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TWINNING PROJECT FICHE

Further strengthening of the organisational and institutional capacities for the EU

integration process

List of abbreviations

NPAA National Programme for Adoption of the Acquis

PEP Pre-accession Economic Programme

SAA Stabilization and Association Agreement

HLAD High Level Accession Dialogue

SEA The Secretariat for European affairs

WCEI Working Committee for European Integration

MFA Ministry of Foreign Affairs

TC Training Centre of SEA

LS Secretariat for Legislation

GS General Secretariat of the Government

ToT Train of trainers

PL Project Leader

RTA Resident Twinning Adviser

STE Short-term expert

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1. Basic Information

1.1 Publication reference: EuropeAid/ 135-998/IH/ACT/MK

1.2 Programme: Instrument for Pre-accession Assistance (IPA) - National Programme for

2010 under the IPA Transition Assistance and Institution Building Component (TAIB).

1.3 Twinning Number: MK 10 IB OT 02

1.4 Title: Further strengthening of the organisational and institutional capacities for the EU

integration process.

1.5 Sector: Other

1.5 Beneficiary country: the Beneficiary country1

2. Objectives

2.1 Overall Objective(s): The overall objective of the project is to further support the EU integration process through

capacity building of the Secretariat for European affairs (SEA) in ensuring inter-ministerial

coordination and prioritisation and in better assuming the aid coordination role and

management of IPA. The expertise of economic, social, legal and/or institutional nature to be

provided as regards the shortcomings identified in the Progress Reports will indirectly

support the European affairs structures at national level.

2.2 Project purpose: The purpose of the project is to enable the exchange of experience with EU Member State(s)

as regards the process of EU integration, notably to ensure alignment with the acquis on sector

basis, subject to the real needs, in a transparent manner, as well as to better manage the

translation process. The skills for implementation of policies and the overall quality of the

legislation will therefore be enhanced.

2.3 Contribution to National Development Plan/Cooperation Agreement/Association

Agreement/Action Plan

Link to AP/NPAA/SAA

The Accession Partnership for the country, which updates the European Partnership of

January 2006, on the basis of the findings of the 2007 Commission Progress Report, identifies

new and remaining priorities for action which relate to the country’s capacity to meet the

criteria defined by the Copenhagen European Council of 1993 and the conditions set by the

Stabilization and Association Process, notably the conditions defined by the Council in its

conclusions of 29 April 1997 and 21 and 22 June 1999, the final declaration of the Zagreb

Summit of 24 November 2000 and the Thessaloniki Agenda.

1 As per Financing Agreement concerning the National Programme Transition Assistance and Institution Building – TAIB 2010 from the

Instrument for Pre-Accession Assistance under the Transition Assistance and Institution Building Component –entered into force on 1st December 2011.

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The National Programme for Adoption of the Acquis (NPAA) is one of the key documents

of the Government of the Beneficiary country that serves as instrument of reforms

coordination in the European integration process. As multiannual planning document NPAA

ensures coherence of the NPAA priorities with the strategic planning process, and streamline

available resources through budget planning and planning of foreign assistance towards the

EU priorities. The document also ensures coherence with the Pre-accession Economic

Programme (PEP) and the government strategic priorities.

The NPAA comprises a comprehensive analysis of the acquis communautaire, listing the

short and medium term priorities in the planning reforms, policies and strategies, plan and

schedule for harmonization of national legislation with the acquis, administrative structures for

implementation of legislation in terms of capacity building, establishment new/or restructuring

the existing, human resource development and training needs, as well as financial resources.

The NPAA is revised every year, taking into account the European Commission Progress

Reports and possible updates of the EU acquis.

2.4 Link to MIPD

The MIPD 2009-2011 identifies the overall objective of pre-accession assistance in

supporting the country's efforts to comply with the accession criteria. In this respect, it clearly

notes down the support for the country’s preparation to meet the challenges of future EU

membership, particularly through the targeted support in terms of adoption of the acquis, as

well as the enhancing of the institutional and administrative capacity to transpose, implement

and enforce Community standards.

2.5 Link to NDP

n/a

2.6 Link to national/sector investment plan

n/a

3. Description of the project

3.1 Background and justification

Background

The Stabilization and Association Agreement (SAA) between the Beneficiary country and the

EU was signed in April 2001 and entered into force in April 2004. The European Council of

December 2005 granted the status of candidate country to the Beneficiary country. In October

2009, the Commission made recommendations to the Council to open negotiations with the

country and to move to the second phase of SAA Implementation. These recommendations

were reiterated in 2010, 2011, 2012 and 2013. The Council has not yet decided on the

Commission’s proposals.

The Stabilization and Association Agreement (SAA) remained at the core of the

relationship between the EU and the Beneficiary country. Regular political and economic

dialogue between the EU and the country has continued through the SAA structures.

Meetings of the highest joint bodies, namely the Stabilization and Association Committee and

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the Stabilization and Association Council, took place in October 2011 and January and July

2012. Experts from both sides have met in the 9th

cycle of meetings, in seven sub-committees

and a special group on public administration reform.

Multilateral economic dialogue between the Commission, the EU Member States and

candidate countries on pre-accession fiscal surveillance continued, and included a ministerial

meeting in Brussels in May 2012. The EC stressed in the Enlargement strategy 2012 and

2013 that challenges regarding the economic recovery, embracing the EU2020 strategy

objectives into the national reform programmes, and a dialogue on employment and social

reform programmes, will be addressed in the next period with the candidate countries.

One of the key strategic documents of the Government listing the accession negotiation

priorities is the National Programme for Adoption of the Acquis (NPAA). The NPAA

presents well prepared information on planned reforms towards EU on short and medium

term basis. The document is revised every year, taking into account the EC Progress reports

findings and possible updates of the acquis. The 8th

cycle of the NPAA revision has been

adopted by the Government in December 2013.

The benchmarking methodology was proposed by the Commission and endorsed by the

Council in 2011, consisting of opening, intermediate and closing benchmarks, as well as

requirements for convincing and sound track record on the implementation and enforcement

of the reforms, in the early stage of the accession process. As it is noted by the Commission

“These should be tackled early in the accession process and the corresponding chapters

opened accordingly on the basis of action plans, as they require the establishment of

convincing track records. The Commission would report regularly, at all stages of the

process, on progress achieved in these areas along milestones defined in the action plans

with, where appropriate, the necessary corrective measures.” In view of the above, relevant

NPAA working groups initiated self-assessment of the progress achieved, identifying the

main gaps and key challenges to be addressed in the next period.

The High Level Accession Dialogue (HLAD), launched in March 2012 between the

government and the Commission, injected new dynamism into the EU-related reform process

but cannot replace the accession negotiations.

The administration of the Beneficiary country needs to consolidate and further strengthen its

capacities on the principles of effectiveness, sustainability and best practices application, and

be capable to respond on the pressure and dynamic character of the EU integration process.

Additional upgrade of administrative and professional capacities, exchange of experience

with member states, and continuous meeting the Copenhagen Criteria remain strong

determination of the Government on the road to the EU.

The Secretariat for European affairs (SEA) is the main coordination body for the planning,

monitoring and management of the EU accession negotiation process, with the following core

competences: support the negotiation process and serve as secretariat for negotiation team,

coordination of the social-economic integration, political criteria and justice and home affair,

donor assistance including IPA pre-accession instrument, institution building for EU,

preparation of the national version of the acquis, and communication and public awareness

on EU.

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3.2 Linked activities/ projects

The below listed projects are complementing, and not overlapping, the activities programmed

under this Twinning Fiche:2

Title: Approximation of Law Phase II / Technical Assistance to the Unit for

Approximation of Legislation in the Sector for European Integration

Donor: Phare COP 1996

Duration: 30.06.2001 – 28.02.2003

Description: The project aimed at developing necessary expertise, methodology, structure and

mechanism for ensuring that the existing and future legislation is made compatible with the

EU legislation. The project assisted in the area of law approximation, capacity building of

Sector for European Integration (SEI) and relevant institutions in four components: (1) the

Translation Unit in the European Integration Sector; (2) the Legislative Secretariat; (3) the

Parliament, its Legislative Committee and its Experts’ Services; (4) the Unit for

Approximation of Legislation in the Sector for European Integration. The project was focused

on the support of the SEA in the coordination and knowledge capacity, providing assistance

and training to establish systematic approach in the development of its core functions

(coordination, law approximation, programing of foreign assistance and PCM, translation,

institutional and administrative capacity, communication with public), and support a range of

institutions related to SAA internal market acquis. In the framework of the project, National

Strategy for European integration, National Programme for Approximation of Legislation and

the National Action Plan for the Implementation of the SAA, Procedural Manual for

approximation and design of harmonization database have been produced.

Title: Approximation of legislation to the internal market acquis/ TW project

Project number: 00MAC01/02/006

Twinning partner Member State: Republic of Slovenia

Duration: September 2004 – October 2005

Description: The project aimed at further capacity building of the SEA and relevant

institutions in the integration process. The project assisted in capacity building of in 6

components: (1) Supporting the co-ordination role of the Sector for European Integration

(SEI) and promote affective procedures for steering and co-ordinating of the line ministries;

(2): Assistance in organisational restructuring and institutional strengthening of the

Secretariat of Legislation (SL); (3) Assistance in organisational restructuring and institutional

strengthening of the Translation Coordination Unit (TCU); (4) Assistance in organisational

restructuring and institutional strengthening the relevant Parliamentary Committees and

Services; (5) Supporting ongoing process of harmonization of key legislation in the selected

area of internal market (free movement of goods); (6) Identification of IT needs. The project

assisted in setting up of the organizational structure of the Secretariat for European Affairs

(SEA), and strengthening its coordination, technical and administrative capacities, as well as

technical capacities for all relevant institutions (EU departments) in the preparations for

answering the Questionnaire, further capacities of the Legislation Secretariat, Parliament, and

support the harmonization process of the key areas in internal market (free movement of

goods). The project was the first twinning project in the Beneficiary country. The experience

of Slovenia as new member state, and number of experts in different specific areas, that have

been involved directly in the preparation of the negotiation positions, significantly

2 The reference numbers are listed as registered in the Central Donor Assistance Database available at

http://cdad.sep.gov.mk/EN/search.aspx.

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contributed to administration in understanding the accession negotiation process, and increase

their professional capacities.

IPATF: Technical Assistance for IPA Training and Support Facility

Donor: EU

Duration: 14.06.2010 - 14.06.2012

Description: The objective of the project was to assist the Secretariat for European Affairs in

setting-up a sustainable Training Centre dedicated to implement trainings in the area of the

Instrument for Pre-Accession Assistance (IPA) and in the future EU Structural and Cohesion

Funds. The Training Facility have to ensure that relevant staff is prepared to initiate, develop,

implement and monitor EU funded projects with appropriate analysis and reporting skills. The

project was composed of the following components: (1) establishment of a sustainable IPA

Training Centre; (2) development of curricula and training delivery (a complex set of 4

curricula has been developed) and approximately 800 civil servants at central level and

municipal level have been trained; (3) training of trainers (23 IPA trainers have been selected

and trained; (4) promotion and awareness of the IPA Training Facility, with practical guides

and design of web site of the training centre; (5) training of civil society through a series of

workshops all over the country; (6) establishing of sustainable network of the management

and the training staff.

IPATAP: Technical Assistance to the Parliament

Donor: EU

Duration: 17.01.2011 – 17.07.2012

Description: The general purpose of the IPA-TAP project was to enhance Parliament’s

institutional capacity and thus further improve its transparency and accountability in relation

with the citizens. The IPA-TAP project aims to help the management and staff of Parliament

to improve their knowledge and working methods/procedures, especially when assisting

Parliamentary Committees and Members of Parliament in preparing, reviewing and adopting

national laws which are necessary for EU membership. This improved knowledge base and

more efficient and effective working methods will also help the Parliament play an active role

in the country’s negotiations for EU membership. The Project’s assisted in into three

components: (1) Improving the technical support of the Parliamentary Committees; (2)

Improving the capacity of Parliament’s staff to deliver analytical reports to Parliamentary

Committees and Members of Parliament about proposed laws and EU-related topics; (3)

Improving the access to information and provision of information to the Members of the

Parliament and Parliament staff, especially regarding the EU accession issues and making

information more accessible to the public. Recommendation from the project concern dealing

with the preparation for the next phase of the accession process, and the membership phase.

3.3 Results and measurable indicators

N.B. The activities, results, outputs and deliverables of the project will be considered the sole

responsibility of the Twinning partners and will in no way represent the official position of the

European Commission towards the Beneficiary Country. The views and opinions expressed

therein will be non-binding for the European Commission. It is the sole responsibility of the

European Commission to present a screening report to the European Council with a proposal

for opening and/or closing benchmarks.

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Component 1: Extended horizontal support and enhanced capacities of the SEA for

inter-ministerial coordination on EU integration and prioritisation with a focus on the

central level institutions to better assume the coordination and IPA management role

Results:

1. Furthered capacities of the SEA for a more efficient EU integration process including

effective implementation of acquis in the priority sectors, as per EC Progress Reports

2. Furthered monitoring of and familiarisation with the acquis, alignment and

implementation through review of law approximation methodologies and

recommendations; proposal for gap assessment, law approximation methodology with

comprehensive set of examples

3. Furthered capacities for more efficient management of the translation process and

quality of translation

4. Increased capacity to evaluate the results of the pre-accession programmes and to

follow up on recommendations under various EU funded projects

5. Administrative capacity need analysis for EU integration process

6. Greater efficiency of the personnel of the institutions responsible for handling EU

matters including, but not limiting to

o Ministry for Foreign Affairs: strengthened capacities for communication with

the EU institutions through the country’s Mission to the EU, communication

with the EU Member States with the aim of supporting the EU integration

process, as well as the efficiency and effectiveness of the communication with

the SEA

o Legislative Secretariat: support to issues related to the legal system (e.g.

supremacy aspects), furthering the legislative plans, strengthening of the

methodologies and capacities for timely compliance, alignment status,

monitoring, etc. as per the concordance tables

o Government General Secretariat: better coordination of the government

procedures, policy making, elaboration of comprehensive impact assessments

of the EU legislation

In general, support to government administration in implementing the acquis is to be ensured,

including support to legal harmonisation and enforcement, specialised expertise, studies,

analysis, assessment reports and papers related to the requirements of the EU integration

process, furthered absorption of the EU assistance by the administration, support to building

up of the capacity to better evaluate the results obtained under pre-accession programmes.

Capacities of human resources will be strengthened through specialised trainings, workshops,

study tours and traineeships in the areas of law harmonisation, acquis implementation etc.

Indicators:

Guidelines for coordination, planning, monitoring and reporting of current instruments

and capacity building programmes implemented

Procedures and rules of communication between SEA, MFA and respective structures,

elaborated, and adopted;

Tailor-made training programme for selected number of sector experts;

Training conducted, for at least 100 high officials;

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Tailor-made programme for MFA staff on EU external dimension completed;

The core group of SEA, MFA trained on their specific roles;

Implemented study visit for the core group of SEA, MFA and selected number of NPAA

working groups - sector experts (approximately 20 persons).

Guideline on clear writing on reporting, with examples prepared;

Tailor-made training programmes for SEA translators and line ministries translators,

language revisers, terminologists, coordinators and legal revisers;

Transfer of know-how for SEA translators and line ministries translators, language

revisers, terminologists, coordinators and legal revisers through: cycles of internship in

the MS counterpart institution responsible for translation of the acquis

(Language/Terminology center); regional conference on legal translation;

Preparation of terminological glossaries, guidelines, publications.

Component 2: Extended targeted and thematic support and enhanced capacities of key

line-ministries selected on the basis of shortcoming identified in the EC Progress Reports

(assuming complexity of the respective chapters)

Results:

1. Detailed review and gap analysis of the acquis chapters vis-à-vis the EC Progress

Reports, supported by workshops and training;

2. Shortcomings raised in the various EC- originating reports, in particular those of the

yearly progress reports, assessed and recommendations provided how to address them

3. Preparation of action plans for the prioritised acquis chapters, with particular attention

to building track records on implementation

Indicators:

The key areas where further work, analysis and/or assistance are needed identified and

elaborated;

Recommendations for improving the coordination within the line ministries provided.

Tailor made training programmes and exchange of experience on specific areas in selected

chapters implemented;

Two study visits for exchange of experience in selected number of chapters of the acquis,

as per the progress made during detailed review (approximately 20 persons per study

visit), implemented.

To achieve the mandatory results and the project purpose, it is fundamental to undertake all

activities in a very close partnership between the Twinning Member State Partners and SEA

as the main beneficiary. The twinning project will help to introduce and share EU wide best

practices, and ensure high level expertise.

The project will have to take into consideration that it will operate in a dynamic environment,

where the country has to meet the challenge of preparation for EU membership. Therefore,

the project should be able to provide some flexible responses on urgent needs, within the

project purpose and within the available resources.

The components are closely interlinked and activities need to be sequenced accordingly.

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The proposal made by the MS should include the activities they propose to achieve the

results listed in the fiche.

The set of proposed activities will be further developed with the Twinning Partner when

drafting the twinning working plan, keeping in mind that the final list of activities will be

decided with the twinning partner.

The Twinning assistance will be provided in the form of know-how transfer, and will be

delivered through:

Strategic advice, policy papers, methodologies, and assessment reports: the project should

provide assistance on the strategic issues, help the government to re-examine the structures, as

well as provide opinions on key shortcomings raised in the yearly progress reports.

Advice, coaching, on-the-job training and joint work with SEA, MFA, LS and NPAA

working groups will be the predominant type of activity providing a know-how transfer in

identified areas. They will be also an important element of the workshops, self-assessment

exercise of all 33 chapters of the acquis, and in special regards to detailed analytical review

on selected number of chapters.

Tailor made training programmes: development and implementation of a tailor-made

training programme for different target groups in order to improve capacity. development of

advanced tailor-made training programmes for trainers on negotiations, law approximation,

translation, impact assessment, etc.

Seminars, workshops and conferences: The training programme will also comprise the

organisation of seminars, workshops and conferences.

Internship:

The project will organize internship in the MS counterpart institution responsible for

translation of the acquis communautaire (Language/Terminology center) for selected number

of translators, language revisers, terminologists, coordinators and legal revisers, from SEA

and line ministries. The internship is envisaged to be in small groups, each of them for a

period of two weeks, agreed with the MS twinning partner.

The purpose of the internship is to create capacities for quality and reliable translation as well

as to assess the translation needs. The internship is to be focused on transfer of detailed

knowledge from the MS to the participants regarding management of the process, translation,

terminology, language and legal revision etc.

Study visits: Study visits on exchange of good practices and experience in relevant areas

will be organized for representatives of the SEA, MFA, LS and NPAA working groups

experts; the study visits will be useful for ensuring networking with the representatives of the

national institutions of the Twining partner, to see how the established systems, procedures

and processes work in practice. The project will implement maximum four study visits for

different target groups.

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Guidelines, Manuals, Procedures and work plans: The Twinning partner should review

and propose improvements and provide assistance in writing guidelines, manuals, procedures,

and work plans and proposes new ones, where relevant.

Sustainable structures for transfer of knowledge: The twinning partner will ensure

establishment of sustainable structures for transfer of knowledge, through carefully planned

activities related to establishment of networks of trainers trained in the frame of project, in

relevant areas such as: law approximation, translation, analytical review, impact assessment;

and monitor, coach, assist further training in respective areas.

Assessment and adjustment of the activities: every activity will be assessed through

practical tools, and the results will be compiled and presented to the Steering Committee, and

integrated in the quarterly reports. If corrective actions are needed and/or urgent needs to be

addressed, in special regards to the negotiations, adjustment of the activities and their

sequencing will be agreed, as far as they are within the framework of the project purpose and

results, and within the available project resources.

3.5 Means/ Input from the MS Partner Administration:

The project will be implemented in the form of a Twinning contract between the country and

an EU Member State. The implementation of the project requires one Project Leader (PL)

with responsibility for the overall coordination of project activities, one Resident Twinning

Adviser (RTA) to manage project activities and a pool of Short-Term Experts (STEs). It is

essential that the team have sufficiently broad expertise to cover all the areas included in the

project description. The interested Member State institution shall include in its proposal the

CVs of the designated Project Leader, Resident Twinning Adviser and two Key Short-Term

Experts. Provided that consistency within a consortium can be secured, two Member States

may form a consortium of one senior and one junior partner.

3.5.1 Profile and tasks of the Project Leader

MS project Leader (MS PL)

The MS Project Leader will detail, coordinate and supervise the overall thrust of the project,

lead project activities, and ensure attainment of the projected output. He/she is expected to

ensure that all the support from the management and staff of the MS side is available for the

project. He/she will act as the counterpart of the BC Project Leader and will ensure in close

co-operation the overall steering and co-ordination of the project - the Project Steering

Committee (the Project Steering Committee will meet in Skopje every three months).

S/he should be a high-ranking senior civil servant or equivalent staff commensurate with the

requirement for an operational dialogue and backing at political level, and is expected to

devote a minimum of 3 days per month to the project in his/her home administration with an

on-site visit at least every 3 months.

The Project Leader is fully responsible for co-ordination of the work of the Resident

Twinning Advisor (RTA), and experts in specific fields. The PL's seniority will ensure

his/her ability to mobilize the necessary staff in support of the efficient implementation of the

project.

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The Project Leader might be engaged in some project activities.

Qualifications and skills:

University level education (Master's degree would be considered an asset)3;

High ranking official as public servant or equivalent staff of an EU Member State;

Fluent written and spoken English.

Professional experience (high ranking official):

Minimum 5 years of work experience in the areas relevant to the project and/or EU

integration process;

Experience in strategic and policy advice, and/or EU integration process;

Experience in at least 1 similar EU technical assistance, twinning or international donor

funded project (similar in complexity and duration to this twinning project) working as a

Project Leader/Coordinator/Manager.

Tasks:

Conceive, supervise and coordinate the overall preparation of the project;

Coordinate and monitor the overall implementation of the project;

Coordinate MS expert’s work and availability;

Liaison with the BC Project Leader ensuring close political steering;

Co-chairing with the BC PL, the regular Steering Committee meetings;

Ensure the backstopping functions and financial management;

Preparation and drafting of Interim, Quarterly, Final Reports;

Guarantee the successful implementation of the Project’s Work Plan.

BC Project Leader (BC PL)

The BC Project Leader will act as the counterpart of the MS PL and will ensure close

cooperation in the overall steering, co-ordination and management of the project from the

beneficiary side. He/she will support the Twinning project team in organizational and

technical matters and will also coordinate the Project Steering Committee (PSC) on behalf of

the BC. He/she will ensure smooth coordination and cooperation between different BC

institutions, SEA, MFA, LS. The role of the BC PL and the MS PL are complementary.

3.5.2 Profile and tasks of the Resident Twinning Advisor (RTA)

One Resident Twinning Adviser (RTA) will be appointed. The RTA will be responsible for

the direct coordination and implementation of the project activities on the ground, under the

overall supervision of the MS Project Leader.

The RTA will be a civil servant or equivalent staff (mandated body) seconded to work with

the MS administration. The RTA will provide technical advice and assist the BC

administration in the context of a predetermined work plan. The RTA will be located in the

premises of Secretariat for European Affairs. His/her secondment will last 21 months within

3 For reference on equivalent qualification see: EPSO website-Annex 1 (http://europa.eu.int/epso/on-line-

applications/pdf/guide-1242-171104_en.doc

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the country and is expected to work on a permanent day-to-day basis in the Beneficiary

country for the duration of the project.

The RTA will have a critical role in coordination of inputs in project. He/she will be

supported by pool of short-term experts (STEs), acknowledgeable in specific fields relevant

to this project.

Qualifications and skills of the Resident Twinning Adviser:

Have University level - degree (Master would be an asset)4;

Be fluent in written and spoken English and computer literacy.

Professional experience:

At least 5 years of practical experience in the field of EU integration process,

including inter-ministerial coordination, management of EU integration process and

prioritisation, IPA management and coordination, legislative process, translation

process or other area of relevant for the Twinning project;

Experience in enhancing the capacities of institutions in the EU integration and

prioritisation process;

Experience in at least 1 similar EU technical assistance, twinning or international

donor funded project working as a Project Coordinator/Manager or RTA in twinning

project.

Tasks:

As to the general responsibility of the day-to-day implementation of the Twinning project in

the Beneficiary Country, the Resident Twinning Adviser (RTA) tasks will include:

Coordination of all project activities and experts’ inputs in the country;

Ensuring day-to-day linkages with the beneficiaries;

Ensuring smooth correlation between the activities, deadlines and the envisaged

results in the Work Plan;

To guarantee smooth implementation of the different activities delivered and ensure

their complementarities;

To ensure the coherence and the continuity of the successive inputs and the on-going

progress;

Provide advice, support and assist SEA in the context of project work plan;

To assess continuously the Twinning-project in all stages and to compare it with the

specified benchmarks and time-frame;

Taking corrective actions, if necessary, inside the terms of the signed contract;

To prepare the operative side letters;

To provide technical and expert advice in the specific areas of the Twinning project.

3.5.3 Profile and tasks of the short-term experts (STEs)

The RTA will be supported by a well balanced pool of up to 25 senior and junior short

term experts (STEs) within the limits of the budget as to cover the full range of expertise

required, with demonstrable expertise in the specific areas.

4 For reference on equivalent qualification see: EPSO website-Annex 1 (http://europa.eu.int/epso/on-line-

applications/pdf/guide-1242-171104_en.doc

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STEs profiles will be needed to cover the acquis chapters prioritised on sector-by-sector basis

(subject to the real needs) as per the shortcomings identified in the EC Progress Reports, and

should therefore have expertise in the following areas, but not limited to:

Justice and home affairs, foreign policies;

Internal market, economy, trade, finance, statistics;

Transport, energy, environment;

Social policies, information society, science and research, education and culture;

Agriculture, consumers and public health;

Regional policy and coordination of structural instruments, cross-border cooperation;

Public administration, good governance, civil society;

Other areas relevant to the project.

The detailed expert input shall be established when drawing up the twinning work-plan.

Qualification and skills for STEs:

have at least University-level degree5 in law, economics, finance, public or business

administration, international relations with emphasis in European integration policy,

or other discipline relevant to the project and the area of expertise which they will

cover;

have experience of at least 3 years in one or more of the relevant fields of expertise

listed above;

have ability to provide on-the-job transfer of practical know-how through

participation in the implementation of the project tasks;

have excellent communication skills, with fluency in written and spoken English and

computer literacy;

prior practical experience in implementation of EU related technical assistance or

twinning projects in a relevant field of expertise in recent member states or candidate

countries will be considered as an advantage.

Tasks:

prepare and implement on-the-job transfer of know-how through participation in the

practical implementation of project tasks in each of the components, and in

compliance with their mission;

provide practical expertise/advices to relevant staff for execution of different tasks

related to the project;

conducting gap analysis according to standard methodologies and providing

recommendations in the relevant acquis areas;

contribute to the preparation of analysis, different methodologies and tools,

assessment of specific issues, in compliance with their mission;

contribute to the development and implementation of tailor-made training

programmes on different thematic areas as required in the project, and in compliance

with their mission;

contribute to the preparation of assessment reports, opinions and recommendations in

their field of expertise;

5 For reference on equivalent qualification see: EPSO website-Annex 1 (http://europa.eu.int/epso/on-line-

applications/pdf/guide-1242-171104_en.doc

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contribute to the project reporting, contribute to the draft notes and other documents

and report on their missions;

for their time in their home office, the experts will also provide ad hoc support via a

help desk system, using e-mail, telephone, or other electronic communication.

3.5.5 Profile and tasks of the RTA assistant

3.5.5.1 RTA Assistant

The RTA will be provided with a full-time RTA assistant acting as an assistant for technical

and organizational support. The assistant will be contracted according to Twinning rules and

paid from the Twinning budget. The assistant will be selected through an open call. The role

of RTA Assistant is to support the RTA in the project management. In addition, the assistant

will be responsible for organisation of meetings, seminars etc. and their logistics, as well as

translation and interpretation.

3.5.5.2 Full-time translator / interpreter

A full-time translator / interpreter will be selected through an open call and will be contracted

according to the Twinning rules and paid from the Twinning budget. The full-time translator /

interpreter will be involved in all necessary project activities (training sessions, translation of

project documents/reports and materials, organizational activities, etc.). The role of the

translator / interpreter will be to provide translation and editing and interpretation services to

the Twinning project in general.

4. Institutional Framework

The Contracting Authority for this Twinning project is the Central Financing and Contracting

Department (CFCD) within the Ministry of Finance.

4.1 Beneficiary Institution(s)

The main beneficiary institution for the twinning project is the Secretariat for European

affairs (SEA). SEA will be directly responsible for the coordination of other beneficiary

institutions.

Other institutions that will receive assistance (secondary beneficiaries) are: the Ministry of

Foreign Affairs, Legislation Secretariat, and General Secretariat of the Government of the

Beneficiary country.

In addition, beneficiaries on ad-hoc basis will be different ministries and bodies, in specific

area identified during the project implementation, and other stakeholders, as necessary, such

as the Parliamentary Institute, the National Council for European Integration and the

Parliamentary Commission for EU affairs.

4.2 Co-ordination mechanisms between institutions

A project Steering Committee (SC) will be established at the beginning of the project

comprising senior representatives of the Secretariat for European Affairs, Central Financing

15

and Contracting Department and Delegation of EU, and the other project beneficiaries when

necessary.

The SC will monitor, supervise and co-ordinate the overall progress and implementation of

the project. The SC will provide guidance for the different components of the project, ensure

their complementarily and coherence, will define priorities, approve and monitor budgets and

approve the results. The Secretariat for European Affairs will be directly responsible for co-

ordination and management of the project from the beneficiary side and will support the

Twinning project team, in organisational and technical matters. The SEA will support the

implementation of the project and provide necessary organizational environment, making

available the necessary personnel, as well as operational coordination with other beneficiary

institutions as necessary to implement the project activities.

4.3 Reporting requirements as per Art 6.4 of the Twinning Manual

Reports will follow the templates of Annex C4 of the Common Twinning Manual. In addition

to these formal reporting stages, the twinning partners are obliged to inform in writing the

Contracting Authority of any critical aspects or conditions of project implementation, or any

amendments/modifications necessary within the budget.

All reports must be produced in the English and Former Yugoslav Republic of Macedonia

language in electronic and hard copy. These reports shall be signed by both project leaders.

Each report must be presented in electronic format one week prior to the Steering Committee

meetings and in two hard copies to the following addresses:

Central Financing and Contracting Department

Ministry of Finance

“Sveti Kiril i Metodij” 54, 1000 Skopje

The final versions should incorporate any comments and discussions during the Steering

Committee meetings.

5. Budget

Twinning Contract Title:

Further strengthening of the organisational and institutional capacities for the EU integration

process.

Total budget IPA National Co-financing

100% 95% 5%

EUR 1,700,000 EUR 1,615,000 EUR 85,000

The co-financing requirement foreseen under IPA will be considered fulfilled according to

the provision of the relevant Financing Agreement.

The project will be implemented through a Twinning Contract estimated at a maximum of

EUR 1.700.000 (out of which 95% IPA funds and 5% National co-financing).

16

Apart from the national co-financing, all twinning contracts as a rule must provide additional

co-financing on the side of the beneficiary institution (Secretariat for European Affairs) for

the purpose of covering costs not covered under the project budget as per Twinning manual,

point 5.13, as follows:

Direct and indirect cost of the Beneficiary administration, civil servants and national

private experts working for the project;

Travel by the beneficiary officials from their capitals to a MS or between MS;

Organisation of seminars/workshops/trainings (incl. hall rental, printing seminar materials

and other logistical support);

Facilities for the Member State experts: adequately equipped office space; telephone; e-

mail services; fax; photocopiers; computer; internet access; secretarial support; access to

information.

The following expenses are also to be covered with the project funds:

Visibility Costs and

Audit certificate costs.

The project will be located in the premises of the Secretariat for European Affairs will ensure

appropriate facilities and basic equipment for the work of the experts.

6. Implementation Arrangements

6.1 Implementing Agency responsible for tendering, contracting and accounting

The Central Financing and Contracting Department (CFCD) of the Ministry of Finance will

be responsible for tendering, contracting, payments, accounting and overall supervision of the

implementation of the project, upon conferral of management. The Head of CFCD will act as

the Programme Authorising Officer (PAO) of the project:

Ms. Radica Koceva (PAO)

Central Financing and Contracting Department

Ministry of Finance

Tel: +389-2-3106 455

Fax: +389-2- 3231 219

E-mail: radica.koceva@finance.gov.mk

6.2 Main counterparts in the BC

Mr. Jovan Andonovski, BC Project Leader

State Secretary in the Secretariat for European Affairs

E-mail: jovan.andonovski@sep.gov.mk

Tel: ++389 2 3200-102

Ms Nevenka Stamenkovska, Senior Programme Officer

E-mail: nevenka.stamenkovska@sep.gov.mk

Tel: ++389 2 3200-260

17

Mrs. Selvet Baruti, BC RTA Counterpart

State Councillor for European Integration Process Support

Cabinet of Deputy Prime Minister

E-mail: selvet.baruti@sep.gov.mk

Tel: ++389 2 3200-104

Ms. Ana Angelovska, BC contact

Acting Head of SEA Sector for Integration

E-mail: Ana.Angelovska@sep.gov.mk

tel: ++389 2 3200-119

6.3 Contracts

One (1) Twinning contract is foreseen for the implementation of the above mentioned

activities.

7. Implementation Schedule (indicative)

7.1 Launching of the call for proposals (Date)

The estimated date for the launching of the call for proposals is: May 2014

7.2 Start of project activities (Date)

The estimated date for start of project activities is: January 2015

7.3 Project completion (Date)

The project implementation period (duration of the work plan) is 21 months after the

commencement date of the Project.

7.4 Duration of the execution period (number of months)

The overall execution period of the Twinning project is 24 months with an implementation

period of 21 months. (The duration of the Twinning work plan is increased by 3 months, to

cover the initial setting in of the RTA and the proper wrapping up of the Twinning Project).

8. Sustainability

The Member State Twinning partners shall transfer their best practices and know-how

necessary to achieve the mandatory results to the Beneficiary administration. Staff benefiting

from trainings shall transfer knowledge through subsequent training to their colleagues.

Moreover and at the end of the implementation period a lesson learnt seminar will be held to

disseminate the results and the best practices acquired and to foresee future relevant

activities.

The sustainability of the project’s results will be undoubtedly ensured through the country’s

faster and more in-depth attainment of EU standards and values, continued meeting of the

Copenhagen criteria, and the accelerated achievement of wider economic stability and the

stability of the society as a whole, as a part of the accession negotiation process. The direct

and tangible impact will be most visible in terms of consolidated and strengthened national

18

organizational, institutional and administrative capacities structures as a result of the transfer

of knowledge and experience from EU member states, as well as in terms of accelerated

attainment of EU standards, improved quality of legislation and implementation track record.

Sustainable results will be achieved by maintaining the momentum and deepening the

HLAD reforms. In addition, efficient planning, monitoring, reporting and management of

the NPAA will contribute to more efficient overall capacity for strategic planning,

streamlining the national priorities towards EU, thus contributing to the government

efficiency and accountability.

The project, through systematic capacity building of the coordination structures, will

contribute to the overall professional capacity, which in turn will bring added value to the

quality, efficiency and effectiveness of the country's accession process.

The project will exert its impact on the accession process and cover the adoption,

implementation and application of the acquis by the country. The enhanced national

capacities resulting, inter alia, from the project’s activities of detailed analytical review of

selected chapters, will contribute towards a higher level of readiness of the administration to

the next stage of the accession process, while bringing the country’s institutions, management

capacities and administrative and judicial systems up to Union standards with a view to

implementing the acquis more effectively.

The project will ensure sustainability both at institutional and administrative level by

targeting the key stakeholders of the legislative process. These groups will be in charge of

legal approximation even after the end of project activities, and will use the drafting abilities

and coordination mechanisms established by the project. In addition, better policy

coordination, and monitoring of the legislative process across different bodies, will directly

enhance the government effectiveness and accountability.

Capacity building efficient management of the preparation of national version of the

acquis, will bring better quality of translation and level of readiness for support of the

negotiation process, namely quality translation of huge volume of the acquis, as well as

national documentation during negotiations.

The establishment of a suitable model for institution building and knowledge shearing for

the most important and complex process of negotiation, which will be further aided by this

particular project, brings an added value in ensuring long-term sustainability. Namely, the

networks of trainers (ToTs) that will be established in the project, on the negotiations, law

approximation and translation, and legislative procedure will clearly contribute to further

transfer of knowledge and sustainability. The ToTs networks will serve as basis for

monitoring, consultations, on-the-job training, update of the acquis and of the compliance,

and any relevant information for the accession negotiations, as well as for further capacity

building in these areas.

9. Crosscutting issues

The cross-cutting issues will be addressed throughout the project.

Throughout the project cycle, in particular when developing project ToR, state actors

specifically addressing (one of) the cross cutting issues shall be consulted.

19

9.1 Civil Society development and dialogue

The consultation and communication processes will constitute important aspects of the

experience and knowledge exchange with the twinning partner.

Hence, the generated experience will further the inclusiveness of the national consultation

platform, and will improve the transparency and clarity of the national communication

strategy with regards to the future negotiation process.

In addition, the networks that will be established during the project, may serve as open

platforms for dialogue with different stakeholders (civil society, universities etc.), and basis

for creation pool of experts, that will support the future negotiation process.

9.2 Environmental considerations

The European Community has a longstanding commitment to address environmental

concerns in its assistance programmes (as part as a wider commitment to sustainable

development). Key references include art. 6 of the Treaty and the Cardiff process which

foresees the systematic consideration of environmental aspects into EC development

cooperation and in other policies (hence very important for the acquis). The support will

include activities for the beneficiary to improve its internal performance vis-à-vis

environmental aspects.

9.3 Equal Opportunity and non-discrimination

The project implementation will ensure the observance of the principles of equal

opportunities and non-discrimination. Equal gender opportunities will be fully respected in

the composition of the Steering Committee and where necessary. In the implementation of

the project the principle of equal opportunity will apply as regards the hiring of experts, local

staff or any sub-contractor required. In the choice of staff participating in study visits,

seminars, trainings or other technical assistance activities, equal opportunity requirements

will be respected.

9.4 Minority and vulnerable groups

Whereas the main reference in the country in relation to minority groups is the Ohrid

Framework Agreement, in an EU context, reference is made to the “Race directive” of 2000

(200/43/EC of 29 June), which has an important impact on employment (including vocational

training, working conditions, social protection etc.) and is also a crucial aspect of the acquis.

In view of the specific sector, it is not expected that the minority aspects will be of prime

relevance for the outputs of this project.

9.5 Good governance, with particular attention to fight against corruption

The project contributes to the overall credibility, efficiency and accountability of the

government, and to good governance in general. Maintaining the momentum and focusing on

the key reforms on the rule of law and good governance, will demonstrate the government's

commitment to key priorities of the EU integration process.

20

The accelerated approximation of the national with the EU legislation, along with the

obligation for full harmonisation up to the accession date will further the legislative,

strengthen the administrative and judicial authorities and improve the acquis adoption,

implementation and enforcement data, indirectly leading to overall improved stability, good

governance and functional economy. The project’s contribution towards a well-functioning

and stable and professional public administration built on an efficient and impartial civil

service, and an independent and efficient judicial system will further the good governance

and reinforce the fight against corruption.

9.6 Communication and publicity

All requirements to ensure the visibility of EU financing will be fulfilled in accordance with

Regulation (EC). N. 718/20076.

10. Conditionality and sequencing

10.1 Conditionality

The project includes the following conditionalities:

Allocation of working space and facilities by the beneficiaries for technical assistance

before contract signature;

Organisation, selection and appointment of members of working groups, steering and

coordination committees, seminars by the beneficiaries as per the work plan of the

project;

Appointing the relevant staff by the beneficiaries to participate in training activities as

per work plan;

Sufficient managerial and technical human resources allocated to the relevant EU

integration structures;

BC is fully determined to carry out the reforms and reorganisation needed in

accordance with the policy priorities set in the context of enlargement or other fields of

co-operation with the EU.

10.2 Sequencing

Key milestones will be:

1) Approval of the Twinning project fiche;

2) Circulation of the Twinning Project Fiche to Member State National Contact Points;

3) Completion of the selection of the twinning partner;

4) Signature of the Twinning contract, including the Twinning Work Plan;

5) Commencement of the implementation of the twinning (inter alia, the arrival in the

country of the Resident Twinning Adviser);

6) End of the implementation period;

7) Submission of the final report.

6

See Article 62 and 63 of Regulation(EC) N. 718/2007

21

ANNEX I - Log frame in standard format.

LOGFRAME PLANNING MATRIX FOR Project

Fiche: Further strengthening of the

organisational and institutional

capacities for the EU integration process.

Programme name and number: National Programme for the Beneficiary country under the IPA Transition

Assistance and Institution Building Component for 2010

CRIS number :

Contracting period expires two years

from the date of the conclusion of the

Financing Agreement

Execution period expires

two years from the final

date for contracting

Disbursement period expires one year from

the final date for execution of contracts.

Total budget :

EUR 1 700 000

IPA budget:

EUR 1 615 000

Overall objective (EU contribution) Objectively verifiable indicators Sources of Verification

The overall objective of the project is to further

support the EU integration process through capacity

building of the SEA in ensuring inter-ministerial

coordination and prioritisation and in better

assuming the aid coordination role and management

of IPA. The expertise of economic, social, legal

and/or institutional nature to be provided as regards

the shortcomings identified in the Progress Reports

will indirectly support the European affairs

structures at national level.

The EC recognizes the progress in EU

related reforms;

The EC reiterates recommendations for

opening the negotiations and move to the

SAA 2nd

stage.

EC Progress reports;

Proceeding of HLAD

dialogue;

Project purpose Objectively verifiable indicators Sources of Verification Assumptions

The purpose of the project is to enable the exchange

of experience with EU Member State(s) as regards the

process of EU integration, notably to ensure

alignment with the acquis on sector basis, subject to

the real needs, in a transparent manner, as well as to

better manage the translation process. The skills for

implementation of policies and the overall quality of

the legislation will therefore be enhanced.

EC recognizes progress of the country in

the EU accession process and in the

implementation of the HLAD action plan;

Grade of compliance with the acquis,

improved;

Improved quality of translation and

terminology;

Sufficient professional capacity of the

administration for the analytical review of

relevant chapters;

Number of training programmes

implemented; number of staff trained;

EC Progress reports;

Progress in the

implementation of HLAD

action plan;

National Programme for

Adoption of the Acquis;

and monthly progress

reports.

The government is

committed to pursue the

High level Accession

Dialogue and support EU

related reforms;

The government is

committed and considers

the EU accession process

as top priority.

22

Shared best practices with the country of

the twinning partner.

Results Objectively verifiable indicators Sources of Verification Assumptions

Component 1:

Extended horizontal support and enhanced capacities of the SEA for inter-ministerial coordination on EU integration and prioritisation with a

focus on the central level institutions to better assume the coordination and IPA management role

1. Furthered capacities of the SEA for a more

efficient EU integration process including

effective implementation of acquis in the priority

sectors, as per EC Progress Reports

2. Furthered monitoring of and familiarisation with

the acquis, alignment and implementation

through review of law approximation

methodologies and recommendations; proposal

for gap assessment, law approximation

methodology with comprehensive set of

examples

3. Furthered capacities for more efficient

management of the translation process and

quality of translation

4. Increased capacity to evaluate the results of the

pre-accession programmes and to follow up on

recommendations under various EU funded

projects

5. Administrative capacity need analysis for EU

integration process

6. Greater efficiency of the personnel of the

institutions responsible for handling EU matters

including, but not limiting to

Ministry for Foreign Affairs: strengthened

capacities for communication with the EU

institutions through the country’s Mission to the

EU, communication with the EU Member States

with the aim of supporting the EU integration

process, as well as the efficiency and

effectiveness of the communication with the SEA

Guidelines for coordination, planning,

monitoring and reporting of current

instruments and capacity building

programmes implemented

Procedures and rules of communication

between SEA, MFA and respective

structures, elaborated, and adopted;

Tailor-made training programme for

selected number of sector experts;

Training conducted, for at least 100 high

officials;

Tailor-made programme for MFA staff

on EU external dimension completed;

The core group of SEA, MFA trained on

their specific roles;

Implemented study visit for the core

group of SEA, MFA and selected number

of NPAA working groups - sector

experts (approximately 20 persons).

Guideline on clear writing on reporting,

with examples prepared;

Tailor-made training programmes for

SEA translators and line ministries

translators, language revisers,

terminologists, coordinators and legal

revisers;

Transfer of know-how for SEA

translators and line ministries translators,

language revisers, terminologists,

EC progress reports;

Regular monitoring of the

NPAA during the twinning

project; and a year

afterwards;

Regular meetings of WCEI

(Working Committee on

European Integration) and

agreed actions;

Conference on country’s

progress of EU reforms,

covered by media and

official statements;

Project documents/ training

reports.

The Government maintains

its commitment to EU

accession negotiations;

Government commitment to

enforce implementation of

the HLAD reforms;

23

Legislative Secretariat: support to issues related

to the legal system (e.g. supremacy aspects),

furthering the legislative plans, strengthening of

the methodologies and capacities for timely

compliance, alignment status, monitoring, etc. as

per the concordance tables

Government General Secretariat: better

coordination of the government procedures,

policy making, elaboration of comprehensive

impact assessments of the EU legislation

coordinators and legal revisers through:

cycles of internship in the MS

counterpart institution responsible for

translation of the acquis

(Language/Terminology center);

regional conference on legal translation;

Preparation of terminological glossaries,

guidelines, publications.

Component 2:

Extended targeted and thematic support and enhanced capacities of key line-ministries selected on the basis of shortcoming identified

in the EC Progress Reports (assuming complexity of the respective chapters)

1. Detailed review and gap analysis of the acquis

chapters vis-à-vis the EC Progress Reports,

supported by workshops and training;

2. Shortcomings raised in the various EC-

originating reports, in particular those of the

yearly progress reports, assessed and

recommendations provided how to address them

3. Preparation of action plans for the prioritised

acquis chapters, with particular attention to

building track records on implementation

The key areas where further work, analysis

and/or assistance are needed identified and

elaborated;

Recommendations for improving the

coordination within the line ministries

provided.

Tailor made training programmes and

exchange of experience on specific areas in

selected chapters implemented;

Two study visits for exchange of

experience in selected number of chapters

of the acquis, as per the progress made

during detailed review (approximately 20

persons per study visit), implemented.

Tracking the progress and

rate of compliance with the

acquis; with regular update

of the new acquis;

Identified key areas for

further work, analysis

and/or assistance,

appropriately addressed and

support provided;

The NPAA working groups,

committed to the project,

active participation in self-

assessment process and

preparation of the action

plans;

Activities Means Costs Assumptions

The Twinning assistance will be provided in the

form of know-how transfer, and will be delivered Signed Twinning contract, assigned Project

Leader (PL), one Resident Twinning

Total budget for the Twinning

project: Availability of experts;

Good organization;

24

through:

Strategic advice, policy papers, methodologies,

and assessment reports;

Advice, coaching, on-the-job training and joint

work;

Tailor made training programmes;

Seminars, workshops and conferences;

Internship;

Study tour (s));

Guidelines, Manuals, Procedures and work

plans;

Sustainable structures for transfer of knowledge;

Assessment and adjustment of the activities.

Adviser (RTA), two key experts acting as

component leaders and a pool of short term

experts (STEs);

EUR 1 700 000

IPA budget: EUR 1 615

000

Availability of office

places;

Synergy effects between the

components.