Albania “Light” Capacity Assessment Workshop

Albania “Light” Capacity Assessment Workshop

November 5, 2008

Toolkit adapted version

OBJECTIVES OF TODAY

• Identify the required capacities for delivering the current One UN programme

• Identify the required capacities for fulfilling the role of the UN system in 5-10 years

•Agree on what we should maintain from the current situation and what we should change to ensure we are ready to play the role we aspire to in the 'desired future state'

•Develop an action plan and communicate it to staff and other stakeholders

2

AGENDA

Timing Session

08.30 – 08.45 Welcome and introduction(introduction by Gulden Turkoz-Cosslett)

08.45 – 10.15 Setting expectations for future role and capacity of the UN in Albania(facilitation by GCMST)

10.15 – 10.30 Coffee break

10.30 – 12.15 Review of current capacity(presentation and facilitation by GCMST)

12.15 – 13.15 Lunch

13.15 – 15.45 Plan for the way forward(facilitation by GCMST)


16.00 – 17.00 Action plan and key messages for communications(facilitation by GCMST)

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NATIONAL STRATEGY: VISION FOR ALBANIA IN 2013

4

A country with high living standards, which is integrated in the European and Euro-Atlantic structures, is democratic and guarantees the fundamental human rights and liberties.

Priorities:1.Integrate the county into the European Union and NATO2.Develop and consolidate the democratic state, exercise good governance, fight corruption and guarantee the functioning of the rule of law*3.Achieve rapid, balanced and sustainable economic, social and human development**

* Covers electoral reform, justice system, property rights, corruption, public order public administration, decentralization, National Civil Status Registry** Covers transport, energy, water supply and sanitation, environment, economic growth, macroeconomic stability, fiscal system, business climate, labour market, poverty rate, social policy, equal opportunities, public pension system, public health system, education system, spatial planning, regional development, agricultural and rural development

Source: National Strategy for Development and Integration 2007-2013 (nsdi), March 2008

NATIONAL STRATEGY: CURRENT DONOR PROGRAMMING AND SECTOR FOCUS AREAS (EXCLUDING UN AND OTHER “IMPLEMENTING AGENCIES”)

5* International Finance Institutions, ** Focus on infrastructureSource: External Assistance Orientation Document, April 2008

Sector prioritized for donor support by the government

Donors

Democratization Civil Society

EducationHealthSocial protection

Economic development

Energy** Transport** Water Sanitation/ Environment

Bilaterals

Multilaterals (WB, EC)

IFI*

Total - 2007 63 EUR million

44 EUR million

69 EUR million

106 EUR million

42 EUR million

23 EUR million

Covered by all or most actorsCovered by some actorsCovered by few actorsNot covered

UN budget 2008 (Pillar)

4.7 EUR million (Governance, Participation)

6.4 EUR million (Basic services)

2.3 EUR million(Regional development)

4.1 EUR million (Environ-ment)

CURRENT UN PROGRAMMING AND SECTOR FOCUS AREAS THE ONE UN PROGRAMME

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Pillar Agencies (convening agency in bold)

Joint Programmes under this Pillar

Budget 2008

1. Governance ILO, UNDP, UNESCO, UNFPA, UNICEF, UNIFEM

• Gender Equality• MDGF Youth

Employment Migration• Culture and

Development• Economic Governance

2.4 EUR million

2. Participation ILO, UNDP, UNESCO, UNFPA, UNICEF, UNIFEM

• Gender Equality• Vulnerable Minorities• Communication

2.3 EUR million

3. Basic Services UNAIDS, UNDP, UNFPA, UNICEF, WHO

• Gender Equality• HIV/AIDS

6.4 EUR million

4. Regional Development

FAO, UNFPA, UNIFEM, UNDP

• Regional Development

2.3 EUR million

5. Environment UNDP, UNEP, UNICEF • Environment 4.1 EUR million

Cross cutting: National capacity development

Cross cutting: Gender

Source: One UN Programme Albania, AWP UN Albania 2008

CONTINUING DISCUSSION: VISION FOR THE UN IN ALBANIA IN 5-10 YEARS

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Outcome

Objectives

Approach

Refine SWOT analysis of the UN system in Albania developed at the pre-workshop UNCT

Refined SWOT analysis that is specific enough to identify high-level future capacity requirements

SWOT: THE UN SYSTEM IN ALBANIA – NOVEMBER 2008

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Opportunities:•UN’s policy advice and technical experts will have to be present at different policy tables - e.g. on matters of legislation (legislation will be in place 3-5 y time)•UNCT believes that

• social inclusion, together with democratic governance, are going to be at the forefront of UN’s work

• GEF and other environmental programmes will be paramount for the country as environment remains one of the most challenging components

•UN needs to enhance and improve understanding and opportunities of EU accession and •UN should be ready to face needs for more capacity building efforts and take a bigger role than just to complement EU activities (e.g. in implementation and monitoring)•UN can build on a great base of support: Albanian government and society show great respect for UN’ s mandate and work in the country•Increase UN support in cross-boarder and regional co-operation programs

Weaknesses:•International organizations are losing influence to EU positions•The UN seems to be lacking an holistic and comprehensive view to social inclusion, together with democratic governance•The UN hasn’t focused on building relevant capacities for when Albania reaches EU candidate status

Threats and Risks:•Downsizing and limited resources – bilateral donors are closing or reducing programmes•Tension between reducing staff in response to resource squeeze and maintaining presence at policy tables•Lack of efficient systems and prioritization of work•Gaps in the national legal framework which would call for different type of capacities from the UN•Donor driven agenda and funding•Reversal of enhanced UN coherence, effectiveness and efficiency (i.e. going back to business as usual with UN fragmented and spreading too thin)•Reduction of government leadership and ownership of One UN Programme after elections

Strengths:•UN’s normative role is unique and will remain relevant in the future; the UN will be here longer than most other actors •UN is well position to ensure national application of international commitments /principles and to support monitoring systems of these commitments (particularly on missions on non-discrimination and social inclusion)•UN can offer an unrivalled global network of expertise which extends beyond the EU countries (e.g., on adaptation and mitigation for climate change)•UN is a respected as a neutral broker between government and civil society•UN is well paced to support stability and skills/capacity of civil administration•UN’s role in social inclusion

Workshop output

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How to contribute

Priority improvement areas for UN to work on

Policy advice Technical assistance & training

Network creation

Advocacy Program & project

manage-ment /

operations

Research / normative

work / monitoring

Strengthening government systems (incl. civil service stability, info sharing, etc.)

Democratic governance (incl. strengthening civil society)

Social inclusion (incl. adherence to int’l agreements)

Environment (incl. climate change)

Reducing informality

VISION FOR UN IN ALBANIA IN 5-10 YEARSas seen by Heads of Agencies

Central Important Part of work Not part of work

Workshop output

AGENDA

Timing Session





12.15 – 13.15 Lunch




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CAPACITY OF UN IN ALBANIA BROKEN DOWN BY “SUSTAINED”, “TARGETED” AND “NON-RESIDENT”number of full-time equivalents (FTEs), total = 211.9 FTEs

92.00

20.65

88.30

10.95

0.00

50.00

100.00

150.00

200.00

250.00

Non-resident Targeted 'B'Targeted 'A' Sustained

Source: Job categorizations from HoAs, GCMST analysis and data validation

• “Sustained” refers to posts that are a sustained part of the UN country team, working on core functions and that can flexibly be allocated between activities because they are not contractually tied to individual projects.

• “Targeted” refer to posts created for specific projects or time-limited activities, which must be allocated to those projects and typically would not continue after the project comes to an end. “Targeted - A” / “B” posts are / are not available to help with general agency work (often because they are based in the agency’s / government ministry’s office).

• “Non-resident” includes mission and remote support from HQ and Regional Offices – this capacity is considered “sustained” because it is used regularly, although shown separately on this and subsequent charts.

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211.90

CAPACITY BY UN ORGANISATION / UNITbreakdown by sustained, targeted, non-resident FTEs

0 20 40 60 80 100 120 140

DSSFAOILO

RCOUNDPUNEP

UNESCOUNFPAUNHCRUNICEFUNIFEM

UNVWHO

Number of FTEs

Sustained

Targeted - A

Targeted - B

Non-resident

FTE = Full time equivalent, N=211.9 FTESource: Job categorizations from HoAs, GCMST analysis and data validation

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5.02.0

5.9

119.77.0

2.33.2

8.37.4

24.45.6

2.119.1

CAPACITY BY GRADE LEVELpercentages of total full-time equivalents (FTEs), total = 211.9 FTEs

Source: Job categorizations from HoA, GCMST analysis and data validation

D2/L7-ASG0%

P5/L5/A5-D1/L63%

P2/L2/A3-P4/L4/A4

12% NOC-NOD5%

NOA-NOB22%

G4-G730%

G1-G315%

UNV5%

Consultant6%

Other2%

Professionals and Consultants: 55%

General Service: 45%

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Internationally recruitedNational OfficersGeneral StaffUNVsConsultants and Others

CAPACITY BY GRADE LEVEL – TARGETED ‘B’s ONLY percentages of total full-time equivalents (FTEs), total = 88.3

Source: Job categorizations from HoAs, GCMST analysis and data validation

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D2/L7-ASG0%

P5/L5/A5-D1/L60%

P2/L2/A3-P4/L4/A47%NOC-NOD

0%

NOA-NOB31%

G4-G724%

G1-G319%

UNV9%

Consultant9%

Other1%

Professionals and Consultants: 57%

General Service: 43%

Internationally recruitedNational OfficersGeneral StaffUNVsConsultants and Others

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NON-RESIDENT CAPACITY APPLIED TO ALBANIAFTEs

UN organisation / unit

Non resident capacity

Total capacity*

Non-resident capacity as %

of total capacity*

Out-of country capacity

Missions (HQ and/or Regional)

Total non-

resident capacity

DSS 0 5.00 0%FAO 0.70 0.31 1.01 2.01 50%ILO 0.46 0.45 0.91 5.89 15%RCO 0 7.00 0%UNDP 0.68 0.71 1.39 119.69 1%UNEP 1.36 0.46 1.82 2.32 78%UNESCO 1.59 0.63 2.22 3.22 69%UNFPA 0.05 0.25 0.3 8.30 4%UNHCR 0.35 0.03 0.38 7.38 5%UNICEF 0.14 0.22 0.36 24.36 1%UNIFEM 0.55 0.55 5.55 10%UNV 0.08 0.08 2.08 4%WHO 1.93 1.93 19.08 10%

Total 5.96 4.99 10.95 211.99 5%*Total capacity defined as the sum between resident capacity and non-resident capacityFTE = full-time equivalentSource: Job categorizations from HoAs, GCMST analysis and data validation Different use of non-resident capacity

reflects different agency business models

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CAPACITY MIX BETWEEN PROGRAMMES, OPERATIONS AND CROSS-CUTTING INTERVENTIONS breakdown by sustained, targeted, non-resident

FTE = Full-time equivalent; N= 211.9 FTEs (including 2.4 FTEs not allocated )Source: Job categorizations from HoAs, GCMST analysis and data validation

0 20 40 60 80 100

Cross-cutting

Programme

Operations

Number of FTEs

SustainedTargeted - ATargeted - BNon-resident

Programmatic interventions occupy 43% of capacity; operational interventions 40% and

cross-cutting interventions 17%

17%

43%

40%

CAPACITY BY INTERVENTION TYPEbreakdown by sustained, targeted, non-resident

0 5 10 15 20 25 30 35 40

General Management Development Partner Coordination

UN/ Inter-agency CoordinationProgramme Communications

Media / Public InformationMonitoring and Evaluation

Resource MobilizationCommunity mobilization

Advisory – policy Advisory – technical assistance

Advocacy Research

Programme and project managementDirect Service

Operations - ManagementOperations - Finance

Operations - Human ResourcesOperations - Procurement

Operations - ICTOperations - General Administration

Operations - LogisticsOperations - TransportOperations - FacilitiesOperations - ProtocolOperations - Security

Operations - Other

Number of FTEs

Largest numbers of FTEs devoted to Advisory-TA, Programme Management, Advisory-Policy, Transport and Finance

Cross-Cutting Interventions

Operations Interventions

Programmes Interventions

FTE = Full-time equivalent; N= 211.9 FTEs (including 2.4 FTEs not allocated )Source: Job categorizations from HoAs, GCMST analysis and data validation

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SustainedTargeted - ATargeted - B

Non-resident capacity

CAPACITY BY INTERVENTION TYPE FOR PROGRAMMES AND CROSS-CUTTING INTERVENTIONSbreakdown by sustained, targeted, non-resident

Advisory work uses most programmatic capacity overall, but majority of

“sustained” programmatic capacity is for Programme Management

0 10 20 30 40






Advocacy Research


Number of FTEs

Sustained

Targeted - A

Targeted - B

Non-resident

FTE = Full-time equivalentN = 126.6 FTEs , excluding 2.4 FTEs not allocatedSource: Job categorizations from HoAs, GCMST analysis and data validation

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CAPACITY BY INTERVENTION TYPE FOR PROGRAMMES AND CROSS-CUTTING INTERVENTIONSbreakdown by grade level

0 5 10 15 20 25 30 35 40






Advocacy Research


Number of FTEs

Internationally recruited

National Professional OfficersGeneral Service

UNV

Consultants & Other

FTE = Full-time equivalentN = 126.6 FTEs, excluding 2.4 FTEs not allocatedSource: Job categorizations from HoAs, GCMST analysis and data validation

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STAFF TIME ALLOCATION QUESTIONNAIRE SHOWS SOMEWHAT MORE PROGRAMME & PROJECT MANAGEMENT AND SOMEWHAT LESS ADVISORY WORK THAN THE CAPACITY ANALYSIS FROM HEADS OF AGENCIESincludes only staff classified as ‘Programme’ staff

Source: Job categorizations from HoAs, GCMST analysis and data validation N = 129 FTEs; Time allocation questionnaire, N = 77 responses

0% 5% 10% 15% 20% 25% 30% 35% 40%

General Management UN/ Inter-agency Coordination

Development Partner CoordinationProgramme and project management

Advisory – policy Advisory – technical assistance and …

Advocacy Research

Monitoring and EvaluationResource Mobilization

Media / Public InformationProgramme Communications

Direct ServiceCommunity mobilization

OperationsOther

Percentage of FTEs (from capacity analysis) / Percentage of total time (from time allocation questionnaire)

Job categorizations by HoAs Time allocation survey

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Differences could be due to two factors:- Differences in perceptions between HoAs and staff on the type of activities staff perform- Relatively low UNDP response rate, since UNDP respondents had a higher proportion of advisory functions and less programme management than other respondents

CAPACITY BY INTERVENTION TYPE FOR OPERATIONS INTERVENTIONSbreakdown by sustained, targeted, non-resident

0 5 10 15 20 25

Operations - Management

Operations - Finance

Operations - Human Resources

Operations - Procurement

Operations - ICT

Operations - General Administration

Operations - Logistics

Operations - Transport

Operations - Facilities

Operations - Protocol

Operations - Security

Operations - Other

Number of FTEs

Sustained

Targeted - A

Targeted - B

Non-resident

FTE = Full-time equivalentN = 83 FTEsSource: Job categorizations from HoAs, GCMST analysis and data validation

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Largest uses of overall operations capacity for Transport and Finance; more even

division of “sustained” capacity across most operations areas

CAPACITY BY SUBJECT AREA CLUSTERexcluding operations capacity; breakdown by sustained, targeted, non-resident

0 5 10 15 20 25

Agriculture and Food Children and Youth

Development Policy CoordinationEducation

Economic development, industry trade and employmentEnvironment and Energy

GenderGovernance

Health including HIV and AIDS and PopulationHuman Rights and Human Rights-Based Approaches

Humanitarian (including mine action program)Information Technology and Communication

Minority RightsRegional Development

Social ProtectionTourism and Culture

Volunteerism

Number of FTEsSustained Targeted - A Targeted - B Non-resident

22

FTE = Full-time equivalentN = 147 FTEs excluding 65 FTEs with Subject area ‘Operations’ Source: Job categorizations from HoAs, GCMST analysis and data validation

Capacity divided over many subject areas.

CAPACITY BY SUBJECT AREA excluding operations capacity; breakdown by sustained, targeted, non-resident

0 5 10 15 20 25

Agriculture and Food Aid Coordination / Trade and Investment Promotion

Child ProtectionChildren and Youth

CommunicationCulture

Development PolicyDevelopment Policy Coordination

Early Childhood DevelopmentEducation

EmploymentEnergy and Natural Resources

EnvironmentGender

GovernanceHealth (including Reproductive Health and excluding HIV and …

HIV and AIDSHuman Rights and Human Rights-Based Approaches

Humanitarian (including mine action program)Industry and Trade

Information TechnologyInvestment Promotion

Law and JusticeMacroeconomics

Minority RightsNatural science incl Environment, Social, Human Sciences

PopulationPrivate Sector Development / Public-Private Partnership

Regional DevelopmentSocial Protection

Tourism and CultureVolunteerism

Youth Development

Number of FTEsSustained Targeted - ATargeted - B Non-resident

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FTE = Full-time equivalentN = 147 FTEs excluding 65 FTEs with Subject area ‘Operations’ Source: Job categorizations from HoAs, GCMST analysis and data validation

CAPACITY BY SUBJECT AREA CLUSTER excluding operations capacity, breakdown by grade level

0 5 10 15 20 25

Agriculture and Food Children and Youth


Economic development, industry, trade, employmentEnvironment and Energy

GenderGovernance

Health, including HIV and AIDS and PopulationHuman Rights and Human Rights-Based Approaches

Humanitarian (including mine action program)Information Technology and Communication

Minority RightsRegional Development


Volunteerism

Number of FTEsInternationally recruited National Professional OfficersGeneral Service UNVConsultants & Other

FTE = Full-time equivalentN = 147 FTEs (excluding 65 Operations staff)Source: Job categorizations from HoAs, GCMST analysis and data validation

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International capacity and all professional capacity spread over multiple areas.

CAPACITY BY SUBJECT AREA CLUSTER AND INTERVENTION TYPE breakdown by intervention types

0% 20% 40% 60% 80% 100%

Agriculture, Food Children and Youth


EmploymentEnvironment and Energy

GenderGovernance

Health, HIV and AIDSHuman Rights and Human Rights-Based …

Humanitarian (including refugees, disaster …Industry, Trade, economic development, …

Information Technology and CommunicationLaw and Justice

Operations and Project OperationsPopulation

Regional DevelopmentSocial Protection

Tourism and CultureUN Staff Safety and Security

Volunteerism

General Management/Dev Partner Coord, Inter-agency Coord, Programme, Media, M&E, RM, CMAdvisory/Advocacy/Research

Programme and project management, direct service

Operations

Other/Not allocated

FTE = Full-time equivalentN = 212 FTEsSource: Job categorizations from HoAs, Dalberg analysis and data validationNote: Analysis based on the assumption that intervention types are spread across evenly for multiple subject areas of the same post

25

210643

208

17139

18841

601

102656

N

Are these ratios acceptable? Should there be differences by subject

area?

CAPACITY BY SUBJECT AREA CLUSTER – RATIO BETWEEN ADVISORY/ADVOCACY/RESEARCH TO PROGRAMME/PROJECT MANAGEMENT/DIRECT SERVICEbreakdown by intervention types

1.83.7

0.81.8

1.07.5

2.07.7

3.83.6

9.93.32.0

0.40.3

6.30.91.9

1.3

0.73.6

0.41.5

0.61.9

1.63.7

5.20.6

2.11.91.0

0.50.9

1.50.61.1

1.0

0% 20% 40% 60% 80% 100%

Agriculture, Food Children and Youth


EmploymentEnvironment and Energy

GenderGovernance

Health, HIV and AIDSHuman Rights and Human Rights-Based …

Humanitarian (including refugees, disaster …Industry, Trade, economic development, …

Information Technology and CommunicationLaw and Justice

Operations and Project OperationsRegional Development


Volunteerism

% Advisory/ Advocacy/ Research

% Programme and project management, Direct service

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N2

7

1

3

2

9

4

11

9

4

12

5

3

1

1

8

1

3

2 Are these ratios acceptable? N = 90 FTEsSource: Job categorizations from HoAs, Dalberg analysis and data validationNote: Analysis based on the assumption that intervention types are spread across evenly for multiple subject areas of the same post

KEY QUESTIONS THAT WE HAVE LOOKED AT (1/2)

1. What capacities are needed – and what capacities are available – for agencies to reap the full benefits of working as a coherent and harmonized system in the country?

2. What capacities are needed – and what capacities are available – to deliver on the two core principles of the One UN Programme: development of national capacity and gender equality?

3. How much extra time & effort will One UN Programme and “Delivering as One” demand from people, and is it manageable with current resources?

4. How are Non Resident Agencies deploying capacity to execute activities for which they are responsible within the One UN Programme?

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Illustrative example

KEY QUESTIONS THAT WE HAVE LOOKED AT (2/2)

5. What capacities are needed to ensure effective functioning of the Programme Working Groups?

6. What capacities are needed for overseeing and supporting delivery of the One Programme, including the M&E function, managing the "Delivering as One" change and continuing to enhance coordination in the UN system? Which of these capacities should be in the RCO and which in agencies, and how should they function?

7. What capacities are needed – in UNDP for its admin agent role and in other agencies – to administer the funds coming from the One Fund?

8. What increased capacities are needed in the Operations Management Team to implement/lead the harmonization of business practices?

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Illustrative example

AGENDA

Timing Session





12.15 – 13.15 Lunch




29

30

How to contributePriority improvement areas for UN to work on

Policy advice

Technical assistance & training

Network creation

Advocacy Program & project

manage-ment /

operations

Research / normative

work / monitoring

Total

Strengthening government systems (incl. civil service stability, info sharing, etc.)

2.3 2.8 0.2 2.1 0.1 7.4

Democratic governance (incl. strengthening civil society) 1.4 1.5 0.1 1.7 0.1 4.8

Social inclusion (incl. adherence to int’l agreements) 6.4 8.2 3.8 15.0 0.4 33.8

Environment (incl. climate change) 1.5 4.2 0.7 1.7 8.1

Reducing informality 0.7 0.8 0.1 0.7 2.2

Economic development (incl. agriculture) 3.7 9.7 0.5 4.8 0.0 18.7

Other (e.g., development policy, mine action, culture, etc.)

0.9 8.6 1.2 2.7 1.1 14.4

Total 16.8 35.5 6.6 28.7 1.7 89.4

VISION FOR UN IN ALBANIA IN 5-10 YEARS COMPARED WITH CURRENT CAPACITY Central Important Part of work Not part of work

Note: Operations and cross-cutting FTEs not included in data presented in this chart (they amount to 122 FTEs)

2.3 Current programmatic capacity in FTEs

Workshop output

AGENDA

Timing Session





12.15 – 13.15 Lunch




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Documents

Albania “Light” Capacity Assessment Workshop