un-act project management board meeting

DRAFT Ver. 4 June 2014

UN-ACT PMB Meeting Minutes (20 May 2014)

UN-ACT Project Management Board Meeting 13.00 – 14.00 hrs, 20 May 2014

Landmark Hotel, Bangkok, Thailand

Minutes

Present Chair: Mr. Phil Matsheza, Practice Leader, UNDP Asia Pacific Regional Centre (APRC) Participants (See Annex 1 for the complete list of participants): Representatives of the 6 COMMIT governments,

UN/UN partner agencies, regional NGOs and UNRCs were present.

Agenda 1. Welcome address by the Chair 2. Adoption of the agenda 3. Introduction to UN-ACT 4. Review of new ToR for UN-ACT PMB 5. Update on the Launch of UN-ACT 6. Adoption of Workplan and Budget 7. Any other business

Meeting Documents Agenda

TOR for UN-ACT PMB

2014 Workplan and budget

Summary of Decision Points and Follow-up Action

Decision points Follow-up action by

Agenda item 4: Review of new TOR for UN-ACT PMB

The TOR for the PMB was approved.

The Information-Sharing Protocol developed for UNIAP will continue to be used for UN-ACT.

In addition, a specific protocol will be developed to guide the uploading of documents on the COMMIT webpage.

UNDP APRC

UN-ACT

Agenda item 6: Adoption of Workplan and Budget

The 2014 budget and workplan were approved.

Agenda item 7: Any other business

UN-ACT and UN Advisory Group to continue looking at national-level coordination among UN agencies and civil society

UNDP APRC to prepare minutes of this meeting and circulate to the PMB for review.

UN-ACT and UN Advisory Group

UNDP APRC



1. Welcome address by the Chair Mr. Phil Matsheza, Democratic Governance Practice Leader, UNDP APRC, chaired the PMB meeting on behalf of Ms. Caitlin Wiesen, UNDP APRC Manager and Principal Project Representative (PPR) for UN-ACT. Following a round of introductions, the Chair welcomed the government representatives and acknowledged the presence of the UN Resident Coordinator for Thailand, colleagues from the UN agencies, and the representative of Terres des Hommes. The Chair also informed the meeting that Norway and Sweden had both been invited to be on the PMB as project donors, but that they had declined, citing potential conflict of interest.

2. Adoption of the agenda The meeting agenda was adopted without further changes.

3. Introduction to UN-ACT Ms. Annette Lyth, UN-ACT Regional Project Manager, gave a brief overview of the project, particularly

focusing on the governance structure. UN-ACT’s overall approved budget is approximately USD 3.4 million

per year. The signed project document covers 5 years, and currently, the governments of Norway and

Sweden have committed to providing approximately 2/3 of the planned budget for the first three years.

The main governance structure for the project is the Project Management Board, whose role is to make

management decisions by consensus when guidance is required by the PPR. The UN Advisory Group and a

UN-ACT Project Management Board

Senior Beneficiaries

Governments

Executive

UNDP APRC Regional Manager

Senior Suppliers

UN/UN partner agencies, donors, NGOs

3 Country Liaison Officers

UNDP APRC Practice Leader

UN-ACT Regional Project Manager

6 Country Project Offices

Regional Project Management Office

UN Advisory Group

UN and affiliated agencies: ILO, IOM,

UNODC, UNICEF, UNHCR, UN Women,

OHCHR

Regional Network

UN and affiliated agencies, NGOs, academics, Bali

Process, etc.



regional network of partners (including civil society and UN agencies) will support the PMB and the project

management team.

The project is managed by the Regional Project Manager (Ms. Lyth), who reports to the UNDP Democratic

Governance Practice Leader (Mr. Matsheza). There are 6 country offices, each with a National Project

Coordinator, a programme officer, and an administrative assistant. Recruitment has been completed or is

about to be completed for 4 of the 6 offices; recruitment for the Vietnam office is near finalization, while the

process for the Myanmar office ongoing. The Regional Management Office will comprise of two

international staff, two national staff, and a Swedish JPO for M&E, as well as short-term consultants and

interns.

In the future, there is scope to put into place three Liaison Officers, such as in Indonesia, Malaysia and the

Philippines, provided that funding can be secured.

4. Review of the Terms of Reference for the Project Management Board The Chair reviewed the TOR for the UN-ACT PMB, highlighting the changes from the UN Inter-agency Project against Human Trafficking (UNIAP) PMB TOR. There will still be 6 COMMIT government representatives on the PMB, while the number of UN agency representatives has been changed to two. No project donors will be on the PMB, as both Norway and Sweden have declined. The PMB confirmed that the Information-Sharing Protocol developed for UNIAP will continue to be used for UN-ACT. In addition to the UN-ACT information sharing protocol, a specific protocol will be developed to guide the uploading of documents on the COMMIT webpage.



Mr. Matsheza apologized for having sent around the PMB meeting documents late, citing delays in getting relevant personnel on board and the difficulties in accessing the UNDP offices, and committed to circulating meeting documents 10 working days in advance for the future. The TOR was approved.

Decision points

The TOR for the PMB was approved.

The Information-Sharing Protocol developed for UNIAP will continue to be used for UN-ACT.

In addition, a specific protocol will be developed to guide the uploading of documents on the COMMIT webpage.

5. Update on UN-ACT Launch Launch events were held in Cambodia, China, Thailand (a joint Thailand-regional launch), and Vietnam. One will be held next week in Myanmar. In Laos, the project is awaiting the arrival of the new UNRC before having the launch event.

6. Review of 2014 Workplan and Budget Ms. Lyth updated the PMB that the project had secured funding of approximately USD 550,000 for activities per year. That roughly translates to USD 50-60K per year per country for national level activities, but Ms. Lyth noted that the project was trying to move away from providing an equal, blanket amount for each country and towards providing funds based on country proposals for what is needed. The PMB did not have further questions on the workplan and budget, and the document was approved. In the future, any major changes in budget lines (i.e., over 20% of the total budget) to this approved workplan and budget will be submitted to the PMB for its approval.

Decision points

The 2014 budget and workplan were approved.

7. Any other business The Chair invited members to speak if there were any other issues they would like to raise at this time. The delegate from Myanmar asked the following questions:

What is role of UNDP country offices with regard to the project?

How will UN-ACT coordinate with other UN agencies and NGOs at the country level? Do the other UN agencies support and accept UNDP’s coordinating role?

Ms. Lyth clarified that the UNDP country offices’ role will be to provide logistic and administrative support to the project. In terms of UN coordination, Ms. Lyth pointed out that the project is officially under the UNRC system and therefore included in the UNRC’s mandate to coordinate the UN agencies. Mr. Luc Stevens, representing the UNRCs, confirmed this, while noting that the UN agencies were also directly represented on the PMB. Ms. Lyth referred to the UN Advisory Group’s role in helping the UN agencies to coordinate efforts, and the regional network would provide a venue for coordination with the NGOs. Civil society partners have in the past shared their appreciation for the project’s coordination role. She also noted that, in all 6 COMMIT



countries, there are working groups/thematic working groups that pull together key actors, including UN agencies and civil society organizations. Ms. Anna Olsen, ILO, remarked that the coordination issue was a work in progress, and that the UN agencies, through the UN Advisory Group, will be looking at how to practically implement this on the ground. Ms. Deepa Bharathi, UNWomen, agreed that the discussion needs to take place at regional and national levels. Ms. Lyth concluded by stating that all involved UN agencies take the need for effective coordination very seriously, and the practical aspects to ensure that it is done effectively and properly will continue to roll out at the national level as project implementation progresses. The Secretariat will consider whether another face-to-face PMB meeting is necessary for 2014. The meeting adjourned at 14.00 hrs.

Decision points

UN-ACT and UN Advisory Group to continue looking at national-level coordination among UN agencies and civil society

UNDP APRC to prepare minutes of this meeting and circulate to the PMB for review.



Annex 1: List of Participants

No Name Title

UNDP APRC (Chair)

Mr. Phil Matsheza Democratic Governance Practice Leader, UNDP APRC

COMMIT GOVERNMENT REPRESENTATIVES

CAMBODIA

H.E. San Arun Secretary of State, Ministry of Women’s Affairs; and Chair of COMMIT TF

Mrs. Heng Sithon Advisor to the Ministry of Women’s Affairs and Permanent Member of the COMMIT Taskforce

CHINA

Mr. Chen Shiqu Director of Anti-Human Trafficking Office, Criminal Investigation Department, Ministry of Public Security

Ms. Guo Ye Division Chief, Legal Affairs Department, All China Women’s Federation

LAO PDR

Ms. Thoummaly Vongphachanh Deputy Head of the Lao COMMIT Taskforce; Director General of the Counseling and Protection Center for Women and Children

MYANMAR

Pol. Brig. Gen. Win Naing Tun Head of Anti-Trafficking in Persons Division, Myanmar Police Force, Ministry of Home Affairs

Pol. Col. Aung Htay Myint Director, Department Against Transnational Crime, Myanmar POlic Force, Ministry of Home Affairs

THAILAND

Ms. Saowanee Khomepatr Deputy Director General, Department of Social Development and Welfare (DSDW), Ministry of Social Development and Human Security (MSDHS)

Ms. Sunee Srisangatrakullert Director, National Operation Center on Prevention and Suppression of Human Trafficking (NOCHT), DSDW, MSDHS

Ms. Jameekorn Pinsuk International Affairs Officer, National Operation Center on Prevention and Suppression of Human Trafficking (NOCHT), DSDW, MSDHS

VIETNAM

Colonel Le Van Chuong Deputy Administrator, Office for Anti-Drug and Crime, Ministry of Public Security



No Name Title

Senior Lieutenant Col. Vo Thi Hong Ha

Deputy Head of Section, Anti-Human Trafficking Unit, Ministry of Public Security

UNRC

Mr. Luc Stevens UN Resident Coordinator for Thailand

UN/UN PARTNER AGENCY

Ms. Anna Olsen

Technical Officer, GMS TRIANGLE, International Labour Organization (ILO)

Ms. Deepa Bharathi Regional Programme Manager, UN Women

REGIONAL NGOS

Mr. Menno Gibson Senior Programme Manager, Terre des Hommes Netherlands

SECRETARIAT

Ms. Annette Lyth Regional Project Manager, UN-ACT Regional Management Office (RMO)

Mr. Tith Lim UN-ACT National Project Coordinator, Cambodia

Ms. Yunxiao He UN-ACT National Project Coordinator, China

Ms. Xoukiet Panyanouvong UN-ACT National Project Coordinator, Lao PDR

Ms. Pidchaya Pariyanithiroj UN-ACT National Project Coordinator, Thailand

Ms. Vu Thi Thu Phoung UN-ACT Acting National Project Coordinator, Vietnam

Ms. Chantana Supprasit Finance and Administration Assistant, UN-ACT RMO

Ms. Pinyavi Chaiwongsrisuk UN-ACT, RMO

Ms. Ema Naito Project Management and Coordination Consultant, UNDP APRC

PROJECT DONOR (OBSERVERS)

Mr. Chatri Moonstan Senior Programme Officer, Norwegian Embassy



Annex 2: Terms of Reference for Project Management Board

Terms of Reference UN Action for Cooperation against Trafficking in Persons (UN-ACT)

PROJECT MANAGEMENT BOARD Background The UN Action for Cooperation against Trafficking in Persons (UN-ACT) was established on 1 April 2014. Activities under UN-ACT build upon the work undertaken by the United Nations Inter-Agency Project on Human Trafficking (UNIAP) between 2000 and 2013. In particular, UNIAP functioned as the secretariat to the Coordinated Mekong Ministerial Initiative against Trafficking (COMMIT), a formal alliance created in 2004 by the six GMS governments through a comprehensive agreement to fight human trafficking on a sub-regional level. It is envisaged that this function will be taken over by the new project, albeit with an increased focus on institution building to strengthen national capacities. Responsibilities of the Board The Project Management Board (PMB) is responsible for making management decisions by consensus when guidance is required by the Principal Project Representative (PPR), including recommendations for UNDP approval of project plans and revisions. Half of the present Board members (including presence via teleconference/videoconference) constitute a quorum. Agreement of an absolute majority of members present at the meeting, participating in a teleconference, videoconference or email discussions is required to adopt a valid resolution, opinion, recommendation of the Board. The Chair of the Board will not vote, except in the event of a tie vote, whereas the vote of the Board Chair is decisive. The PMB will be responsible for:

Providing overall guidance and direction to the project;

Addressing project issues as raised by the PPR;

Reviewing and approving detailed Project Plan and Annual Workplan;

Reviewing and approving amendments to the Project Document as needed, including the project performance and financial indicators used for monitoring support and funds;

Reviewing and approving annual and final technical progress and financial reports;

Approving funding reallocation between budget lines by more than 20 percent of the total budget amount;

Appraising the Project Annual Review Report and making recommendations for the next Annual Work Plan;

Approving, in the form of a communication protocol, the measures for providing information serving the transparency and openness of the programme.

Composition of the PMB The PMB will consist of the following:

Executive:



- Principal Project Representative – Manager, UNDP Asia Pacific Regional Centre, represented by the APRC Practice Leader for Democratic Governance (Chair);

Senior Supplier: - One United Nations Resident Coordinator (UNRC) representing the six UNRC’s from the

countries involved in the Project, as nominated by the UNRCs; - Two representatives from the regional UN Agencies, as nominated by the UN Advisory Group; - One representative from a regional NGO, as nominated through the UN-ACT regional network;

Senior Beneficiary: - Six government representatives, as nominated by the six COMMIT governments.

Recognised anti-trafficking sector experts, as recommended by the UN-ACT Regional Project Manager or any member of the PMB, will be invited to sessions which discuss substantive aspects of the Project. The UN-ACT Regional Project Manager will act as a resource person and, with other UN-ACT staff, as secretariat of the PMB. No more than one third of the members should rotate on an annual basis in order to ensure continuity. Rotation will take place at the first meeting within the new calendar year. Other than UNDP, no agency may have more than one representative at any PMB meeting. Schedule of Meetings The PMB will meet annually. Additional meetings may be called as the need arises, subject to the agreement of at least four of the PMB members or the PPR. Documents being tabled at the PMB meetings will be circulated at least 10 working days in advance of the meetings to allow for sufficient review time. Responsibilities of PMB Members PMB members shall endeavour to attend all scheduled PMB meetings. Members shall also prepare appropriately for PMB activities and undertake any necessary follow-up action as agreed during the PMB Meetings.