ROLES and RESPONSIBILITIES in the FORMULATION
of the TECHNICAL COOPERATION PROGRAMME
1Role/Function
Page
MEMBER STATES
Counterpart (CP)
2
National Liaison Officer (NLO)
2
National Coordinator of a Regional/Cooperative Agreement (NCR)
2
Designated Team Member (DTM)
3
Chairperson of a Regional/Cooperative Agreement
3
TC DEPARTMENT
Programme Management Officer (PMO)
3
TC Section Head (TC-SH)
4
TC regional Director
4
Director, Division of Planning and Coordination (DIR-TCPC)
5
Deputy Director General, Department of Technical Cooperation (DDG-TC)
5
TECHNICAL DEPARTMENTS
Technical Officer (TO)
5
Field of Activity (FoA) Leader
5
Section Head of Technical Division (TD-SH)
6
Field of Activity (FoA) Focal Point
6
Technical Cooperation Liaison Officer (TCLO)
6
Director of Technical Division (TD-DIR)
7
Safety Reviewer
7
Radiation Safety Regulator
7
Procurement Reviewer
8
Safeguards Reviewer
8
COMMITTEES AND GOVERNING BODIES
Technical Cooperation and Technical Departments (TC/TD) Group
8
TCP Committee
8
Technical Assistance and Cooperation Committee (TACC) /
Board of Governors (BoG)
9
1 The present document covers mainly the project concept and design phases. Information on the subsequent phases of the TC cycle will be added in due time.
MEMBER STATES
Counterpart (CP)
The national official in a Member State who is designated as responsible for the overall
design, management and direction of a TC project in the country, and as such:
1.
Actively participates in the CPF process and in the in-depth dialogue and strategic
thinking among all stakeholders during the concept phase to identify concrete areas
where a TC project can contribute effectively;
2.
Prepares the project concept and submits it to the NLO;
3.
Leads the project design team (CP, PMO, TO) when the project implementation strategy,
budgets and work plans are defined and workable indicators for project monitoring,
achievement of expected results and sustainability of outcomes are determined and
potential partnerships are sought;
4.
Provides complementary information on the local situation and ensures availability of
local capacities and essential resources for implementing activities foreseen in the
project, during project design;
5.
Prepares the project document and submits it to the NLO.
National Liaison Officer (NLO)
The official in a Member State who is designated to coordinate the TC programme within
his/her country and therefore is the focal person vis-à-vis the Secretariat, and as such:
1. Leads the CPF process and the in-depth dialogue and strategic thinking among
stakeholders during the concept phase to identify concrete areas where a TC project can
contribute effectively;
2. Ensures coordination among all national stakeholders during the preparation of the CPN
2and submits it to the Secretariat via the PCMF IT platform;
3. Verifies with the responsible national nuclear and/or radiation safety regulatory authority
that the project concepts submitted will be provided with the necessary safety
infrastructure and support to ensure their safe implementation and operation;
4. Confirms availability of local capacities and essential resources for implementing
activities foreseen in the project, during project design;
5. Interacts with CPs and the Secretariat during project design, reconfirms availability of
local capacities and essential resources for implementation;
6. Submits the project documents to the Secretariat via the PCMF IT platform.
National Coordinator of a Regional/Cooperative Agreement (NCR)
The official in a Member State who is designated as national focal person for activities
related to Regional/Cooperative Agreement projects, and as such:
1. Monitors the participation of national CPs in the preparation of Regional/Cooperative
Agreement concepts/projects in accordance with the respective Agreement’s specific
formulation and design procedures.
2 The Country Programme Note (CPN) contains an overview of the proposed country programme, together with the proposed national and regional project concepts.
Designated Team Member (DTM)
Also known as Lead Country Coordinator or National Technical Project Coordinator. The
DTM is the lead counterpart of a regional or interregional project and coordinates with the
project counterparts in other Member States to facilitate the development of the project, and
as such:
1. Leads the preparation of regional project concepts submitted by Member States;
In the case of Regional/Cooperative Agreement concepts, which are based on the
upstream work of the respective Regional/Cooperative Agreement, the DTM sends them
to the Agreement Chair for submission to the Secretariat;
2. Interacts with the Secretariat, counterparts and the Chairperson of the Agreement, as
applicable, during project design;
3. Prepares the project workplan and provides complementary information on the local
situation in the participating countries, including confirmation from the latter of the
availability of local capacities for implementing activities foreseen in the project, during
project design;
4. Proposes potential partners for funding and/or joint implementation;
5. Submits the project document to the Secretariat.
Chairperson of a Regional/Cooperative Agreement
The Chairperson of a Regional/Cooperative Agreement is elected by the national
coordinators/representatives of the Agreement Member States every year. S/he coordinates
the TC programme within the Agreement and is the focal person, therefore, vis-à-vis the
Secretariat, and as such:
1. Interacts
with
and
ensures
coordination
among
DTMs
and
national
coordinators/representatives during preparation and prioritization of project concepts and
during project design;
2. Submits the Regional/Cooperative Agreement project concepts to the Secretariat via the
PCMF IT platform.
3. Participates in the design phase of the Regional/Cooperative Agreement projects and
clear the Regional/Cooperative Agreement programme.
TC DEPARTMENT
Programme Management Officer (PMO)
A professional staff member in one of the TC regional Divisions responsible for the
management of the TC programme in one or more countries of that region, and as such:
1. Actively supports the CP during the concept phase to identify concrete areas where a TC
project can contribute effectively;
2. Liaises with the TO to ensure the technical feasibility of proposed projects;
3. Leads the process of appraising the concepts against established quality criteria and
reviews implementation arrangements, workflow and procurement issues;
4. Consolidates the feedback note;
5. Leads the project design team (CP, PMO, TO) when the project implementation strategy,
budgets and work plans are defined and workable indicators for project monitoring,
achievement of expected results and sustainability of outcomes are determined and
potential partnerships are sought;
6. After consultation with TO(s), ensures that financial planning is in line with project
content;
PMO plays a similar role for regional/interregional projects.
TC Section Head (TC-SH)
The TC-SH is responsible for the TC programme in several countries of that region, and as
such:
1. Provides inputs to the TC regional Director on identification of regional priorities, funding
estimates and potential partners;
2. Assigns, in consultation with the TC regional Director, regional project concepts to a PMO
in his/her Section;
3. Ensures compliance with policy and standards for timeliness, completeness,
implementability, efficiency and effectiveness of the use of resources during programme
preparation;
4. Reviews MS programmes to confirm quality of projects in his/her countries of
responsibility as well as the overall quality of the country programme in accordance with
the relevant policy guiding documents, and submits them to the TC regional Director.
TC regional Director
The TC regional Director is responsible for the TC programme in that region, and as such:
1. Provides guidance on regional priorities and funding estimates to SHs in his/her Division;
2. Assigns regional project concepts to the Sections in his/her region;
3. Prepares the Regional Programme Note (RPN)
3that includes selected regional project
concepts submitted by a group of countries through their CPNs and those under a
Regional/Cooperative Agreement that are considered as priorities following a process of
dialogues and consultation with concerned member States;
4. Discusses national and regional programmes of the Division with the TC senior
management to obtain feedback before finalizing the draft programme for his/her region;
5. Oversees trend analysis of the region’s draft programme for discussion with TD-DIRs on
technical resource requirements;
6. Assesses opportunities for further programme development, including partnerships and
resource mobilization, to ensure sustainability and maximize programme impact;
7. Reviews the overall quality of the regional programme consisting of national and regional
projects in accordance with the relevant policy guiding documents, and approves the
regional programme, including funding allocations.
Director, Division of Planning and Coordination (DIR-TCPC)
The Director of the Division of Planning and Coordination is responsible for overall
coordination and support to the TC programme, and as such:
1. Provides guidance for programme planning and finalization: IT development and
modification and methodological framework for ensuring programme and project quality;
2. Initiates/supports partnership development and resource mobilization;
3. Has the overall coordination responsibility for the interregional TC programme and as
such:
3 The Regional Programme Note (RPN) contains an overview of the proposed regional programme, together with the regional project concepts positively appraised by the IAEA.
•
Prepares the Interregional Programme Note
4;
•
Confirms the quality of the INT Project Documents based on INT quality criteria and
other relevant policy guiding documents;
4. Prepares documentation on the TC programme for the governing bodies.
Deputy Director General, Department of Technical Cooperation (DDG-TC)
The Deputy Director General of the Department of Technical Cooperation is responsible for
the overall management and delivery of outputs comprising the TC programme, and as such:
1. Provides guidance to TC Directors on global strategic and policy issues related to the
development and management of the programme;
2. After consultation with TC Directors, assigns PMOs to INT projects;
3. Reviews programmes of the Divisions prior to their finalization;
4. Determines TCF allocations by TC Divisions.
TECHNICAL DEPARTMENTS
Technical Officer (TO)
A professional staff member in a technical Department who is responsible for the technical
integrity and quality of their input to technical cooperation projects, and as such:
1. Reviews project concepts and makes recommendations as technical input to the
feedback notes after consultation with FoA Leader;
2.
As member of the project design team (CP, PMO, TO), actively contributes to the
Secretariat support provided during project design when the project implementation
strategy, budgets and work plans are defined and workable indicators for project
monitoring, achievement of expected results and sustainability of outcomes are
determined and potential partnerships are sought;
3. Ensures the technical soundness of the proposed activities and inputs in the work plan
and their contribution to achieving outputs and outcomes;
4. Advises PMO on the adequacy of financial planning in relation to the technical
requirements of the work plan;
5. Confirms agreement with the technical content of the project document, ensures that the
technical performance indicators are realistic and appropriate, and determines within
her/his area of expertise whether the project has the technical integrity to proceed;
6. Provides an estimate of the regular budget resources required for adequate technical
support to the proposed concepts/projects, specifying HR implications.
Field of Activity (FoA) Leader
For each FoA there are one or several FoA Leaders from different technical
Divisions/Departments, each one representing his/her respective technical area. S/he works
in close cooperation with the other FoA Leaders of that respective FoA. The FoA Leaders are
generally Section Heads or Group Leaders in the technical Divisions unless the TD-DIR
assumes that responsibility. The FoA Leader:
1. Assigns TO(s) to do preliminary reviews of the concepts submitted for his/her FoA;
4 The Interregional Programme Note (IPN) contains an overview of the proposed interregional programme, together with the interregional project concepts.
2. Based on the TOs’ preliminary reviews, identifies promising concepts and estimates the
workload they may create for relevant TDs;
3. Coordinates technical input from TOs and interacts with other FoA Leaders during the
project design phase;
4. Works to enhance communication between TC programme planning and regular
programme planning, and identifies adjustments in both planning processes to improve
alignment.
Section Head of Technical Division (TD-SH)
5The Section Head in a technical Division is responsible for the regular programme in his/her
specific technical area, and as such:
1. Serves as FoA Leader/Focal Point or as supervisor of a FoA Leader/Focal Point as linked
to respective sub-programme/programme themes;
2. Conveys to his/her Division Director the relevant workload implications derived from the
review of all proposed project concepts;
3. To the extent practicable, assesses resource implications, division of work and linkages
with the sub-programme/programme’s regular budget and provides inputs to TD-DIR for
consideration under the regular budget;
4. Proposes to TD-DIR strategies for matching the expected demands of the TC programme
with available regular budget resources (e.g. regional/interregional projects instead of
national projects).
Field of Activity (FoA) Focal Point
For each FoA, one of the FoA Leaders is assigned as FoA Focal Point who liaises with the
TC Department, and as such:
1. Receives the concepts from the PMO and verifies the PMO’s classification within his/her
FoA;
2. Adds FoA Leaders and TOs to the project team, as required;
3. Is responsible for the overall coordination of technical inputs/comments in his/her specific
FoA and gives guidance to the TOs;
4. Ensures that interdepartmental technical consultations and clearances are completed in a
timely manner;
5. Conveys to the PMO the joint technical assessment of all FoA Leaders for the concepts
in their FoA;
6. Coordinates technical input of FoA Leaders and interacts with PMOs during project
design.
Technical Cooperation Liaison Officer (TCLO)
The TCLO is nominated by his/her Deputy Director General and acts as a focal point for TC
programme-related matters within his/her Division/Office, and as such:
1. Promotes coordination between the TC Department and his/her Division/Office;
2. Represents his/her Division/Office at meetings and discussions related to TC programme
activities of a general nature;
3. Provides guidance on TC programme-related matters to the Technical Officers in his/her
Division/Office;
64. Enhances the effectiveness of technical input to TC projects, e.g. ensuring timely delivery
of TD support to TC projects;
5. Regularly collects information and informs the TC Department on current or planned
regular budget activities that may impact on the TC programme;
6. Acts as focal point for ad hoc requests from the TC Department, including requests under
projects for which no TO has been assigned;
7. Takes on other duties in relation to the TC programme as delegated by his/her respective
Deputy Director General.
Director of Technical Division (TD-DIR)
7The Director of a technical Division is responsible for the programme in his/her specific
technical area, and as such:
1. Provides to TC regional Directors information on new technological trends in the
respective technical areas that may have implications on the TC programme;
2. Collates and analyses the resource implications of the proposed TC programme, based
on the information provided by the TD-SHs/FoA Leaders, as an input to the preparation
of the regular programme budget and for the identification of the resource requirements
to support the TC programme;
3. Discusses with TC regional Directors programmatic issues and resource requirements for
the technical support of the proposed TC programme, in order to define common
strategies for matching the expected demands of the TCP with available regular budget
resources;
4. Provides input to the DDG-TD for the consideration of the TC programme.
NUCLEAR SAFETY AND SECURITY REVIEW
Safety and Security Reviewer
The Safety and Security Reviewer coordinates the safety and security review of project
concepts and project documents, and as such:
1. Liaises, as appropriate, with the four subject focal points (NSNI, NSRW, NSNS and
NS-IEC);
2. Collates the safety and security review for submission to the PMO;
3. Reviews the project documents as required.
Radiation Safety Regulator
The Radiation Safety Regulator has the overall responsibility for regulating radiation safety in
the Agency and for supervising the compliance of Agency users of radiation practices and
sources with the applicable requirements in force, and as such:
1. Reviews and clears activities under the TC programme where potential radiation
exposure exists for IAEA staff and experts;
2. If advice or support is required, sends the requests for TC programme activities to the
Radiological Protection Service and to NSRW.
6
Functions 1, 2 & 3 are not applicable to NA, NE and NS as these technical Departments are represented in the TC-TD Group with similar responsibilities.
7 In some cases where the programmatic structure does not coincide with the organizational structure (e.g. PACT), the Programme Manager will assume the functions of TD-DIR.
REVIEW BY THE OFFICE OF PROCUREMENT SERVICES
Procurement Reviewer
1. Reviews concepts and identifies those that are of high risk, are likely to involve a single
procurement case with a value of over €150 000 or multiple related procurement cases
from the same supplier with an aggregate total value of over €150 000, and for which
difficulties are foreseen in the shipment to the requesting country;
2. Participates in the project design phase through analysing procurement options and
providing budget estimates of requested procurement items.
SAFEGUARDS REVIEW
Safeguards Reviewer
1. Performs review of the proposed TC programme with TC IT support;
2. Prepares a report for the DG on the proposed TC programme.
COMMITTEES and GOVERNING BODIES
Technical Cooperation and Technical Departments (TC/TD) Group
The objective of the
Technical Cooperation and Technical Departments Group
(TC/TD
Group) is to enhance joint ownership of the Agency’s TC programme between the
Department of Technical Cooperation (TCD) and the Technical Departments (TDs), to
oversee the effective implementation of the TC programme and to promote alignment
between regular budget and TC programme activities by improving programmatic and project
related coordination, and further promoting synergies among the TCD and the TDs.
The TC/TD Group is composed of one Director, Section Head, or Group Leader from each of
NA/NE/NS/SG/MT/TCD, a representative from DGOP, and the Programme Coordinators
from NA/NE/NS/SG/TC. The TC/TD Group:
1. Agrees on roles and responsibilities in the formulation and delivery of the TC programme
in line with existing Agency policy documents;
2. Facilitates the cooperation between TCD and the relevant TDs in the preparation and
implementation of the TC programme;
3. Identifies mechanisms for alignment of regular budget and TC activities;
4. Identifies issues related to regular budget activities that impact on the TC programme;
5. Identifies issues related to the TC programme that impact on regular budget activities;
6. Defines mechanisms to properly address the identified issues;
7. Identifies ways to more effectively use existing mechanisms.
TCP Committee
The
TCP Committee
is a standing interdepartmental committee established by the Director
General according to SEC/NOT/1790 of 10 September 1999 and is chaired by DDG-TC. Its
members are DDG-NA, DDG-NE and DDG-NS; a representative from the Office of the
Director General may attend as an observer.
1. Ensures coordinated planning for the TC programme and the regular programme;
2. Discusses major issues identified by Departments during the formulation of the TC
programme;
Field Code Changed
3. Reviews the draft TC programme prior to submission of the regular budget in order to
ensure adequate and appropriate technical resources will be available for programme
delivery;
4. Endorses the proposed TC programme with funding for submission to TACC and the
Board of Governors.
Technical Assistance and Cooperation Committee (TACC) /Board of Governors (BoG)
1. TACC reviews the proposed TC programme for the cycle and recommends approval of
the TC programme to the Board of Governors;
2. Board of Governors approves the TC programme for the biennium and the budget for one
year based on the recommendation of TACC.
