Project Document The gef small Grants Programme Fourth Operational Phase (gef-4) July 2007 – June 2010 The gef small Grants Programme Fourth Operational Phase (gef-4) Table of Contents

PART 3. MANAGEMENT ARRANGEMENTS

Institutional Structure

154. 
     GEF SGP will continue to operate in a highly decentralized and country-driven manner through a National Coordinator (NC), Sub-regional Coordinator, or National Focal Person, and National Steering Committees (NSC) or National Focal Groups (NFG) in each participating country, with support from the UNDP Country Office and in some countries, a National Host Institution (NHI) or host NGO. The GEF SGP CPMT and UNOPS will provide, as before, global guidance, coordination, support, and supervision.
     

155. 
     A new GEF SGP Steering Committee has replaced the Operations Consultation group to tap the full potential of the GEF SGP as a GEF corporate program. With this, the participation of all IAs and EAs in providing strategic guidance to GEF SGP is strengthened. The first meeting of the GEF SGP Steering Committee, chaired by the GEF Secretariat and comprising representatives from the IAs and EAs and the Coordinator of the GEF NGO network was held on 11 December 2006. The committee complements GEF SGP’s decentralized and country-driven operations and provides the programme with strategic guidance for ensuring coherence with GEF strategies, strengthen its resource mobilization efforts and its synergy with the initiatives and projects of IAs and EAs, as well as with other GEF programs for greater mainstreaming, scaling up, and replication. The Terms of Reference for the Program Steering Committee is included in Annex 6 to this document.
     

156. 
     The UNDP/GEF Unit at UNDP Headquarters in New York manages all of its GEF activities, including GEF SGP. The UNDP/GEF Executive Coordinator and his/her Deputy are accountable, both to UNDP and to the GEF Secretariat and Council, for all UNDP GEF activities, including GEF SGP. Implementation services provided by UNDP at Headquarters, regional and country levels include the following: programme/project development and preparation (review, appraise and provide guidance on submissions, policy negotiations, etc.); global management oversight and support (resource mobilization support, recruitment and contractual policies, treasury and financial reporting, security, M&E, and technical backstopping from UNDP/GEF specialists, etc.); and country management oversight. UNDP charges a discounted rate of 4% for these services.
     

157. 
     The GEF SGP Central Programme Management Team (CPMT), located within the UNDP GEF Unit, is composed of the: Global Manager, Deputy Global Manager, Climate Change Programme Specialist, Biodiversity Programme Specialist, Land Degradation/International Waters/POPs Programme Specialist, Knowledge Facilitator, Programme Associate, and Administrative Assistant. The CPMT is responsible for:
     

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  Providing overall programme management;
  
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  Providing operational guidance and support to the country programmes, including identification and establishment of the GEF SGP in new countries
  
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  Reporting to the GEF Council
  
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  Monitoring country programmes and coordinating the documentation and dissemination of lessons learned from the programme’s community-based experiences through a global M&E framework and communications strategy
  
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  Supporting programme resource moblization
  
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  Knowledge management at the global level
  

158. 
     The UN Office of Project Services (UNOPS) following agreed procedures, policy and strategy with the CPMT will continue to be responsible for providing programme execution support services. UNOPS provides support in the following areas:
     

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  Personnel recruitment and contract administration for project staff and consultants;
  
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  Subcontracts for host institutions;
  
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  Budget administration, including authorization and monitoring of expenditures;
  
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  Training and guidance on the above to country-level staff;
  
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  Supporting the CPMT in the initiation of the programme in new countries.

  UNOPs support costs at a discounted rate of 6% will be maintained in this phase.

  
  

159. 
     The UNDP Country Office following GEF SGP Operational Guidelines will continue to participate in providing overall management support to operations in each of the GEF SGP country programmes. The Resident Representative in each Country Office (CO) assigns a staff member to serve as the GEF SGP focal point, and the Resident Representative or the focal point as his/her delegate participates in the NSC. Each UNDP CO also contributes to monitoring programme activities – usually through broad oversight by the designated focal point as part of NSC responsibilities; facilitates interaction with the host government; and develops links with other in-country financial and technical resources. The CO is also responsible for providing financial and administrative services to the programme, and the Resident Representative signs the Memoranda of Agreement (MOA) with NGO/CBO grantees, on behalf of UNOPS. The Country Office administers the disbursement of grant payments in accordance with the terms of the MOA and as authorized by UNOPS. It also plays a fundamental role in launching a new GEF SGP programme and in the appointment of National Steering Committee members once ratified by the CPMT. As the programme has evolved, the UNDP Country Office is also expected to help develop the links between GEF SGP and the other GEF Implementing Agencies and Executing Agencies at country level as well as resource mobilization with other donors and through the UNDAF process.
     

160. 
     In some countries, the GEF SGP is located in a National Host Institution (NHI), normally a national non-governmental organization (NGO) or national environment fund (see Table 5 for the list of NHIs). Programme hosting arrangements are normally considered during a new country appraisal mission. UNOPS administers a service contract with the host NGO that outlines the technical support and administrative services to be provided and an operating budget. The sub-contract contains rules of collaboration with the host organization as defined in the offer or terms of reference, both of which are integral parts of the sub-contract. This contract is supervised by UNOPS. All country programmes, whether based in the UNDP or in a host NGO, equally respond to the GEF SGP Strategic Framework, Operational Guidelines, and other global programme guidance.
     

161. 
     The National Steering Committee (NSC) is composed of voluntary members from NGOs, academic and scientific institutions, other CSOs, the UNDP Country Office, government, and donors, with a majority of members coming from the non-governmental sector. The technical capacity of the NSC is an important criterion in determining composition, and the NSC membership should include experts in the GEF focal areas. Members representing the private sector and international and national donors and foundations are also increasingly being invited to become members to support GEF SGP’s resource mobilization efforts. The NSC’s responsibilities, in collaboration with the NC, include:
     

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  Providing overall guidance and direction to the country programme;
  
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  Contributing to developing and implementing strategies for country programme sustainability;
  
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  Developing the Country Programme Strategy (CPS) in accordance with the global Strategic Framework and national environmental priorities;
  
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  Overseeing the implementation of the CPS;
  
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  Selecting and approving projects, and ensuring their technical and substantive quality;
  
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  Participating in pre-selection project site visits and in project monitoring and evaluation (as appropriate);
  
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  Linking GEF SGP’s lessons learned to development practice and policy.
  

162. 
     The National Coordinator (NC) has lead responsibility for managing country programme implementation. The National Coordinator's responsibilities include:
     

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  Promoting the programmes's objectives, procedures, and achievements among NGOs, CBOs, and other key stakeholders;
  
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  Developing and revising the Country Programme Strategy (CPS) in collaboration with the NSC and other stakeholders;
  
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  Implementing the CPS, and ensuring that that GEF SGP grants and projects meet the criteria of the CPS;
  
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  Assisting NGOs and CBOs in the formulation of project proposals, and ensuring their technical and substantive quality;
  
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  Serving as the NSC's secretariat, pre-screening project proposals, and otherwise supporting the work of the National Steering Committee;
  
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  Facilitating NGO and CBO access to technical support services;
  
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  Developing and implementing communications and information dissemination strategies, which will reach a wide range of target audiences;
  
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  Ensuring sound programme monitoring and evaluation, including periodic project site visits;
  
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  Mobilizing resources for cofinancing projects, in particular “baseline” activities;
  
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  Supervising other GEF SGP local staff; and
  
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  Reporting to the CPMT and UNOPS as required.
  

Reasons for assistance from UNDP

163. 
     UNDP has been managing the programme since its inception in 1992. Its comparative advantage lies in its global reach and highly decentralized structure that places 85% of its staff in the more than 170 countries and territories it supports. The system of Country Offices and Resident Representatives has supported the programme in many ways including the setting up of new programs in countries, day-to-day administrative and oversight support to the programme, providing valuable contacts and outreach, and assistance with media coverage. UNDP has contributed considerable funding to some country programmes, and has sponsored donor forums in others to promote GEF SGP co-financing efforts.
     

164. 
     UNDP Country Offices typically have close working relations with the national government and Resident Representatives serve as Coordinators of the UN System as a whole. These features can greatly facilitate the building of partnerships with in-country programmes of the UN system, those of government agencies, and other international donors.
     

165. 
     GEF SGP is a global corporate programme of the GEF. While it operates under the overall UNDP SBAA agreement, at the country level it is not considered a part of the CCF or UNDP core functions.
     

Acknowledgement of GEF funding

166. 
     In order to properly acknowledge GEF for providing funding, the GEF logo should appear on all relevant programme and project publications. Products and publications generated by GEF-funded GEF SGP grants and activities should carry the GEF logo. The UNDP logo should also appear separated from the GEF logo.