DRAFT OF TERMS OF REFERENCE (TOR) AND RULES OF PROCEDURES FOR EASTERN

AFRICA REGIONAL STEERING COMMITTEE

THE EASTERN AFRICA REGIONAL STAKEHOLDERS MEETINGARUSHA, 13 NOVEMBER 2014

David Amudavi

BIOVISION AFRICA TRUST NAIROBI

Supported by

• Purpose of the Regional Steering Committee

• Mandate of Continental Steering Committee (CSC)

• Establishment of the Regional Steering Committee

• Rules of Procedure / Decision Making Process

OUTLINE OF PRESENTATION

PURPOSE OF THE REGIONAL STEERING COMMITTEE

• The purpose of the Regional SC is to support the EOA Initiative

at regional level in meeting its objectives; in particular, by

providing a forum for sharing experiences across the region.

• This Committee will engage internally with the CLOs externally

with the EOA Secretariat and Continental Steering Committee.

• The Committee shall provide advice, guidance, and oversight

and facilitate the smooth implementation of the EOA Action

Plan and track progress of EOA projects at the regional level.

MANDATE OF THE REGIONAL STEERING COMMITTEE

• Raise awareness about EOA policy issues; identify feasible strategies for popularizing and promoting EOA initiatives, and advocating for implementation of appropriate EOA programmes in East Africa.

• Facilitate forums for identifying and prioritising the EOA agenda and sharing experiences and lessons learnt.

• Consolidating and reviewing annual and progress reports from the Eastern Africa region.

• Engage with regional blocks in Eastern Africa region to identify capacity gaps for development, take advantage of emerging opportunities for the growth of EOA, support policy and programme review and resource mobilisation.

MANDATE OF THE REGIONAL SC- Cont’d

• Engage with regional blocks in Eastern Africa region to identify capacity gaps for development, take advantage of emerging opportunities for the growth of EOA, support policy and programme review and resource mobilisation.

• Linking National platforms and the EOA secretariat and represent the region in relevant forums (international, continental levels).

• Review and advice on national work plans, regional activities and budgets

• Advice national Steering Committees and CLOs on the implementation of EOA activities

ESTABLISHMENT OF REGIONAL STEERING COMMITTEE

The Continental Steering Committee has evolved and stabilized since the inception of the EOA I.

First established in 2011 under the chair of Dr. Sarah Olembo, who is still the Chair of old form of the committee

Now we have opportunity to formally launch Eastern Africa Platform and Steering Committee

Steering Committee to have its first meeting on 14 November 2014

The Steering Committee will schedule the next regional stakeholders’ meeting

EA EOA REGIONAL STEERING COMMITTEE MEMBERSHIP

The EOA East African Regional SC shall comprise of the following

organizations

1.AfrONet (1)

2.National platform steering committee chair persons (4)

3.Country Lead Organizations (CLO’s) (4)

4.Regional farmer organisations (2)

5.Regional Economic Committees (REC’) (1). IGAD/EAC

6.Regional research institutions (ASARECA-1)

7.Universities (1 Inter University Council/1 University - Mekele or Uganda Martyrs) University on a rotational basis)

8.Private sector (1 on a rotational basis)

9.Standards and certification (1 on a rotational basis)

10.Funding partners (2)

LENGTH OF TERMS AND PARTICIPATION

• Regional SC members will optimally serve for 3-year terms.

• Continuity of representation will be ensured by having no more than one

half of the members up for renewal or replacement at any given time.

Consecutive terms may be served. A single alternate may be designated for

each member, but the member must attend at least 50% of the meetings in

a given year.

• Regional SC may designate an alternate, but the member must attend at

least 50% of the meetings in a given year. If this has not been the case, the

member in question and the SC Chair will consult regarding the members’

continued membership of the SC.

REGIONAL SUB-COMMITTEES

• The Regional Steering Committee may establish subcommittees consisting of three (3) or more technical experts in addition to a minimum of two (2) SC members and refer to them any matter in the Regional Steering Committee’s mandate. It may co-opt other EOA participants onto such committees.

• Subcommittees will serve as a technical resource for the SC and address cross-cutting issues.

• The subcommittee members will optimally serve for 3-year terms.

FREQUENCY & VENUE OF REGIONAL SC MEETINGS

• The Regional SC will meet on a bi-annual basis with conference calls in between. Additional meetings can be scheduled on an as needed basis at the direction of the Committee.

• The Chair of the Steering Committee will give notice of meetings 10 days prior to its taking place. The Chair will provide meeting documentation at least 5 days prior to meeting.

• Regional SC members will conduct business via in person meetings, teleconferences and a dedicated mailing list.

• Meetings will be held in any of the Eastern Africa countries where the initiative is being implemented. Meeting locations will rotate.

• Institutions interested in hosting the next SC meeting should express their interest in writing to the Chair of the Committee in advance of each SC meeting.

• A decision on final meeting venue will be made by the full SC, either during a meeting of following consensus via virtual communication (email, skype conference, etc).

RULES OF PROCEDURE / DECISION MAKING PROCESS

• Conduct of Business – Agenda based and chaired by the Chair or Vice-Chair

• Decision Making - Decisions and/or actions of the Regional Steering Committee shall be by consensus

• Sectorial Representation - The Regional SC members will solicit and represent Ecological Organic Agriculture updates and input on behalf of their respective sectors and organizations

• Conflict of Interest - Members shall refrain from participating in any discussion and decision in which their involvement could give room for any semblance of partiality, conflict of interest in the process of decision making in the SC or Sub-committee.

• Review of terms of reference and mandate – At least every 3 years.

www.eoa-africa.org

THANK YOU