United Nations Development Programme Country: Kingdom of Tonga Project Document

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Management Arrangements

A MAF Programme Coordinator will be based in the UNDP MCO to coordinate and provide oversight management of the various MAF projects in the Pacific Island countries that are implementing MAF projects. This project will be implemented by UNDP using the Directly Implementation Modality (DIM), under the guidance of a Project Board. The Project Board will be co-chaired by the chair of the MDG Taskforce and UNDP Resident Representative. Under the DIM modality, the UNDP Resident Representative is responsible to the UNDP Administrator for reporting on progress towards achievement of results including the documenting of prudent and proper use of resources. Use of the DIM modality will reduce the administrative burden to the Government of Tonga to coordinate and report on the various project components.

National Project coordinator

A MAF national project coordinator will be recruited to provide support with the coordination of an annual project work plan and quarterly update; six monthly progress reports to the project board (see below).The MAF national project coordinator will work in close collaboration with the responsible parties on a day-to-day basis and be responsible for the management of the activities on behalf of UNDP. The MAF national project coordinator ’s will be based in the Ministry of Finance and National Planning and his/her prime responsibility is to ensure the efficient delivery of project results and to ensure that the results are of satisfactory quality and delivered within budget and on time. The national project coordinator reports to UNDP as the direct supervisor and to the Project Board through the UNDP Resident Representative.
Project outcome will be monitored against a set of quantitative and qualitative indicators as described in the results and resources framework and the monitoring and evaluation framework. The project coordinator will coordinate inputs and prepare financial management reports for each component.

Project Board – Refer Annex 2 for TOR

All responsible parties will be responsible to a project board which will function under the joint chairmanship of the Government of Tonga and UNDP and include the national MDG taskforce, appropriate representation from the Ministry of Health, Ministry of Education and the national implementing partner.

The project board consists of three different types of members with roles defined as follows:

  • The executive which represents the project ownership and co-chair responsibility (Government of Tonga and UNDP)

  • The senior supplier is the MAF Expert Group and National MDG Taskforce with responsibility for providing guidance and oversight on project delivery.

  • The senior beneficiary role represented by the responsible parties, Ministry of Health.

The project board’s responsibilities are defined as follows:

  1. To ensure that adequate mechanisms are in place to guarantee the transparency and accountability as well as the efficiency of project operations,

  2. Build consensus around the project strategies and planned results, including the links between its outputs and the intended outcomes

  3. Provide advice when substantive changes are needed in the project’s planned outputs, strategies or implementation arrangements,

  4. Oversee progress, consult with beneficiaries, and ensure that potential opportunities and risks, including lessons learned from experience, are taken into account by the project management unit.

  5. Assess project performance and endorse project annual work-plan for approval by UNDP and the respective implementing partners.

  6. To provide guidance to the implementing partners through the project coordinator.

The Project Board will meet every six months or as and when required by the chairpersons. The first meeting will be held within the first six months following the recruitment of the MAF national project coordinator. The chairpersons may call for special meetings should the need arise for these. UNDP in consultation with the responsible parties and the project coordinator will prepare the Agenda and circulate this at least two weeks in advance of the Project Board meeting. UNDP will also circulate the Minutes of the Meeting within two weeks after a meeting is held.
To ensure the on-going quality assurance of the project outcomes and outputs, the Project Board will require the annual production of quarterly and annual progress reports. The reports will verify the achievement of the project management milestones and ensure that these are delivered in accordance with UNDP project guidelines (Results Management Guide) and within the allocated budget and approved annual work plans (AWPs) by the Project Board.

MAF Expert Group & National MDG Taskforce Project Advisory committee

In addition to the project board, the MDG National Taskforce shall act as an advisory mechanism to the Tonga MAF Project to ensure adequate consideration is taken to address all aspects of the project implementation in Tonga. The advisory committee will meet every three months and provide advice and guidance on technical issues relevant to project implementation to the responsible parties and the project coordinator.

Programme Support by UNDP

UNDP will provide strategic guidance and programme management support to the Project Coordinator & Planning Division to ensure procurement, financial and human resource management and reporting for the Programme is in accordance with UNDP rules and procedures. A key role for UNDP will be to ensure that development partners and stakeholders are kept fully informed of programme’s progress.

Exit Strategy

A local counterpart will be appointed within the Ministry of Finance to understudy the project coordinator. The project coordinator will be required to transfer project coordination skills including knowledge gained from the various short term technical consultancies outlined in the results and resources framework and annual work plans of the project throughout the course of the implementation period. The skills will be transferred through both on-the-job as well as face-to-face training. The counterpart will assume the coordination role of the implementation of the MAF action plan 3 months prior to the project completion date.

Such roles will include coordinating meetings with MAF implementing partners – government ministries and development partners, meetings with donors to address the resource gap identified in the MAF action plan. Report (through the relevant government machinery) on the progress, challenges and opportunities for the way forward on the implementation of the MAF Action Plan.

This is consistent with one of the primary objectives of the “Support to MAF Implementation” project which is to strengthen existing institutional capacity to effectively implement the MAF action plan.

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