Training Workshop for Regional Advisors: Memorandum of Understanding (MoU)

1. Training Workshop for Regional Advisors Memorandum of Understanding (MoU) Bangkok, Thailand 15 – 27 May, 2006

2. The Project “Building Capacity for Effective Participation in the Biosafety Clearing House (BCH) of the Cartagena Protocol on Biosafety” • Treated as an Add-on to the “UNEP-GEF project forDevelopment of National Biosafety Frameworks”though a UNEP project in its own rights • Enabling Activity: • Training • Equipment

3. Concept for Implementation • Project developed an OPERATIONAL HANDBOOK, aimed at assisting the NEA in its project execution, …as a simplified user guide and a continuous reference guide for all involved. Find under www.unep.ch/biosafety/bch.htm • Project developed a TRAINING PACKAGE, aimed at providing a uniform training approach and implementation, linking the countries to the BCH Central Portal, web-based and continuously up-dated with hands-on case studies: “A global tool for Regional Advisors” • Project developeda STANDARD MEMORANDUM OF UNDERSTANDING (MoU), aimed at providing a simplified format for the agreement between the NEA and UNEP.

4. Standard MoU The agreement under which the National Executing Agencies (NEA) • request for the required funding and support, • find a clear reflection of expected output, and • reporting requirements …. while the Operational Handbook will assist the NEAs to set-up and provide the required information …. Regional Advisors can assist before, during and after the MoU has been signed Note: At any time after receipt of endorsement letter, a request for Regional Advisor can be made to the BCH Team, using Form 9 (ohb, pg.39)

5. BCH Regional Advisors • Regional Advisors can (if requested by the NEA): • Assist NEAs in making a choice for type and style of national participation in the BCH; • Deliver training activities, with national counterparts, in the use and access of the BCH; and • Assist in making the BCH participation operational. Note: Short biographies of BCH Regional Advisors can be found onwww.unep.ch/biosafety/bch.htm and upto a maximum of 15 Regional Advisor days can be utilized per country

6. MoU Preparation What are the standard requirements for the NEA to participate? Step 1: • Send endorsement letter from GEF Focal Point and/or letter of political commitment to UNEP/D-GEF Step 2: • Establish a BCH Task Force and use Form 1 of the MoU-”Notification of the Nomination of the BCH Task Force”(ohb, pg.26) Step 3: • Choose 1 of 4 options provided by the CBD Secretariat for national BCH participation (NEA to use a Regional Advisor or locally existing expertise), using Form 2 (ohb, pg.27) Step 4: • Undertake a national assessment and describe locally available assets and requirements to make a National BCH mechanism operational (NEA to use a Regional Advisor or locally existing expertise), using Form 3 (ohb,pg.28/29)

7. MoU Preparation Step 5: • Prepare a detailed costing for ALL components of the proposed national BCH system, using Form 4 (ohb, pg.31-33) • Equipment to be procured • Services to be procured (incl. Task Force Meetings, national workshops etc excluding the Regional Advisor services) • Equipment to be procured or made available under Government Contribution • Equipment to be procured or made available under Donor Contribution (like equipment received during the NBF development project) • Staff and services to be procured or made available under Government Contribution Note: where UNDP services are required or audit services are recommended by the BCH Team, additional costing has to be reflected Step 6: • Propose a Training Strategy for a National BCH system, using Form 5 (ohb, pg.34)

8. MoU approval procedure Regional Advisors can assist the NEA in the preparation of the MoU, but final approval comes from the BCH Team: • NEA inserts into the standard MoU details, assets and amounts as available and/or calculated, • NEA reflects GEF funded project requirements in Annex I, and • NEA must attach all forms as reflected in the 6 Steps as Annex II plus a work plan for the project duration (maximum duration of 12 months) • Submit for clearance and approval to the BCH Team (different region – different Task Manager) • Receive the official UNEP acceptance, reflecting MoU reference number and a request to sign the MoU

9. MoU signing procedure • NEA gets the approved MoU and all 6 steps-forms signed by their CEO and submit to the BCH Team for UNEP countersignature • NEA receives countersigned MoU • NEA should receive funds within 3-4 weeks from receipt of countersigned MoU • NEA sends 2 original signed MoUs to the BCH Team and can expect a countersigned original in due course Note: Regional Advisors are not involved in the above steps…..FYI only

10. Reporting Requirements Upon completion of the procurement activities: • Inventory of equipment , confirming insurance contracts, using Form 6 (ohb, pg.35) Upon BCH set-up functionality: • Provide results of a test BCH communication, using Form 7 (ohb, pg.37) Upon completion of the workshop series: • Detailed report on activities implemented, using Form 8 (ohb, pg.38) Upon completion of a Regional Advisor service: • Detailed report on Regional Advisor performance, using Form 10 (ohb, pg.40)

11. MoU Funding • 75% advance payment upon signature of the MoU • 25% completion payment upon receipt of: • Revised BCH strategy document • Submission and approval of the final financial statement, using UNEP budget format in Annex I • Supporting documents: duly filled and signed Form 6, 7 and 8

12. Thank You