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Project Management

The Multinational Andean Project: Geoscience for Andean communities will be directed by an Executive Council consisting of the National Directors of the National Geoscience Agencies of the participating countries from whom an Executive Secretary will be appointed, a Technical Coordinator, and Technical Advisor(s) as required, the Leaders and/or National Coordinators of the Project, and the Project Manager and Adminstrator from the Geological Survey of Canada. This organization will be responsible for the administration and scientific direction of the Project. In addition, decisions related to the coordination, integration, and financing of multicountry activities will be made by the Executive Council.

The Council will have an Executive Secretary, who will chair the Executive Council meetings, and be elected from the National Directors of Argentina, Bolivia, Chile, Colombia, Ecuador, Per? and Venezuela. Each country will have a vote (except Canada) in the Executive Council and that vote will be held by the National Director of each country (or designated delegate); in the case of a tie, the Executive Secretary will cast the deciding vote. The Project Manager will be responsible for the disbursement of funds following the standards of the Canadian International Development Agency (CIDA) and the Treasury Board of Canada Secretariat.

4.1 Executive Council

The Executive Council will be formed by:

Directors of the National Geoscience Agencies of Argentina, Bolivia, Chile, Colombia, Ecuador, Per?, and Venezuela (or their delegates)
Executive Secretary
Technical Coordinator (non-voting)
National Project Leaders/Coordinators of the participating nations (non-voting)
Project Manager, Geological Survey of Canada (non-voting)
Project Administrator (non-voting)

Upon invitation of the Executive Council, as observers without voting rights:

a) representatives from CIDA, and other functionaries;
b) technical specialists or other invited guests relevant to the proceedings of the meeting; and/or
c) Technicial advisor(s).

The Executive Council shall meet two times per year (Canadian government fiscal year: April 1 to March 31). One of these meetings shall be in Canada and the other shall coincide with the annual meeting of the Iberoamerican Association of Geological and Mining Surveys (ASGMI). During the meetings the Executive Council shall discuss and review the work plans for each country for the following fiscal year. The Executive Council shall also evaluate progress on Project activities as well as make decisions on any other issue that arises. At the conclusion of the meetings the Executive Council shall draft official minutes to be signed by the highest authority of each of the organizations, or by their delegates. These minutes shall serve as official record of the decisions made during the meetings, as well as official indication of commitment by each of the signatory countries to carry out the decisions made. The English version of the minutes shall be signed by the Directors and the Spanish version by the Project Manager and the Technical Coordinator and both documents will be considered official Project documents.

4.2 Responsibilities of the Executive Council

1. To elect an Executive Secretary and define the functions, activities and responsibilities of this position.

2. To select and appoint the Technical Coordinator.

3. To initiate, plan and promote the activities of the Project and to approve joint funding (to be implemented and disbursed by the Project Manager).

4. To review and approve the detailed work plans which will be formulated during the pre-project consultation stage by the National Project Leaders or Coordinators, the GSC and CIDA Advisors.

5. To check and to periodically approve the detailed work plans presented by each country.

6. The Executive Council should suggest and approve adjustments to the Project such as changes in the sequence of events and activities to facilitate Project integration and joint activities. These changes shall be implemented by the Project Manager. All other changes will be the responsibility of the Project Leaders/Coordinators when the changes do not involve GSC deliverables or joint funding.

7. To approve the creation of a coordination unit headed by the Project Manager, to contract and administer consulting services, technical work, procurement of equipment, and other activities which are relevant to the Project and previously approved by the Executive Council. These activities are to be carried out in accordance with the norms of the Geological Survey of Canada, the Canadian International Development Agency, and the Treasury Board of Canada Secretariat.

8. To review and evaluate the execution and progress of the Multinational Andean Project: Geoscience for Andean Communities (MAP:GAC).

9. To review the budget for the Project and apply the iterative management approach. Major changes or adjustment in the CIDA funded portion of the budget must be approved by the Executive Council and the CIDA Project Manager. Individual country Project counterpart budgets are proprietary to the respective nations.

10. To review and approve the reports and activities of the Canadian experts.

11. To determine the format of the Project progress reports and the final written reports and products of the Project.

12. To review with CIDA and approve the final product(s) of the Project and obtain performance and verifiable indicators as per agreement.

13. To promote the international dissemination of Project results.

4.3 Functions of the Executive Secretary

This individual will be the highest authority of one of the National Geoscience Agencies (Argentina, Bolivia, Chile Colombia, Ecuador, Per?, or Venezuela) and will be designated annually by the Executive Council. Until an Executive Secretary is chosen, or if an Executive Secretary resigns, the Project Manager will act in the Executive Secretary's place until a new Executive Secretary is chosen during a meeting of the Executive Council. The functions of the Executive Secretary are:

1. To chair the Executive Council meetings and call these meetings when necessary, but at a minimum, two times per annum.

2. To assist in formulating and coordinating a general work plan which will be based on the needs and national goals of the participating countries.

3. To coordinate the horizontal integration of the countries and facilitate the progress of the Project.

4. To establish and maintain, on behalf of the Project, communications with the Project Manager and Project Administration regarding activities either jointly funded or funded by CIDA.

5. Together with Project Administration of MAP:GAC, and the Project Leader/Coodinator of the country in which the next Executive Council shall be held, the Executive Secretary shall organize the program, agendas and necessary documentation for the Executive Council meetings.

6. To ensure that the decisions made by the Executive Council are carried out.

4.4 Functions of the Project Manager

The Geological Survey of Canada (GSC) has been designated by CIDA as the agency in charge of managing the budget it has assigned (executing agency). The GSC shall select a Project Manager from among its research and management staff. The Project Manager's functions are:

1. To manage the Canadian Project Administration and Technical team.

2. To attend all meetings of the Executive Council as a non-voting member.

3. To participate in directing the Project by approving and disbursing funds from CIDA as requested by the Executive Council.

4. In accordance with decisions made by the Executive Council, the Project Manager shall direct the provision and contracting of specialized consulting services, procurement of equipment and any other material required by the Project according to the norms of the GSC, CIDA and the Treasury Board of Canada Secretariat.

5. To maintain communication with the Executive Secretary and the other members of the Executive Council regarding progress of the Project.

4.5 Functions of the Technical Coordinator

This position will be appointed by the Executive Council from within the Executive Council to assist in overseeing the scientific objectives of the Project. The functions of the Technical Coordinator are:

1. To coordinate the technical review of the activities carried out under the Project by other experts (Technical Advisors).

2. To act as a scientific advisor to the Executive Council.

3. To coordinate the selection of Technical Advisors for the scientific programs.

4. To assist in summarizing the scientific achievements of the Project.

5. To make presentations during Executive Council meetings, and to provide written comments when requested by the Executive Council.

6. To review and approve, together with the Project Manager, the Spanish version of the Minutes of Executive Council meetings.

7. To serve as an editor of multinational products of the Project.

4.6 Functions of the Project Administrator

The Project Administrator has the following responsibilities:

1. To provide administrative support for the Project Manager and Executive Secretary and to facilitate communications between the multinational participants in the Project and coordinate its activities.

2. To participate in the meetings of the Executive Council of the Project as a non-voting member.

3. Under the direction of the Project Leader or Coordinator for each country, assist in identifying the resource needs of each country and propose a coordinated plan for the development and implementation of the Project, based on the individual needs of the participating countries.

4. To keep the Project Manager, Executive Secretary and Technical Coordinator informed about the activities and progress of work in each country and for the Project as a whole.

5. To coordinate the activities within the Project of the Canadian technical experts as designated by the Executive Council under the direction of the Project Manager.

6. To assist in the organization, coordination and setting up of seminars, meetings and other mutual activities in the participating countries.

7. To assist in the administration of the multinational budget under the direction of the Executive Secretary and Project Manager.

8. To prepare and present to the Executive Secretary, Technical Coordinator and Project Manager all information about Project activities in each country. This information is to be made ready for inclusion in the CIDA required reports, including details about purchased items and other budget details.

9. To coordinate the reports required by CIDA as well as Project publications and final Project summary reports.

10. To inform the Executive Secretary, Technical Coordinator and Project Manager about activities of technical experts requested by the Project and how the requirements of these experts were met.

4.7 Functions of the National Project Leaders and Coordinators

The National Project Leaders/Coordinators have the following responsibilities:

1. To participate in the meetings of the Executive Council as non-voting members.

2. To manage the professional and technical teams involved in the Project in their respective countries;

3. To prepare a work plan of activities of their countries, including joint activities, and requirement of international experts, workshops, field courses, and any other activity to be financed with CIDA funds administered by the GSC. The work plan, previously approved by management of each country's national geoscience institution, shall be presented to the Executive Council for its consideration.

4. To provide detailed information on the technical requirements (geochemical analysis, dating, etc.) to be financed by CIDA through Project Administration. This information shall also form part of the National Work Plan and must be presented to the Executive Council for approval.

5. To organize, direct and control Project activities in their countries. This shall be carried out in accordance with the work plan approved by the Executive Council;

6. To provide information on the personnel who shall undertake Project research activities, as well as those who will receive specialized training, or participate in workshops, short courses, seminars, and other Project related activities.

7. To organize, manage, and participate in scientific and technical research.

8. To coordinate the workshops, short courses, seminars and other related activities to be held in their respective countries and inform Project Administration of these activities.

9. To administer the internal budgets of their countries for use on Project activities, and control and report, on a regular basis, the operational and administrative costs to the Executive Council.

10. To prepare information related to the activities of the country, and send the corresponding information to the Executive Secretary and Project Manager. This information will be included in the annual reports to CIDA and distributed among the participants of the Project.

11. To coordinate the editing and publishing, for their respective country, of all technical reports prepared for the Project.

12. To provide performance and verifiable indicators as requested.