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ENSURING THE SUSTAINABILITY OF FORMAL INTER-GOVERNMENTAL NETWORKS Case Study: ASEAN. Sagita Arhidani Natural Resources Unit ASEAN Secretariat Workshop on the Management of International Networks for Knowledge Sharing St. Galen-Switzerland, 25-28 April 2006.

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ENSURING THE SUSTAINABILITY OF FORMAL INTER-GOVERNMENTAL NETWORKS Case Study: ASEAN


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    1. ENSURING THE SUSTAINABILITY OF FORMAL INTER-GOVERNMENTAL NETWORKSCase Study: ASEAN Sagita Arhidani Natural Resources Unit ASEAN Secretariat Workshop on the Management of International Networks for Knowledge Sharing St. Galen-Switzerland, 25-28 April 2006

    2. This presentation is made based on the experiences and observations of theNatural Resources Unit of the ASEAN Secretariatfor the purpose of theWorkshop on the Management of International Networks for Knowledge Sharing25th – 28th April 2006, St. Galen, Switzerland

    3. Association of Southeast Asian Nations ASEAN Vision 2020 “ We will create a stable, prosperous and highly competitive ASEAN Economic Region in which there is a free flow of goods, services and investments, a freer flow of capital, equitable economic development and reduced poverty and socio-economic disparities…” “ …enhance food security and international competitiveness of food, agriculture and forest products, to make ASEAN a leading producer of these products, and to promote the forestry sector as a model in forest management, conservation and sustainable development” (Sixth ASEAN Summit, Ha Noi, December1998)

    4. MANDATE AND POLICY FRAMEWORK VIENTIANE ACTION PROGRAMME (2005 - 2010) Tenth ASEAN Summit, Vientiane, November 2004 The Heads of State and Government of the Association of Southeast Asian Nations (ASEAN), gathered in Vientiane, Laos, on 29 November 2004 for the Tenth ASEAN Summit agreed to pursue the comprehensive integration of ASEAN towards the realization of an open, dynamic and resilient ASEAN Community by 2020 as envisioned in the Declaration of ASEAN Concord II comprising three pillars, namely the: • ASEAN Security Community (ASC): political and security cooperation; • ASEAN Economic Community (AEC): economic cooperation and • ASEAN Socio-Cultural Community (ASCC): socio-cultural cooperation.

    5. ASEAN Organization Structure on Food, Agriculture & Forestry Cooperation A M A F SOM-AMAF AWG on Halal Food Guidelines ASEAN Food Security Reserve Board ASWG on Crops ASWG on Livestock ASWG on Fisheries ASWG on Agric. Cooperatives ASWG on Agricultural Training & Extension ASEAN Senior Officials on Forestry (ASOF) Joint Committee on ASEAN Coop. & Joint Approaches in Agric. & Forest Products Promotion Scheme Working Group Secretariat (Malaysia) AFSRB Secretariat (Thailand) EWG on Harmonization of Phytosanitary Measures ASEAN Focal Point on Animal Vaccines FCG on ASEAN- SEAFDEC Collaboration ACEDAC Board AEG on Herbal and Medicinal Plants NFPWG/ Industrial Clubs EWG on Harmonization of MRLs of Pesticides TEG on ASEAN Sea Turtle Conservation & Protection AEG on R&D in Forest Products Carrageenan ATF on Avian Influenza ACEDAC Secretariat (Indonesia) Cocoa Vegetable Oil AEG on CITES Pepper PCG for QA System for Fruits & Vegetables Rubber Forest Products Coffee AEWG on International Forest Policy Process Tea Pepper Peas & Beans Ad-hoc WG on Pan ASEAN Timber Certification Five Commodities: (Frozen Chicken, Frozen Prawn, Canned Pineapple, Canned Tuna, Tapioca) Note: AWG: ASEAN Working Group ASWG: ASEAN Sectoral Working Group EWG: Experts Working Group AEG: ASEAN Experts Group NFPWG: National Focal Point Working Group TEG : Technical Experts Group AFP : ASEAN Focal Points ATWG : ASEAN Technical Working Group ATF : ASEAN Task Force ATF on Codex AFP on Food Safety Network ATWG on Agricultural Research & Development ASEAN Network For Pesticide Regulatory Authorities Ad-Hoc TF on ASEAN Public Awareness on GMOs Ad-hoc TF on ASEAN Agric. Hazards & Early Warning System ATF on Genetically Modified Food Testing Network

    6. COOPERATION IN FORESTRY ASEAN Institutional Framework for Forestry Cooperation ASEAN Summit (ASEAN Heads of State/ Government) ASEAN Ministers on Agriculture & Forestry (AMAF) Secretary General of ASEAN ASEAN Secretariat (Natural Resources Unit/ NRU) ASEAN Senior Officials on Forestry (ASOF) Forestry Desk ReFOP Project Management Unit (PMU) AEG on International Forest Policy Processes AEG on Herbal and Medicinal Plants AEG on R&D in Forest Products AEG on CITES Ad-hoc WG on Pan ASEAN Timber Certification NFPWG on Forest Products Promotion Task Force for the Conservation of Edible-nest Swiftlets

    7. COOPERATION IN FORESTRY Role of the ASEAN Secretariat in Forestry Cooperation • Provide support for the institutional bodies (AMAF, ASOF and the working groups); • Act as a resource base; • Provide advice and information; • Coordinate the implementation of regional activities and programs; • Communicate Decisions and Recommendations to the relevant parties; • Ensure coordination among activities of other sectoral bodies to promote synergy and avoid duplication; and • Promote coordination among ASEAN bodies and its programs and those of dialogue partners and other international organizations in terms of resource mobilization, program implementation and institutional linkages.

    8. COOPERATION IN FORESTRY Future Prospects • Promote ASEAN’s stature to coordinate regional efforts in forestry issues & matters, and as a voice to be heard in international fora; • Improve networking with relevant organizations to mobilize resources and coordinate programs at the regional level; diversify resources mobilization from the traditional dialogue partners; • Endeavour greater role in international development assistance; • Identify and prioritize regional issues for implementation.

    9. Some of the ASEAN Secretariat’s Roles through IKM • Coordinate the implementation of regional activities and programs • Communicate Decisions and Recommendations to relevant parties • Pursue and Facilitate Consensus in Discussions.

    10. Roles of The ASEAN Secretariat Located in Jakarta, Indonesia, The ASEAN Secretariat serves all Ten Member Countries of ASEAN, and is an indispensable central administrative body. • Among others are … • increase the efficiency and coordination of ASEAN’s projects and activities; • initiate, advise, coordinate and implement ASEAN activities; • provides regional perspectives on subjects and issues before ASEAN; • convenes meetings of officials & experts and is the custodian of all ASEAN documents; • represents, coordinates dialogues w/ international organizations & dialogue countries.

    11. Approaches Used The ASEAN Secretariat’s: • The ASEAN Secretariat mediates communication among Members; • The ASEAN Secretariat informs decisions and newly proposed activities; • The ASEAN Secretariat gathers comments from Member Countries; • The ASEAN Secretariat uploads documents approved by Member Countries and posts achievements and calendar of activities for public; • The ASEAN Secretariat seeks funding for projects that are relevant with priorities of potential donors; • The ASEAN Secretariat carries out monitoring and evaluation to be reported to ASEAN Member Countries and relevant donors; • The ASEAN Secretariat networks with other organizations for the benefit of the ASEAN Member Countries; • The ASEAN Secretariat identifies opportunities of capacity building for ASEAN Member Countries and The ASEAN Secretariat.

    12. Approaches Used ASEAN Member Countries’: • ASEAN Country initiates and proposes project(s) for ASEAN; • ASEAN Country leads initiatives until the conclusion of certain project(s); • ASEAN Country Chairs a Working Group on rotation basis (annually); • ASEAN Country Hosts a Working Group Meeting on yearly rotation; • ASEAN organization of annual Meetings are on cost-sharing basis; • ASEAN Working Groups reports progress to the Senior Officials and subsequently, the Senior Officials report to the Ministers, for the Ministers to report to the ASEAN Leaders; • ASEAN Leaders monitors progress on the implementation of the Vientiane Action Programme (VAP) through Mid-Term Reviews.

    13. Constraints/Challenges • Structural Changes; • Changes of Personnel in Ministries of Member Countries; • Mandate of Focal Points and Country Representatives; • Approval Process and Internal Consultations; • Funds Availability; • Different Levels of Development among Members; • Different Priorities and Concerns of Member Countries.

    14. Challenges for ASEAN Member Countries and their Strategic Partners in IKM • More active communications among ASEAN Member Countries & their strategic partners through an established Network; • More updates from the international fora; • Enforce inter-agency discussions • Cooperation among different sectors on cross-cutting issues; • Proper ‘Handing-Over’ in response to Changes in Personnel; • Reaching the most relevant people/ resource persons; • Development Gap among Members; • More active involvement of decision makers; • Traditional customs in responding letters with letters; • ASEAN tasks are sometimes considered additional responsibilities; • Renew and Strengthen trust to share.

    15. Lessons Learned • Completed Projects/ Success Stories highlighted to the ASEAN Ministers and the ASEAN Leaders; • Major Achievements informing respective Country Leaders be uploaded to the Website; • New Priorities of ASEAN be informed to Dialogue Partners; • Designation and Update of Focal Points; • Cost-Sharing and Establishment of Trust Funds; • Capacity Building for Group Members; • Priorities Updates through Country Reports; • Use of ICT to supplement face-to-face Meetings.

    16. Lessons-Learned in Sustaining the ASEAN Networks • Both financial and technical assistance in the earliest years of the established network is crucial in ensuring that the Network does work towards its agreed objectives and can sustain after the completion of such assistance; • National Focal Points of a Network play a great role as supporting pillars of the Network in ensuring that it can continue deliver the services for the benefit of its Members; • National Focal Points must ensure that activities of the Network at the regional level are integrated to the national priorities; • Trust among Members of a network can be re-established and strengthened through regular face-to-face Meetings such as trainings, workshops, seminars, country visits, teleconference, field studies, etc; . • A Network should be flexible in providing deliverables taking into account the changing needs of its Members in addressing global issues.

    17. Forestry professionals, researchers, policy makers, and other interested individuals and organizations can now access the ASEAN Regional Forest Clearing House Mechanism. The ASEAN Forest Clearing House Mechanism is a web-based information platform to serve as a one-stop information source on Forest Policy in ASEAN. The system includes a document center and a discussion forum for registered users to support knowledge and information exchange among ASEAN Member countries. Complementary features are a News Center, an Event Calendar and an extensive collection of web links. It aims to be a widely recognized and consulted source of information on forestry in ASEAN. Materials are provided from a variety of organizations and experts within the ASEAN region. Additional prominent feature are the ASEAN Forestry Yellow Pages, an Expert Roster geared to serve as an Expert Pool on Forestry in the ASEAN region. Just send an email to the following address: asean-forest@aseansec.org with your Name, Organization you belong to and position. A registered account for you will be created and sent to you with a User ID and initial password to register and include yourself in the Expert Roster.

    18. ASEAN-IRRI Collaborative Activities Presentation by IRRI entitled “From Endorsement to Action-a New Generation of Rice Farmers and Rice Scientist for ASEAN” during: & The Preparatory Senior Officials Meeting of The 27th Meeting of the ASEAN Ministers on Agriculture and Forestry (PrepSOM-27th AMAF), 26-27 September 2005, Tagaytay City, Philippines The 27th Meeting of the ASEAN Ministers on Agriculture and Forestry (27th AMAF), 29 September 2005, Tagaytay City, Philippines Note: Images are with the courtesy of Department of Agriculture Philippines

    19. ASEAN-IRRI Collaborative Activities • Last AMAF Meeting in Yangon, 2004: • AMAF endorsed IRRI’s Ten-Year, Three-Point Plan for rice (i.e. water, global warming and human resources) at its meeting last year in Yangon. • Latest Developments: • IRRI has focused on the environmental issues for rice production in ASEAN, namely on water resources, global warming, pesticides, land degradation and biodiversity, which are major issues facing rice production in ASEAN. • IRRI has focused on the development of human resources in two crucial areas: farmer extension services, training, and education of a new generation of rice scientists and researchers. • IRRI has developed its rice production technology focused on increasing productivity of small scale farmers. • Next Steps: • SOM-AMAF and AMAF agreed to the following proposals: • The adoption of the Rice Knowledge Bank as an ASEAN project, • An ASEAN Workshop organized by IRRI on the Rice Knowledge Bank, and • An ASEAN Workshop organized by IRRI on Developing the Next Generation of ASEAN Rice Scientists.

    20. ASEAN-IRRI Collaborative Activities • The Rice Knowledge Bank (RKB) was established in 2002 by IRRI to effectively transfer technologies to farmers in rice producing countries, utilizing internet and Information and Communication Technologies (ICT). • RKB, also termed as digital extension service, has been developed bilaterally between IRRI and its recipient Member Countries. • The ASEAN-IRRI Workshop on RKB with the objective to institutionalize it at the regional level proposed that 2 participants each from ASEAN Member Countries would be invited to the Workshop, one from policy making level and the other who is also a member rice scientist in the “Council for partnership on Rice Research in Asia”. • The Workshop is planned to be held back-to-back with the 13th Meeting of the ASEAN Sectoral Working Group on Agricultural Training and Extension in July 2006.

    21. References • ASEAN Knowledge Kit: ASEAN, An Overview (July 2005) • Vientiane Action Programme (2004-2010), AUPF 2005 • Towards Peace, Freedom and Prosperity: An Introduction to ASEAN Agreements, ASEAN Secretariat (2005) • Food, Agriculture and Forestry, ASEAN Briefing Paper no. 8, ASEAN Committee on Culture and Information, Jakarta (2001) • ASEAN-German Regional Forest Programme (ReFOP) Fact Sheet: Regional Information and Knowledge Management (2004) • ISO 9001:2000 (Clause 7.2.3: Customer Communication, Clause 7.5: Service Realization, Clause 7.5.1: Identification and Traceability) • User Manual – Project Monitoring application (14 January 2003). • ASEAN Secretariat Financial Rules and Procedures (June 2005), Chapter 6: (Accounting System and Annual Audit) and Chapter 9 (Management of Funds Held in Trust, including Bilateral and Multilateral Funds • ASEAN Secretariat Financial Rules and Procedures (June 2005), Chapter 4: Procurement and Acquisitions • ASEAN Secretariat Financial Rules and Procedures (June 2005), Chapter 5: Asset Management • Draft ASEAN Project Management Manual dated December 1997.

    22. Thank you ASEAN: Ten Nations, One Community http://www.aseansec.org/