ብሔራዊ የሚቲዎሮሎጂ ኤጀንሲ National Meteorological Agency FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA Ministry of Water, Irrigation and Energy National Meteorological Agency National Framework for Climate Services - Ethiopia COORDINATION GUIDELINE May 2021 Addis Ababa, Ethiopia Acknowledgment The NMA of Ethiopia is so grateful to a team of consultants namely, Mulugeta Worku (PhD Candidate), Dejene Sahlu, (PhD), Diriba Korecha, (PhD), and Kindie Tesfaye (PhD) who have been tirelessly working to conduct a NFCS governance mechanism, and stakeholder coordination guide. The Agency also thankfully acknowledges Mr. Fetene Teshome (MA), Director General and Mr. Kinfe Hailemariiam (MSc), Deputy Director General of the NMA for their directions and contributions. Lastly, but not least, the Agency would also like to express its proud on the contribution of NMA technical working group of NFCS for their valuable and consistent effort for editing and updating the content of the document. National Framework for Climate Services - Ethiopia i Acronyms Table of Contents Acknowledgment ............................................................................................................. i Acronyms ........................................................................................................................ ii BoA Bureau of Agriculture 1. Preamble ...................................................................................................................3 BoH Bureau of Health 2. Goals of the NFCS ..................................................................................................... 5 BoWIE Bureau of Water Irrigation and Energy 3. Pillars of the NFCS ................................................................................................... 7 DPPOs Disaster Prevention and Preparedness Offices 4. Objectives of the Coordination Guideline .............................................................. 9 EFCCC Environment Forest and Climate Change 5. Management Framework of the NFCS ..................................................................... 11 Commission GFCS Global Framework for Climate Services 5.1 Organizational Structure .................................................................................................................... 11 MOA Ministry of Agriculture 5.1.1 Federal Level Organizational Structure ..................................................................................... 11 MoWIE Ministry of Water Irrigation and Energy 5.1.1.1 The Structure of the NFCS Council .................................................................................... 11 MOH Ministry of Health 5.1.1.2 The Structure of the NFCS Coordination Unit ................................................................. 12 NDRMC National Disaster Risk Management 5.1.1.3 The Structure of NFCS Sectoral Taskforce ........................................................................ 12 Commission NFCS National Framework for Climate Services 5.1.2 Region Level Organizational Structure ..................................................................................... 13 NMA National Meteorological Agency 5.1.2.1 The Structure of the Regional NFCS Steering Committee ............................................... 14 WIE Water, Irrigation and Energy 5.1.2.2 The Structure of the Regional NFCS Coordinators .......................................................... 14 5.1.2.3 The Structure of the Regional NFCS Sectoral Taskforce .................................................. 14 5.1.3 Zone Level Organizational Structure ........................................................................................ 15 5.1.3.1 The Structure of the NFCS Zonal Steering Committee .................................................... 15 5.1.3.2 The Structure of NFCS Sectoral Taskforce ........................................................................ 16 5.1.4 Woreda Level Organizational Structure .................................................................................... 17 5.1.4.1 The Structure of the NFCS Woreda Steering Committee ................................................ 17 5.1.4.2 The Structure of NFCS Sectoral Taskforce ........................................................................ 18 5.2 Coordination among NFCS Stakeholders .......................................................................................... 18 5.3 Roles and Responsibilities ................................................................................................................ 20 5.3.1 Roles and Responsibilities of the NFCS Council and Steering Committee ............................. 20 5.3.1.1 General .............................................................................................................................. 20 5.3.1.2 Meetings ............................................................................................................................. 21 5.3.1.3 Decisions and dispute reconciliation ................................................................................ 21 5.3.1.4 Representation .................................................................................................................. 22 5.3.2 Roles and Responsibilities of the Coordination Unit and Coordinators ................................. 22 5.3.3 Roles and Responsibilities of the NFCS Sectoral Taskforces .................................................... 22 5.3.3.1 General .............................................................................................................................. 22 5.3.3.2 Meetings ............................................................................................................................. 23 5.3.3.3 Decisions ............................................................................................................................ 23 6. Operational standards ............................................................................................ 25 6.1 Strategic Plan Quality Assurance ....................................................................................................... 25 6.2 Monitoring, Evaluation and Reporting ............................................................................................. 25 6.3 Procurement and Asset Management ................................................................................................ 25 6.4 Financial Management and fund disbursement ............................................................................... 26 6.5 Audit ................................................................................................................................................... 27 7. Declaration of Partnership ..................................................................................... 29 ii National Framework for Climate Services - Ethiopia National Framework for Climate Services - Ethiopia ii iii PREAMBLE 1 iii 1. Preamble GOAL OF NFCS 2 Whereas main economic sectors and livelihoods in Ethiopia are increasingly becoming vulnerable to risks associated with extremes of weather and climate. Whereas national and international commitments to address the impacts of climate extremes are in place and provide the enabling environment for national resilience building efforts. Whereas building resilience of known economic sectors and livelihoods in Ethiopia requires transforming international and national commitments into practical action, collaboration and ensuring availability, access, and application of timely, reliable and fine resolution climate services. Whereas collaborative efforts of climate service institutions in Ethiopia since early 2018 resulted in the launching of the National Framework for Climate Services (NFCS) comprising the strategic plan and costed action plan. Whereas the NFCS strategic plan has ambitious aims of delivering reliable climate services customized to different groups of users and building the capacity of climate institutions thereby contributing to effectiveness of the climate resilient green economy (CRGE) strategy and other overarching development plans of the nation. Whereas the NFCS entails delivery of climate services in key climate sectors encompassing water and energy, agriculture, health, disaster risk management, and environmental protection. Whereas delivery of effective and sustained climate services in key climate sensitive sectors entails coordinated actions involving different climate institutions engaged in various sectors and having wealth of experiences and expertise. Whereas joint implementation of the NFCS requires a coordination guideline that provides clear direction on institutional arrangements, sets of principles and procedures, responsibilities, and accountability mechanisms that enable climate institutions to work towards a common end. 4 National Framework for Climate Services - Ethiopia 3 2. Goals of the NFCS PILLARS OF THE NFCS The National Framework for Climate 3 Services – Ethiopia shares similar goals with the Global Framework for Climate Services (GFCS) and yet adapted to the national context. The goals of the NFCS – Ethiopia are therefore: A. Building the Resilience of Ethiopians to climate-related hazards through better provision of climate information and services; B. Advancing the key national and global development goals through better provision of climate information and services; C. Mainstreaming the use of climate information and services in decision- making; D. Strengthening the engagement of providers and users of climate services; and E. Maximizing the utility of existing climate service infrastructure. National Framework for Climate Services - Ethiopia 5 5 3. Pillars of the NFCS OBJECTIVES OF THE 4 The NFCS – Ethiopia is built on the following five interconnected pillars of the GFCS. COORDINATION A. Observation and Monitoring (OM) is a system to ensure that climate observations and other data necessary to meet the needs of end users are GUIDELINE collected, managed and disseminated and are supported by relevant metadata. B. User interface platform (UIP) refers to structured means for users, climate researchers and climate information providers to interact at all levels. C. Climate service information system (CSIS) is about the mechanism through which information about climate (past, present and future) is routinely collected, stored and processed to generate products and services that inform often complex decision- making across a wide range of climate-sensitive activities and enterprises. D. Research, Modelling and Prediction is meant to foster research towards continually improving the scientific quality of climate information, providing an evidence base for the impacts of climate change and variability and for the cost- effectiveness of using climate information. E. Capacity Development (CD) is intended to address the particular capacity development requirements identified in the other pillars and, more broadly, the basic requirements for enabling any GFCS-related activities to occur. Schematic illustration of these pillars is given in Figure 1. Figure 1: Pillars of GFCS (source: WMO 2018) 6 National Framework for Climate Services - Ethiopia 7 MANAGEMENT 4. Objectives of the Coordination Guideline FRAMEWORK OF THE 5 NFCS The NFCS coordination guideline has four main objectives. These are: A. To understand the management structure of the NFCS B. To clearly define roles and responsibilities of each partner; C. To provide mutually accepted principles and operational procedures while jointly executing the NFCS; and D. To ensure transparency and accountability to and among NFCS stakeholders. 7 National Framework for Climate Services - Ethiopia 9 General Directors/Commissioners. a. The council is represented from nine regional states, two federal city administrations and six federal governmental climate institutions. The six 5. Management Framework of the NFCS federal government organizations representing the NFCS Council shall be: Ministry of Water, Irrigation and Energy (MoWIE); Ministry of Agriculture 5.1 Organizational Structure (MoA); Ministry of Health (MoH); National Meteorological Agency (NMA); The NFCS is set to be operate at federal, regional, zonal and woreda levels, each having National Disaster Risk Management Commission (NDRMC); and Environment, own organizational arrangements with clear mandate and accountability mechanisms. Forest and Climate Change Commission (EFCCC). b. The MoWIE is the Vice Chair and the NMA is the Secretary of the Council. 5.1.1 Federal Level Organizational Structure c. The Vice Chair of the Council shall act as the Chair in the absence of the Chair or The NFCS at federal government (national) level shall have the NFCS Council, the when represented by same. NFCS Coordination Unit, and the NFCS Sectoral Taskforce as depicted in Figure 2. 5.1.1.2 The Structure of the NFCS Coordination Unit a. The NFCS Coordination Unit, hereafter referred to as “the Coordination Unit”, shall be set up under the NMA. b. The Coordination Unit shall be led by a competent NFCS Coordinator, hereafter referred to as “the Coordinator”. c. Employment of the Coordinator shall be made by the NMA and approved by the Council. d. The Coordinator shall be accountable to the Director General and Deputy Director General of the NMA and to the Chair and Vice Chair of the Council. e. He/she will participate in NFCS Council meetings but shall not vote for decisions involving majority voting. f. The Coordination Unit, in addition to the Coordinator, shall have full-time employees comprising Climate Knowledge Management Lead, Monitoring and Evaluation Specialists, Information Technology and Computations Specialist, Finance and Administration Head, and Accountant. g. The Coordination Unit shall hire part-time consultants as required. h. The process of hiring full-time employees and part-time consultants of the Coordination unit shall be managed by the Finance and Administration Head in consultation with NMA Human Resources Director. i. Recruitment of full-time employees and part-time consultants of the Coordination Unit shall be approved by the Coordinator. j. The Coordination Unit shall have a detail human resources, financial management, Figure 2: Federal level organizational Structure of the NFCS and procurement guidelines including job descriptions of each employee. k. The operations of the Coordination Unit shall be financed by both government allocations and donor funding. 5.1.1.1 The Structure of the NFCS Council 5.1.1.3 The Structure of NFCS Sectoral Taskforce The NFCS Council, hereafter referred to as “the Council” is Council shall be chaired by a. The NFCS Sectoral Taskforce, hereafter referred to as “the Taskforce”, shall be set the Deputy Prime Minister of Ethiopia and co-chaired by the Minister of MoWIE. It is up at federal level. made up of head of Regional States, Vice head of Regional States, Mayors and Deputy b. Members of the Taskforce are drawn from each of the six core climate institutions Mayors Ministers, State Ministers, General Directors/Commissioners and Deputy (MoWIE, MoA, MoH, NMA, NDRMC, and EFCCC) and full-time employees of the 8 National Framework for Climate Services - Ethiopia 11 National Framework for Climate Services - Ethiopia 12 Coordination Unit comprising Climate Knowledge Management Lead, Monitoring 5.1.2.1 The Structure of the Regional NFCS Steering Committee and Evaluation Specialists, Information Technology and Computations Specialist, a. The NFCS Regional Steering Committee, hereafter referred to as “the Steering Finance and Administration Head, and Accountant. Committee” shall be chaired by the President of each administrative regions in c. Each climate institution shall assign maximum of four and minimum of two Ethiopia and c0-chaired by the Head of BoA. It is made up of Heads and Deputy experts in the Taskforce. Heads represented from six core governmental climate institutions. d. Taskforce members drawn from each of the six core climate institutions are the b. The six government organizations representing the Steering Committee shall be; ones in charge to ensure execution of activities in the strategic plan and other Bureau of Agriculture Bureau of Water, Irrigation and Energy; Bureau of Health; climate service relevant actions in their respective sectors. Regional Meteorological Service Center Regional Disaster Risk Management Office; e. The Taskforce shall be chaired by the Coordinator and Co-chaired by the and Bureau of Environment, Forest and Climate Change in each region. designated MoWIE focal person. c. The Head or Deputy Head of Bureau of Agriculture is the Vice Chair and the Head f. The person designated by NMA will be the Secretary of the Taskforce. of Regional Meteorological Service Center is the Secretary of the Steering Committee in each region. d. The Vice Chair of the Steering Committee shall act as the Chair in the absence of 5.1.2 Region Level Organizational Structure the Chair or when represented by same. The NFCS at regional governments’ level shall have the NFCS Steering Committee, the 5.1.2.2 The Structure of the Regional NFCS Coordinators regional NFCS Coordinator, and the NFCS Sectoral Taskforce as depicted in Figure 3. a. The NFCS regional Coordinators, hereafter referred to as “Regional Coordinators”, shall be employed under the Regional Meteorological Service Centers of each region. b. Employment of the Regional Coordinators shall be made by the NMA and approved by the Steering Committee. c. The Coordinator shall be accountable to the Head of the Regional Meteorological Service Centers in each region, to the Chair and Vice Chair of the Steering Committee, and to the Coordinator of the NFCS Coordination Unit at Federal level. d. He/she will participate in Steering Committee meetings but shall not vote for decisions involving majority voting. e. The Coordinator shall hire part-time consultants as required in consultation with the Finance and Administration Head of the Federal NFCS Coordination Unit and NMA’s Human Resources Director. f. Recruitment of part-time consultants at regional level shall be approved by the Coordinator of the Federal NFCS Coordination Unit. 5.1.2.3 The Structure of the Regional NFCS Sectoral Taskforce a. The NFCS Sectoral Taskforce, hereafter referred to as “the Taskforce”, shall be set up at regional level. b. Members of the Taskforce are drawn from each of the six core climate institutions (Bureau of Agriculture; Bureau of Water, Irrigation and Energy; Bureau of Health; Regional Meteorological Service Centers; Regional Disaster Risk Management Office; and Bureau of Environment, Forest and Climate Change). c. Each climate institution shall assign maximum of four and minimum of two experts in the Taskforce. d. Taskforce members drawn from each of the six core climate institutions are the Figure 3: Region level organizational structure of NFCS ones in charge to ensure execution of activities in the strategic plan and other 9 National Framework for Climate Services - Ethiopia National Framework for Climate Services - Ethiopia 13 14 climate service relevant actions in their respective sectors at regional level. Disaster Risk Management Office; Office of Environment, Forest and Climate e. The Taskforce shall be chaired by the Coordinator and Co-chaired by the Change in each Zone . Depending on the existing realities, the representative of designated Bureau of Agriculture focal person. RMSC will attain the zonal steering committee meeting f. The person designated by Regional Meteorological service Center will be c. The office of Agriculture is the Vice Chair of the Steering Committee in each Zone. the Secretary of the Taskforce. d. The Vice Chair of the Steering Committee shall act as the Chair in the absence of the Chair or when represented by same. 5.1.3 Zone Level Organizational Structure e. The Steering Committee in each Zone will have one NFCS Technical The NFCS at zone administrative levels shall have the NFCS Steering Committee and Coordinator and he/she will be employed in zonal office of agriculture and the NFCS Sectoral Taskforce as depicted in Figure 4. appointed at the organization acting as the Secretary for the steering committee. f. The Technical Coordinator shall be accountable to the Zonal Administrator, the Head of the Zonal office of Agriculture and the Regional NFCS Coordinator. 5.1.3.2 The Structure of NFCS Sectoral Taskforce a. The NFCS Sectoral Taskforce, hereafter referred to as “the Taskforce”, shall be set up at Zonal level. b. Members of the Taskforce are drawn from each of the six core climate institutions (Office of Agriculture; Office of Water, Irrigation and Energy; Office of Health; Zone Disaster Risk Management Office; Office of Environment, Forest and Climate Change in each Zone). Depending on the existing realities, the representative of RMSC will attain the zonal taskforce meeting c. Each climate institution shall assign maximum of four and minimum of two experts in the Taskforce. d. Taskforce members drawn from each of the six core climate institutions are the ones in charge to ensure execution of activities in the strategic plan and other climate service relevant actions in their respective sectors at regional level. e. The Taskforce shall be chaired by the Technical Coordinator and Co-chaired by the designated Office of Agriculture. f. The person designated by the Office of Water, Irrigation and Energy focal person will be the Secretary of the Taskforce. Figure 4: Zonal level organizational structure of NFCS 5.1.3.1 The Structure of the NFCS Zonal Steering Committee a. The NFCS Zonal Steering Committee, hereafter referred to as “the Steering Committee” is shall be chaired by the Administrator of each Zone in Ethiopia and is made up of Heads and Deputy Heads represented from six core governmental climate institutions, including NMA representative. b. The six government organizations representing the Steering Committee shall be: Office of Agriculture; Office of Water, Irrigation and Energy; Office of Health; Zone 10 National Framework for Climate Services - Ethiopia National Framework for Climate Services - Ethiopia 15 16 5.1.4 Woreda Level Organizational Structure Office of Agriculture; Office of Water, Irrigation and Energy; Office of Health; Zone The NFCS at Woreda levels shall have the NFCS Steering Committee and the NFCS Disaster Risk Management Office; and Office of Environment, Forest and Climate Sectoral Taskforce as depicted in Figure 5. Change in each Woreda. Depending on the existing realities, the representative of RMSC will attain the Woreda steering committee meeting. c. The Office of Agriculture is the Vice Chair of the Steering Committee in each Woreda. d. The Vice Chair of the Steering Committee shall act as the Chair in the absence of the Chair or when represented by same. e. The Steering Committee in each Woreda will have one NFCS Technical Coordinator and he/she will be employed in Woreda office of agriculture and appointed at the organization acting as the Secretary for the steering committee. f. The Technical Coordinator shall be accountable to the Woreda Administrator, the Head of the Woreda Office of Agriculture the Zonal NFCS Technical Coordinator, and the Regional NFCS Coordinator. 5.1.4.2 The Structure of NFCS Sectoral Taskforce a. The NFCS Sectoral Taskforce, hereafter referred to as “the Taskforce”, shall be set up at Woreda level. b. Members of the Taskforce are drawn from each of the five core climate institutions (Office of Agriculture; Office of Water, Irrigation and Energy; Office of Health; Woreda Disaster Risk Management Office; and Office of Environment, Forest and Climate Change). Depending on the existing realities, the representative of RMSC will attain the Woreda taskforce meeting c. Each climate institution shall assign maximum of four and minimum of two experts in the Taskforce. d. Taskforce members drawn from each of the five core climate institutions are the ones in charge to ensure execution of activities in the strategic plan and other climate service relevant actions in their respective sectors at regional level. e. The Taskforce shall be chaired by the Technical Coordinator and Co-chaired by the designated Office of agriculture focal person. f. The person designated by the Office of Water, Irrigation and Energy will be the Secretary of the Taskforce. Figure 5: Woreda level organizational structure of NFCS 5.2 Coordination among NFCS Stakeholders 5.1.4.1 The Structure of the NFCS Woreda Steering Committee a. Climate Service Stakeholders of the NFCS encompass: in-country climate data a. The NFCS Woreda Steering Committee, hereafter referred to as “the Steering providers; international climate data providers; co-producers; academic and Committee” is shall be chaired by the Administrator of each Woreda and is made research partners; funding partners; capacity strengthening and programming up of Heads and Deputy Heads represented from five core governmental climate partners; purveyors; and end users of climate services. institutions and representative from RMSC. b. Climate Service Stakeholders of the NFCS shall have a coordination platform at b. The five government organizations representing the Steering Committee shall be: Federal, Regional, Zonal and Woreda levels. 11 National Framework for Climate Services - Ethiopia National Framework for Climate Services - Ethiopia 17 18 c. The organizational structures of NFCS at four administrative levels described in section 5.3 Roles and Responsibilities 4.1 shall provide grounds for coordination among climate service stakeholders. 5.3.1 Roles and Responsibilities of the NFCS Council and Steering d. NFCS coordination units set up under each administrative levels shall play central Committee roles in facilitating stakeholder coordination as schematized in Figure 6. e. The names and categories of organizations and their respective representatives of 5.3.1.1 General NFCS stakeholders shall be recorded by the NFCS Coordination Units at each administrative level. a. The NFCS Council at federal level and the Steering Committee at Regional, Zonal, f. NFCS stakeholders at each administrative level shall have regular meetings and Woreda levels are the highest decision making bodies in their respective every two month. management chain. g. The specific date of meeting shall be decided by the NFCS coordination units at b. The Council shall approve recruitment of the Coordinator for the NFCS federal, regional, zonal, and woreda levels in consultation with the Council, the Coordination Unit at Federal level. Steering Committee, and the Taskforces. c. The Steering Committee at regional, zonal, and woreda levels shall approve h. Climate Service Stakeholders of NFCS, by the lead role of Coordination Units at recruitment of the Coordinators. each administrative level, shall develop detailed guiding procedures of their d. The Council shall approve performance objective indicators used for evaluation of operation. the NFCS strategic plan. e. The Council at federal level and the Steering committee at regional, zonal and woreda levels shall hear bi-annual and annual progress reports, mid-term assessment reports, terminal evaluation reports and other reports pertaining to the NFCS strategic plan and passes decisions on next courses of action and recommend corrective measures and adjustments as appropriate. f. Bi-annual and annual progress reports, mid-term assessment reports, terminal evaluation reports and other reports pertaining to the NFCS strategic plan shall be produced and presented by the Coordinator of NFCS at all administrative levels. g. The Council at federal level and the Steering committee at regional, zonal and woreda levels shall ensure that quality standards are met while implementing the strategic plan by each member organization. h. The Council and the Steering committee at all levels shall ensure collective responsibility and stewardship of resources dedicated to the NFCS. i. The Council and the Steering committee shall assess the context in which the NFCS strategic plan is implemented and makes recommendations on how to adapt to dynamic environments. j. The Council and the Steering Committee shall give guidance to the NFCS Coordination Unit on operations of the NFCS strategic plan. k. The Council shall review and approve within maximum of 5 working days reports pertaining to the NFCS prior to submission to donors and external bodies. l. The Council shall approve all operational guidelines, standard operating procedures, and knowledge products pertaining to the NFCS prior to application. Figure 6: Coordination of climate service stakeholders 12 National Framework for Climate Services - Ethiopia National Framework for Climate Services - Ethiopia 19 20 m. Each of the core climate service institutions shall employ full-time technical 5.3.1.4 Representation experts to ensure execution of the NFCS strategic plan. a. The Chair, the Vice Chair, and the Secretary of the Council and the Steering n. Each of the core climate service institutions shall officially assign technical staff Committee and the Coordinator of the NFCS shall be official spokespersons for the that shall be represented in the NFCS Sectoral Taskforce. NFCS partnership in their respective levels of jurisdiction. b. Other Council and Steering Committee members may represent the partnership 5.3.1.2 Meetings after approval by the Chair. a. The Council at federal level and the Steering committee at regional level shall meet regularly every six months and shall hold extraordinary meetings as 5.3.2 Roles and Responsibilities of the Coordination Unit and Coordinators appropriate. a. The Coordination Unit at federal level shall assume overall operational level b. The Chair of the Council and the Steering Committee at all levels in consultation responsibility for facilitating implementation of the strategic plan by respective with the Secretary shall set the agenda for the meeting. partners according to activity plans and budget allocations. c. The secretary of the Council and the Steering Committee shall ensure that agenda b. The Coordination Unit at federal level and coordinators in each region, Zone and supporting materials are delivered to members at least 5 working days in and Woreda shall work closely with government authorities and other advance of meetings. stakeholders to ensure effective delivery of the strategic plan and the costed d. The Chair of the Council and the Steering committee at all levels facilitates the action plan. meeting and support open discussion, debate, and encourage other members to c. The Coordination Unit and coordinators in each region, Zone and Woreda shall share their opinions. track strategic plan activity and budget performances, take corrective measures, e. The Chair of the Council and the Steering Committee at all levels shall summarize and provides feedback to heads of respective partner organizations and to the main points discussed and decisions thereof. Council. f. All members of the Council and the Steering committee at all levels shall attend d. The Coordination Unit and coordinators in each region, Zone and Woreda every meeting or by delegating their authority to the person attending either in shall synthesize periodic reports and submit to the Council on time. person or by virtual means. e. The Coordinators at all levels shall make technical decisions within the NFCS g. The quorum of Council and Steering Committee meeting is when same is attended strategic plan framework and cascade them horizontally and vertically across by at least 75% of members. partners. h. In the event one organization is not represented, interim decisions can be made and f. The Coordination Unit and coordinators in each region, Zone and Woreda the absent party can give input as soon as they are available. shall facilitate NFCS stakeholder platform meetings and events on regular i. Minutes of the meetings shall be produced and documented by the Secretary of basis and document outcomes. the Council and the Steering Committee and circulated to the members for approval. 5.3.3 Roles and Responsibilities of the NFCS Sectoral Taskforces 5.3.1.3 Decisions and dispute reconciliation 5.3.3.1 General a. If and when the Council needs to make a decision, where possible, members of a. The Taskforce at all levels shall work to ensure climate services across sectors are the Council shall seek consensus on decisions. regularly generated, linked, adapted, disseminated, applied, monitored, and b. In the event where there is a difference of opinions, the majority rule will apply evaluated. and a decision can be taken forward. b. The Taskforce shall serve as an operational level learning and dynamic c. Should a solution not be reached, however, the Chair of the Council and the information sharing hub for NFCS. Steering committee shall retain ultimate authority to pass decisions over matters that may have significant social, political, environmental and/or economic consequences. d. Disputes between members of the NFCS partnership on strategic plan implementation shall be presented to the Council and the Steering Committee for guidance and resolution. 13 National Framework for Climate Services - Ethiopia National Framework for Climate Services - Ethiopia 21 22 5.3.3.2 Meetings a. The Taskforce at all levels shall meet every quarter, and yet convenes extraordinary meetings when deemed necessary by OPRATIONAL the Coordinator, the Vice Chair of the Taskforce and the 6 Secretary. STANDARDS b. The Coordinator at all levels, in consultation with the Vice Chair and the Secretary, shall set meeting agenda and send out invitations to members ten days ahead of the meeting. c. Meeting agenda can be added and/or modified by members of the Taskforce when necessary. d. Minutes of the meetings shall be produced and shared by the secretary of the Taskforce and circulated to the members. e. Taskforce members shall attend every meeting, either in person or virtual means. f. The quorum of the Taskforce meeting is when same is attended by at 60% of members. 5.3.3.3 Decisions a. The Taskforce at all levels shall pass technical decisions that positively affect the performance of the strategic plan. b. The Coordinator at all levels submits technical decisions to the Council at federal level and to the Steering Committee at regional, zonal and woreda levels for approval. c. Approval of technical decisions by the Chair, Vice Chair, and the Secretary of Council and the Steering Committee shall be made within maximum of 5 working days of submission. d. Budget reviews and financial decisions shall be based on prior reviewed reports and agreed requirements provided in the financial management guideline. e. Members of the Council and the Steering committee shall add no new activities without prior approval by the Coordinator of the federal Coordination Unit and the Council. 14 National Framework for Climate Services - Ethiopia 23 d. Each member and partner of the NFCS must establish and maintain an Asset Inventory of all items of equipment procured. 6. Operational standards e. Each asset shall have a unique serial number and be safely secured at all times. f. The federal NFCS Coordination Unit shall assume responsibility to track 6.1 Strategic Plan Quality Assurance asset procurement and registry by all members and partners of the NFCS. a. Quality assurance shall be pursued at all levels of the NFCS strategic g. At the end of the strategic plan period, members and partners of the NFCS shall plan implementation, horizontally and vertically. retain ownership of the assets procured. b. The Federal NFCS Coordination Unit shall assume responsibility to develop quality assurance standards and guidelines and same shall be approved by the Council. 6.4 Financial Management and fund disbursement c. NFCS Coordinators at all levels shall have the role to oversee quality of the strategic a. Each implementing partner of the NFCS and the Coordination Unit shall have plan implementation processes and results. government budget dedicated for implementing and facilitating implementation d. NFCS Coordinators at all levels shall conduct monitoring and supervision of the NFCS strategic plan. In addition, resources shall be mobilized from function to ensure that the strategic plan is implemented in accordance with developmental partners jointly an in isolation /independently by climate service work plans, budgets and quality standards. institutions for NFCS implementation. e. Implementing partners (organizations representing climate sensitive sectors) shall b. The overall budget dedicated for implementation of the NFCS strategic plan be directly responsible for the implementation of activities of the strategic plan shall be administered by the Coordination Unit of the NFCS at federal level. according to agreed quality standards. c. Partner organizations shall receive funds in arrears in line with NFCS financial guidelines and approved budget for each implementing partner. 6.2 Monitoring, Evaluation and Reporting d. Transfer of first instalment of the total budget to implementing partners shall be a. The Federal NFCS Coordination Unit shall assume responsibility to develop made up on signing of partnership agreement. monitoring, evaluation, and learning standards and guidelines to track program and e. Transfer of instalments of the total budget other than the first instalment to financial performances and same shall be approved by the Council. implementing partners shall be made in bi-annual basis (at the middle of the fiscal b. Coordinators of the NFCS at their respective levels of jurisdiction track year) up on submission of technical and financial reports meeting acceptable performances of the strategic plan implementing partners. standards. c. To achieve a balanced view of performance, both financial management and f. The Coordinator of the NFCS Coordination Unit retains the responsibility to verify program management key indicators shall be measured. and notify whether implementing partners have met quality and reporting d. Program and financial performance shall be used to deal with underperformance standards. identified during regular monitoring and evaluation visits, spot checks, and by g. Implementing partners are responsible for ensuring that government tax regulations reviewing general financial and program performance indicators against the detailed are properly adhered to. costed action plan. h. Financial reports shall provide a detailed expenditure statement e. Adjustments to strategic plan components and costed action plans shall be made (supporting documentation to be submitted on demand) containing a annually on grounds of solid justifications exhibited by Coordinators of the NFCS detailed expenditure statement per budget line. and approved by the Council and the Steering Committee. i. No more than 15% variance against the allocated budget of the reporting fiscal 6.3 Procurement and Asset Management year is permissible on any major budget heading without prior written permission from the NFCS Coordinator at federal level. a. Any procurement using both government and grant funds must meet good practice, j. Explanation must be provided for any increases in unit costs or individual using transparent processes, fair and open competition, and good contract budget headings of above 15%. management, including prevention of malpractice. k. All funds shall be accounted in both USD and ETB and all expenditure reports b. Procurement should be underpinned by the principle of good value for money. submitted by implementing partners to the federal NFCS Coordination Unit shall be c. Procurements of all goods and services shall be guided by procurement policies of in both USD and ETB. the Government of Ethiopia. 15 National Framework for Climate Services - Ethiopia National Framework for Climate Services - Ethiopia 25 26 l. The NFCS Coordination Unit and all implementing partners shall set a separate Bank Account for the budget dedicated to implementation of the NFCS strategic plan. m. Unspent budget by each implementing partner at the end of each planning year shall be carried over to the DECLARATION OF next year up on grounds that justify same and up on 7 approval of the Coordinator of the NFCS Coordination PARTICIPANT Unit and the NFCS Council. n. In an event of no strong justification, unspent budget by each implementing partner at the end of each planning year shall be re-allocated for other demanding strategic plan components. o. Unspent budget by each implementing partner at the end of the entire strategic plan period shall be returned to the sources of funds unless otherwise decided by the Deputy prime Minister of Ethiopia. 6.5 Audit a. Each implementing partner and the NFCS Coordination Unit shall make sure that they adhere to audit policies and procedures of the government of Ethiopia. b. In case of donor-financed strategic plan components, each implementing partner and the NFCS Coordination Unit shall adhere to donor audit requirements. 16 National Framework for Climate Services - Ethiopia 27 7. Declaration of Partnership We member organizations of the NFCS partnership hereby officially declare that the contents of this coordination guideline are valid and accepted to work in partnership and we confirm to be guided by the provisions therein. 1. Minister, Ministry of Water, irrigation and Energy Name Signature Date 2. Minister, Ministry of Agriculture Name Signature Date 3. Minister, Ministry of Health Name Signature Date 4. Director General, National meteorological Agency Name Signature Date 5. Commissioner, National Disaster Risk Management Commission Name Signature Date 6. Commissioner, Environment, Forest, and Climate Change Commission Name Signature Date 17 National Framework for Climate Services - Ethiopia 29 18