Composition, Roles, Responsibilities and Operation
Role and functions of the Steering Committee
The establishment of the Project Steering Committee (PSC) is provided for by the Project Terms of Reference under point 4.3.2. ‘’in order to oversee and validate the overall direction and policy of the Quality Education Support Programme I (AAP 2015) in all its components’’.
The two components (lots) under the QESP I are:
Lot 1 – Technical Assistance to the MoES in the areas of In-Service Teacher Training, Learning Assessment and Planning, Budgeting and Monitoring
Lot 2 – Technical Assistance to the MoLME in the area of In-Service Teacher Training for the Initial Technical, Vocational Education and Training system
Thus, the PSC will review progress made by both related projects for a given reporting period and will give guidance on key issues related to the future project implementation. It will guide the project implementation and monitor the project progress in order to ensure that activities are carried out efficiently, on time, and in line with national policies. The Consultants (Human Dynamics consortium for Lot 1 and GOPA consortium for Lot 2) will report at each meeting of the Steering Committee on achieved results, obstacles and problems encountered and present the draft work-plan for the next six-month reporting period.
The Steering Committee should be established during the Inception phase or right after it and will convene twice a year.
More specifically, the PSC will assist the EU in performing the following tasks:
- Supervise and ensure that the Project is implemented in accordance with sound, verifiable and transparent reporting and auditing standards;
- Oversee the management of the Project to ensure that objectives are met in a measurable and verifiably manner;
- Review all project reports and work plans and ensure that monitoring and evaluation procedures and general management functions are being performed in accordance with international best practice;
- Address and settle all policy, administrative, coordination and financial matters related to project implementation;
- Ensuring risk management strategies to address potential threats to the project’s success;
- Issue comprehensive meeting minutes with details of attendees, an overview of project outputs, a summary of progress, constraints and outstanding issues.
Proposed constituency of the Steering Committee
Membership of the Steering Committee shall comprise:
- Deputy Minister of Education and Science (co-chair);
- Deputy Minister of Labour, Migration and Employment (co-chair);
- Representative(s) of the European Commission;
- Representatives of the MoES:
- Department of Pre-school and General Secondary Education
- Department of economics and planning in the field of education and science of the RT
- Department of Education Management and Information System
- Department of Primary, Secondary and Higher Professional Education
- Regional Representatives of the MoES:
- Khatlon Regional Education Department,
- Sogd Regional Educational Department,
- GBAO Regional Education Department
- Dushanbe City Education Department
- DRS (Districts of Republican Subordination)
- Republican Institute for In-Service Teacher Training and its regional branches (Dushanbe, Qurgonteppa, Khulob, Khorog, Khojand);
- National Testing Center under the President of the Republic of Tajikistan
- Republican Teaching and Methodological Center;
- Academy of Education of Tajikistan;
- Education Development Institute of the Academy of Education of Tajikistan;
- Center for Editing, Publishing and Circulation of textbooks, Scientific and Methodological textbooks;
- Agency for Education Quality Control
- Representatives of the Ministry of Labour, Migration and Employment;
- Department of Initial TVET
- Department of Law
- Educational-methodical center and monitoring of the quality of education, MoLME (TMC)
- Teachers’ Training Centre, MoLME (TTC)
- Agency for Labor and Employment of Population, MoLME (EA)
- Research Institute of Labour, Migration and Employment of Population, MoLME (RILME)
- Adult Training Centre, MoLME (ATC)
- Engineering Pedagogical College, MoLME
- Regional Representatives of the MoLME:
- Council of directors of TVET institutions in Khatlon Region (chair/deputy chairperson)
- Council of directors of TVET institutions in Sogd Region (chair/deputy chairperson)
- Adult training Association in Tajikistan
- Ministry of Finance of Tajikistan
- National Association of SMEs in Tajikistan
- Association of Employers in Tajikistan
- Chamber of Commerce in Tajikistan
- Trade unions of employees in Education and Science
- Project Teams, Lot 1 and Lot 2 – all Key experts.
The Project proposes that the representatives of the stakeholders in the PSC should be at the level of Head of Department.
According to the Terms of Reference, participation in the Steering Committee will be open to other stakeholders as deemed necessary for the successful implementation of the Project.
Possible organisations to be invited as observers are:
- Aga Khan Foundation
- OSI AF in Tajikistan
- ILO in Tajikistan
Human Dynamics Project manager (Consultant Lot 1)
GOPA Consultants Project Manager (Consultant Lot 2)
Role of a Project Steering Committee member
Members of the Project Steering Committee ensure project objectives are being adequately addressed and the project remains sustainable. They are not directly responsible for managing project activities, but provide support and guidance for project management. It is intended that the PSC utilizes the experiences, expertise, and insight of individual members building professionalism in the management of EU funds in Tajikistan. Thus, individually, PSC members should:
- Understand the strategic implications and outcomes of initiatives being pursued through project outputs;
- Appreciate significance of the project for some or all major stakeholders and represent their interests;
- Be genuinely interested in the initiative and be an advocate for broad support for the outcomes being pursued in the project;
- Have a broad understanding of project management issues and the approach being adopted.
Their duties include the following tasks:
- Review the status of the project;
- Ensure the project’s outputs meet the requirements of the project owners and key stakeholders;
- Help to balance priorities and resources;
- Provide guidance to the project teams and users of the project’s outputs;
- Consider ideas and issues raised;
- Check adherence of project activities to good practice;
- Foster positive communication regarding the project’s progress and outcomes;
- Report on project progress to those responsible at higher level.
Project Steering Committee members are officially nominated by their respective membership organisations and strongly committed to attend the PSC meetings.
The Consultant will ensure the proper functioning of the Steering Committee’s meetings, such as preparing and circulating the agenda, reporting, writing and distributing PSC minutes, and ensuring follow-up to PSCM decisions.
Each member institution shall appoint its own representatives – the principal and his/her alternate if the holder is prevented from attending a meeting of the PSC. The PSC members will liaise with the Project team and ensure that staff of the appropriate level is made available to work alongside the staff of the Consultant and in the framework of joint working groups that will be established for the effective implementation of the Project activities.
Agendas and Rules of Procedure
The Steering Committee shall meet on a six-monthly basis. Additional ad hoc meetings may be held if considered necessary by the Chairpersons or by a majority of the members.
The invitation to a Steering Committee and the draft agenda should be sent in electronic form at least ten working days prior to the date of the Steering Committee meeting.
The agendas of the meetings will be established jointly by the chair persons and the project Team Leaders.
The chair persons may invite external persons or bodies to attend a meeting (or part of a meeting) when deemed necessary for the information of the Committee.
The Steering Committee will have a quorum when the Chairperson and at least two-thirds of the members of the Steering Committee are present.
Rules of Decision
The Steering Committee will make decisions and act on the basis of consensus between all members. Accordingly, all decisions should be taken on the basis of agreement, compromise, and consent.
In the unlikely case that a consensus cannot be reached, the decisions will be taken by the majority.
Decisions taken by the Steering Committee are subject to the approval of the Contracting Authority.
Minutes of Meetings
Lots 1 and 2 will take turns in providing the secretariat for the PSC. The Team Leader of the respective project will be responsible for the overall functioning of the PSC and implementing these ToR.
The Secretariat will record the minutes of each meeting. These minutes will be sent to the Steering Committee members within two weeks after the date of the respective meeting. Members of the PSC are required to provide their comments in 10 calendar days afterwards. Correspondence will be carried-out in electronic form by e-mail. The minutes will be finally approved at the beginning of the following meeting.