Effective Trade Facilitation Task Force Establishment Guidelines

1. WTO Workshop ESTABLISHMENT OF AN EFFECTIVE TRADE FACILITATION TASK FORCE Terms of Reference and Objective Setting World Trade Organisation (Geneva)Stephen FevrierPermanent Delegation of the Organisation of Eastern Caribbean States to the UNGO

2. Terms of Reference – Defined • Terms of Reference defines the purpose and structure of the National Trade Facilitation Task Force/Working Group/Committee • Documents how the scope (of activities) will be defined, developed, and verified • Provides a documented basis for making future decisions and for confirming or developing a common understanding of the scope among stakeholders • It qualifies success factors/risks and articulates clear and discernable objectives

3. Terms of Reference – WHY? • Creating detailed terms of reference is critical to the success of the Working Group as it identifies and defines; • Vision, objectives, scope and deliverables (i.e. what is to be achieved); • Stakeholders, roles and responsibilities (i.e. who will take part in it) • Resource, financial and quality plans (i.e. how it will be achieved) • Work apportionment and schedule (i.e. when it will be achieved) • Procedural and institutional arrangements (i.e. quorum and meeting schedules)

4. Terms of Reference – WHY? • The terms of reference set out a road map; • Provides a clear path for progression; • Identifies key objectives to be accomplished when and by whom; • Identifies a suite of deliverables which conform to the requirements, scope and constraints identified; • It is the constitution of the National Working Group.

5. Terms of Reference - Specimen • Purpose and Objectives • Two Types – longer term objectives (mission statement and operational/specific objectives) • The purpose of the Trade Facilitation Working Group is to provide policy guidance on Trade Facilitation reform and supports the implementation of operational solutions in line with the national development strategy [ies] and international obligations. (very broad or narrow scope depending on the needs – OECS)

6. Terms of Reference - Specimen • Specific objectives of the Working Group may include the following: • to make recommendations on strategic trade facilitation goals and operational solutions (practical benefits beyond V, VIII and X); • to strengthen policy coherence between national development priorities and international obligations, and between trade facilitation reform initiatives and technical assistance projects (should link S&DT and TACB to national conditions;

7. Terms of Reference - Specimen • to provide technical backstopping to your national and Geneva based officials in the context of the WTO negotiations (and other negotiations) on trade facilitation; • to provide a forum for stakeholder consultation on trade facilitation related policies and implementation (private sector dialogue); • to increase public awareness of trade facilitation measures, practices and standards.

8. Terms of Reference - Specimen • Composition and Authority • The working group shall be established by a decision of the Cabinet or operate under ministerial authority or decree; • The national working group shall consist of authorized representatives of parties (public and private) concerned with cross border trade; • Procedural and institutional arrangements • I) The election of the members of the Working Group shall be designated by the working group for a time period, for example one year.

9. Terms of Reference - Specimen • ii) Coordination of the working group shall function on a rotational basis, with the incoming, outgoing and current lead agency functioning as a troika. • The national working group shall function as a coordinating and consultative body; • It will have authority to prepare recommendations and advise on domestic, regional and multilateral policy matters related to transport and trade facilitation; • Its recommendations shall be made in the form of proposals to the institutions concerned and to Cabinet. (This includes recommendations on the trade facilitation negotiations, implementation of obligations, bi-lateral negotiations on technical assistance.)

10. Terms of Reference - Specimen • The Chairperson shall have the authority to request contribution and substantial reports from the participating agencies through their authorized representative; • The Chairperson, upon the request of the Working Group, shall submit proposals to the appropriate authorities; • The Chairperson will prepare [once a year/ twice yearly] a progress report to be submitted to the Cabinet.

11. Terms of Reference - Specimen • Operating procedures • The working group shall meet at regular intervals or at the request of this Chairperson or by any member through a request made to the Chairperson; • A technical secretariat shall be set up to provide secretarial functions and assist the Chairperson (This can be formal/informal and can function through a regional secretariat/national agency); • A quorum shall be established when [X] members are present. • Informal subcommittees can meet on an ad hoc basis without the need to follow the procedural requirements in 3 above.

12. Terms of Reference - Specimen • Decisions of the working group shall be taken by a simple majority of members present. • A work programme will be prepared and implemented by the working group.

13. Terms of Reference - Specimen • Sub-Regional Coordination • From each of the national working groups two members (current and out-going coordinator) will constitute the sub-regional trade facilitation working group which will meet at regular intervals;  • The basic terms of reference of this sub-regional trade facilitation sub-committee are: • To monitor regional progress; • To coordinate regional public awareness campaigns; • To identify common challenges/constrains; • To identify common solutions/regional actions identified to solve existing problems;

14. Terms of Reference - Specimen • To adapt region-wide trade facilitation standards; • To prepare coherent country positions for external trade negotiations.

15. Keys to Success • Visibility – use the media; • Get Political support; • Pick low hanging fruit; • Appropriate leadership; • Resources (depending on scope;) • Regular meetings; • Establish a data base of national, regional and international contacts (EC – Birgit, Sheri, Jan, Mena etc) • Set up and maintain a working communications model to ensure strong linkages with relevant national, regional and international partners, • Provide political masters and key partners/sponsors with regular updates

16. Keys to Success • Be proactive (a ‘champion’ should lead); • Keep a log of actions and outcomes (document and institutionalize with paper); • Members of the task forces should be updated on the status of the Negotiations; • Good house-keeping of the Working Group (maintain timelines; keep minutes of meetings, consistent reporting etc.) • Report upward to political and resource sponsors on activities

17. Thank You!