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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. KEY ISSUES AROSE DURING THE UNCMT RETREAT ON THE ISSUES OF JOINT PROGRAMMING.
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
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
IN THE UN REFORM PROCESS
Reform in the UN SystemC.E.B Members (formerly ACC)
or Territorial Mentality
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:
3.Role and functions of administrative and oversight bodies:
E) Group Work (ICT, Travel Services, )
B)Group Work (Banking Services, VAT)
C)Presentation of Technical Working Group on HIV/Aids at the Work
D)Group Work for Development of an Action Plan to roll-out the
“We Care Initiative” Framework
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
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)
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)
An Agenda for Further Change
National Priorities & Plans/Budgets (nationalized MDGs/HR)/PRS
Advocacy with civil society etc
CCA – including MDGs
CCA – including MDGs
for the periodic
review of progress
of Millennium Goals.
UNDAF – including MDG/HR-related outcomes
UN agency programmes – including contributions to MDG outcomes
CCA – including MDGs
National Priorities (including PRSP) and Plans/Budgets
Individual agency programmes
–Increase the efficiency and effectiveness of the operational activities of the UNS
–Reduce transactional costs
•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.
Key operational challenges
Resource Flow and Management
Monitoring and Evaluation
Determining Risk Through Capacity Assessments
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
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.
GOVERNANCE FRAMEWORK FOR COMMON SERVICES
UN Resident Coordinator + UN Representatives + Chair Operations Management Team
Operations Management Team
Operations/Administrative Managers of participating UN Agencies
As formulated by OMT depending on the tasks at hand
Authority/Delegation of Authority
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.
There is a combination of elements to identify common services that:
a)Can be made to work;
b)Are needed and useful;
e)Are predictable cost-wise
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
A Group Presentation:
- VAT Group: (Narendra UNICEF)
UN agencies are not getting refunded
Solution to get the VAT refunded
Try to find upfront exemption if possible
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
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
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
Booking, Tickets, Visa, VIP Room, Discounts, etc.
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
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,
ICT Group (Benedito)
Evaluate Each agency current infrastructure
To provide adequate, efficient and secured ICT services with minimal costs.
To work as one UN Team
Create platform to share information, knowledge, joint meetings and trainings
Maximize service level lines/Security
Put in common resources that can be shared
Work as one team
Promote Exchange information/ Joint training plan
Create Efficient ICT infrastructure/Effective services
Select one Source for procurement
Select one Provider of Services (ISP)
Develop common standards and Specifications for ICT Equipment and supplies
Set up one common radio room/radio frequency
Define ways of sharing resources/infrastructures
Identify a maintenance company for ICT
One contract for mobile phone
Reduced costs through integration of VSAT connections
Reduce Communication costs
Integrated PABX lines for Agency to Agency calls as extensions (PABX line shared )
Savings on Services/Unified price lists
Increase bargaining power and better prices
Look in detail in to infrastructure
ICT= Invisible Capable Technicians
1-Inventory of existing services:
Scattered UN /Premises/Facilities in Maputo
No clear picture/ iinventory of Existing Needs
UNIDO, UN HABITAT – Sharing UNDP facilities.
No other Agency is sharing facilities
APIE (GoM’s Real Estate Agent) is to be privatised at any moment
1) GoM has the obligation, as hosting Govt., to provide premises free of charge to the UN, or pay for the rents. These obligations have never been considered.
2) There is no assessment of weather UN Agencies are prepared to share common premises or not.
Would the UN want to go to Common Facilities?
Implement the UN SG’s reform (Establish a UN House)
Increase cohesion and economies of scale for UN in MOZ
Reduce costs for running individual premises/facilities
- concentration of services – IT/Travel/Security, etc.
- Achieve cost reduction/saving
- Promote Outsourcing/concentration of services
- Mitigate vulnerability and Improve on Security preparedness
- Increase of visibility as one UN House
- Unification of services
Survey of interested Agencies
Inventory of Space requirement Survey of interested Agencies
2) Identification of relevant common services
Estimate requirement for common facilities/parking etc
Inventory of existing building from Government
Start looking at plot/funding options
Support mission from HQ to assess needs with UNCMT/OMT-
Savings deriving from sharing of common services
Economies of scale resulting from sharing facilities
Better managed and integrated protection/security
Decreased rental costs
Better usage of common space
5-Common premises/ services management:
Lead agency to be determined based on capacities
Lead Agency to act as Manager of Common/Shared Services
1) Resisting of some Agencies to concentration
2) Staff Reduction
3) Security (Terrorism)
4) Limited availability of mine land
5) Lack of resources from host Government
6) Security of tenure (Long term lease)
1) Cost Reduction
2) Unification of Services (Outsourcing)
3) Security without taking terrorism actions
4) Increasing the visibility
5) Successful similar experiences
A Dispensary Group (Paula)
1- inventory of existing services:
Dispensary created 20 years ago, located at UNHCR Office was used as a medical clinic and full range of medical services were provided.
b) Actual functions:
1) Referral Point
2) First Aid Care
3) Testing and Counselling Facilities
4) Facilitating Training of First Aid Care, HIV/AIDS at Wp. Malaria
5) Preventive Advisory Services/Information
6) Medical Evacuation – Organise
7) Support for assessment for medical facilities outside of Maputo
8) Contribute to drafting of living conditions report
9) Process MIP Claims
1) Lack of continuous professional training
2) No exposure to new medical practices
(UN KENYA RESPONSE TO THE CHALENNGES)
Estimated number of HIV+ employees
Estimated number of employees presenting the symptoms of AIDS per year
Cost of Death Benefits
Cost of Training and Recruitment
Annual Cost to your Company
Calculation of HIV Infections
Annual Number of News AIDS Cases
US $ 40575
Women, Girls, HIV and AIDS
Have you heard
The Three C’s Policy:
Confidentiality, Counselling and Care
POLICY FOR UN STAFF AND FAMILIES AFFECTED BY HIV AND AIDS IN KENYA
The goal of the Three C’s Policy is to ensure confidentiality, counselling and care to all categories of UN staff members in order to create a healthy workforce. This includes access to anti-retroviral medicines in a reputable clinic that recognizes the physical, psychological and the social impact of HIV and AIDS.
Women, Girls, HIV and AIDS
Have you heard
The UN in Kenya’s FAIRPACK Policy
GUARANTEED FAIR EMPLOYMENT PACKAGE
The UN in Kenya’s FAIRPACK Policy is a guaranteed fair employment package for contractor employees based on site at the UN Complex in Nairobi.
The FAIRPACK policy was implemented in July 2003 to provide a health and welfare package that will boost the pay and conditions of staff employed by contractors working for the UN at Gigiri.
The FAIRPACK policy specifically includes a provision for access to appropriate treatment for contractors’ employees suffering from HIV/AIDS.
This is far below the projected annual cost of US $ 35,254.00 to UNDP for one HIV infected Patient
DEVELOPING AN ACTION PLAN TO ROLL-OUT
“ We Care Initiative”
MOZAMBIQUE CASE SCENARIO
49 are in the group you wish to analyze.
$ 9254 is the average annual salary of this group.
0.1322 is the percentage of your workforce that you estimate is infected
26000 is the additional cost of health care per AIDS case.
Calculation of HIV Infections and Annual Number of News AIDS Cases
Estimated number of HIV+ employees 6
Estimated number of employees presenting the symptoms of AIDS per year 1
Cost of Health Care $ 52,000.00
Productivity Losses $ 9,254.00
Cost of Death Benefits $0.00
Annual Cost to your Company $ 35,254.00
Prepared by: UNAIDS and WHO
Presented at the OMT Retreat
18-19 February 2005
Proposed Action Plan
It is time to convert principles
into concrete acts