Nordic-Baltic M obility P rogramme for P ublic A dministration

1. Nordic-Baltic Mobility Programme for Public Administration 2009 - 2013

2. Nordic-Baltic co-operation The Nordic-Baltic co-operation is a multilateral co-operation between eight countries (NB8): the Nordic countries, within the framework of the Nordic Council of Ministers (NCM), Estonia, Latvia and Lithuania. www.norden.ee

3. Guidelines for the Nordic Council of Ministers’ co-operation with Estonia, Latvia and Lithuania 2009–2013 Priorities: • education, research and innovation • business, creative industries • environment, climate and energy • international challenges faced by welfare societies; possible areas of co-operation include combating human trafficking and the spread of HIV/AIDS; improving co-operation between police forces • cross-border regional co-operation to promote joint fundamental values, such as democracy, good governance, gender equality, freedom of speech and tolerance www.norden.ee

4. Nordic-Baltic mobility programmes 2009-2013 : • Nordic-Baltic mobility programme for public administration www.norden.ee • Nordic-Baltic mobility programme for business and industry www.norden.lv • Nordic-Baltic mobility programme for culture www.kknord.org NordPlus Framework Programme www.nordplusonline.org 2008-2011 www.norden.ee

5. Financing of the programmes The programmes are financed by the Nordic and Baltic countries on an equal footing. The annual budget of approximately 15 million DKK (corresponding to 2 million EUR) has been allocated to the programmes. www.norden.ee

6. Nordic-Baltic Mobility Programme for Public Administration Objective: • to promote and strengthen cooperation, exchange of knowledge and networks between public administration structures on all administrative levels in NB8 countries • to facilitate the harmonisation of more efficient working methods of the public sector • the overall goal is to increase the global competitive power of the region www.norden.ee

7. Purposes of the programme • promotion of knowledge transfer for mutual benefit within different sector areas on all administrative levels • promotion of network cooperation in politically prioritised areas • promotion of experience exchange on best practices in respect of public administration and facilitation of harmonisation of standards • promotion of cross-sectoral cooperation • promotion of ministerial cooperation • promotion of capacity building within local and regional authorities • facilitation of joint Nordic-Baltic utilisation of different EU funds and project financing www.norden.ee

8. Applicants (eligibility): The programme is open for applications by individuals or groups of Nordic and Baltic civil servants and other staff with similar functions employed in public administration, authorities and institutions at all administrative levels (state, county, regional or local level) and from different sectors. www.norden.ee

9. Programme requirements: The activities should involve a minimum of 3 countries and fit one of the following possibilities: • Nordic-Baltic mobility to at least two countries • Inter-Nordic or inter-Baltic mobility is not eligible for funding • Exchange with institutions under the Nordic Council of Ministers is considered to be multilateral • Network mobility to one country for at least three parties • Support of multilateral networks for the arrangement of internships requires that at least three parties/countries are providing internships (NB 2+1 or 1+2) Good working knowledge in English. English is the language of application and reporting. www.norden.ee

10. Eligible forms of activity: • study visits • internships • on the job-training • network activity, such as seminars and workshops with the aim to strengthen cooperation within the priority areas of the programme www.norden.ee

11. Duration of activity: • the range of duration of stay in the country of destination is generally min. 3 and max. 10 working days per country • in special cases, e.g. internships and on the job-training, a maximum of 20 working days per country is possible • programme activities split into two occasions must take place within a period of 6 months www.norden.ee

12. Host organisations • Applicants shall themselves identify and contact host organisations to be visited under the programme. • A confirmation from the potential host organisation is required in the application. www.norden.ee

13. Financial framework A total of approximately 270 000 EUR annually has been earmarked for the programme. Individual grants will vary in size dependent on countries of destination etc. Co-financing: • the programme covers max. 70% of the total eligible costs of the mobility activity • confirmation letter regarding min. 30% co-financing is required in the application www.norden.ee

14. Eligible costs: • travel expenses (economy class) • travel insurance • accommodation and per diems (max. 110 EUR per person per day from the programme) www.norden.ee

15. Non-eligible costs: • support for participation in conferences or seminars not initiated by the network • support for participation in regular Nordic-Baltic meetings at ministerial or senior official level • infrastructure and office rent (this is assumed to be covered nationally or by the home institutions of the participating partners) • interpretation and translation costs • in-kind contributions, such as salary • other costs which are not in harmony with the objectives of the programme www.norden.ee

16. Documents enclosed to the application: • a letter of recommendation from the employer • a confirmation regarding co-financing • a confirmation from the host organisation/s • a completed annex form for each individual participant of the group (for group applications only) www.norden.ee

17. Decisions on grants taken by the Heads of the NCMs’ Offices in Estonia, Latvia and Lithuania based on the quality of applications and the budget frames of the programme • following the criteria for support (see Guidelines) • following the indicators of success (see Guidelines) • cross-sectoral activities are given priority in the selection process • group applications are prioritised over mobility activities for individuals • the programme does not allow earmarking of funds, neither in relation to country of origin nor in relation to sector www.norden.ee

18. Reporting requirements: • a report is to be sent by e-mail to the Nordic Council of Ministers’ Office in Estonia no later than 30 days after completion of the mobility activity/ end of the project • the report consists of a content report on the activities and a financial report • copies of receipts and/or tickets (scanned) should be added to the report in a separate list; originals of receipts and/or tickets should be kept by the applying organisation for 5 years www.norden.ee

19. Payment procedures: • 85% of grant (calculated on the basis of 70 % of the total eligible costs for the activity) is paid as advance payment • the remaining part is paid after a report (substantial and financial) on the activity has been submitted www.norden.ee

20. Next application deadline 30 March 2011 www.norden.ee

21. Statistics 2009 - 2010

22. First round - decisions Participating countries in the approved projects 2009 • 32 grants, 88% • 4 individual study trips • 28 group visits/ networks • Total: DKK 1,456,914 • Average: DKK 45,500 • Minimum: DKK 11,000 • Maximum: DKK 98,000

23. Number of applications 2010: 48 1 individual internship, 39 group visits, 8 networks www.norden.ee

24. Number of granted projects: 41 www.norden.ee

25. Participating countries  2010 www.norden.ee

26. Some feedback from the reports 2009 Case I: Cultur as a vital part in creating innovation Ole Wolf, Project Manager of the Cultural Department of the Municipality of Horsens, Denmark: We visited Tallinn (Estonia), Jurmala (Latvia) and Vilnius (Lithuania). Our aim was to study the fields of creative economy development of new attractions and festivals within “experience Economy”, cultural schools and schools for sport.  We have seen numerous interesting projects and seen many skilful solutions to problems we face ourselves. Even though we might not be able to copy them overnight, we now have a bank of ideas for the coming years. Hopefully we at the same time established the necessary contacts to increase networking with the Baltic Countries in the future. I would also like to mention, that we were glad to cooperate with the Nordic-Baltic Mobility and Network Programme. It was easy to apply the Programme, not the least bureaucratic. Questions were answered quickly and fulfilling. www.norden.ee

27. Case II: Ensuring Government Communication Systems Liena Muraškina, Consultant of the Communication Department of the State Chancellery of Latvia: Study visits to Iceland and Norway helped to get to know experience of the Nordic and Baltic countries and solutions for many issues, situations and problems that are similar in Nordic and Baltic countries. Solutions and projects in every country may differ but in some case they are better and much more effective than in other. Exchange of experience and ideas are very important to strengthen public servants and public administration in the Baltic Sea region. The Nordic-Baltic Mobility Programme for Public Administration is very important and useful tool to develop and strengthen cooperation between the Nordic and Baltic countries.Because of economical crisis in both Iceland and Latvia there are similar problems and issues to work with. We agreed that we should develop our cooperation and strengthen it on issues of communication with public society and on social support issues. It is worth mention that this kind of study visits are very useful and fruitful to improve knowledge and skills, and provide opportunity to gain new experience, learn about the particular aspects of practice of our Nordic neighbours, and establish and strengthen relations between colleagues in the Nordic and Baltic countries. www.norden.ee

28. Case III: Nordic-Baltic co-operation between law enforcement agencies Darius Zukauskas, Deputy Head of Kaunas District Police Headquarters, Lithuania: We discussed with colleagues from Finland and Norway about concrete criminal cases investigated together, the ways how to improve cooperation between the police and the prosecutor’s offices of Lithuania, Norway and Finland, how to affiliate ties, build up contacts with colleagues from the Nordic countries. Main topics of the study visits: Organisation of the Norwegian and Finnish police as well as police service, their structure, law base; recruiting and training police officers; Norwegian and Finnish law system focusing on the criminal code; special investigation methods (surveillance, police agent and etc.); international cooperation between Scandinavian countries and with other member states of the EU, requests for legal assistance, European arrest warrant; organisation and methods of the investigation unit focusing on the investigation model regarding serious crimes (drugs, crime groups, murders etc). www.norden.ee

29. Case IV: Guaranteeing the access to quality social services in situation of economic crisis Marelle Erlenheim, Secretary General of the Ministry of Social Affairs of Estonia The immediate results of the study trips to Finland and Iceland involve the increased knowledge about the elaboration of legislation and other policy measures and the organisation of services and data registers for the target groups of the welfare system. The study programme gave an overview of: • regulations of welfare services, their financing (incl state support to the services), quality standards, monitoring and evaluation mechanisms; • experiences from previous crises and implementation and planning of labour market and welfare services for the most vulnerable groups in the current financial and economic crisis and in the framework of EU regulations; • poverty, immigration and inclusion measures and assessment schemes; • modernisation of policy and services for the children and families, disabled and elderly; • policies for the protection of children's rights The cooperation will continue in the framework of working groups, seminars and conferences in cooperation with the Nordic Council of Ministers. www.norden.ee

30. Case V: Documentation and access to info on vegetatively propagated plants and forest resources Magdalena Svärdh, Nordic Genetic Resource Center (NordGen), Sweden: NordGen participated in a collaboration project with Estonia, Latvia and Lithuania with a programme on how vegetatively propagated plants can be documented and made accessible for users. The Nordic-Baltic Mobility Programme for Public Administration supported  the workshop ”Documentation and access to material and information of vegetatively propagated plants and forest resources” which was held at the Estonian University of Life Science in Tartu, Estonia, 12-15 September 2010. 25 persons attended, NordGen representing the Nordic countries. The objectives of the project: • Coordinate information about measurements that need to be taken to reach a common solution in documenting vegetatively propagated plants • Promote and facilitate a sustainable use of  plant genetic resources • Exchange ideas and expertise knowledge to build a solid platform for further development of access to material and information • Develop databases for genetic resources of vegetatively propagated plants that are effective and correspond to each other within the region. www.norden.ee

31. Some remarks from the evaluation forms, filled in by project leaders: • The study visits under the programme enabled the grant holder to learn about the experience and practices of local authorities in other countries and establish new professional contacts that will provide opportunities for extensive and varied co-operation. • I value highly the objectives and conditions of the programme. Participating in the programme helped me achieve the aims I had set for my study visits and confirmed all my expectations. • The Nordic-Baltic Mobility Programme completely met our expectations because it gave common comprehensive overview of the labour activities of Icelandic and Danish public administration at local as well as national and regional level. The project has given us confidence and inspired to improve the work we do. • The programme helped a lot in the development of our organisation. All the participants have received experience and ideas for the future work with the disabled people in Latvia. It also helped a lot with the establishment of new contats and development of new projects. Thank you very much for the possibility to travel to the Nordic countries in the framework of the programme! www.norden.ee

32. Nordic-Baltic Mobility Programme for Public Administration Management body of the programme: Nordic Council of Ministers’ Office in Estonia Madis Kanarbik, Programme Coordinator Tel: +372 7 423 625, Fax: 372 7 441 241 E-mail: public.administration@norden.ee www.norden.ee www.norden.ee

33. Thank you! Photos: Grete Kodi Annely Veevo Madis Tilga