37th RTA Training37th RTA Training0044--0055 December 200December 20088

Twinning & SIGMA Twinning & SIGMA Co-ordinatCo-ordination Teamion Team

Practical advice on Twinning Practical advice on Twinning Rules and Procedures Rules and Procedures

2

Objectives of this presentation::

ParticipantsParticipants: RTAs without or with limited : RTAs without or with limited

experience in Twinningexperience in Twinning

Preparation Preparation for your future workfor your future work To share the best twinning practiceTo share the best twinning practice Answer some of your queries/questionsAnswer some of your queries/questions

IntroductionIntroduction

3

Role of the EC DelegationRole of the EC Delegation

Relations with the Host Relations with the Host AdministratAdministrationsions

ContentsContents

4

The RTA forms the The RTA forms the corecore of a twinning project: of a twinning project: Daily involvement/expertiseDaily involvement/expertise Coordination of all activitiesCoordination of all activities Ensures the smooth project implementation Ensures the smooth project implementation Ensures continuity of resultsEnsures continuity of results

RTA faces a complex challenge - professional, RTA faces a complex challenge - professional, managerial, personalmanagerial, personal

Good specialist knowledge of the sectorGood specialist knowledge of the sector

Good management skills,Good management skills, but not manager only! but not manager only!

RTA the RTA the backbonebackbone of TW of TW

5

RTA should RTA should notnot be responsible for logistics and be responsible for logistics and accountingaccounting

Team work and backing assistance should be Team work and backing assistance should be provided in MS administrationprovided in MS administration

RTA the RTA the backbonebackbone of TW of TW

6

The profile: gThe profile: good interpreterood interpreter/translator and g/translator and good organiserood organiser

Qualifications: perfect language skills, professional experiencesQualifications: perfect language skills, professional experiences

Right arm of RTA, closest colleagueRight arm of RTA, closest colleague

Facilitator of communicationFacilitator of communication

Works full time in accordance with local working hoursWorks full time in accordance with local working hours

CFCU to be informed about oCFCU to be informed about ovver hours er hours

Job description to be respected by allJob description to be respected by all

Work ethics to be consideredWork ethics to be considered

Not employed by public administrationNot employed by public administration in the last 6 months in the last 6 months

Must be acceptable for the beneficiaryMust be acceptable for the beneficiary

RTA RTA AAssistantssistant

7

• In GeneralIn General

facilitator and guardian of fair, facilitator and guardian of fair,

transparent and consistent application of transparent and consistent application of

the Twinning Rules – Twinning manual the Twinning Rules – Twinning manual

• Actors: Sectoral Task manager, TW Co-Actors: Sectoral Task manager, TW Co-

ordinatorordinator

Role of the EC DelegationRole of the EC Delegation

8

• In particularIn particular

- programming- programming

- selection – host organisation- selection – host organisation

- contract drafting, training - contract drafting, training

- RTA training, welcome pack- RTA training, welcome pack

- implementation (ex-ante control–IQR + StC)- implementation (ex-ante control–IQR + StC)

- finalisation- finalisation

Role of the EC DelegationRole of the EC Delegation

9

• Specific support for RTA Specific support for RTA

- Welcome pack (network, useful guide)- Welcome pack (network, useful guide)

- Mission letter- Mission letter

- briefing on practicalities, relations - briefing on practicalities, relations

- adviser – general / specific- adviser – general / specific

- organisation of formal and informal events- organisation of formal and informal events

- focal point - focal point

- intermediator - intermediator

Role of the EC DelegationRole of the EC Delegation

10

Welcome PackWelcome Pack

- use as reference upon needuse as reference upon need

- Available from TW team and EC Available from TW team and EC

DelegationsDelegations

Welcome PackWelcome Pack

11

Issued by the EC Delegation after the notificationIssued by the EC Delegation after the notification

Certifies that the RTA is a long-term EU expertCertifies that the RTA is a long-term EU expert

Incl.: the legal duration of TW contractIncl.: the legal duration of TW contract

Needed for:Needed for: arrivalarrival issuance/renewal of residence permitissuance/renewal of residence permit customs clearance customs clearance leaveleave and in other ‘cases of need’and in other ‘cases of need’

Mission LetterMission Letter

12

• Project implementationProject implementation

- monitoring of project activities- monitoring of project activities

- assessment of reports- assessment of reports

Main focus on mandatory results/effcient use Main focus on mandatory results/effcient use

of fundsof funds

- - participation in participation in project Steering project Steering

Committees Committees

Role of the EC DelegationRole of the EC Delegation

13

Meet your contacts at the EC DelegationMeet your contacts at the EC Delegation: : Sectorial Task Manager (to address all issues)Sectorial Task Manager (to address all issues) Twinning team (TW rules and procedures)Twinning team (TW rules and procedures)

Sectorial task manager: Sectorial task manager: monitors project implementationmonitors project implementation reporting reporting organises monthly progress meetings organises monthly progress meetings participates in Steering Committee meetingsparticipates in Steering Committee meetings

EU visibility guidelinesEU visibility guidelines

EC Delegation EC Delegation

14

Beneficiary InstitutionBeneficiary Institution

CFCUCFCU

BBCC NCP NCP

Relations with the Host Relations with the Host AdministratAdministrationsions

15

Meet your host institutionMeet your host institution

Meet all the relevant people (BC PL, RTA counterpart, Meet all the relevant people (BC PL, RTA counterpart,

Component leaders, other relevant institutions)Component leaders, other relevant institutions)

Project Kick-off eventProject Kick-off event

You have to establish the appropriate contacts: You have to establish the appropriate contacts:

at practical expert level at practical expert level (daily)(daily)

at decision-making levelat decision-making level (weekly/monthly) (weekly/monthly)

Beneficiary Beneficiary Institution Institution

16

Pre-EDISPre-EDIS

Meet your contactMeet your contact person person at the CFCU at the CFCU and NCP Office and NCP Office

Make contact with the twinning manager at CFCU Make contact with the twinning manager at CFCU

CFCUs specific requirements:CFCUs specific requirements: on financial reporting requirements, etcon financial reporting requirements, etc Paying agent (advance, interim and final payments)Paying agent (advance, interim and final payments) Observer in project Steering Committee meetingsObserver in project Steering Committee meetings Approves quarterly financial reportsApproves quarterly financial reports

Under EDIS Under EDIS

Meet Administrative Office (AO) representativeMeet Administrative Office (AO) representative

AO performs financial and administrative monitoringAO performs financial and administrative monitoring

CFCU / CFCU / Administrative OfficeAdministrative Office

17

Solving horizontal problems;Solving horizontal problems;- VAT VAT - Work permitWork permit- Residence permitResidence permit- Import of personal belongingsImport of personal belongings- Direct contact with beneficiary institutionDirect contact with beneficiary institution- Work conditions / Material resourcesWork conditions / Material resources- Observer in project Steering Committee Observer in project Steering Committee

MeetingsMeetings

Local NCP officeLocal NCP office

18

Inform and/or visit your EInform and/or visit your Embassymbassy upon arrival upon arrival

Ask home administration to write to the Ask home administration to write to the

EmbassyEmbassy

Find out who is the person in charge of TWFind out who is the person in charge of TW

MS EmbassyMS Embassy

19

Get advance information from the Get advance information from the

beneficiary, fellow RTAs in town, country beneficiary, fellow RTAs in town, country

guides, etc.guides, etc.

Before and after arrivalBefore and after arrival

20

You are a foreign You are a foreign technical experttechnical expert

Subject to legislation in BCSubject to legislation in BC/differs from country to country/differs from country to country

You are You are notnot a diplomat a diplomat

RTAs are not exempted from VAT on personal purchasesRTAs are not exempted from VAT on personal purchases

Family members cannot take up employment in BC (unless Family members cannot take up employment in BC (unless

they obtain a work permit)they obtain a work permit)

Usually no work permit is needed for RTA but Usually no work permit is needed for RTA but

residence permit within 90 days residence permit within 90 days

Exemption from fiscal charges including visa costs and customs Exemption from fiscal charges including visa costs and customs

clearance costsclearance costs (FWA) (FWA)

RTA StatusRTA Status

21

Differs from country to countryDiffers from country to country

GGet a visa from theet a visa from the BC BC consulate consulate in MS in MS

Visa free of charge for RTA and his/her familyVisa free of charge for RTA and his/her family

Please check for necessary documentation Please check for necessary documentation

(photos, passport, application form and (photos, passport, application form and

mission letter, etc)mission letter, etc)

VisaVisa

22

Book a hotelBook a hotel (welcome pack; internet) (welcome pack; internet)

First 30 days - 100% per diem for RTA and 50% per diem for First 30 days - 100% per diem for RTA and 50% per diem for

family members – Keep hotel invoicefamily members – Keep hotel invoice

Find permanent accommodation within 30 daysFind permanent accommodation within 30 days

Check the reimbursement band for accommodation Check the reimbursement band for accommodation Contact real estate agents – fees Contact real estate agents – fees up toup to 2months’ rent 2months’ rent (differs from country to

country)

Note that only basic rental cost is reimbursed Note that only basic rental cost is reimbursed

Not eligible costs - deposits, utility costs, cleaningNot eligible costs - deposits, utility costs, cleaning

Keep receipts for actual paymentsKeep receipts for actual payments

AccommodationAccommodation

23

The list of RTAs should be available from DelegationThe list of RTAs should be available from Delegation

The RTAs on-duty = invaluable source of informationThe RTAs on-duty = invaluable source of information

Many RTAs have done what you are about to doMany RTAs have done what you are about to do

It is easier to solve common problems in twinning in a It is easier to solve common problems in twinning in a

group – stick together!group – stick together!

RTAs networkRTAs network

24

Assistant Assistant

Permanent accommodationPermanent accommodation

Residence permit (ID card)Residence permit (ID card)

In some countries work permitIn some countries work permit

Registration at place of residenceRegistration at place of residence

RTAs are exempted from customs dutiesRTAs are exempted from customs duties

ChecklistChecklist

25

Kick-off within 2-4 weeks Kick-off within 2-4 weeks

Coordinate with other relevant projects (EU, bilateral)Coordinate with other relevant projects (EU, bilateral)

Clarify:Clarify:

work-planwork-plan

reporting and communication linesreporting and communication lines

steering committee requirementssteering committee requirements

Kick–offKick–off Phase Phase

26

Kick-off within 2-4 weeks Kick-off within 2-4 weeks

EU visibility guidelines to be respected EU visibility guidelines to be respected (EU logo - EU funded project (EU logo - EU funded project

- - http://http://ecec..europaeuropa..eueu//europeaideuropeaid//visibilityvisibility//indexindex_en._en.htmhtm))

Support of MS Embassy, but clear message: Support of MS Embassy, but clear message: EU funded projectEU funded project

Presence of mediaPresence of media

Avoid long speeches, use clear and dynamic Avoid long speeches, use clear and dynamic

presentations presentations (first 30 minutes most important time)(first 30 minutes most important time)

Kick–offKick–off

27

As a As a RTA RTA you are at the heart of the projectyou are at the heart of the project

MMaintain close contactsaintain close contacts with all key players with all key players

You must ensure:You must ensure:

Regular reporting Regular reporting tto PLs, ECD and CFCU/AOo PLs, ECD and CFCU/AO

Regular organisation of Steering Committee meetingsRegular organisation of Steering Committee meetings

Full transprency in the implementation conditions/timely Full transprency in the implementation conditions/timely

share problems with your partnershare problems with your partner

Project implementationProject implementation

28

Interim Quarterly Report (IQR) jointly signed by MS and BC PLsInterim Quarterly Report (IQR) jointly signed by MS and BC PLs

IIn practice preparn practice prepareded by RTAby RTA’s’s

Report Template Report Template Annex CAnnex C44 and C5 and C5 of of TW ManualTW Manual

Two parts technical and financial:Two parts technical and financial: AAccount of activities and benchmarks achievedccount of activities and benchmarks achieved, timing and delays, , timing and delays,

assessment of progress, recommendationsassessment of progress, recommendations Account of actual expenditure vs budged expenditureAccount of actual expenditure vs budged expenditure

FREQUENCYFREQUENCY: : Every project quarterEvery project quarter

TIMING: TIMING: Within the month following the reporting periodWithin the month following the reporting period

Note: the 2nd IQR represents a crucial point for monitoringNote: the 2nd IQR represents a crucial point for monitoring

Closely monitored by the EC Delegation or Closely monitored by the EC Delegation or CFCU/CFCU/AOAO

Evaluations: beneficiaries and independent evaluatorsEvaluations: beneficiaries and independent evaluators

Regular ReportingRegular Reporting

29

KKey players and important decisionsey players and important decisions

PURPOSEPURPOSE: : Discuss progress; decide on Discuss progress; decide on

corrective measures;corrective measures; a approve and signpprove and sign IQR IQR

TIMINGTIMING: : Within the month following a project Within the month following a project

quarterquarter or more frequent when needed or more frequent when needed

Distribution of the draft IQR Distribution of the draft IQR before the before the

meetingmeeting

Steering CommitteeSteering Committee

30

PARTICIPANTSPARTICIPANTS: : Chair: MS and Chair: MS and BBC C PLPL RTARTA, , BBC counterpart, EC Delegation, CFCUC counterpart, EC Delegation, CFCU/AO/AO, ,

NCP OfficeNCP Office RTA RTA Assistant takeAssistant takess minutes minutes – – add. interpretation

from TW budget not eligible

ORGANISATIONORGANISATION: RTA : RTA with the help of the assistant with the help of the assistant VenueVenue: : provided by the provided by the BBC C Invitations sent out by both project leadersInvitations sent out by both project leaders

Steering CommitteeSteering Committee

31

Regularly consult TW ManualRegularly consult TW Manual

In extraordinary cases consult In extraordinary cases consult

ECD or ECD or CFCU/CFCU/AO AO

Modifications & Modifications & Implementation Implementation

32

Most frequent problems Most frequent problems and solutionsand solutions

Language and Language and integrationintegration

Not sufficient Not sufficient support by MS support by MS Project LeaderProject Leader

Not sufficient Not sufficient involvement of BC:involvement of BC: too many tasks to too many tasks to

too few people too few people high level of staff high level of staff

turnoverturnover

Good assistant + use of professional translation and interpretation servicesGood assistant + use of professional translation and interpretation services

Max. involvement of MS PLMax. involvement of MS PL

3 days/month + 1 visit per quarter3 days/month + 1 visit per quarter

Insist on identification of people for each component – use but do not abuse Insist on identification of people for each component – use but do not abuse their cooperationtheir cooperation

Respect local working cultureRespect local working culture

Try to be flexible and adaptableTry to be flexible and adaptable

33

Most frequentMost frequentproblems and solutionsproblems and solutions

Not equipped with Not equipped with facilities from project facilities from project startstart

Too much burden oToo much burden off administrative administrative workwork

Request assistance from the BC PL and/or EC Request assistance from the BC PL and/or EC Delegation to obtain what you needDelegation to obtain what you need

Focus on the substance of the project!Focus on the substance of the project!

Delegate administrativeDelegate administrative functionsfunctions

Use the PMC for logistical, financial support Use the PMC for logistical, financial support

Overall coordination indispensableOverall coordination indispensable

34

If the project is too complex, over ambitiousIf the project is too complex, over ambitious Arrange meetings with all Arrange meetings with all key key playersplayers Ensure appropriate access to the decision makersEnsure appropriate access to the decision makers Use ‘train of trainers’’ approachUse ‘train of trainers’’ approach Use/coordinate STEs’ inputUse/coordinate STEs’ input

Multi–beneficiary institutions - insist upon formal agreement Multi–beneficiary institutions - insist upon formal agreement

between thembetween them

Project runs off schedule: take corrective actionsProject runs off schedule: take corrective actions

Be flexible but stick to the rules! and keep the twinning Be flexible but stick to the rules! and keep the twinning

spirit throughout your project!spirit throughout your project!

ConclusionConclusion

35

Result-oriented partnershipResult-oriented partnership Strong commitmentStrong commitment/ownership/ownership by the BC by the BC

Twinning PhilosophyTwinning Philosophy

36

Give us your contact detailsGive us your contact details

The EC DelegationThe EC Delegation/AO/AO(CFCU(CFCU needs your needs your

up-to-date contact dataup-to-date contact data ( (phone, phone, fax; e-fax; e-

mail; etc)mail; etc)

Contact detailsContact details

37

TW Manual – ANNEX B:TW Manual – ANNEX B:

DETAILED TERMS AND CONDITIONSDETAILED TERMS AND CONDITIONS

Read before taking up duty!!!Read before taking up duty!!!

RTA CONDITIONS RTA CONDITIONS

38

http://europa.eu.int/comm/enlargement/pahttp://europa.eu.int/comm/enlargement/pas/s/

twinning/index/htmtwinning/index/htm

THANK YOUTHANK YOU

More InfoMore Info