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Committee Guidelines

Committee Guidelines

National Steering Committee Terms of Reference

Please be advised that these are generic TORs, based on the material about the NSC in the Operational Guidelines main text, and should be adopted after careful review and adjustment to fit country circumstances.

Bracketed items need to be completed by the National Coordinator once NSC procedures and mechanisms have been determined.

These procedures should be established before substantive deliberations take place.

NSC Functions and Duties

  • The SGP National Steering Committee (NSC) composition and operation will conform to the relevant sections of the UNDP SGP Operational Guidelines. Those sections may be appended to these TORs
  • The principal functions and duties of the NSC include:
    • Participation in the development and periodic revision of the Country Programme Strategy;
    • Lead responsibility, along with the National Coordinator, for the Biennial Programme Review; and
    • Review and approval of Project proposals, submitted to the SGP by NGOs/CBOs and pre-screened by the National Coordinator, in accordance with established criteria and procedures
  • NSC members are also encouraged to actively participate in site visits and ongoing monitoring and evaluation activities associated with the SGP and its projects, and NGO/CBO project proponents
  • The NSC may wish to elaborate a set of project selection criteria based on the country programme strategy to help guide decisions and provide additional consistency to project selection
  • As noted in part III of the Operational Guidelines, the NSC shall decide whether it will consider and approve project concepts and planning grants, or will rather leave these tasks to the National Coordinator. In the case of the latter, the NC will keep the NSC informed about concepts received and approved and planning grants awarded

NSC Terms of office and Appointment

  • Members of the NSC serve on a voluntary basis and without financial compensation. Reimbursement of reasonable and necessary expenses such as long-distance travel to project sites and NSC meetings may be provided. Reimbursement of expenses such as travel should be approved prior to the actual expenditure and follow standard SGP procedures
  • The NSC should consist of between [six and twelve] members, with the majority of members from the NGO sector. [The range is given as guidance only; the specific number of members is to be determined by the NC in consultation with the UNDP CO Representative and the SGP Global Manger] Efforts should be made to ensure gender and ethnic diversity in the committee
  • Members of the NSC are appointed by the UNDP Resident Representative in consultation with the NC. Appointments to the NSC are subject to ratification by the SGP Global Manager. Members may also be removed from the NSC by the UNDP Resident Representative for cause
  • The UNDP Resident Representative or his \ her delegate, usually the UNDP Country Office SGP focal point, represent the UNDP on the NSC
  • The SGP National Coordinator serves ex office on the NSC, participating in deliberations, but not voting in the project selection process. The NC also serves as Secretariat to the NSC (See below on specific NC responsibilities)
  • The term of office of each NSC member is for a period of [two-year]. Ideally the NSC would have a [two-year] rolling membership with members serving staggered terms. In the event that a member fails to complete a full term of office, a new member shall be appointed by the UNDP Resident Representative. NSC members may by reappointed to serve additional [two- year] terms based on service and commitment to the programme

NSC Meetings and Rules of Order

  • The NSC meets on a quarterly [or insert another schedule] basis to review and approve grant proposals and to conduct other activities within its terms of reference
  • The NSC nominates a Chair from among its regular members, preferably by consensus. Neither the UNDP Resident Representative (nor his\ her delegate) nor the SGP National Coordinator may serve as the Chair .The Chair presides at NSC meetings in accordance with the rules of order which have been adopted, and facilitates the process of consensus- building in NSC deliberations. The position of Chair is not permanent and rotates [every meeting, every quarter, every semester, and every year]
  • Where possible, the NSC operates on the basis of consensus rather than formal voting. Specific procedures and quorum requirements should be proposed by the National Coordinator and NSC members and adopted by the NSC prior to any substantive deliberations or determinations
  • Regular meetings of the NSC ordinary include the following agenda items:
    • Report on statues and progress of the country and global SGP;
    • Statues reports and updates on projects and activities in implementation;
    • Financial report on execution of grant allocation;
    • Presentations of project proposals for consideration
  • NSC minutes concerning meetings in which projects are approved should be as detailed and specific as possible, listing each project considered and including all NSC recommendations or observations about each project, The NSC decision about each project should be clearly noted, including any reformulations required before final approval. The list of approved projects should be signed by all NSC members present
  • The NSC should review and sign- off on project proposal that are reformulated or adjusted after being provisionally approved by the NSC, prior to submitting them to the UNDP Resident, Representative for MOA signature. A formal meeting is not required, and the review may be done on a no- objection basis
  • Upon accepting appointment to the NSC, members commit themselves to ensuring the complete objectivity and transparency of the NSC, both in fact and in appearance. The NSC must avoid the appearance of self-dealing, conflict of interest, or undue influence. No member of the NSA shall participate in the review or approval of any project in which that member, or an organization with which that member is associated, has an interest. In such cases, the member shall be excused from both the discussion and decision on the project
  • As matter of principle, the NSC (and the SGP as a whole) must operate in as transparent a manner as possible. The NC should maintain an official record of each NSC meeting, which is available to the public. However, in order to protect NSC members, nor the attributed statements of NSC members during deliberations shall be disclosed
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