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TWINNING actors working methods procedural issues

TWINNING actors working methods procedural issues. ENP - Institutional Twinning. The Twinning instrument is a cooperation tool between a public administration in Jordan and the equivalent institution in an EU Member State in order to approximate to the acquis communaitaire .

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TWINNING actors working methods procedural issues

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  1. TWINNINGactorsworking methods procedural issues

  2. ENP - Institutional Twinning The Twinning instrument is a cooperation tool between a public administration in Jordan and the equivalent institution in an EU Member State in order to approximate to the acquis communaitaire. Twinning is a demand and policy driven instrument, granted according to the Jordan’s ambitions, ownership and absorption capacity. Peer-to-peer cooperation with mandatory results It is about public expertise, and not TA. 2

  3. Twinning key actors

  4. Twinning key actors

  5. Twinning key actors – PAO = Unit specifically dedicated to the co-ordination and management of Twinning, TAIEX and SIGMA operations in Jordan. • Assists the Beneficiary Administration at all stages of the Twinning preparation -inception of proposals, project fiches and contract drafting- and implementation –operational and financial-. • Central point of communication between the EUD, the EU MS NCPs and the Jordan Administrations. • Confirms and makes sure the Beneficiary's commitment and contribution to the Twinning project.

  6. Twinning key actors – Beneficiary Administrations • High level political commitment to carry out the reforms covered in the project and to the mandatory results agreed in the contract • Practical commitment of Jordan Administration’s human and financial resources. Provision of: • Office space for the RTA, assistant and STEs • Training and conference venues, presentation and interpretation equipment

  7. Twinning key actors – Beneficiary Administrations Focal Points = Contact for Twinning in the Jordan Administrations • To be appointed by each Jordan Administration • Adequately experienced and sufficiently available • Assists in the preparation of terms of reference for the framework contracts, twinning fiches and contracts • Ensures proper fulfilment of contracts related to their institutions

  8. Twinning key actors – EU MS National Contact Point = Institutional contact point for all Twinning activities in each of the 27 Member States of the European Union (EU MS) • Channels information to EU MS public bodies and advises them on the development of Twinning projects • Receives the Twinning CfP and forwards them to their concerned Public Authorities. • Submits proposals to the PAO (1 per MS) • Assists in the negotiation of Twinning contracts • Attends the meetings organised by the EC with PAO s and other EU MS NCPs

  9. Twinning key actors - Member State (MS) • The MS is committed with the BC to pursuing the Twinning mandatory results MS Mandated Bodies • Can operate on behalf of the MS public administrations in the management of the Twinning projects • Are selected by the EC on the basis of the following criteria: • Non-profit entities • Permanently and structurally supervised by a Government Authority • Have specific expertise in one of the spheres included in the acquis communautaire • Have the competent staff to pursue the project objectives

  10. European Commission Headquarters European Commission Headquarters in Brussels (AIDCO A6): • approval of project fiches • approval of contracts, • overall ENPI/Member State coordination, • homogenuous application of procedures/Manual revision, • Coordination with Line DGs, • backstopping for PAOs/Delegations.

  11. EU Delegation • Revision of project fiches • Follow-up and Revision of contracts • Endorsement of the Twinning Contract • Approval of interim quarterly reports and final report • Central point of communication between Jordan and the EU • Attendance as observer to the selection/evaluation meetings as well as the quarterly Steering Committees

  12. Twinning key actors – Project Leaders = 2 civil servants, one from the EU MS and one from Jordan • Should be a high-ranking official who is in a position to operate at the appropriate level. • Will continue to work in their administrations but devoting a portion of his/her time to conceiving, supervising and coordinating the project • The MS PL: Should devote to the project a minimum 3 days a month, including a visit on the spot every 3 months, on the occasion of the Steering Committee quarterly meetings

  13. Twinning key actors- Resident Twinning Adviser • Civil servant or equivalent staff seconded from an EU MS who will work in the BC Administration for at least 12 consecutive months • Provides technical advice and assists the Beneficiary Administration as outlined in the Twinning workplan agreed between the EU MS and Jordan • Responsible for the day-to-day coordination and implementation of the Twinning project in Jordan

  14. Twinning key actors – RTA counterpart = Counterpart of the RTA from the Beneficiary Administration • Ensures close cooperation in the day-to-day implementation of the Twinning project • Sufficiently experienced on the subject of the Twinning project • To be identified as early as possible during the preparation of the project

  15. Twinning key actors – Short Term Experts • Civil servants or equivalent with a thorough expertise in a specific field • Complements RTA’s expertise • Carry out activities in the Beneficiary Country through short and long-term MISSIONS • Duration of their input varies from one project to another

  16. Operational guidelines - Twinning Common Manual • Coordinated reference Manual, compiling common provisions for 3 different Financial instruments (IPA, TRANSITION FACILITY, ENPI) complemented by specific rules for each instrument/area • Defines the fundamental principles regulating Twinning projects • Establishes the overall procedures guiding the operational and financial preparation and management of Twinning projects • Current version Twinning Manual in force since September 2009 http://ec.europa.eu/europeaid/where/neighbourhood/overview/index_en.htm

  17. Twinning project cycle – Project Fiche Demand driven Assesment elegibility priority Preparation ToR Framework Contract Launch Framework Contract Draft Twinning Project Fiche Assesment Twinning PF Compliance with TCM & Strategy documents Approval Twinning Project Fiche BA EUD PAO EUD PAO BA EUD FWC BA EUD PAO AIDCO A6 Line DGs AIDCO A6

  18. Twinning project cycle – Contract Launching CfP Submission Proposals Evaluation Proposals Notification Selection Negotiation contract Assesment Twinning Contract Compliance with TCM Approval Twinning Contract EUD PAO AIDCO A6 Line DGs AIDCO A6 PAO MS NCP EUD BA PAO PAO BA MS Signature of the contract: Special conditions (PAO+ EU MS) and Workplan + Budget (EU MS + BA) Notification of Signature Contract (legal starting date: PAO) & Starting workplan (EU MS + BA)

  19. Twinning project cycle – Timeline

  20. Jordan Decentralised Management

  21. Twinning Project Fiche • KEY STEP: Identification of the Project’s objectives, mandatory results, activities and overall budget • KEY DOCUMENT: Basis for EU MS selection/ evaluation and for the future twinning contract • KEY BENEFICIARY INVOLVEMENT: Commitment and contribution from Beneficiary is essential. Active involvement

  22. Partners Proposals & Selection • Proposal should be well organised, clearly matching the project results, outlining the methodology and presenting specific professional knowledge and strong managerial skills (PL and RTA) • To assess quality of the expertise proposed by the EU MS (PL, RTA): written and oral presentations • Possibility of Consortia (ex-ante and ex-post).

  23. Twinning Contract “ Contractual agreement on the Twinning Project [between the two administrations of the BC and the MS involved, which together commit themselves to achieving a mandatory result]. • A joint EU MS/BA exercise (first and fundamental cooperation activity) • Live working sessions • Consistency with the Project Fiche

  24. Twinning Contract - Signatures Normal proceeding: • Special conditions: EU MS + PAO PAO: Contracting Authority • Annex 1 (Workplan) and Annex 3 (Budget): EU MS PL + Beneficiary Administration PL

  25. Twinning Contract – Special conditions • Purpose • Implementation period of the action • Financing the action • Technical and financial reporting and payment arrangements • Contact addresses (of all stakeholders) • Annexes (attached to the Special conditions) • Other specific conditions applying to the action

  26. Twinning Contract - Annexes • Annex 1: Description of the action • Annex 2: General Conditions* • Annex 3: Budget • Annex 4: Contract Award procedures* • Annex 5:Request for payement • Annex 6: Model expenditure report* • Annex 7: Special Financial annex* • Annex 8: Mandate (if Consortium) * standard

  27. Twinning Contract – Annex 1Description of the action • Art 1 : Background (BC policy developments in the sector concerned, BC and other parties involved, parallel or related projects in the field) • Art 2 : Fields of the cooperation with the EU, relevant EU-acquis • Art 3 : Mandatory Results • Art 4 : Tasks (methodology, outputs, benchmarks, resources). In relation with the mandatory results • Art 5 : Schedule (=Art 3) • Art 6 : Resources (material & human –CVs-; BA + EU MS) • Art 7 : Management and Monitoring (Steering Committee, language, reports)

  28. Twinning Contract – Annex 3Budget • Activity based budget • It is not a “straight jacket”. It will be possible (and necessary) to slightly revise it in the course of project implementation (addendum + side letters) • Responsibility for implementation (BC/MS) • Total correspondence with the working plan (Annex A1: articles 3 to 7) • Clear identification by sections and activities

  29. Twinning Contract – Annex 3Budget (II) Elegible costs • Preparatory costs • Resident Twinning Adviser (RTA) • Coordination (Participation in Steering Committees) • RTA’s assistant (negotiated procedure) • S&MTE fees (civil servants / mandated bodies) • Supply and services (ceiling of 10,000 € per budget item) • Travel costs (EU MS missions and BA study visits) • Translation and interpretation • “Twinning Management Costs Compensation” (Experts fees x 150%, covers costs generated for the EU MS outside the BC) • Provision for changes in prices

  30. Twinning Contract – Annex 3Budget (III) Non elegible costs • Equipment • Office equipment and supplies • the Beneficiary Administration Twinning partner is entirely responsible for providing all office equipment to ensure effective working conditions for the project and, in particular, the RTA • VAT * Final audit certifies the elegible costs

  31. Twinning Project - Implementation • Monitoring • Reporting Requirements (Steering Committee) • Changes to a Twinning Contract (addendum, side letter) • The mandatory results cannot be changed (unless exceptional circunstances external to the project) • Changes must: be approved by the PAO (EUD) , not be retroactive, not increase the total budget • Final report – sustainability • Audit

  32. Operational Guidelines - Thesaurus • Database (CD ROM) containing information on the institutional twinning projects launched from 1998 in different areas and various countries • Regularly updated. Current version contains more then 2000 project fiches • Useful tool for the preparation of new Twinning fiches

  33. Europeaid A6 EuropeAid-A6-twinning-operations@ec.europa.eu Secretariat: + 32 229 55924/ 53287 http://ec.europa.eu/europeaid/where/neighbourhood/overview/twinning_en.htm

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