Project Management Team

The Project Management Team (PMT) has the task to coordinate the implementation of the project (operational issues) and will provide guidance, advice and technical support to the National Project Steering Committee (NPSC) at country level.

Members of PMT

  • Project Coordinator: Myra Wopereis, AGRINATURA-EEIG – ICRA (100%)
  • FAO team:
    • FAO Lead Technical Officer (LTO), DDNR, FAO and TAP Executive Secretary: Karin Nichterlein and alternate LTO: Abdoulaye Saley Moussa (25% LTO and 15% alternate  including  80 days/year own contribution)
    • Budget Holder, Chief, DDNR, FAO (7%)
    • Project Management Consultant, FAO (100%, name to be communicated)
    • Support to TAP Secretariat, TAP bodies and TAPipedia, DDNR, FAO: Christian Grovermann, FAO (100%, own contribution for two years)
    • Operations Assistant, FAO, DDNR: Ilka Gomez, FAO (100%)
    • Information Systems Assistant, DDNR, FAO (50%)
    • Administrative support, DDNR, FAO, Cecilia AgyemanAnane, FAO (40%, own contribution)
    • TAP Communication Expert:  Maarten Roest, FAO (20 days per year)
  • Project Financial Management: Financial Manager: Magali Rouillier, AGRINATURA-EEIG – CIRAD (80%)
  • Project Communication Support: Communication support: Bertil Videt, AGRINATURA-EEIG– ICRA (20%)
  • Project Administration Support: Francoise de Chevigny, AGRINATURA-EEIG – ICRA (50%)
  • Richard Hawkins, AGRINATURA-EEIG-ICRA (30%)

Responsibilities of PMT

  • Provide leadership and guidance to National Project Steering Committees (NPSC) for effective coordination of the implementation of project activities at country level through virtual meetings held every 2 months.
  • Ensure the Partnership Agreement between AGRINATURA-EEIG and FAO is implemented.
  • Develop and review project annual workplans and budgets to be aligned to the EC approved budget for submission to the POC.
  • Review and consolidate reports (technical and financial) submitted by FAO and AGRINATURA-EEIG members before submission to the AGRINATURA-EEIG Secretariat. Report formats and frequency follows the EC requirements as stated in the Grant contract.
  • Facilitate the conduct of the Annual Audit reviews including timely report to the AGRINATURA – EEIG Secretariat.
  • Develop and implement project communication strategy together with concerned AGRINATURA-EEIG member, FAO, TAP and Partners at international, regional and national level;
  • Ensure good communication between the AGRINATURA-EEIG country focal persons and FAO country offices;
  • Support information dissemination activities and advocate for project outreach; hold monthly project management virtual meetings between AGRINATURA-EEIG and FAO teams to update on the activities.

Project Coordinator

ICRA will provide the overall coordination of the CDAIS Project, in close articulation with AGRINATURA-EEIG secretariat and FAO Lead Technical Officer to ensure the successful achievement of expected objectives and results of the project related to Capacity Development (CD) of Agricultural Innovation Systems (AIS).

 

ICRA has appointed, Myra Wopereis-Pura as the Project Coordinator who in turn reports to the ICRA Director, Richard Hawkins.

 

In relation to this coordination, the Project Coordinator will:

  • Provide leadership to the Project Management Team and the AGRINATURA Task Team.
  • Liaise with the European Commission on all technical and financial matters pertaining to the CDAIS project;
  • Ensure that the Action is implemented in accordance with the CDAIS Contract, and compliance by the Project Consortium (AGRINATURA-EEIG and the FAO) with the General Conditions applicable to European Union-financed grant contracts for external actions, and the Special Conditions applicable to the CDAIS contract;
  • Liaise with, and maintain regular communication with the EEIG Secretariat, supply all documents and information to the EEIG Secretariat as required by the European Commission under the Contract, in particular in relation to the narrative and financial reports and the requests for payment;
  • Liaise with, and maintain regular communication with AGRINATURA-EEIG members, the EEIG Secretariat and the FAO to ensure the coordination of these parties in the implementation of the project action;
  • Organize Project Oversight Committee meetings in collaboration with FAO, the AGRINATURA-EEIG Secretariat and the TAP Secretariat;
  • Coordinate AGRINATURA Task Teams including organization of regular (e.g. virtual meeting and biennial) Task Team meetings of the “Country Focal Persons” designated by the Principals acting on behalf of the AGRINATURA-EEIG;
  • Lead the AGRINATURA contribution to the Project Management Team for effective and efficient working mechanism among AGRINATURA Country Focal Institutions and FAO team in Rome and 8 pilot countries in particular:
  • Organize project management consultations (F2F or virtual) with FAO team on a regular basis to ensure that workplans and budget are implemented on time and appropriately.
  • Liaise closely with CIRAD and supervise the appointed CDAIS Financial Controller to ensure project administration and financial procedures is in accordance with the Grant Contract and its Annexes, including the General Conditions, Special Conditions, and Reporting Requirements;
  • Develop procedures and guidelines for the project in conformity with the CDAIS Grant Agreement and with EC financial regulations; assist Agrinatura EEIG members and, where necessary, the FAO in their utilization;
  • Supervise the development of, and consolidate Annual Work Plans of the Project, including activities undertaken by both FAO and the AGRINATURA- EEIG;
  • Consolidate the quarterly, annual and final project technical reports from AGRINATURA EEIG members and the FAO, to be submitted to the EEIG AGRINATURA Secretariat;
  • Coordinate project monitoring actions required by the AGRINATURA-EEIG and its members; develop and maintain strong links with project partners and ensure all partners continue to keep and maintain up-to-date records as required for project monitoring;  ensure that monitoring complies with mid-term and final evaluation;
  • Ensure AGRINATURA EEIG input as required for mid-term and final project evaluation activities led by the FAO;
  • Develop an Impact Pathway with a Theory of Change, in collaboration with FAO and participating AGRINATURA members to serve as a basis for Project monitoring activities building on the Common Framework for Capacity Development for Agricultural Innovation Systems;
  • Liaise closely with the FAO to ensure and supervise AGRINATURA-EEIG input to the visibility actions of the Project in accordance with EU visibility guidelines, and ensure that all relevant reports and documents are translated and disseminated in the in the official project languages (English, French,  Portuguese, Spanish);
  • Ensure a common communication strategy.

FAO team

Staff involved in the project at the HQ level:

  • Karin Nichterlein, FAO Research and Extension Unit, Agricultural Research Officer, , LTO
  • Abdoulaye Saley Moussa, FAO Research and Extension Unit, Agricultural Research Officer, alternate LTO
  • Chief, Research and Extension Unit, Budget Holder
  • Christian Grovermann, FAO Research and Extension Unit, Associate Agricultural Officer
  • Ilka Gomes, FAO Research and Extension Unit, Operations Assistant
  • Maarten Roest, FAO Research and Extension Unit, Communication Officer
  • Manuella Bucciarrelli, Project Management Consultant

 

FAO Lead Technical Officer/and Alternate

  • Provides technical support and advice, leadership and ensure project coordination of all FAO-led activities at global and country levels through FAO country offices;
  • Lead selection for and supervise international and national consultants for global activities, keeps close relationships with TAP Steering Committee, and TAP partners through meetings of their Bodies and individually;
  • Leads the organizations of meetings of the global meetings in collaboration with TAP partners;
  • Develops and maintains TAP relationships with regional partners and provide technical responsibility for contracting them;
  • Technically guides and clears deliverables of national and international recruited by FAO under the project.
  • Ensure implementation and monitoring of project activities and the timely and quality delivery of project outputs under the overall responsibility of FAO;
  • Organize and convene regulars meetings with FAO country offices to ensure coordinated and harmonized implementation of project activities at country level, and across countries for FAO led activities;
  • Work closely with the Project Coordinator for the timely delivery of project results and efficient use of project resources;
  • Member of the Project Management Team and participates in all project meetings either face-to-face or virtually;
  • Supports the finalization of the project work plans;
  • Communicates with the project coordinator any relevant information from the FAO regional and country offices in particular information that would ensure effective and efficient project implementation;
  • Communicates regularly with the AGRINATURA task teams any relevant TAP related information and decisions in particular advises how to assure smooth communication between the TAP bodies and the Project AGRINATURA Task Team;
  • Ensures coherent project implementation between FAO and AGRINATURA-EEIG and assists in the identification of priority topics;
  • Organizes  implementation of inception workshops, market places and policy dialogues in close collaboration with decentralized FAO offices in the pilot countries;
  • Assist with the selection of national experts and partners.

 

Project Management Consultants (recruited with daily rates) supporting FAO-led activities of the project

  • Provide advice and direct technical, policy and managerial support to the National Project Coordinators and Project Managers in the eight pilot countries in all tasks relating to the successful implementation of the project at country level;
  • Link – in collaboration with the FAORs – the project activities to policy matters in the pilot countries and promote integration;
  • Support the conceptual design of policy dialogue and marketplaces at country, regional and global level;
  • Promote coordination and active participation among TAP Partners;
  • Advocate for TAP products and services, in particular the Common Framework on Capacity Development (CD) for Agricultural innovation Systems (AIS) in collaboration with TAP Chair and TAP Secretariat;
  • Support the preparation of the annual technical work plans for the project and assure that all proposed activities are well-coordinated and presented in a timely manner to the Project Oversight Committee (POC). The work plan will be based upon work estimates and will detail the anticipated activities to be implemented over the next 12 months and their relationship to the activities specified in the project documents;
  • Ensure the preparation of annual technical progress reports for FAO led activities and clearance by LTO which will be submitted to the POC for their review, describing activities undertaken over the previous year and their relationship with the current annual work plan;
  • Ensure that corresponding financial budgets are produced which detail the expenditures and costs associated with the proposed technical activities and that the financial budgets are presented to the POC;
  • On the basis of approved annual work plans and budgets, and in collaboration with relevant staff, prepare and submit requests for the contracting of short term consultants, Letters of Agreements, etc. and for the procurement of required items and supplies or ensure that appropriate specifications or terms of reference are prepared, either directly or by the relevant project staff and their counterparts, for this purpose;
  • Ensure adequate and timely logistical support, supervision and monitoring for all project activities and for all short term contracted consultants, trainers and similar personnel;
  • Support FAO Lead Technical Unit (LTU)  to ensure project activities are of satisfactory technical performance and that FAO technical expertise is sufficiently integrated into project activities, and especially, ensure effective communication with the FAORs regarding policy, administrative and financial matters;
  • Regularly meet with relevant technical staff engaged in project activities and ensure that, as far as possible, any difficulties in accomplishing project work plans are dealt with;
  • Perform other related tasks as required or assigned by the LTU related to the project.

Project Financial Management

CIRAD will assume, under the responsibility of the CDAIS Project Coordinator, the financial management of the CDAIS project, by providing the services of a Project Financial Controller.

 

CIRAD will receive project funds from the AGRINATURA-EEIG Secretariat upon reception from the EC. CIRAD will, under responsibility of ICRA Project Coordinator, disburse funds of the project to EEIG Members, AGRINATURA–EEIG Secretariat and FAO related department indicated in the partnership agreement;

 

CIRAD appoints a Financial Controller (Magali Rouiller), who will:

  • Be closely monitored and supervised by the ICRA Overall Project Coordinator;
  • Coordinate the necessary financial procedure to receive the funds from the AGRINATURA – EEIG Secretariat and consequently disburse funds to FAO and AGRINATURA – EEIG members following the EC policies, AGRINATURA-FAO partnership agreement and Specific Power of Attorney among AGRINATURA-EEIG members.
  • Develop and distribute among the participant members a manual of administrative procedures for the project in conformity with the Grant Agreement and with EC financial regulation; assist Members and Partners in its utilization;
  • Receive and consolidate regular (quarterly and annual) financial reports from the AGRINATURA-EEIG Principals and the EEIG Secretariat participating in the CDAIS Project, ensuring that there are consistent with the provisions of the CDAIS Grant Contract (DCI-FOOD/2014/352-658) and its Annexes,
  • Consolidate the yearly financial reports of the AGRINATURA-EEIG partners into one overall AGRINATURA-EEIG financial report to be audited;
  • Follow the yearly expenditures verification process, and submit to ICRA’s overall coordinator all financial documentation requested by the EC (annual and final);
  • Review the coherency of FAO financial reports and overall eligibility of expenses in line with activities reported (note: AGRINATURA-EEIG is not responsible for auditing of FAO financial reports);
  • Consolidate the overall AGRINATURA-EEIG annual financial reports with the FAO financial reports for consolidated financial reporting to the European Commission;
  • Liaise with the EC on administrative and financial issues pertaining the daily management of the grant agreement, and as agreed by the EC, ensuring that the AGRINATURA-EEIG Secretariat is always be in cc and approval of all communications with the EC;
  • Liaise with the administrative units of AGRINATURA-EEIG members and project partners for all administrative matters;
  • Report to the Project Coordinator the exact amount of the costs and expenses incurred in connection with the implementation of this actions, and in line with EC financial reporting requirements, as well as the calculated amount of the annual payment request to the EC;
  • Follow the yearly project Audit / Expenditures verification with the related Auditor. In case any mistake is found during the Audit, all documentation will be rejected and resent to related persons responsible for revision with the related Member/partner, according to the EC rules;

Project Communication Support

Jointly implemented by AGRINATURA and FAO through designation of staff. ICRA dedicates 20% of time of its Communication Manager to the project. FAO hires a consultant to develop and implement a communication strategy (16 – 20 day per year).

 

FAO Communication consultant is responsible for the delivery of the following:

  • Drafting of the coordinated CDAIS Project and TAP communication strategies in consultation with Project Management Unit, AGRINATURA members and FAO staff
  • Development of the required communication action based on approved project communication strategy in consultation with the ICRA Communication Manager and Project Coordinator.

 

ICRA Communication Manager is responsible for the delivery of the following:

  • Production of visibility materials for the project following the EC communication strategy
  • Identification and maintenance of project management information systems such as basecamp, dropbox and other file sharing systems.
  • Administration and hosting of virtual conferences of the project such as the monthly project management meeting and the monthly AGRINATURA Task Team meeting.

Project administration support

ICRA appoints an administration support to the project management unit. S/He is responsible to the Project Coordinator to deliver the following:

–       Develops and updates project directory of individuals, organizations and institutions engaged in the project.

–       Maintains a systematic project files that records administrative transaction among AGRINATURA-EEIG members engaged in the project.

Project Oversight Committee
Project Management Team
National Project Steering Committee
Agrinatura-EEIG Task Team
FAO Task Force