GEF - Guidelines for the Coordination Committee of the GEF-NGO Network

1. Purpose, aim and philosophy

The Global Environment Facility's Non Governmental Organization Network, hereafter referred to as the GEF-NGO Network, was established in 1995, following the decision of the GEF Council to involve NGOs to attend/observe the Council meetings.

The purpose of the GEF-NGO Network is to strengthen and influence the work of the GEF at all levels, its ideals, philosophy, as well as values and goals embedded in the Global Environment Conventions that are at the basis of the GEF, with an aim to integrate NGOs at appropriate levels of decision-making and implementation of programmes and projects in an accountable, transparent and participatory way to ensure a maximum degree of good governance. Also, its aim is integrate NGOs´ interests in GEF operation and to influence and monitor GEF operations in general to be more effective and efficient to achieve the global environmental goals.

2. The Structure of the GEF-NGO Network

The GEF-NGO Network is comprised by all accredited NGOs to the GEF. To be represented at the Council meetings, it is structured into regional representatives, according to the GEF regional structure. (The list of regions is enclosed as Annex 1, as of February 2003).

The regional representatives are constituted into the Coordination Committee of the GEF-NGO Network.

Each region elects a representative NGO, which nominates an individual to be a Focal Point, called a Regional Focal Point (RFP). The term, role, and election process of the RFP are attached as Annex 2. The RFPs represent their regions, and are as such to be considered the formal representative of the GEF-NGO Network. All business to and from the Network, must be conducted with the respective RFPs.

The Coordination Committee elects a person, among those acting RFPs, to function as a Central Focal Point (CFP). The term, role and election procedures of the CFP is attached as Annex 2.

In addition, the Coordination Committee will assign Thematic Focal Points (TFPs) among the RFPs for each of the GEF focal areas (biodiversity, climate change, international waters, ozone, land degradation and POPs) and other relevant issues related to GEF. The Thematic Focal Points (TFPs) will provide technical and professional guidance to the Coordination Committee on specific policy and programme concerned to GEF, based on their expertise.

3. The overall function of the Coordination Committee

The RFPs from all regions, together with the CFP, will consist the Coordination Committee.

The purpose of the Coordination Committee is to coordinate and facilitate the accredited NGOs which constitute the GEF-NGO Network and represents the GEF-NGO Network. It coordinates policy and project specific inputs to the GEF Council, and facilitates information dissemination and dialogue about the GEF with NGOs in their regions.

The Coordination Committee meets twice a year in conjunction with the GEF Council meeting or as and when required and conducts its meeting in an orderly manner according to accepted rules of procedure in addition to the ones mentioned below to better facilitate and coordinate the GEF-NGO Network.

The Coordination Committee meetings are divided into two separate, but interlinked parts:

Part I. Formalities and business pertaining to the function of the Coordination Committee and to the GEF NGO Network. This shall include the review of the elections of new RFPs, whenever their terms are over.

Part II. Policy, programme and project matters in relation to the work-plan of the Coordination Committee, the GEF Council as well as its NGO consultation and other GEF-related meetings and events.

Part II has an agenda related to the GEF Council agenda, programme and projects that is of importance to the network as well as to GEF itself and will be set accordingly prior to each GEF meeting.

The Coordination Committee members must receive an invitation to the Coordination meeting from the Central Focal Point a minimum of 6 weeks prior to each meeting, and receive the agenda for the Part II of the meeting with relevant documents preferably no later than 6 weeks prior to the meeting.

A quorum is established when at least half of the elected RFPs are present.

Only the Coordination Committee may make decisions that can commit the GEF-NGO Network. Decisions taken by the Coordination Committee, and that are considered binding, must be based on consensus during Coordination Committee meetings. In between Coordination Committee meetings, communication on decisions to be taken shall be made to Coordination Committee members with a set deadline, not to be less two weeks, for replies. Non-reply by any Coordination Committee member means agreement to whatever decision comes out from those that have sent replies.

4. Elections procedures for Regional Focal Points

Among all accredited NGOs in a region, one is elected to act as Regional Focal Point (RFP). The NGO nominates an individual referred as a candidate to take the day-to-day responsibility of carrying out the duties assumed as RFP.

Each region conducts its own election which would be the task of the departing RFP of the region. If the RFP is not capable in undertaking this task, the CFP will take the lead to ensure a democratic election process by identifying some partner NGOs in the region.

All efforts should be made to send a notice for election and nomination to all accredited NGOs in the region. In order to ensure transparent and democratic procedures, it is recommended that the nomination to be made through a regional environment NGO network, forum, or other appropriate mechanism in the region. Only GEF accredited NGOs may nominate candidates and participate in the election within each region. A candidate representing one of the GEF accredited NGOs with good knowledge of the GEF, may be chosen as such. The candidate needs to be endorsed by at least two more GEF accredited NGOs within the said region.

To be nominated as RFP, he/she should have the individual capacity to develop the responsibility, as well as the institutional commitment from his/her organization. Any candidate, therefore, should submit a formal document attesting to this, including a plan on how the candidate and the respective organization intend to meet the responsibility of an RFP given the regional situation and priorities. This plan should be distributed to accredited NGOs in the region and to the Coordination Committee prior to the regional election.

The candidate's name is then circulated by the concerned RFP to all the accredited NGOs in the region and the CFP. The election process is set to last a total of 5 weeks. If the candidate is uncontested after 5 weeks, the candidate is elected as the RFP. In case of more than one candidate contesting, whoever has received most votes after the 5 week period, is declared elected to serve for a 4 year period.

To meet the basic requirements to adequately perform as an RFP, a toolbox has been designed, listing the minimum desirable equipment that the RFP should count with to develop his/her responsibility. This toolbox is enclosed in Box 1, Annex 2.

Should the elected RFP leave the organization that nominated him/ her as an RFP, and move to another GEF accredited NGO within the same region, the person could retain his/her status as elected RFP within the Coordination Committee. The accredited NGO to which he/she has moved to must also formally endorse him/her to continue as RFP and also commits to providing the necessary resources to support for his/her role as RFP.

Should the elected RFP leave the GEF accredited organizations, and move to take up other positions, or the elected RFP moves to another region but continues to work with GEF related organizations or tasks, or totally changes occupation, the position is then turned over to the Coordination Committee. The Coordination Committee may appoint an interim representative from the region vacated by the RFP for a 6 month period to function until the first regular meeting of the Coordination Committee. The Coordination Committee then organizes regular elections within the region.

5. Representation

Meetings with relevance to the GEF NGO Network organized within a region, and where the Coordination Committee's presence is asked, representation on behalf of the Network should be carried out by the region's RFP. In a case where the said RFP is unable to participate, that RFP may nominate a replacement.

Several RFPs from the Coordination Committee may participate in the same global conferences or meetings. However, if the Coordination Committee is asked to be represented in an official capacity at such a meeting, representative(s) from the Group should be selected. The nomination and selection of such a representative or representatives should take place within the Coordination Committee through a meeting or by referendum, with the CFP also participating and facilitating the selection. Candidates should be selected with a view to the relevance of their knowledge, specialty and/or region in relation to the conference or meeting the network is invited to attend.

6. Code of Conduct

By accepting the position as an elected RFP to be part of the GEF NGO Coordination Committee, its members have accepted to work for the ideas embedded in the foundations of the GEF.

The Coordination Committee members shall, in representing the Network, abide by the rules and regulations for NGOs drawn up by the UN bodies relevant to the work of the GEF. However, as the Coordination Committee forms an integral part of an international NGO entity, it is natural that the Committee and its members, are concerned with the advancement of their NGO constituencies. The strengthening of people's organizations, voluntary agencies and other socially and environmentally beneficial institutions is integral to the practice of our work.

However, as working for the global environment and promoting sustainable development, is the primary raison d'etre for the GEF, the Coordination Committee should always strive to work for an effective global governance structure. Such a structure should enable, encourage and support policy and decision-making leading to an effective response to environmental management needs requiring a response at the global level. Another prerequisite, essential for effective global environmental governance is global dialogue, leading to action taking into account the needs of both developing and developed countries. This must also guide the Coordination Committee's actions.

7. Changing the Guidelines

Any GEF accredited NGO and the Coordination Committee itself may propose to alter, delete, add to the paragraphs or write additional paragraphs within the bylaws. Such a proposal must be introduced to the Committee in writing, a minimum of 6 weeks prior to a regular Committee meeting. After approval at this meeting, all accredited GEF NGO members of the Network must be informed. The following regular Committee meeting must review responses from the Network members before deciding on the amendment(s). The amendment(s) becomes valid only when the decision by the Coordination Committee is unanimous.

For information purposes, the updated Guidelines should be sent to the GEF Secretariat.

8. Dissolving the Coordination Committee

The Coordination Committee stands dissolved:

• In case more than 3/5th of the regions request the dissolution of the Coordination Committee for valid reasons of serious misconduct.
• In case 3/5th of the Coordination Committee ask for dissolution with valid reasons after consultation with their respective regions.
• In case the Committee has been unable to meet for three regular and consecutive meetings.

Procedure:

• Notification of motion of dissolution from the regions must be submitted in writing to the CFP with full details at least 3 months prior to the first regular Committee meeting.
• Final decision on the motion of dissolution will be taken at the second consecutive regular meeting of the Committee following the motion.
• Due notification of any of the above processes must be sent to the GEF Secretariat and the GEF-NGO Network by the CFP.

Annex 1

Total of 17 regions, corresponding to 15 recipient constituencies and 2 donor constituencies.

Thematic Areas:

1. Climate Change
2. Biodiversity
3. Ozone Depletion
4. Land Degradation
5. POPs
6. International Waters
7. Indigenous Peoples

Annex 2: Terms of Reference (ToR) for the Regional Focal Points (RFPs) and the Central Focal Point (CFP)

General

The Coordination Committee consists of as many RFPs as there are regions and thematic areas. Each representative is elected for a 4 year period, and may be re-elected once. 25% of the Committee is elected every 2 years.

The Coordination Committee elects one person among these Focal Points to function as a Central Focal Point.

Those outgoing RFPs will share the acquired knowledge with the new coming RFPs, including their experience in the work/responsibility as focal point, discussion of problematic areas and tips from experienced focal points, to help one another in this networking responsibility.

Specific

ToR for the Regional Focal Points (RFPs)

The Regional Focal Points (RFPs) should serve to coordinate GEF-related NGO activities in the regions in cooperation with the Central Contact Point. In developing their responsibility, the RFPs will ensure that they conduct themselves as befit the dignity of their leadership position.

Specific responsibilities include:

1. Provide, within their region, information to accredited NGOs and other stakeholders concerned with the GEF, on GEF-related activities, including GEF-NGO Consultation and GEF Council meeting, and relevant document distribution.

2. Collect, coordinate and provide brief reports on regional concerns relevant to ongoing GEF processes and upcoming GEF activities to the Central Focal Point, on a bi-monthly basis, for further distribution, and to provide reports on activities of the Regional Focal Point to other focal points on developments and constrains to their work in the last period.

3. Liase regularly and coordinate with the Central Focal Point and other Regional Focal Points to ensure regular and timely input to GEF policy documents and processes, document and information distribution and dissemination and on GEF-NGO logistics, and agenda development.

4. Collect, coordinate, and provide a brief report on regional concerns relevant to the upcoming GEF meeting to the Central Contact Point for distribution to Consultation participants;

5. If funds are available, coordinate the nomination and selection of extra regional participants, in coordination with the CFP. Their names should be forwarded to the Central Focal Point at least four weeks prior to the GEF meeting.

6. Report back to the region and interested parties on GEF Council meeting through the distribution of the NGO report on the GEF Council meetings. For this, RFPs shall actively participate in the reporting activities during and after every Council meeting, proving the CFP with all notes taken, to compile the full NGO report no later than 10 days after each Council meeting.

7. Facilitate the participation of NGOs in the region in the processes of the GEF, in particular at national and project level, through information and analysis and sharing of experiences and of lessons learned, encouraging and assisting NGOs in the process of accreditation to the GEF.

8. Support the NGOs in the region in planning and implementing regional and national outreach activities for awareness raising and involvement in GEF-related activities.

9. Maintain at all times, information on the contacts necessary, within their regional constituency, (including a list of government focal points and representatives from Implementing Agencies), so that information on projects and policy and program developments is disseminated.

10. The term of office is four (4) years. Each Regional Focal Point is responsible to conduct the election process in his/her region and train his/her own replacement

An RFP could be revoked on the following conditions:

• Failure to comply with the general responsibilities mentioned above, without clear and valid reasons.
• Absence from two consecutive Meetings without valid reasons.
• Complaints against an RFP from his/her region.
• Misrepresentation of the Network or the GEF itself.
• If the actions of the CFP display or constitutes serious conflict of interest with the NGO-GEF Network.
• Failure to meet the responsibilities listed above.

Procedure for revocation:

• Revocation of an RFP will only happen if 3/5th of the Coordination Committee approves the motion to that affect.
• In case of resignation, the RFP should immediately inform the Network, and facilitate the process of election of a new RFP in his/her region, in accordance to point #10 listed above.

ToR for the Central Focal Point (CFP)

The Central Focal Point should serve to coordinate GEF-related NGO activities in close cooperation with the Regional Focal Points. In developing its responsibility, the CFP will ensure that he/she conducts as befit the dignity of his/her leadership position.

Specific responsibilities include:

1. Liaise and coordinate with the GEF Secretariat on a regular basis on items of concern to the Network and the regional focal points, as defined in network communications. The coordination should ensure smooth and targeted information flow on GEF processes, policies, programs and projects. The coordination should also ensure good and timely distribution of documentation and of logistics and agenda development for the GEF-NGO consultation and other meetings related to the GEF.

2. Liaise and coordinate with regional focal points on issues related to the smooth functioning of the Network, including the dissemination of information and analysis, the collection of input from regions, input into GEF policy documents, document distribution, participation in meetings, and logistics and agenda development of the GEF-NGO Consultation and other meetings related to the GEF.

3. Coordinate the development of the agendas for the NGO Preparatory and the Consultation meetings, and the NGO participation at the Council meeting, in consultation with the RFPs.

4. Coordinate, generate and produce, with Regional Focal Points, analysis of GEF policies, case studies of projects and programs, and other information tools to influence the GEF and to increase NGO and civil society participation in the GEF.

5. Coordinate the reporting from all GEF meetings (Consultation and Council), together with all participating RFPs, to ensure the reports are disseminated to the regions and the Secretariat. This will also include the recording of the minutes of the Coordination Committee's meetings. All the mentioned reports should be circulated no later that two weeks after every Council meeting.

6. Provide a six-monthly financial and activity report to all Regional Focal Points and the GEF Secretariat for the last period.

7. Administer, in an accountable and transparent way, the travel grant for participation in GEF meetings with funds provided by the GEF Secretariat for that purpose. This responsibility includes the coordination of logistics for Regional Focal Points and participants. Upon available funds, the CFP will coordinate, in consultation with the RFPs, the participation of extra NGOs representatives.

8. Together with the Regional Focal Points, seek funds for the working of the Network and to increase the quality of participation of NGOs and civil society in the work of the GEF.

9. Support the RFPs in planning and implementing regional and national outreach activities for awareness raising and involvement of NGOs and National GEF Focal Points as appropriate.

The CFP could be revoked on the following conditions:

• Failure to comply with the general responsibilities mentioned above, without clear and valid reasons.
• Absence from two consecutive Meetings without valid reasons.
• Misrepresentation of the Network or the GEF itself.
• If the actions of the CFP display or constitutes serious conflict of interest with the NGO-GEF Network.
• Failure to meet the responsibilities listed above.

Procedure for revocation:

• Revocation of the CFP will only happen if 3/5th of the Coordination Committee approves the motion to that affect.
• In case of resignation of the CFP, the responsibility will be appointed by election among the RFPs.