This page is for discussion on Quarterly Review Meetings
Please circulate your QRM presentations a week before the event.
An Advisory Committee will be set up to counsel on the overall direction and policy of the programme. This committee will be chaired by the beneficiary State Governments on a rotating basis and co-chaired by the Delegation of the European Union. The committee will have a counselling role and will not have any decision-making power. The committee will be composed of:
- Representatives of each of the four States targeted by the Project;
- A representative of the Federal Ministries of Agriculture, Forestry, Cooperatives and Rural Development (MAFCRD) and Animal Resources and Fisheries (MARF);
- A representative of the Federal Food Security Technical Secretariat;
- A representative of the Ministry of International Cooperation;
- Representatives of Non-State Actors (in particular, producers’ associations, women’s unions and the private sector); and
- A representative of the EUD.
The Technical Assistance (TA) team leader will be an observer in the Advisory Committee and ensure the functioning of its secretariat, but will not be a formal Committee member.
The Advisory Committee may decide to offer membership or invite members of other public or private institutions. The Advisory Committee will meet at least twice a year.
The establishment of a joint Steering Committee for the South Sudan Rural Development (SORUDEV) and Zonal Effort for Agricultural Transformation – Bahr-el-Ghazal Agricultural Development (ZEAT-BEAD) programmes was discussed and agreed among participants in the 3rd Quarterly Review Meeting (QRM) held in Wau on 26-28 May 2015. The meeting was informed that a National Steering Committee to provide guidance and oversight is necessary for all EU-funded programmes and that stakeholders should include representatives of Government (as owners), implementing partners (IPs) and beneficiaries.
The National Steering Committee should include a representative of each of the four States targeted by the project as well as one representative of the MAFCRD and one of the MARF. Other stakeholders can be invited when relevant. Smaller committees at State level (State Steering Committees, including County, Payam and beneficiary representatives) shall also be organised. The Steering Committee will provide counsel on the overall direction and policy of the programme and will be chaired by the beneficiary State Governments on a rotating basis and co-chaired by the EUD. The committee will not have any decision-making power.
Based on what was agreed during the 3rd QRM and on EU contractual requirements, the following must be observed:
- The National Steering Committee is to convene twice a year for SORUDEV and twice a year for ZEAT-BEAD;
- The Quarterly Review Meetings will be held on a rotating basis and chaired by the beneficiary State Governments. Each will last approximately 2 days, with the first day dedicated to the National Steering Committee of either SORUDEV or ZEAT-BEAD. EU IPs must draft their reports to the Steering Committee in accordance with the EU Project Cycle Management (PCM) guidelines and circulate them at least one week in advance of scheduled Steering Committee meetings;
- The Steering Committee should conduct a 6-monthly review of i) proposed work plans for the next period; and ii) progress and performance to date and based on these, draw conclusions as to the effectiveness and efficiency of the programme. Discussions at the Steering Committee meeting should clarify whether each project is on track and whether activities have been delayed, are solving identified problems and achieving the expected results, and whether the direct beneficiaries are satisfied;
- The second day of each QRM will serve as a forum to discuss common issues, preceded by 10-minute thematic presentations (9 in total) by IPs of either SORUDEV or ZEAT-BEAD (depending on who is presenting on the first day) and the Food Security Thematic Programme (FSTP). The UN Office for Project Services (UNOPS) and the World Food Programme (WFP) will also make a presentation on roads rehabilitation;
- Relevant line ministries from the host State shall be invited with one representative from the other States (focal person) present. Ministry project focal persons should be involved in the monitoring of projects. The contact details of the selected Government stakeholders at all levels, and specification of their function within each project, shall be communicated to the EUD;
- Project monitoring reports prepared by EU TA partner agencies, non-Governmental organisations (NGOs) and national and State Government services shall be shared among all concerned parties, including focal persons; and
- A specific website will be created, to which all monitoring, inception, interim and progress reports and technical documents will be uploaded and made available to the public for viewing and downloading.