o Define the specific timeframe for mapping and implementation of CS in country

1. OMT TASKED BY THE UNCMT TO: o Define the specific timeframe for mapping and implementation of CS in country o Hold a OMT Retreat to decide on priority areas and agree on an annual work plan

2. KEY ISSUES AROSE DURING THE UNCMT RETREAT ON THE ISSUES OF JOINT PROGRAMMING Need to harmonize rules and regulations, Cost Recovery issues, Different execution modalities, Host Country Agreements Brainstorms to get consensus on priority areas to be addressed in 2005 Sharing of best practices

3. KISS

4. Keep it Simple, Stupid!

5. SEARCHING OUR MARKS AND DIRECTION IN THE UN REFORM PROCESS

6. UN 1 Mission World

7. UNDP UNFPA UNICEF WFP ODCCP UNHCR IFAD UNCTAD UNEP ILO FAO UNESCO UNIDO WHO World Bank IMF Reform in the UN System C.E.B Members (formerly ACC) UNDG Members • UNESCO • UNOPS • UNAIDS • UNCTAD • UNCHS • FAO • UNIFEM • ODCCP • UNFIP (observer status) • OCHA (observer status) • OSG (observer status) • UNDP • UNFPA • UNICEF • WFP • WHO • UN • - DESA • - HCHR • - Regional • Commissions • UNRWA • ITU • ICAO • UPU • WMO • WIPO • IAEA • WTO • UN • DESA • OCHA • HCHR • Regional Commissions • UNU • UNITAR

8. Breaking through the Land Lord or Territorial Mentality

9. RETREAT AGENDA A) Working Together as One UN at Country Level: Our Challenges 1.Global Perspective & Implications for the UN 2.Outcome of UNCT 2005 Work Plan 3.Simplification and Harmonization B) Joint Programming (An Overview of current strategies) C)Overview of Common Services Operational Guidelines D)Outline of the Process Model Approach: 1.Governance Framework 2.Organizational structure 3.Role and functions of administrative and oversight bodies: ·UNCMT ·OMT ·Task Forces E) Group Work (ICT, Travel Services, )

10. A)Group Work (UN House, Dispensary, Execution Modality) B)Group Work (Banking Services, VAT) C)Presentation of Technical Working Group on HIV/Aids at the Work Place Policy D)Group Work for Development of an Action Plan to roll-out the “We Care Initiative” Framework

11. Working Together as the UN Reduction of the transaction cost 1.UN Operations Management Team 2.Tasks Force in Various Areas 3.Annual DSA Survey 4.Remuneration Salary Scale of National Consultant & Facilitators 5.Common List and fees for Translators 6.Review of Pouch/Courier and Messenger services) 7.Classification of Duty Station 8.Joint Procurement (One Agencies sourcing and/or Procuring for others) 9. Tax Reform and Implications to the UN including VAT Issue

12. Working Together as the UN  B) Increase Bargaining Power through Common Services Initiatives a)      UN Dispensary b)     UN Security c)      Joint Banking Services d)     HIV-AIDS at the Work Place (We care Initiative)

13. Working Together as the UN A)    Achieving Economies of Scale with New / or Improved On-Going Common Services a)      ICT Infrastructure and Services b)     Enhanced Common Procurement System c)      RPF for New Banking Services d)     Travel Services e)      Fuel Supplies f)       Medical Evacuations g)      Dispensary Services Review h)      Host Country Agreement (Privileges and Immunities)

14. UN Reform, Millennium Declaration and MDGs An Agenda for Further Change

15. Why UN Reform? • To achieve better impact • Holistic vision • Country level MD, MDG’s as indicators • Why now? • Decreased funding for UN’s operational activities • 14th IDA – 40% grant; $3billion per annum • More organizations involved in development

16. What? • Shared services • UN house – 58 • Common services • Joint office – 2 pilots • “Hosting” arrangements • Quality assurance/oversight – “Regional Team” • Regional “virtual” teams for technical advice : all agencies (CCA peer review group) • Regional oversight/support – only ex-com Reg dir at present (already very difficult to manage)

17. Strategic Linkages – CCA, UNDAF, MDGs & PARPA National Priorities & Plans/Budgets (nationalized MDGs/HR)/PRS Advocacy with civil society etc CCA – including MDGs CCA – including MDGs Provides input for the periodic review of progress toward the achievement of Millennium Goals. UNDAF – including MDG/HR-related outcomes UN agency programmes – including contributions to MDG outcomes MDG Reports/monitoring

18. Advocacy with civil society etc CCA – including MDGs National Priorities (including PRSP) and Plans/Budgets UNDAF Individual agency programmes MDG Reports/monitoring

19. SIMPLIFICATION AND HARMONIZATION(JOINT PROGRAMMING)

20. Objectives: –Increase the efficiency and effectiveness of the operational activities of the UNS –Reduce transactional costs

21. Parallel Fund Management

22. Pooled Fund Management

23. Pass-through Fund Management

24. 1. Emerging Challenges •Guidance Note cannot address all cases or solve all issues. •      Need to internalize guidelines. •      Local level training and support. •      Establish inter-agency support. •      Raise Partners Capacities •      Different Indirect costs or overheads. •      Different reporting formats.

25. 1. Emerging Challenges • Common interface with government/SWAPs: • –Each agency manages its own disbursement • –One agency manages disbursement of more than one agency • Differing methodologies and procedures/Conflicting Situations • Agency capacities at country level • Visibility • Time for coordination efforts

26. Operational Implications Key operational challenges Enabling Environment Resource Flow and Management Coordination mechanism Implementation Arrangement Financial Reporting  Monitoring and Evaluation Communication Funding Arrangement

27. Operational Implications Determining Risk Through Capacity Assessments a)Macro Assessment b)Micro Assessment c)Agree on benchmarks to determine risks related to cash transfers to Partners, NGO’s, communities Conduct the review of existing assessments e)Selection of Implementing Partners

28. OMT RETREAT(WORK PLANNING)

33. The UNDG Operational Guidelines for the Implementation of Common Services offer practical suggestions and guiding principles on the governance and implementation of common services in Porgramme countries.

34. Guidelines include: • ·Integrated process approach model • ·Guidance on governance and accountability, roles and responsibilities • ·Performance measurement indicators/results tracking system and Reporting • ·Suggestions for applicability to various country situations- it is not a 'one-size-fits-all' • ·Model documents, templates and country office examples

37. ORGANIZATIONAL STRUCTURE OF THE GOVERNANCE FRAMEWORK FOR COMMON SERVICES Country Team UN Resident Coordinator + UN Representatives + Chair Operations Management Team Operations Management Team Operations/Administrative Managers of participating UN Agencies Task Force(s) As formulated by OMT depending on the tasks at hand

38. ROLE OF UNCMT • SET POLICIES AND STRATEGIC DIRECTIONS • PROVIDE DIRECTIVES • MAKE DECISION • SIGN AGREEMENT • COMMIT FUNDS • OVERSEE AND GUIDE THE WORK OF OMT/TASK FORCES

39. ROLE OF OMT • I.                     PURPOSE OF THE OMT • Under the guidance of UN Country Team (UNCT), make assessments and recommendations to the UNCT on any activities requiring their approval for joint initiatives on the effectiveness of existing common services, identify new services/activities for efficient and effective implementation, plan and manage the services/activities as per the governance framework depicted above and this Terms of Reference.

40. ROLE OF TASK FORCES • PURPOSE: • Task forces are created to assist the OMT review and evaluate specific projects and proposals for joint initiatives in common services, as well as areas of concern. These are chaired by different UN agencies based on expertise, interest and capacity.

41. ROLE OF TASK FORCES • COMPOSITION: • The task forces will be composed of at least three member agencies but not exceeding five. Since the task forces will require specific technical competencies that may be lacking internally or needs to be augmented, members need not be representatives from the agencies. These can be existing or potential suppliers and service providers, or technical experts in the industry.

42. Roles Authority/Delegation of Authority Accountability Reporting UN Country Team (UNCT) Approve OMT Action Plan Endorse OMT recommendations on selected contracts, suppliers and providers of the various services Review progress and evaluate impact and value of common arrangements based on info provided by OMT. Endorse OMT recommendations for contractual/LTA issuance. Each Head of Agency to sign the agreed contract/LTA or designates RC to sign on behalf of all participating agencies. (Some agencies may require pre-approval from their HQS. before such action is completed) As Head of Agency, fully accountable to their respective organization with regards to contractual commitments on joint procurement arrangements and services. Shared responsibility in terms of the decision-making process. RC, on behalf of the UNCT members, to report to UNDG on common arrangements Individual reporting to respective HQS on benefits, cost savings, efficiencies of common LTA’s /contracts. Operations Management Team (OMT) Develop Options Plans and Implements Action Plan Establish and oversee Task Forces or Working Groups on specific CS development Provide recommendations and any cost-sharing requirements for UNCT endorsement Monitor progress and implementation of various contracts and services Recommending body to UNCT on selected supplier or provider. Serve as UN Contracts Review Committee Management oversight of CS contracts and arrangements Quality of information to support recommendations. Quality assurance of contract – terms and provisions, schedules, penalty clauses and legal provisions. Daily management and use of common LTA/contract arrangements. Periodical review of contractual benefits and quality of services provided. Submit OMT work plans to UNCT. Use of CS Results Tracking System (RTS) to ease performance monitoring and reporting. Regular scheduled reporting to UNCT on achievements, constraints and milestones. Task Force/Technical Working Group Needs-assessment exercise on the specific CS envisaged Develop technical specifications for RFP’s & bids for specific contracts and services. Technical review functions, specific recommendations and arrangements for OMT consideration. Review and adjudicate individual submissions as delegated by the OMT. Detailed accountability on individual service arrangements, terms of services and payment schedule. Develop performance measurement indicators for RTS for each specific contract/LTA. Conduct periodic management reviews with suppliers and service providers, as required. Report to OMT.

44. Continuous Process

45. GROUP WORK

46. Introduction to Group Work There is a combination of elements to identify common services that: a)Can be made to work; b)Are needed and useful; c)Are manageable d)Are sustainable e)Are predictable cost-wise

47. Please provide a summary assessment of the common services you have been requested to review:1.Clarify its objective.2. Outline the priorities and needs based on the country specific situation.3. Detail the service functions and specifications.4. Summarize specific technical and operational issues. 5. Describe the institutional arrangements and management structure for it to work;6. Provide estimates of associated benefits and costs of the CS (need not be exact).7. Propose and justify what makes sense to place that common service with an agency (right capacity) 8. List the potential users Introduction to Group Work

48. VAT A Group Presentation: - VAT Group: (Narendra UNICEF) Assessment: UN agencies are not getting refunded Objectives: Solution to get the VAT refunded Try to find upfront exemption if possible Action Plan Work as a one UN Look for a tax consultant To review, analyze and recommend a system. TOR to be prepared Develop an Umbrella legal framework as annex to CPAP CMT to take up process with the Ministry of Foreign Affairs Invite government representative to the working group

49. VAT Tips to build negotiation strategies UN is exempted from taxes Funds exempted will be used again More than $2 is for the Whole UN as VAT returns, not only WFP If Government wants these taxes paid, Government should pay for these taxes Also, look all basic agreements for UN agencies. It was suggested and not objected that Unicef leads this group. To also took NUIT issue which seems to be interlinked to be added to the TOR of the Tax Specialist Consultant

50. A Travel group: (Vanusa) Assessment: UN Agencies use different Travel Agencies 2)      Some Agencies have service contracts others don’t 3)      For those with no contracts, no clear market search was conducted 4)      UN has to come together and its collective bargaining power Lo Need to assess the relevance and value for the money of current contracts Operational needs/priorities Booking, Tickets, Visa, VIP Room, Discounts, etc. Airport Pick-up/Drop-off Conference Facilities  Plan of action Hire a Travel Specialist to prepare the TOR’s and Benchmarks to Assess the Service Provider, Selection criteria TOR to be agreed by OMT Develop Specs and Benchmarks Pre-qualification of local travel agents Request for Proposals Bid Analysis and Award Signing Agreement  Cost/ Benefits Analysis Savings in OT, fuel, maintenance Better use of HR resources Common Benchmarks to measures the quality of the services Get the service in house and free of charge Outsourced services remove all workload and financial burden Unified fares that are transparent and verifiable  Other non-financial benefits (staff satisfaction/increased accountability, etc) Common services management To be discussed in the future: WHO would lead process, TRAVEL SERVICES