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The approval of policies, projects and activities in relation to the programme is dealt with during the annual Meeting of the AFRA Representatives which is held in conjunction with the Agency’s General Conference. Coordination at the programme level is effected through the TWGM and the AFRA-PMC meetings. AFRA Member States should maintain direct and active contact with the Agency through their respective National Coordinators. The National Coordinators are required to remain in constant communication with Project Coordinators on all project areas of interest to them and in which they are involved. Each National Coordinator is responsible for informing the Agency of any changes in National or Project Coordinator assignments. The Agency shall assist the participating Governments in the exchange of information concerning the AFRA Programme.




As stated in C.4.4 above, the Coordination of AFRA activities at the project level is performed through regular (2 years intervals) coordination meetings, follow-up actions by the AFRA-PMC as well as the PSC.






The following mechanism and procedures were approved by the 8th Meeting of Representatives to be the instrument for use by the AFRA Field Management (subsequently replaced by the AFRA-PMC) to monitor the implementation of AFRA activities at national and regional level; to measure any achievement attained; to get updated information on national and regional challenges/constraints that hamper the smooth implementation of AFRA activities; and consequently; to decide promptly on corrective measures. Ultimately, this will reaffirm the clear recognition among all concerned that the AFRA countries, through their AFRA Committees, have the overall management authority and responsibility over the AFRA programme.


Practical Considerations


  • The procedures are purposely flexible enough to allow short notice evaluation of a given project through time-consuming and costly formalities and preparation;
  • The evaluation should be carried out regularly, preferably on an annual basis, as well as in urgent cases when the smooth implementation of an AFRA activity is put at risk;
  • The evaluation should have three major tasks: (a) to determine the effectiveness and impact of AFRA activities in the light of their objectives, with special emphasis on their relevance and socio-economic return on investment; (b) to determine to what degree the recipient institution has fulfilled its commitments in terms of logistic and administrative support to AFRA activities and accountability of its staff, particularly the Project Coordinator; and (c) to identify any action needed to sustain the impact of the assistance provided at national and regional levels;
  • The findings of the evaluation should be made available to all concerned (the AFRA country, the AFRA-PMC, the Project Scientific Consultant…) within two months after the completion of the mission.


The effective fulfilment of the above-mentioned considerations - particularly in terms of follow-up actions and monitoring - will generate additional workload on the AFRA-PMC and the Projects Scientific Consultants. Strict planning of evaluation activities by both the AFRA National Coordinator and the Agency is therefore necessary.


Mechanism for effective monitoring and evaluation


Evaluation and monitoring of AFRA activities are part of the duties and responsibilities of all concerned; i.e. AFRA Committees, Project Scientific Consultant, AFRA National Coordinator and the Agency. In this particular context however, the evaluation activities should be the primary concern and responsibility of the AFRA PMC. At the project level, the representative of the AFRA PMC is the Project Scientific Consultant who should feel free to call upon the Agency for assistance in evaluation, and could have recourse to outside specialists for evaluation if necessary. The objective, scope and modalities of the evaluation exercise should however be endorsed by the AFRA PMC before submission to the Agency for assistance. Distinction should be made between regular evaluation exercises and urgent ad-hoc evaluations when major constraints or slippages occur during implementation, which require corrective measures. Presently, regular evaluation of AFRA projects is performed during the project coordination meetings which are held bi-annually. An evaluation at the national level is normally performed on a yearly basis by the National Coordinator. The project is finally assessed by the Agency before completion. In order to further improve the existing procedures and to ensure sustainability of AFRA achievements, the following mechanism has been approved by AFRA Member States:


The Project Scientific Consultant (PSC) is expected to perform the following tasks in addition to his/her other duties and responsibilities:


  • Submit to the AFRA-PMC an Annual Project Evaluation Report (APER) before 31 January of the year following the year under review. The report should describe the activities foreseen and implemented during the year under review, highlight the results achieved, the constraints encountered and the risks that might hamper the project objectives, with particular emphasis on the individual performance of Project Coordinators from both the scientific and managerial viewpoint;
  • Undertake short missions to participating countries to help solve serious managerial, administrative or scientific problems that might hamper the project’s objectives. During these missions, the PSC should collect all necessary information about the country’s degree of commitment in terms of logistics, financial contributions and staff accountability and assess any progress made;
  • Report on Ad-hoc basis to the AFRA-PMC any shortfalls or constraints that may represent a threat to the project and propose appropriate solutions;
  • Plan and arrange for special evaluations, when needed and justified, and participate in the evaluation exercises, if required; and
  • Monitor the implementation of recommendations made in evaluation reports and report to the AFRA-PMC.


The AFRA-PMC is expected to discharge the following tasks with respect to evaluation and monitoring of AFRA activities:


  • Decide, in collaboration with the PSCs concerned, on ad hoc evaluation of AFRA projects and request Agency assistance if necessary;
  • Submit to the AFRA Governments, with copy to the National Coordinators, the findings and recommendations of the evaluation and draw their attention to corrective measures;
  • Monitor the implementation of recommendations and,
  • Liaise with the Agency’s Evaluation Section regarding evaluation of AFRA projects and of the programme as a whole.


The Agency is expected to discharge the following tasks in this respect:


  • To arrange, as required, special evaluations at the request of the AFRA-PMC;
  • To follow-up on actions by AFRAMemberStates and report to the AFRA-PMC;
  • To assist the AFRA-PMC draft letters to Governments of AFRA countries, with copy to the National Coordinators, regarding the findings of the evaluation and deficiencies encountered; and
  • To consider providing incidentals (5 DSAs in the country of origin) to the PSC for timely preparation and submission of the APER.


Projects that are funded entirely or partially by donors could involve experts designated by the donors in the evaluation exercise.