bch administrative and financial environment

BCH Administrative BCH Administrative and Financial and Financial EnvironmentEnvironment2nd ToT for Regional Advisors

Bangkok, Thailand18 May 2006

UNEP-GEF Biosafety Unit - GenevaUNEP-GEF Biosafety Unit - GenevaBiosafety Clearing House (BCH) Capacity Building ProjectBiosafety Clearing House (BCH) Capacity Building Project

UNEP-GEF 2UNEP-GEF 2ndnd BCH ToT BCH ToT

Objectives:Objectives:

• to provide an initial overview of the UNEP-GEF Biosafety Unit and BCH Project;

• to present briefly the BCH project cycle;

• to introduce basic procedures and conditions for RA input.


- I -- I -The Institutional The Institutional

Environment of the BCH Environment of the BCH projectproject


UNEP-GEF Biosafety ProjectsUNEP-GEF Biosafety Projects

Development of National Biosafety Development of National Biosafety Frameworks ProjectFrameworks Project BCHBCH Projects on Implementation of National Projects on Implementation of National

Biosafety FrameworksBiosafety Frameworks

UNEP-GEF Biosafety Unit Team (Geneva)UNEP-GEF Biosafety Unit Team (Geneva)

Programme SectionProgramme Section

Project ManagersProject Managers

Regional Coordinators Regional Coordinators and Task Managersand Task Managers

Technical OfficersTechnical Officers

AdministrationAdministration

Fund ManagerFund Manager

Administrative Administrative staffstaff

Travel, Procurement, Travel, Procurement, HR, Programme SupportHR, Programme Support

DGEF (UNEP Nairobi)DGEF (UNEP Nairobi)

UNON (Nairobi)UNON (Nairobi)

UNON ASC in GenevaUNON ASC in Geneva

Participating CountriesParticipating Countries


The BCH TeamThe BCH Team• Project Manager: Jyoti Mathur-Filipp

– Overall project supervision, Caribbean & Pacific

• Task Manager, Africa: Ingo Piegeler• Task Manager, CEE & Asia: Prakash Bista• Reg. IT Specialist, Latin America: Ernesto Ocampo

– RA missions, MOU negotiations, project cycle mgmt

• Technical Officer (IT): Frederic Vogel– Support for IT operations, validate country IT needs

• Fund Manager Biosafety DGEF: Lydia Eibl-Kamolleh– Financial management, certification, financial supervision and project

fund management

• Administrative Assistant: Yenny Ezquerro– Team secretarial services, data Entry, admin


Institutional oversight for programme Institutional oversight for programme managementmanagement

UNEP DGEF:UNEP DGEF:

• is UNEP’s tool for working as one of the 3 implementing agencies of GEF;

• is UNEP’s catalyst in environmental analysis and management;

• supervises the 3 UNEP-GEF Biosafety capacity building projects.


BCH Financial BCH Financial AdministrationAdministration• UNEP’s admin & financial services are under the

direct control of the UN Office in Nairobi (UNON).

• The UN Office in Nairobi provides all financial, legal and administrative services.

• In Geneva, UNON’s Administrative Services Centre (ASC) provides services on behalf of UNON, such as MOU certifications.

• In order to streamline & enhance admin and financial mgmt of RA services, UNEP Biosafety developed a new online database and MIS, called ANUBIS.


Institutional Environment at Institutional Environment at Country LevelCountry Level1. National Executing Agency (NEA)2. NEA Focal Point (NFP), responsible for

BCH Project 3. Biosafety Clearing-House Task Force

(BCH TF)4. Biosafety Clearing-House Focal Point

(BCH FP)5. National Data Entry and/or an

Information Technology staff


The role of the Regional The role of the Regional AdvisorsAdvisorsTo support the effort of countries in implementingTo support the effort of countries in implementingrespective BCH MoU by:respective BCH MoU by:

1.1. Provide, when requested technical Provide, when requested technical assistance prior to finalization of the MoU.assistance prior to finalization of the MoU.

2.2. Advise BCH project team and country on the Advise BCH project team and country on the technically most adequate BCH setup.technically most adequate BCH setup.

3.3. Advise countries in ensuring technical Advise countries in ensuring technical feasibility of setup and maintenance of feasibility of setup and maintenance of equipment.equipment.

4.4. Assist countries in carrying out BCH training Assist countries in carrying out BCH training workshops.workshops.


The BCH Project Cycle and Regional Advisors The BCH Project Cycle and Regional Advisors ServicesServices

STEP 1STEP 1

Establishing Establishing BCH Task BCH Task ForceForce and and Gathering Gathering Information Information for the for the National BCH National BCH systemsystem

STEP 5STEP 5

ClosingClosing project / project / MoUMoU

STEP 2STEP 2

Signing the Signing the MOUMOU and and receiving receiving fundsfunds

STEP 3STEP 3

Setting up Setting up national BCHnational BCH system and system and testingtesting

STEP 4STEP 4

National National Training Training WorkshopsWorkshops on the nBCH on the nBCH systemsystem

Assist Country Assist Country in in assessing assessing needsneeds and and

requirements to requirements to become part of become part of

the BCH the BCH Country MoUCountry MoU

Assist Country Assist Country in in selecting the selecting the optionoption, setting , setting up and testing up and testing

the nBCH the nBCH

Assist Country Assist Country in developing in developing

nBCH and nBCH and carrying out carrying out

nBCH trainingnBCH training

Assist Country Assist Country in identifying in identifying post project post project

follow up follow up actionsactions

Advise Advise countries oncountries on set-up of the set-up of the institutional institutional

nBCH nBCH frameworkframework


The set up of RA service The set up of RA service coordinationcoordination

1. RA selection process by BCH Project

– Call for Regional Advisors in IT and CPB: October 2004.

– Analysis of RA CVs: Dec. 2004 (for ToT1), February 2006 (for ToT2).

– TOT organization: ToT1 (Feb. 2005); ToT2 (May 2006).

– Final RA selection: March 2005 (post TOT1), June 2006 (post ToT2).

Where do we currently stand?


The coordination of RA serviceThe coordination of RA service

2. Selection process

– Country chooses RA for mission / advice from CVs posted on www.unep.ch/biosafety;

– Country may choose different RA for different assignments;

– BCH RA may be asked to assist countries to make a choice but does not make the choice for country.

How does a country select RA?

http://www.unep.ch/biosafety


The coordination of RA The coordination of RA serviceservice3. Contracting process

– Contract preparation with UNOPS: June 2006.

– Nature of contract: “SSA retainer” for up to 70 work days over 2 years, based on country demands.

– Status of consultant/contractor, not UN staff.

– Contract issuance: mid-July 2006.

Although contracts will be prepared by UNOPS, we welcome any issue you may wish to bring forward to be considered. Please contact us, comments welcome!


The coordination of RA The coordination of RA serviceservice

4. Assignment process– Once contracted, be available for country

assignments; on 2-4 weeks notice.

– Countries select RA based on our lists of profiles posted on the BCH Project Website.

– Number of countries within your region requesting your services may vary.

– In addition, some activities may need to be carried out (a) from home, and (b) on request by the BCH Project for Regional Workshops as well as additional trainings.


The coordination of RA serviceThe coordination of RA service5. Payment Process

– Elements• Ticket: Provided by travel agency

• DSA: Provided (bank transfer) by travel agency before start of mission

• RA Fees: Payment by UNOPS upon receipt of:– Approval by BCH team and country of RA

mission report– Completed evaluation by country on RA’s

mission– Satisfactory performance of RA


The RA Mission CycleThe RA Mission Cycle

• Preparation of the mission• Undertaking the mission

1. Situation analysis: Data gathering and consultations

2. Training delivery3. Formulation of recommendations and

follow up actions4. Restitution meeting with nBCH TF

• Mission reporting


- II -II -Working Group Working Group AssignmentsAssignments


Assignment No. 1: Assignment No. 1: Preparing your missionPreparing your mission

- - 30 minutes30 minutes - -Country “Freelandia” has recently joined the BCH and is requesting for RA assistance.Split into your focus groups. Using a Flip Chart, discuss and answer as a group the following questions:

Explain how you would prepare your mission in Explain how you would prepare your mission in chronological steps from the moment you receive your chronological steps from the moment you receive your Mission Order to the moment you arrive in the country.Mission Order to the moment you arrive in the country.


Assignment No. 2: Assignment No. 2: Conducting your mission Conducting your mission

- 30 minutes -- 30 minutes -Split again into focus groups. Discuss and answer as a group the following questions:

Formulate the general outline of the activities schedule of Formulate the general outline of the activities schedule of your first mission in the country: your first mission in the country:

a) What are the main objectives of each of the meetings? a) What are the main objectives of each of the meetings? b) What kind of problems / constraints / obstacles may likely occur? b) What kind of problems / constraints / obstacles may likely occur? c) In what way would you deal with those difficulties?c) In what way would you deal with those difficulties?


Plenary Assignment: Plenary Assignment: Helping you organizing your Helping you organizing your

missionsmissions

Discuss and identify the main administrative tools, Discuss and identify the main administrative tools, instruments and guidelines you would find helpful to instruments and guidelines you would find helpful to

prepare and conduct your mission as CPB / IT RA.prepare and conduct your mission as CPB / IT RA.


Further preparation for 19Further preparation for 19thth May 2006 May 2006

Please have a first lecture of the Operational

Handbook and look through the Sample MOU in

preparation for tomorrow.

Thank youThank you

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