1.1 Universal Access Governing Board

Primary role and responsibilities:

As defined in the UAF Regulations, the Governing Board is the formal governing authority for the UAF, responsible for approving the “high level vision and agenda for achieving the provision of Universal Access in Liberia”.  The Board has oversight and approval responsibility for the UAF’s budget and planning, and for review of monitoring and evaluation reports.

Key functions:

Specific functions and activities that the Board must undertake to fulfil its role include the following.  Further details of these functions are defined in the relevant sections of this Operations Manual.

5  a) Provide high-level guidance to Implementation Committee on development of UAF Strategic Plan, including overall vision and objectives for activities and outcomes; review and approve final Strategic Plan. b) Review and approve Annual UAF Workplan and Budget (“Budget”) as submitted by the Implementation Committee; focused on ensuring consistency with the Strategic Plan and with ICT sector policies.

  1. c) After review and approval, submit the Budget developed by the Implementation Committee, to the Minister of Finance for inclusion in the annual budget of the Executive for approval by the National Legislature. d) Review and approve the quarterly Monitoring and Evaluation Report submitted by Implementation Committee. e) Review and approve the UAF Annual Report, submitted by Implementation Committee.
  2. f) Participate, as appropriate, in public events and stakeholder forums involving UAF activities and policy, to support visibility and publicity of the Fund’s accomplishments and objectives. 1.2 Universal Access Implementation Committee

Primary role and responsibilities:

The role of the Implementation Committee is to serve as the main management body for the UAF, with direct oversight responsibility for the development and implementation of UAF related plans, programs, and projects, as well as financial management and stakeholder relations.

Key functions:

The main functions of the Implementation Committee are as identified below, with particular attention to the Committee’s reporting obligations to the Board.  Any or all Committee functions may be delegated to or assisted by the Project Implementation Unit, as the technical and operational arm of the Committee.  Further details of these functions are provided under the PIU section and in subsequent sections of this Operations Manual.

  1. a) Develop the UAF Strategic Plan, including proposed priority UAF objectives and programs, with guidance from and for approval by the Board. b) Prepare the UAF Annual Work Plan and Budget, including proposed projects and disbursements to be undertaken during the operating year, subject to Board review and approval. c) Approve a standard format for the quarterly Monitoring and Evaluation Report for use by the PIU. Provide input to, review and approve the quarterly Monitoring and Evaluation Report prepared by the PIU. Submit the report quarterly to the Governing Board for approval.
  2. d) Prepare and submit the UAF Annual Report, based upon the quarterly Monitoring and Evaluation Reports, for Board review and approval and public dissemination.

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  1. e) Appoint, manage, and oversee all the functions and responsibilities of the Project Implementation Unit.
  2. f) Review, approve, and oversee all aspects of UA projects and contract development and implementation, as undertaken by the Project Implementation Unit (PIU). 1.3 Project Implementation Unit

Primary role and responsibilities:

The role of the PIU is to undertake the day-to-day implementation tasks necessary to accomplish the UAF’s objectives and to ensure effective and flexible coordination and implementation of the UA projects under the management of the Implementation Committee.  These include full-time activities that address all of the main UAF related functions as identified below.  The PIU shall report directly to the Implementation Committee, and prepare reports, documents, and advisory inputs as directed by the Implementation Committee, and act as the functional arm of the Implementation Committee in all substantive matters involving the UAF.

The personnel to be assigned to the PIU will be determined by the Implementation Committee, after consultation with the Governing Board, and should be sufficient for the PIU to carry out the range of pertinent tasks and responsibilities as listed below utilizing internal or external resources:

 Project Coordination   Market Research   Legal   Procurement  Monitoring and Evaluation   Finance and Accounting  Administrative Support.

Key functions:

The PIU shall carry out most of the operational functions required to implement the UAF’s mandate and objectives, as further elaborated in the subsequent sections of this Operations Manual.  The specific tasks required for each functional area should be assigned to appropriate personnel, including outside support as necessary, to ensure both reasonable allocation of resources and efficient completion of all UAF related responsibilities.  The main functions that the PIU shall undertake include the following:

  1. a) Collect data and conduct market research in support of UAF planning and project development, and maintain updated awareness of the status of Universal Access in Liberia. b) Provide research and analytical input to the UAF Strategic Plan, and prepare drafts of the Plan for review and approval by the Implementation Committee, and subsequent submission by the Implementation Committee to the Board.

7  c) Prepare drafts of the Annual Work plan and Budget, including analysis of market conditions, forecasts of UAF budgets, and proposed projects to be implemented in accordance with Strategic Plan targets; submit for review and approval by the Implementation Committee, and subsequent submission by the Committee to the Board.

  1. d) Conduct stakeholder consultations for all major UAF related activities in cooperation with the LTA, to ensure adequate communication with and input from key public and private sector stakeholders, in accordance with procedures and principles described herein. e) Develop UA project designs and issue tender documents consistent with the approved annual plans, taking account of inputs from consultations and including all technical requirements and related elements to be delivered by successful bidders.
  2. f) Manage all aspects of the competitive procurement processes to select UA project contractors, consistent with Liberian procurement legislation and regulations, and the principles described herein. g) Subject to approval by the Implementation Committee, prepare project award documents and draft contracts for UA project bid winners consistent with the UAF Regulations and the Public Procurement and Concessions Act of Liberia.
  3. h) Undertake ongoing monitoring and evaluation of all UA project contracts, including verification of project progress and related disbursements from the Fund, review of and response to compliance issues, monitoring of results and impact of each project and any corrective actions required for implementation. Prepare quarterly Monitoring and Evaluation Reports for review by the Implementation Committee and subsequent submission to the Board.