transcription

1 ROLES and RESPONSIBILITIES in the FORMULATION of the TECHNICAL COOPERATION PROGRAMME 1 Role/Function Page MEMBER STATES Counterpart (CP) 2 National Liaison Officer (NLO) 2 National Coordinator of a Regional/Cooperative Agreement (NCR) 2 Designated Team Member (DTM) 3 Chairperson of a Regional/Cooperative Agreement 3 TC DEPARTMENT Programme Management Officer (PMO) 3 TC Section Head (TC-SH) 4 TC regional Director 4 Director, Division of Planning and Coordination (DIR-TCPC) 5 Deputy Director General, Department of Technical Cooperation (DDG-TC) 5 TECHNICAL DEPARTMENTS Technical Officer (TO) 5 Field of Activity (FoA) Leader 5 Section Head of Technical Division (TD-SH) 6 Field of Activity (FoA) Focal Point 6 Technical Cooperation Liaison Officer (TCLO) 6 Director of Technical Division (TD-DIR) 7 Safety Reviewer 7 Radiation Safety Regulator 7 Procurement Reviewer 8 Safeguards Reviewer 8 COMMITTEES AND GOVERNING BODIES Technical Cooperation and Technical Departments (TC/TD) Group 8 TCP Committee 8 Technical Assistance and Cooperation Committee (TACC) / Board of Governors (BoG) 9 1 The present document covers mainly the project concept and design phases. Information on the subsequent phases of the TC cycle will be added in due time Page 1 of 9

2 MEMBER STATES Counterpart (CP) The national official in a Member State who is designated as responsible for the overall design, management and direction of a TC project in the country, and as such: 1. Actively participates in the CPF process and in the in-depth dialogue and strategic thinking among all stakeholders during the concept phase to identify concrete areas where a TC project can contribute effectively; 2. Prepares the project concept and submits it to the NLO; 3. Leads the project design team (CP, PMO, TO) when the project implementation strategy, budgets and work plans are defined and workable indicators for project monitoring, achievement of expected results and sustainability of outcomes are determined and potential partnerships are sought; 4. Provides complementary information on the local situation and ensures availability of local capacities and essential resources for implementing activities foreseen in the project, during project design; 5. Prepares the project document and submits it to the NLO. National Liaison Officer (NLO) The official in a Member State who is designated to coordinate the TC programme within his/her country and therefore is the focal person vis-à-vis the Secretariat, and as such: 1. Leads the CPF process and the in-depth dialogue and strategic thinking among stakeholders during the concept phase to identify concrete areas where a TC project can contribute effectively; 2. Ensures coordination among all national stakeholders during the preparation of the CPN 2 and submits it to the Secretariat via the PCMF IT platform; 3. Verifies with the responsible national nuclear and/or radiation safety regulatory authority that the project concepts submitted will be provided with the necessary safety infrastructure and support to ensure their safe implementation and operation; 4. Confirms availability of local capacities and essential resources for implementing activities foreseen in the project, during project design; 5. Interacts with CPs and the Secretariat during project design, reconfirms availability of local capacities and essential resources for implementation; 6. Submits the project documents to the Secretariat via the PCMF IT platform. National Coordinator of a Regional/Cooperative Agreement (NCR) The official in a Member State who is designated as national focal person for activities related to Regional/Cooperative Agreement projects, and as such: 1. Monitors the participation of national CPs in the preparation of Regional/Cooperative Agreement concepts/projects in accordance with the respective Agreement s specific formulation and design procedures. 2 The Country Programme Note (CPN) contains an overview of the proposed country programme, together with the proposed national and regional project concepts Page 2 of 9

3 Designated Team Member (DTM) Also known as Lead Country Coordinator or National Technical Project Coordinator. The DTM is the lead counterpart of a regional or interregional project and coordinates with the project counterparts in other Member States to facilitate the development of the project, and as such: 1. Leads the preparation of regional project concepts submitted by Member States; In the case of Regional/Cooperative Agreement concepts, which are based on the upstream work of the respective Regional/Cooperative Agreement, the DTM sends them to the Agreement Chair for submission to the Secretariat; 2. Interacts with the Secretariat, counterparts and the Chairperson of the Agreement, as applicable, during project design; 3. Prepares the project workplan and provides complementary information on the local situation in the participating countries, including confirmation from the latter of the availability of local capacities for implementing activities foreseen in the project, during project design; 4. Proposes potential partners for funding and/or joint implementation; 5. Submits the project document to the Secretariat. Chairperson of a Regional/Cooperative Agreement The Chairperson of a Regional/Cooperative Agreement is elected by the national coordinators/representatives of the Agreement Member States every year. S/he coordinates the TC programme within the Agreement and is the focal person, therefore, vis-à-vis the Secretariat, and as such: 1. Interacts with and ensures coordination among DTMs and national coordinators/representatives during preparation and prioritization of project concepts and during project design; 2. Submits the Regional/Cooperative Agreement project concepts to the Secretariat via the PCMF IT platform. 3. Participates in the design phase of the Regional/Cooperative Agreement projects and clear the Regional/Cooperative Agreement programme. TC DEPARTMENT Programme Management Officer (PMO) A professional staff member in one of the TC regional Divisions responsible for the management of the TC programme in one or more countries of that region, and as such: 1. Actively supports the CP during the concept phase to identify concrete areas where a TC project can contribute effectively; 2. Liaises with the TO to ensure the technical feasibility of proposed projects; 3. Leads the process of appraising the concepts against established quality criteria and reviews implementation arrangements, workflow and procurement issues; 4. Consolidates the feedback note; 5. Leads the project design team (CP, PMO, TO) when the project implementation strategy, budgets and work plans are defined and workable indicators for project monitoring, achievement of expected results and sustainability of outcomes are determined and potential partnerships are sought; Page 3 of 9

4 6. After consultation with TO(s), ensures that financial planning is in line with project content; PMO plays a similar role for regional/interregional projects. TC Section Head (TC-SH) The TC-SH is responsible for the TC programme in several countries of that region, and as such: 1. Provides inputs to the TC regional Director on identification of regional priorities, funding estimates and potential partners; 2. Assigns, in consultation with the TC regional Director, regional project concepts to a PMO in his/her Section; 3. Ensures compliance with policy and standards for timeliness, completeness, implementability, efficiency and effectiveness of the use of resources during programme preparation; 4. Reviews MS programmes to confirm quality of projects in his/her countries of responsibility as well as the overall quality of the country programme in accordance with the relevant policy guiding documents, and submits them to the TC regional Director. TC regional Director The TC regional Director is responsible for the TC programme in that region, and as such: 1. Provides guidance on regional priorities and funding estimates to SHs in his/her Division; 2. Assigns regional project concepts to the Sections in his/her region; 3. Prepares the Regional Programme Note (RPN) 3 that includes selected regional project concepts submitted by a group of countries through their CPNs and those under a Regional/Cooperative Agreement that are considered as priorities following a process of dialogues and consultation with concerned member States; 4. Discusses national and regional programmes of the Division with the TC senior management to obtain feedback before finalizing the draft programme for his/her region; 5. Oversees trend analysis of the region s draft programme for discussion with TD-DIRs on technical resource requirements; 6. Assesses opportunities for further programme development, including partnerships and resource mobilization, to ensure sustainability and maximize programme impact; 7. Reviews the overall quality of the regional programme consisting of national and regional projects in accordance with the relevant policy guiding documents, and approves the regional programme, including funding allocations. Director, Division of Planning and Coordination (DIR-TCPC) The Director of the Division of Planning and Coordination is responsible for overall coordination and support to the TC programme, and as such: 1. Provides guidance for programme planning and finalization: IT development and modification and methodological framework for ensuring programme and project quality; 2. Initiates/supports partnership development and resource mobilization; 3. Has the overall coordination responsibility for the interregional TC programme and as such: 3 The Regional Programme Note (RPN) contains an overview of the proposed regional programme, together with the regional project concepts positively appraised by the IAEA Page 4 of 9

5 Prepares the Interregional Programme Note 4 ; Confirms the quality of the INT Project Documents based on INT quality criteria and other relevant policy guiding documents; 4. Prepares documentation on the TC programme for the governing bodies. Deputy Director General, Department of Technical Cooperation (DDG-TC) The Deputy Director General of the Department of Technical Cooperation is responsible for the overall management and delivery of outputs comprising the TC programme, and as such: 1. Provides guidance to TC Directors on global strategic and policy issues related to the development and management of the programme; 2. After consultation with TC Directors, assigns PMOs to INT projects; 3. Reviews programmes of the Divisions prior to their finalization; 4. Determines TCF allocations by TC Divisions. TECHNICAL DEPARTMENTS Technical Officer (TO) A professional staff member in a technical Department who is responsible for the technical integrity and quality of their input to technical cooperation projects, and as such: 1. Reviews project concepts and makes recommendations as technical input to the feedback notes after consultation with FoA Leader; 2. As member of the project design team (CP, PMO, TO), actively contributes to the Secretariat support provided during project design when the project implementation strategy, budgets and work plans are defined and workable indicators for project monitoring, achievement of expected results and sustainability of outcomes are determined and potential partnerships are sought; 3. Ensures the technical soundness of the proposed activities and inputs in the work plan and their contribution to achieving outputs and outcomes; 4. Advises PMO on the adequacy of financial planning in relation to the technical requirements of the work plan; 5. Confirms agreement with the technical content of the project document, ensures that the technical performance indicators are realistic and appropriate, and determines within her/his area of expertise whether the project has the technical integrity to proceed; 6. Provides an estimate of the regular budget resources required for adequate technical support to the proposed concepts/projects, specifying HR implications. Field of Activity (FoA) Leader For each FoA there are one or several FoA Leaders from different technical Divisions/Departments, each one representing his/her respective technical area. S/he works in close cooperation with the other FoA Leaders of that respective FoA. The FoA Leaders are generally Section Heads or Group Leaders in the technical Divisions unless the TD-DIR assumes that responsibility. The FoA Leader: 1. Assigns TO(s) to do preliminary reviews of the concepts submitted for his/her FoA; 4 The Interregional Programme Note (IPN) contains an overview of the proposed interregional programme, together with the interregional project concepts Page 5 of 9

6 2. Based on the TOs preliminary reviews, identifies promising concepts and estimates the workload they may create for relevant TDs; 3. Coordinates technical input from TOs and interacts with other FoA Leaders during the project design phase; 4. Works to enhance communication between TC programme planning and regular programme planning, and identifies adjustments in both planning processes to improve alignment. Section Head of Technical Division (TD-SH) 5 The Section Head in a technical Division is responsible for the regular programme in his/her specific technical area, and as such: 1. Serves as FoA Leader/Focal Point or as supervisor of a FoA Leader/Focal Point as linked to respective sub-programme/programme themes; 2. Conveys to his/her Division Director the relevant workload implications derived from the review of all proposed project concepts; 3. To the extent practicable, assesses resource implications, division of work and linkages with the sub-programme/programme s regular budget and provides inputs to TD-DIR for consideration under the regular budget; 4. Proposes to TD-DIR strategies for matching the expected demands of the TC programme with available regular budget resources (e.g. regional/interregional projects instead of national projects). Field of Activity (FoA) Focal Point For each FoA, one of the FoA Leaders is assigned as FoA Focal Point who liaises with the TC Department, and as such: 1. Receives the concepts from the PMO and verifies the PMO s classification within his/her FoA; 2. Adds FoA Leaders and TOs to the project team, as required; 3. Is responsible for the overall coordination of technical inputs/comments in his/her specific FoA and gives guidance to the TOs; 4. Ensures that interdepartmental technical consultations and clearances are completed in a timely manner; 5. Conveys to the PMO the joint technical assessment of all FoA Leaders for the concepts in their FoA; 6. Coordinates technical input of FoA Leaders and interacts with PMOs during project design. Technical Cooperation Liaison Officer (TCLO) The TCLO is nominated by his/her Deputy Director General and acts as a focal point for TC programme-related matters within his/her Division/Office, and as such: 1. Promotes coordination between the TC Department and his/her Division/Office; 2. Represents his/her Division/Office at meetings and discussions related to TC programme activities of a general nature; 3. Provides guidance on TC programme-related matters to the Technical Officers in his/her Division/Office; 6 5 In some specific cases Group Leaders perform the functions of SH-TDs Page 6 of 9

7 4. Enhances the effectiveness of technical input to TC projects, e.g. ensuring timely delivery of TD support to TC projects; 5. Regularly collects information and informs the TC Department on current or planned regular budget activities that may impact on the TC programme; 6. Acts as focal point for ad hoc requests from the TC Department, including requests under projects for which no TO has been assigned; 7. Takes on other duties in relation to the TC programme as delegated by his/her respective Deputy Director General. Director of Technical Division (TD-DIR) 7 The Director of a technical Division is responsible for the programme in his/her specific technical area, and as such: 1. Provides to TC regional Directors information on new technological trends in the respective technical areas that may have implications on the TC programme; 2. Collates and analyses the resource implications of the proposed TC programme, based on the information provided by the TD-SHs/FoA Leaders, as an input to the preparation of the regular programme budget and for the identification of the resource requirements to support the TC programme; 3. Discusses with TC regional Directors programmatic issues and resource requirements for the technical support of the proposed TC programme, in order to define common strategies for matching the expected demands of the TCP with available regular budget resources; 4. Provides input to the DDG-TD for the consideration of the TC programme. NUCLEAR SAFETY AND SECURITY REVIEW Safety and Security Reviewer The Safety and Security Reviewer coordinates the safety and security review of project concepts and project documents, and as such: 1. Liaises, as appropriate, with the four subject focal points (NSNI, NSRW, NSNS and NS- IEC); 2. Collates the safety and security review for submission to the PMO; 3. Reviews the project documents as required. Radiation Safety Regulator The Radiation Safety Regulator has the overall responsibility for regulating radiation safety in the Agency and for supervising the compliance of Agency users of radiation practices and sources with the applicable requirements in force, and as such: 1. Reviews and clears activities under the TC programme where potential radiation exposure exists for IAEA staff and experts; 2. If advice or support is required, sends the requests for TC programme activities to the Radiological Protection Service and to NSRW. 6 Functions 1, 2 & 3 are not applicable to NA, NE and NS as these technical Departments are represented in the TC-TD Group with similar responsibilities. 7 In some cases where the programmatic structure does not coincide with the organizational structure (e.g. PACT), the Programme Manager will assume the functions of TD-DIR Page 7 of 9

8 REVIEW BY THE OFFICE OF PROCUREMENT SERVICES Procurement Reviewer 1. Reviews concepts and identifies those that are of high risk, are likely to involve a single procurement case with a value of over or multiple related procurement cases from the same supplier with an aggregate total value of over , and for which difficulties are foreseen in the shipment to the requesting country; 2. Participates in the project design phase through analysing procurement options and providing budget estimates of requested procurement items. SAFEGUARDS REVIEW Safeguards Reviewer 1. Performs review of the proposed TC programme with TC IT support; 2. Prepares a report for the DG on the proposed TC programme. COMMITTEES and GOVERNING BODIES Technical Cooperation and Technical Departments (TC/TD) Group The objective of the Technical Cooperation and Technical Departments Group (TC/TD Group) is to enhance joint ownership of the Agency s TC programme between the Department of Technical Cooperation (TCD) and the Technical Departments (TDs), to oversee the effective implementation of the TC programme and to promote alignment between regular budget and TC programme activities by improving programmatic and project related coordination, and further promoting synergies among the TCD and the TDs. The TC/TD Group is composed of one Director, Section Head, or Group Leader from each of NA/NE/NS/SG/MT/TCD, a representative from DGOP, and the Programme Coordinators from NA/NE/NS/SG/TC. The TC/TD Group: 1. Agrees on roles and responsibilities in the formulation and delivery of the TC programme in line with existing Agency policy documents; 2. Facilitates the cooperation between TCD and the relevant TDs in the preparation and implementation of the TC programme; 3. Identifies mechanisms for alignment of regular budget and TC activities; 4. Identifies issues related to regular budget activities that impact on the TC programme; 5. Identifies issues related to the TC programme that impact on regular budget activities; 6. Defines mechanisms to properly address the identified issues; 7. Identifies ways to more effectively use existing mechanisms. Field Code Chan TCP Committee The TCP Committee is a standing interdepartmental committee established by the Director General according to SEC/NOT/1790 of 10 September 1999 and is chaired by DDG-TC. Its members are DDG-NA, DDG-NE and DDG-NS; a representative from the Office of the Director General may attend as an observer. 1. Ensures coordinated planning for the TC programme and the regular programme; 2. Discusses major issues identified by Departments during the formulation of the TC programme; Field Code Chan Page 8 of 9

9 3. Reviews the draft TC programme prior to submission of the regular budget in order to ensure adequate and appropriate technical resources will be available for programme delivery; 4. Endorses the proposed TC programme with funding for submission to TACC and the Board of Governors. Technical Assistance and Cooperation Committee (TACC) /Board of Governors (BoG) 1. TACC reviews the proposed TC programme for the cycle and recommends approval of the TC programme to the Board of Governors; 2. Board of Governors approves the TC programme for the biennium and the budget for one year based on the recommendation of TACC Page 9 of 9