EC-UNDP Joint Formulation Missions: what role for DEVCO HQ? How can we help?

Dear colleagues,

As you probably know, we are currently negotiating the new Operational Guidelines of the EC-UNDP Partnership in electoral assistance. This document will serve as a roadmap for future projects to be implemented by UNDP: it defines the role of each partner on various aspects of their collaboration. In the new version of the Guidelines (still being discussed), we find among others a clear definition of the various forms a formulation process can take. Here is the article in its current form:

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Article 5.4 Formulation missions

5.4.1 Should the EC and UNDP decide to collaborate on a specific country, the following typologies of formulation missions may be deployed:

a. Joint EC-UNDP formulation missions

When the circumstances allow, including a request from the UNDP Country Office, official JTF members jointly deploy and formulate a UNDP project in a given country. These missions will be labelled ''joint EC-UNDP formulation missions''. Meetings in the countries visited will always be joint and the final documents will be reviewed and agreed by both organisations before their signature.

b. Coordinated missions with UNDP members of the JTF and officials from the EC from either the EU Delegation or EC Headquarters

EC members of the JTF will be kept informed of the formulation process so as to allow them to contribute from a distance. All documents produced during this type of mission will be reviewed by all members of the JTF upon the return of the mission.

c. Coordinated missions with UNDP members of the JTF and external experts hired by the EC

The EC may choose to recruit external experts and deploy them in a JTF formulation mission. Once selected, these experts will be briefed and debriefed by EC/UNDP members of the JTF before their departure and after the mission has been finalized. EC members of the JTF will be kept informed of the formulation process to allow them to contribute from a distance. All documents produced during this type of mission will be reviewed by all members of the JTF upon the return of the mission.

d. UNDP mission

Should a formulation mission be deployed with UNDP staff members only, the EC and UNDP members of the JTF will have to hold a joint ‘desk review’ of the draft project document before finalisation.

Final approval of the project document is governed by the normal procedures laid out in the UNDP Programme and Operations Policies and Procedures, and all UNDP electoral projects must be in line with the decisions of the UN focal point for electoral assistance.

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We are currently drafting the ToR of the joint formulation missions together with UNDP. In this context, we would like to know your opinion on the role DEVCO B1 could take in the various options presented above. How much support from our side do you need? How could this support take place? Would you like us to be involved in drafting the project or do you consider that this should remain your responsability?

Previous formulation missions having shown that HQ and EU Delegations do not necessarly share common views of what they expect from each other in this process, we welcome your reactions. Please tell us how you see our role during formulation missions. From our side, it seems that we will have the opportunity to take part to more formulation missions in the future if there is a clear demand from the field.

Thank you very much in advance for your contribution,

Florence