37th RTA Training 37th RTA Training 0 0 4 4 - - 0 0 5 5 December 200 December 200 8 8 Twinning & SIGMA Twinning & SIGMA Co-ordinat Co-ordinat ion Team ion Team Practical advice on Twinning Practical advice on Twinning Rules and Procedures Rules and Procedures
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37th RTA Training 04-05 December 2008 Twinning & SIGMA Co-ordination Team Practical advice on Twinning Rules and Procedures.
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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
gecimip
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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
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Role of the EC DelegationRole of the EC Delegation
Relations with the Host Relations with the Host AdministratAdministrationsions
ContentsContents
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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
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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
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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
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• 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
- 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
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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
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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
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• 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
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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)
Relations with the Host Relations with the Host AdministratAdministrationsions
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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
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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
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
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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
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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
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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
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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
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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
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
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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
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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
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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
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PARTICIPANTSPARTICIPANTS: : Chair: MS and Chair: MS and BBC C PLPL RTARTA, , BBC counterpart, EC Delegation, CFCUC counterpart, EC Delegation, CFCU/AO/AO, ,
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
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
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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!
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
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Result-oriented partnershipResult-oriented partnership Strong commitmentStrong commitment/ownership/ownership by the BC by the BC
Twinning PhilosophyTwinning Philosophy
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Give us your contact detailsGive us your contact details
The EC DelegationThe EC Delegation/AO/AO(CFCU(CFCU needs your needs your