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Evaluation of the Liberian Peacebuilding Office (PBO)
Commissioning Unit: Liberia
Evaluation Plan: 2013-2019
Evaluation Type: Project
Completion Date: 04/2016
Unit Responsible for providing Management Response: Liberia
Documents Related to overall Management Response:
 
1. Recommendation:

It is recommended to reallocate to another institution three tasks associated to PBO´s accountability “facilitating JSC functioning and oversight” pertaining to PBO´s function as JSC Secretariat to prevent conflict of interests in PBO´s functioning without hindering national ownership and national capabilities to work on peacebuilding. The three tasks that should be reallocated are “preparing, convening and facilitating JSC meetings”, “following up on decisions taken by the JSC”, and “acting as the key focal point for communication with the PBSO on the Liberia Peacebuilding Priority Plan 2013-2016”. The evaluation, during its mission to Monrovia conducted a participatory assessment on the most suitable institution to assume the responsibility of performing these tasks. The complete assessment can be found in Annex 13. According to this assessment it is recommended to reallocate these tasks to UNMIL’s SRSG’s Front Office chiefly because the SRSG is co-Chair of the JSC, which would reinforce PBO´s accountability to the JSC; and because UNMIL has the strategic responsibility for coordinating peacebuilding activities in Liberia.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/09]

Management acknowledges the recommendation and agree that these tasks should be transferred to the office of the SRSG.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Prepare, convene, facilitate JSC meetings and follow-up on decisions taken by the JSC. Also act as the key focal point for communication with the PBSO on the Liberia Peacebuilding Priority Plan 2013-2016 have been reallocated in RC’s Office of UNDP.
[Added: 2018/05/09]
UNDP RC’s Office 2016/12 Completed According to the assessment report, it was recommended to reallocate these tasks to UNMIL’s SRSG’s Front Office chiefly because the SRSG is co-Chair of the JSC. UNMIL departs Liberia in March 2018, so placement of the tasks in the RC’s Office was necessary.
2. Recommendation:

The JSC support staff at UNMIL’s SRSG’s Front Office responsible for the reallocated tasks (“preparing, convening and facilitating JSC meetings”, “following up on decisions taken by the JSC”, and “acting as the key focal point for communication with the PBSO on the Liberia Peacebuilding Priority Plan 2013-2016”) should maintain a permanent communication with the PBO M&E Team and participate in every joint monitoring visit with the aim of participating in the identification of any challenges and bottlenecks in the implementation of the Liberia Peacebuilding Priority Plan 2013-2016. Additionally, this staff should get involved in final quality assurance of JSC reports and in following-up decisions made by the JSC members.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/09]

The management will work with the designated staff to ensure that joint monitoring of programme activites are done.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Permanent communication by the staff responsible for the reallocated tasks is taking place with the PBO. However, its only trained M&E Officer was recruited by UNDP Liberia and redeployed to the PBF Secretariat contrary to the recommendation.
[Added: 2018/05/09]
PBF Secretariat & UNDP Liberia 2018/01 Completed The M&E Officer works directly with the reallocated tasks responsible person within the PBF Secretariat
3. Recommendation:

It is recommended to follow a standard procedure to adequately support JSC meetings. The proposed procedure is described below.
Preparation of JSC meetings:
• Information to be shared with JSC members before JSC meetings should be submitted five weeks before the scheduled date of the JSC meetings and should include updated monitoring data and analysis of these data so that the JSC can perform its oversight function of the Liberia Peacebuilding Priority Plan 2013-2016.
• JSC members then will have one week to ask for clarifications on the documentation submitted and the JSC support staff at UNMIL’s SRSG’s Front Office will have one week to answer questions and prepare and share a proposed agenda and for the meeting.
• JSC then will have one week to propose modifications to the agenda.
• JSC support staff at UNMIL’s SRSG’s Front Office will have one week to finalize the agenda and submit it one week before the JSC meeting date.
Handling of minutes (MOMs) of JSC meetings:
• Notes taking needs to be complete accurate.
• A draft version of the MOMs has to be shared with JSC meetings attendants within three days after the meeting for comments during one week.
• MOMs have to be modified according to comments and shared again with JSC meetings attendants maximum three days after the comments deadline.
• Finally, once JSC meetings attendants endorse the MOMs, the have to be sent to the JSC co-Chairs for signature.
• MOM needs to be prepared in a standard template. At least the following sections need to be included: meeting agenda, follow-up on decisions made in previous JSC meetings,
HHRR and gender challenges and progresses, discussions, decisions made, business arising, and list of attendants.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

The Management will take the following  recommended actions to ensure that JSC members are fully informed so as to enable them take policy decisions.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
The PBF Secretariat responsible to organize JSC meetings has been unable to formally organize said meeting due to the fact that Government and its international partners streamlined coordination structure integrated with the JSC structure. Matters of the JSC are discussed by the new structure which is in line with the Government’s Agenda for Transformation.
[Added: 2018/05/11]
PBF Secretariat/UNDP Liberia 2016/11 Completed
4. Recommendation:

It is recommended to recruit a Senior Programme Manager for the PBO. The TOR for this position should include at least the following responsibilities: making decisions at the operational level; ensuring systematic coordination, communication and information sharing among PBO staff members through the organization of weekly, half year and annual meetings and ensuring follow-up on decisions made during these meetings; promoting complementarities and collaboration among PBO staff members; managing PBF-supported projects as part of the Reconciliation Programme through promoting information exchanges, collaborations and complementarities among the various projects; maintaining permanent communication with the staff at UNMIL’s SRSG’s Front Office responsible for the performance of the three reallocated tasks to ensure every relevant information on the Liberia Peacebuilding Priority Plan 2013-2016 progress and challenges is timely communicated to the PBSO and to the JSC for adequate decision-making; managing logistics in advance to ensure resources such as vehicles and DSAs are ready when required for fieldwork according to the approved; preparing detailed PBO annual working plans including every PBO´s task and reviewing them periodically to adapt them to any challenges or context changes; and reporting to the Executive Director and the JSC support staff at UNMIL’s SRSG’s Front Office on any difficulties in the performance of his duties so the JSC can take adequate action.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

The TOR of the Executive Director and the Senior Technical Advisor will be reviewed to avoid overlaps with the TOR of the Senior Program Manager.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Terms of references of the Executive Direcotr (ED) and the Senior Technical Adviser (STA) were reviewed and it was agreed to close the post of STA and only maintain Senior Program Manager position.
[Added: 2018/05/11]
PBO/ Ministry of Internal Affairs 2016/11 No Longer Applicable [Justification: This has already been resolved. Clear accountability mechanisms for responsibilities of Executive Director and Senior Program Manager in place. Senior Program manager handles program related activities while the Executive Director discharges administrative and overall supervisory responsibilities.]
5. Recommendation:

It is recommended to separate programme-related activities and tasks associated to the accountabilities of the PBO as adviser to the GoL on peacebuilding, namely: “contributing to strategic policymaking on peacebuilding”, and “supporting the GoL in national and international activities on peacebuilding”. This means that the TOR of the Senior Programme Manager should not include any activity related to these two accountabilities.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

Management will take steps to ensure that programme-related activities and tasks associated to the accountabilities of the PBO as adviser to the GoL on peacebuilding do not include any activity related to the senior pogram manager.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
A clear separation of tasks and accountabilities have been defined with no inclusion of any tasks (contributing to strategic policy-making on peace-building, and supporting the Government in national and international activities on peace-building) in the terms of reference of the Senior Program Manager.
[Added: 2018/05/11]
PBO/Ministry of Internal Affairs 2016/10 Completed Separation of terms of references of both the Executive Director and Senior Program Manager established
6. Recommendation:

It is recommended to review the TOR of the executive Director and the Senior Technical Adviser to avoid overlaps with the TOR of the Senior Programme Manager and to include all the tasks they conduct as advisers to the GoL. Additionally, the review of the TOR of the executive Director should include a more detailed of his responsibilities as administrator and supervisor of the PBO and as coordinator of all teams on peacebuilding; and the TOR of the Senior Technical Advisor should also include a more detailed description of his responsibilities as Senior Technical Adviser.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

The TOR of the Executive Director and the Senior Technical Advisor will be reviewed to avoid overlaps with the TOR of the Senior Program Manager.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Terms of references of the Executive Director (ED) and the Senior Technical Adviser (STA) were reviewed and it was agreed to close the post of STA and only maintain Senior Program Manager position.
[Added: 2018/05/11]
PBO/Ministry of Internal Affairs 2016/11 Completed Senior Program manager handles program related activities while the Executive Director discharges administrative and overall supervisory responsiblities
7. Recommendation:

It is recommended to prepare an administrative SOPs manual with the participation of PBO´s Administration Unit and UNDP´s Administration Department to clarify all the steps and documentation required to adequately fulfill UNDP´s administrative procedures and those corresponding to the National Implementation Modality (NIM). In addition it is recommended to include in this manual a maximum lag time between submission of procurement documentation to UNDP´s Administration Department and response from this department , and to keep a record on response time. In case administrative SOPs continued to be a source of delay for PBO´s activities the Senior Programme Manager should report the situation to the PBO´s Executive Director and to the JSC support staff at UNMIL’s SRSG’s Front Office to raise the issue to the JSC.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

Management will prepare and administrative SOP manual with the participation of PBO and UNDP Administration Department.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
No action taken so far.
[Added: 2018/05/11]
UNDP Liberia 2018/10 Overdue-Not Initiated PBO maintains it current SOP which conforms to UNDP and the GoL’s personnel and procurement procedures. Actions needed to be taken to address this recommendation.
8. Recommendation:

The PBO´s Website is a very basic tool that needs to be improved to be more user-friendly and useful through the utilization of Web 2.0 resources to promoting interaction between different peacebuilding stakeholders through chats and work groups on relevant issues. It is also recommended to update PBO´s Website with information on staff such as position, areas of expertise, services provided and contact details so RUNOs, NIPS and any other peacebuilding stakeholder would be able to directly contact the right person instead of always contacting the Executive Director. It is also recommended to make all the information concerning the work of the PBO accessible at the Website: every relevant document on peacebuilding; JSC MOMs; PBO´s annual work plan; PBF-supported projects documentation such as project documents, budgets, and progress reports; Public Perception Surveys reports; PBO´s Procedures Manual, etc.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

The Management of the PBO will work on its website to user-friendly and useful through utilization of web 2.0 resourcs to promote interactions between and amongst various stakeholders.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
No action has been taken so far.
[Added: 2018/05/11]
Ministry of Internal Affairs 2016/10 No Longer Applicable [Justification: PBF discontinued funding to the PBO and Government’s revenue intake continues to affect PBO effective operations including addressing this recommendation]
PBO website is not functional
9. Recommendation:

It is recommended to organize joint monitoring visits involving RUNOs and NIPs from different PBF-supported projects to promote exchanges of information and experiences and foster collaboration and synergies among different PBF- supported projects.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

Management will organize joint monitoring visits involving stakeholders to include RUNOs, NIP and others.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
There has not been any joint monitoring visits to PBF funded projects which included PBO.
[Added: 2018/05/11]
PBF Secretariat/UNDP Liberia 2018/12 Overdue-Not Initiated Most PBF funded projects have ended. Post-project monitoring is suggested and joint planning should be organized by the PBF Secretariat.
10. Recommendation:

It´s recommended to extend the contract of the M&E Specialist to ensure that all the M&E tasks planned until the finalization of the Liberia Peacebuilding Priority Plan 2013-2016 are performed with quality and in a timely manner. At the same time it is recommended to review the TOR of the M&E Specialist and the M&E Officer to include all the tasks they are currently performing and to balance the distribution of workload within the M&E Team.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

Management has agreed to extend the contract of the M&E Specialist to ensure that all the M&E tasks planned until the finalization of the Liberia Peacebuilding Priority Plan 2013-2016 are performed with quality and in a timely manner.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
a. Contract of the M&E Specialist was extended by additional six months to allow him perform all the M&E tasks planned until the finalization of the Liberia Peace-building Priority Plan 2013-2016. b. M&E Officer's ToR was revised to incorporate functions of the M&E Specialist.
[Added: 2018/05/11]
UNDP 2016/12 Completed All M&E tasks were completed and residual activities were included in the ToR of the national M&E Officer. The effects of the Ebola crisis affected project activities including monitoring,so resources for field monitoring were realigned.
11. Recommendation:

It is recommended to modify JSC reports template to specifically address HHRR and gender issues.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

Management will with UNDP and others to capacitate the LACC by recruiting additional investigators and strengthen the Commission’s legal and prosecution units

Key Actions:

Key Action Responsible DueDate Status Comments Documents
a. Three additional investigators were recruited to strengthen the LACC’s legal and prosecution capacity and strengthens the Commission’s legal and prosecution units. b. Further, actions were taken to amend Commission's Act to further strengthen its prosecutorial capacity.
[Added: 2018/05/11]
LACC 2016/11 Overdue-Initiated Amended Act is still at the Legislature.
12. Recommendation:

It is recommended to develop the capabilities of the PBO staff members on gender mainstreaming and on human rights-based approach to programming. A systematic collaboration with Un Women and UNMIL´s Human Rights Protection Section (HRPS) with a focus on PBO´s capabilities development is recommended.

Management Response: [Added: 2018/04/23] [Last Updated: 2018/05/11]

Management will take steps to develop the capabilities of the PBO staff members on gender mainstreaming and on human rights-based approach to programming. This will be done in collaboration with UN Women and the Human Rights Protection Section of UNMIL.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
UNMIL HRPS organized one 3-day training on gender mainstreaming and human rights based approach for all PBO staff. A follow up training was planned but did not take place due to resource constrain.
[Added: 2018/05/11]
UNMIL HRPS 2016/12 Overdue-Initiated PBO staff applying human rights and gender to programming. PBO has experienced high staff turn-over over the period. Therefore intensive training for new staff is required. Follow up training is also needed for some retained staff especially given that PBO has new staff and suffered attribution during the last 18 months. History

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