37th RTA Training 0 4 - 0 5 December 200 8

1. 37th RTA Training04-05December 2008 Practical advice on Twinning Rules and Procedures Twinning & SIGMA Co-ordination Team

2. Introduction Objectives of this presentation: • Participants: RTAs without or with limited experience in Twinning • Preparation for your future work • To share the best twinning practice • Answer some of your queries/questions

3. Contents • Role of the EC Delegation • Relations with the Host Administrations

4. RTA the backbone of TW • The RTA forms the core of a twinning project: • Daily involvement/expertise • Coordination of all activities • Ensures the smooth project implementation • Ensures continuity of results • RTA faces a complex challenge - professional, managerial, personal • Good specialist knowledge of the sector • Good management skills, but not manager only!

5. RTA the backbone of TW • RTA should not be responsible for logistics and accounting • Team work and backing assistance should be provided in MS administration

6. RTA Assistant • The profile: good interpreter/translator and good organiser • Qualifications: perfect language skills, professional experiences • Right arm of RTA, closest colleague • Facilitator of communication • Works full time in accordance with local working hours • CFCU to be informed about over hours • Job description to be respected by all • Work ethics to be considered • Not employed by public administration in the last 6 months • Must be acceptable for the beneficiary

7. Role of the EC Delegation • In General facilitator and guardian of fair, transparent and consistent application of the Twinning Rules – Twinning manual • Actors: Sectoral Task manager, TW Co-ordinator

8. Role of the EC Delegation • In particular - programming - selection – host organisation - contract drafting, training - RTA training, welcome pack - implementation (ex-ante control–IQR + StC) - finalisation

9. Role of the EC Delegation • Specific support for RTA - Welcome pack (network, useful guide) - Mission letter - briefing on practicalities, relations - adviser – general / specific - organisation of formal and informal events - focal point - intermediator

10. Welcome Pack • Welcome Pack • use as reference upon need • Available from TW team and EC Delegations

11. Mission Letter • Issued by the EC Delegation after the notification • Certifies that the RTA is a long-term EU expert • Incl.: the legal duration of TW contract • Needed for: • arrival • issuance/renewal of residence permit • customs clearance • leave • and in other ‘cases of need’

12. Role of the EC Delegation • Project implementation - monitoring of project activities - assessment of reports Main focus on mandatory results/effcient use of funds - participation in project Steering Committees

13. EC Delegation • Meet your contacts at the EC Delegation: • Sectorial Task Manager (to address all issues) • Twinning team (TW rules and procedures) • Sectorial task manager: • monitors project implementation • reporting • organises monthly progress meetings • participates in Steering Committee meetings • EU visibility guidelines

14. Relations with the Host Administrations • Beneficiary Institution • CFCU • BC NCP

15. Beneficiary Institution • Meet your host institution • Meet all the relevant people (BC PL, RTA counterpart, Component leaders, other relevant institutions) • Project Kick-off event • You have to establish the appropriate contacts: • at practical expert level (daily) • at decision-making level (weekly/monthly)

16. CFCU / Administrative Office Pre-EDIS • Meet your contact person at the CFCU and NCP Office • Make contact with the twinning manager at CFCU • CFCUs specific requirements: • on financial reporting requirements, etc • Paying agent (advance, interim and final payments) • Observer in project Steering Committee meetings • Approves quarterly financial reports Under EDIS • Meet Administrative Office (AO) representative • AO performs financial and administrative monitoring

17. Local NCP office Solving horizontal problems; • VAT • Work permit • Residence permit • Import of personal belongings • Direct contact with beneficiary institution • Work conditions / Material resources • Observer in project Steering Committee Meetings

18. MS Embassy • Inform and/or visit your Embassy upon arrival • Ask home administration to write to the Embassy • Find out who is the person in charge of TW

19. Before and after arrival • Get advance information from the beneficiary, fellow RTAs in town, country guides, etc.

20. RTA Status • You are a foreign technical expert • Subject to legislation in BC/differs from country to country • You are not a diplomat • RTAs are not exempted from VAT on personal purchases • Family members cannot take up employment in BC (unless they obtain a work permit) • Usually no work permit is needed for RTA but residence permit within 90 days • Exemption from fiscal charges including visa costs and customs clearance costs (FWA)

21. Visa • Differs from country to country • Get a visa from the BC consulate in MS • Visa free of charge for RTA and his/her family • Please check for necessary documentation (photos, passport, application form and mission letter, etc)

22. Accommodation • Book a hotel (welcome pack; internet) • First 30 days - 100% per diem for RTA and 50% per diem for family members – Keep hotel invoice • Find permanent accommodation within 30 days • Check the reimbursement band for accommodation • Contact real estate agents – fees up to 2months’ rent(differs from country to country) • Note that only basic rental cost is reimbursed • Not eligible costs - deposits, utility costs, cleaning • Keep receipts for actual payments

23. RTAs network • The list of RTAs should be available from Delegation • The RTAs on-duty = invaluable source of information • Many RTAs have done what you are about to do • It is easier to solve common problems in twinning in a group – stick together!

24. Checklist • Assistant • Permanent accommodation • Residence permit (ID card) • In some countries work permit • Registration at place of residence • RTAs are exempted from customs duties

25. Kick–off Phase • Kick-off within 2-4 weeks • Coordinate with other relevant projects (EU, bilateral) • Clarify: • work-plan • reporting and communication lines • steering committee requirements

26. Kick–off • Kick-off within 2-4 weeks • EU visibility guidelines to be respected (EU logo - EU funded project - http://ec.europa.eu/europeaid/visibility/index_en.htm) • Support of MS Embassy, but clear message: EU funded project • Presence of media • Avoid long speeches, use clear and dynamic presentations (first 30 minutes most important time)

27. Project implementation • As a RTA you are at the heart of the project • Maintain close contacts with all key players • You must ensure: • Regular reporting to PLs, ECD and CFCU/AO • Regular organisation of Steering Committee meetings • Full transprency in the implementation conditions/timely share problems with your partner

28. Regular Reporting • Interim Quarterly Report (IQR) jointly signed by MS and BC PLs • In practice preparedby RTA’s • Report Template Annex C4and C5 of TW Manual • Two parts technical and financial: • Account of activities and benchmarks achieved, timing and delays, assessment of progress, recommendations • Account of actual expenditure vs budged expenditure • FREQUENCY: Every project quarter • TIMING: Within the month following the reporting period • Note: the 2nd IQR represents a crucial point for monitoring • Closely monitored by the EC Delegation or CFCU/AO • Evaluations: beneficiaries and independent evaluators

29. Steering Committee • Key players and important decisions • PURPOSE: Discuss progress; decide on corrective measures; approve and sign IQR • TIMING: Within the month following a project quarter or more frequent when needed • Distribution of the draft IQR before the meeting

30. Steering Committee • PARTICIPANTS: • Chair: MS and BC PL • RTA, BC counterpart, EC Delegation, CFCU/AO, NCP Office • RTA Assistant takes minutes – add. interpretation from TW budget not eligible • ORGANISATION: RTA with the help of the assistant • Venue: provided by the BC • Invitations sent out by both project leaders

31. Modifications & Implementation • Regularly consult TW Manual • In extraordinary cases consult ECD or CFCU/AO

32. Language and integration Not sufficient support by MS Project Leader Not sufficient involvement of BC: too many tasks to too few people high level of staff turnover Most frequent problems and solutions Good assistant + use of professional translation and interpretation services Max. involvement of MS PL 3 days/month + 1 visit per quarter Insist on identification of people for each component – use but do not abuse their cooperation Respect local working culture Try to be flexible and adaptable

33. Not equipped with facilities from project start Too much burden of administrative work Most frequentproblems and solutions Request assistance from the BC PL and/or EC Delegation to obtain what you need Focus on the substance of the project! Delegate administrativefunctions Use the PMC for logistical, financial support Overall coordination indispensable

34. Conclusion • If the project is too complex, over ambitious • Arrange meetings with all key players • Ensure appropriate access to the decision makers • Use ‘train of trainers’’ approach • Use/coordinate STEs’ input • Multi–beneficiary institutions - insist upon formal agreement between them • Project runs off schedule: take corrective actions • Be flexible but stick to the rules! and keep the twinning spirit throughout your project!

35. Twinning Philosophy • Result-oriented partnership • Strong commitment/ownership by the BC

36. Contact details • Give us your contact details • The EC Delegation/AO(CFCUneeds your up-to-date contact data (phone, fax; e-mail; etc)

37. Read before taking up duty!!! RTA CONDITIONS TW Manual – ANNEX B: • DETAILED TERMS AND CONDITIONS

38. More Info http://europa.eu.int/comm/enlargement/pas/twinning/index/htm THANK YOU