Office structure, staff organization and organizational chart

64 partners involved may seem large, taking an inclusive and properly managed approach will produce better results and provide experiences and opportunities for learning.

4.2 Office structure, staff organization and organizational chart

The project is implemented by a team of local staff working under a Program Director who is based at the National Program Coordination Unit UCNP in Dakar. The UNCP office is a legal entity of the University of Rhode Island URI with a highly decentralized system for financial management of local transactions procurements and contracts, except in the case of rules and procedures governing U.S. based subcontractors and international staff. The powers for program coordination are decentral- ized as well. The UCNP Director is responsible for developing and implementing approved annual work plans and achieving performance indicators. He is USAID’s main contact person responsible for preparing the project’s technical performance reports, terms of reference for consultants and local partners, and supervising and managing local staff. As URI is responsible for financial reporting and for achieving the project’s performance indicators, it will provide technical and administrative sup- port,, as required and supervise the team. A local office is based in Joal in order to ensure better monitoring and coordination of field activities. The Joal site was chosen for two strategic reasons: - It has a central location among the project target areas Cayar, Petite Côte, Foundiougne and Casamance. - Joal hosts the Regional Inspectorate of Fisheries in Thies, making it possible for the project to collaborate better with the technical services for fisheries. The project’s implementing partners are trained progressively to monitor performance, use the TraiNet reporting tool, and master USAID rules and regulations on the use of trademarkslogos, graphic identity, and environmental compliance procedures. Under the supervision of the Coastal Resources Center CRC, UCNP will submit project reports to USAIDSenegal, while URI will sub- mit official financial reports. At the request of USAID, the project team also provides cost estimates cumulative and related budget analysis. CRCURI and other foreign technical experts report to Dr. James Tobey, who is the USAIDCOMFISH project coordinator at the Coastal Resources Center CRC. The terms of refer- ence of these experts will be developed in close consultation with the Project Director. However, these foreign experts will work under the Project Director during their missions in the country. Sub- contracts over 250,000 will be managed financially from URI while UNCP will handle smaller contracts. Diagram 1 below presents the project’s organizational chart. USAIDSenegal will be invited to the planning sessions on the work plan to contribute in developing the annual work plan and performance-monitoring plan. The Project Director will submit the work plans and annual results achieved to the Agreement Officer’s Technical Representative for review, remarks and approval. USAID will be invited also to certain major events and encouraged to conduct field visits. The Project Director will submit periodic reports on progress, challenges and achieve- ments to USAIDSenegal. The Coastal Resources Center CRC team and the USAIDCOMFISH project coordination team will do regular project management and annual reporting activities. The service and reporting outputs expected are: • Preparation and submission of three quarterly progress reports to USAIDSenegal’s Agreement Officer’ Representative AOR. These reports will be written in French and English. 65 • The fourth quarterly report July-September, quarterlyannual report will include information on the quarterly audit and a section summarizing the year’s achievements and challenges. This fourth quarterly report represents the annual report. It will provide more details on yearly results, a table on the success levels for annual indicators based on the indicator monitoring plan, and the annual targets for the following year. • Data collection, analysis and reporting to USAID on indicators and targets for monitoring project performance submitted in quarterly reports. • Annual work plan in French and English submitted by the Coastal Resources Center to USAID for approval. • Input to the USAID TraiNet system with regular, timely data on all project training activities. • USAIDCOMFISH monthly financial reports sent to the Coastal Resources Center. • URCURL expense reports submitted to USAID. 66 Figure 10. UCNP organizational chart Expert en pêche Vaque USAIDSénégal AOTR Directeur du projet Mathews Chargé de communication Frédéric Chef du service administratif et financier Mantané Directeur Adjoint Khady Appui administratif et financier de l’URI Moreau, Cathy etc. Chef de projet de l’URI Tobey URI chef de Centre de Pêche Kathy Expert pêche junior Niane Secrétaire Dioubane Sous-contrats locaux ENDA, APTE, BiG IUPA FENAGIE Sous-contrat locaux WWF Consultants internationaux Assistant Secrétaire stagiaires Sous-contrat locaux CSE, CRODT, IUPA, ISE, IRDIFAN Chargé de suivi- évaluation Ngaido Appui technique Najih, Karen Expert changement climatique Véro 67 The project work plans and annual reports will include: 1 actual performance versus targets set for the period; 2 evidence on expected results achieved andor not achieved; 3 challenges encountered and solutions recommended; and 4 an analysis and explanation of cost overruns or high unit costs, if nec- essary. The table below presents the implementation and reporting timeline for the activities mentioned above. Activity timeline: routine management and administration Activities 2012 Person in charge G1 G2 G3 G4 Routine reporting Quarterly and annual reporting to USAID Jan. April July Oct. CMKS Training data entry into the USAID TraiNet system KS Submission of annual work plan to USAID for approval Sept. JT Financial management USAIDCOMFISH monthly financial reports to CRC CM CRCURI quarterly expense reports cumula- tive to USAID CM2 Quarterly financial information from SF 425 to AO and AOTR CM2 CM - Chris Mathews, KS - Khady Sané, JT-Jim Tobey CRC, CM2-Cindy Moreau CRC, NL-Najih Lazar

4.3 Performance management, evaluation and learning