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Support to Elections during the Transitional Period (SETP)
Commissioning Unit:Yemen
Evaluation Plan:2012-2019
Evaluation Type: Project
Completion Date:11/2012
Unit Responsible for providing Management Response: Yemen
1. Recommendation: Given the interconnectedness between the election support process and the national dialogue and other aspects of the transition process, it will be critical that effective linkages and lines of accountability and communication are forged and agreed between the Office of the Special Adviser on Yemen as the UN?s political lead in the transition process, and UNDP as the lead in election project support to ensure harmonization in the UN approach overall. These principles should be embedded in the Project Document. A possible approach may be that the Office of the Special Adviser is formally integrated as Co-Chair with UNDP into the Donor Working Group or relevant policy and decision-making body of the elections project at which issues of political and strategic decisions with regard to election support and matters of risk assessment and mitigation planning are standing agenda items.
Management Response: [Added: 2013/12/15]

The Elections Working Group for donors and partners coordination meeting is attended by a high level representative from the Office of the Special Advisor for Yemen. This representative ensures the linkage between SCER and the political by briefing the EWG on the latest political challenges, including those specifically related to elections. This synergy is intended to ensure that the technical and political aspects are intertwined for electoral related support by the international community. The EWG also, on a rotating basis, is conducted with and at the Supreme Commission for Elections and Referendum (SCER) to ensure the international community and Yemen?s election management body are equally involved in wider political/technical issues and implications as related to elections. UNDP along with representatives from the office of the Special Advisor, attend all SCER meetings with political parties to ensure smooth coordination from the National and International parties supporting the elections process.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Adjust the Project Document to incorporate: Voter Registration; training of sub-comities; gender involvement in election; preparation for the referendum; and elections.
[Added: 2013/12/15] [Last Updated: 2014/12/17]
UNDP, Governance & advisory 2014/04 Completed The project document has been finalized. The Finalisation of the Project document has been delayed due to the instable political situation.
2. Recommendation: The Donor Working Group concept, which provided for donors, UNDP and other key stakeholders to be jointly engaged in policy and decision-making regarding the project, is continued.
Management Response: [Added: 2013/12/15]

The donor Elections Working Group is not only a fund-raising platform, but also as platform for debriefing and exchanging information, discussing issues and risks ahead. Decisions are always made by SCER management in consultation with donors through the EWG platform.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Draft all Minutes of EWG Meetings and share all critical decisions with donors and SCER management.
[Added: 2013/12/15] [Last Updated: 2017/08/15]
UNDP, SETP 2014/09 No Longer Applicable [Justification: The country is in crisis and all developmental projects have been closed and public institutions paralized. CO is only working on the resilience programme to help the people of Yemen to cope with the consenquences of the ongoing comprehensive civil war.]
SETP 1 was drafting minutes of EWG meetings helds on a regular basis. The process is still going on with SETP 2.
3. Recommendation: With regard to M&E, donors and UNDP to look jointly at how objectives, delivery, impact and learning are identified at the project design stage to ensure adequate reporting further down the track.
Management Response: [Added: 2013/12/15]

The draft Project Document is shared with all donors and the SCER (after translation) and discussed at an LPAC meeting to ensure that all strategic plans are covered. Also, the project board meeting for the SETP is used as the main platform for presenting the past activities and the road ahead.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
held annual Project Board meetings
[Added: 2013/12/15] [Last Updated: 2017/08/15]
SETP management 2014/12 No Longer Applicable [Justification: The country is in crisis and all developmental projects have been closed and public institutions paralized. CO is only working on the resilience programme to help the people of Yemen to cope with the consenquences of the ongoing comprehensive civil war.]
Project board have been held every year.
4. Recommendation: Inclusive, participatory governance structures of the nature endorsed by all parties in the SETP project that provided for donor, SCER and other implementing partner (e.g. NDI and IFES) dialogue should be affirmed and embedded in future project management and coordination architecture.
Management Response: [Added: 2013/12/15]

This was achieved through the integrated framework for support. This outlines who does what and outlines as well the costs associated to each action. The IRF outlines clearly the responsibilities of each party (e.g. NDI and IFES).

Key Actions:

Key Action Responsible DueDate Status Comments Documents
IRF drafted and signed by all parties.
[Added: 2013/12/15] [Last Updated: 2014/12/17]
UNDP, IFES, NDI and SCER 2014/09 Completed Work concluded and the IRF approved.
5. Recommendation: The positive impact of the fast-tracking of election support processes and the models of coordination should be shared as a lesson learned more widely within the organization.
Management Response: [Added: 2013/12/15]

The lessons learned from fast track experience in JEAP and SETP-1 was followed in order to ensure successful and fast results. Without implementing the fast track modality, no procurements could have been achieved within the necessary electoral timelines.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Share and distribute all details of fast track modality to all personnel of SETP team. This task shall be made by the advisory team to the project.
[Added: 2013/12/15] [Last Updated: 2014/12/17]
SETP 2014/03 No Longer Applicable The SETP 2 is not under the fast track modality.
6. Recommendation: The spirit of consultation with SCER on the recruitment of key project staff as foreshadowed in the project document should be followed through.
Management Response: [Added: 2013/12/15]

SCER is consulted on all SETP staff hiring and has provided input in the drafting of terms of reference. SCER management in many times felt some need for certain staff for some specialities. Follow up on all new positions are done through the new National and International staff that was hired for assisting the administration of SETP.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
hire more staff and consultant for the project to cover the operational and programme support in consultation with SCER
[Added: 2013/12/15] [Last Updated: 2014/12/17]
SETP 2013/03 Completed
7. Recommendation: There has been no overlapping of human resources between JEAP and SETP; both teams worked often closely on specific topics like media outreach, communication, and voter awareness campaigns. However, future projects should take into consideration the EMB capacity in liaising with different donors, projects and interlocutors and make sure the teams present in the SCER do not replicate the same functions.
Management Response: [Added: 2013/12/15]

There was no duplication of activities between JEAP and SETP. Both projects complemented each other. JEAP took the soft support and SETP took the hard support. JEAP followed the electoral cycle before the elections stage (since elections was not determined that time), while SETP followed the electoral cycle during the elections. Both worked closely with related SCER units.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Design and match all project sectorial result framework with the SCER departments.
[Added: 2013/12/15] [Last Updated: 2014/12/17]
SCER and SETP 2014/07 Completed New project document for SETP/BVR is finalized pending for LPAC.
Ensure that every party commit to the implementation of the results and resources framework .
[Added: 2013/12/15] [Last Updated: 2017/08/15]
SCER and SETP 2014/07 No Longer Applicable [Justification: The country is in crisis and all developmental projects have been closed and public institutions paralized. CO is only working on the resilience programme to help the people of Yemen to cope with the consenquences of the ongoing comprehensive civil war.]
8. Recommendation: The SCER Chairman emphasized the need to restructure the SCER both at central and governorate levels. Smaller and more specialized staffs are needed. A priority - on which any capacity building effort could then be based upon- is to assist the SCER in designing a human resource plan and possibly a plan to restructure the institution.
Management Response: [Added: 2013/12/15]

SETP-II will hire a legal advisor to revise the new law drafted by the Ministry of Legal Affairs and propose necessary improvement. This legal advisor ensures that the new SCER structure is functioning professionally. SETP cannot change SCER structure but can assist in the new law proposing a new structure, in addition to supporting the HR practices of the SCER and its professionalization.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Hire a Legal Advisor to revise the draft law and propose necessary improvements.
[Added: 2013/12/15]
SETP 2013/11 Completed
9. Recommendation: Given the short time available, not much could have been achieved in terms of training of election officials. However, a project like JEAP, which was already present in the field and had previous experiences with providing capacity to the SCER (BRIDGE), could have done more. The SCER itself self-evaluated the trainings as being insufficient, and asked for more efforts in this field. In addition, reports from the different projects widely mention weaknesses in the fields of IT, and operational and strategic planning. A robust, systematically coordinated effort is needed in terms of training of the middle and lower management of the EMB. The needs should be identified and a plan for a multi-donor, cross-sector (security, media, voter register, ToT, IT and new technologies) training Programme should be developed.
Management Response: [Added: 2013/12/15]

The trainings needs of the SCER were identified through a workplan submitted by SCER to SETP, listing down all SCER training needs from the Senior management level to the sub-committee in the field. A training strategy was developed and included in the result framework.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Develop a training strategy as part of the result framework
[Added: 2013/12/15]
SETP, UNDP 2013/09 Completed
Support the implementation of the training strategy
[Added: 2013/12/15] [Last Updated: 2017/08/15]
SETP, UNDP 2014/03 No Longer Applicable [Justification: The country is in crisis and all developmental projects have been closed and public institutions paralized. CO is only working on the resilience programme to help the people of Yemen to cope with the consenquences of the ongoing comprehensive civil war.]
the training strategy is part of the new SETP/BVR project but might be subject to revision based on decision of the Project board.
10. Recommendation: The continued strong support of advocacy for women?s political rights, voter mobilization and sharing in the electoral administration and operation in a fair manner is strongly urged.
Management Response: [Added: 2013/12/15]

The new project dedicated strong activities directed to support the women?s involvement in the political process and elections. More roles for women are expected through the quota system under the new draft law as a result of the National Dialogue.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Support the implementation of activities mentioned in the result framework concerning women political participation in the election process
[Added: 2013/12/15] [Last Updated: 2017/08/15]
SETP, SCER women?s department. 2014/08 No Longer Applicable [Justification: The country is in crisis and all developmental projects have been closed and public institutions paralized. CO is only working on the resilience programme to help the people of Yemen to cope with the consenquences of the ongoing comprehensive civil war.]
Women political participations activities are Included in the new SETP/BVR Project Proposal.

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