MNCOl BUSINESS PROCEDURES GUIDELINES (June 2011) The MNC01 business procedures guidelines are intended to facilitate the SMU and CMU interaction in an environment where the Country Director is based in Rabat. The guidelines should help Task Teams and other colleagues antiCipate the steps and timeframe for processing CMU clearances and other tasks. They are consistent with MNA Region institutional guidelines.
1. INTRODUCING THE MNCOl COUNTRY MANAGEMENT UNIT (CMU) The Maghreb CMU (MNC01) covers Morocco (hub office), Algeria, Libya, Malta and Tunisia. Simon Gray, the Country Director, is based in Rabat and is supported by a team including Eileen Murray, Country Manager for Tunisia; Moukim Temourov, Resident Representative for Algeria; Marouane EI Abassi, Resident Representative for Libya; Eavan O'Halioran, Sr. Country Officer in Morocco, and Paola Ridolfi; Sr. Country Officer in DC. The anchor unit in DC (MNCA1) is led by Joelle Businger, the Country Program Coordinator (CPC). TABLE 1: PROGRAM RESPONSIBILITIES CD Maghreb (Rabat): Simon Gray CPC Maghreb (DC): Joelle Businger Country
Eavan O'Halioran Joelle Senior Country Officer Algeria Moukim Temourov Paola Resident Representative Paola Marouane EI Abassi Libya Resident Representative Paola Ridolfi* Senior Country Officer Malta Paola Ridolfi Senior Country Officer n/a Tunisia Eileen Murray Paola Country Illianager * While the Libya Resident Office in Tripoli is not operational
Simon Joelle Joelle
TABLE 2: ACS CONTACT INFORMATION Location
+212 5 37 63 60 50
+213 21 94 54 81
+21671 10 24 73
Besma Saadi Refai
+21671 10 29 32
Saida Doumbia Gall 2024587330 202473 6908 A. Micheline Faucompre .. *Supportmg Libya program while the Resident Office m Tnpoll IS not operatIOnal DC*
PROCEDURES FOR ORGANIZING REVIEW MEETINGS
Review meetings for PCNs, PADs, ICRs and AAA reports will be chaired by the Country Director. LEN and AAA Review Meetings: The CD chairs all PCN and Decision review meetings for LEN and AAA, unless otherwise delegated by him. The MNA RVP or her designate chairs all DPL decision meetings, ROCs and Rapid Response Committee meetings for projects prepared under OP 8.00. Scheduling review meetings: The Rabat, on his availability for chairing basis. This should be done about 3-4 but not later than 2 weeks in advance
Task Team should check with Khadija, the CD's Assistant in review meetings and the meeting date/time will be set on this weeks in advance of the requested date or whenever possible, of the meeting.
Video/audio conferencing arrangements: The Task Team is responsible for submitting video/audio conferencing requests to Videoconferencing Services at least 2 weeks in advance of the meeting whenever possible. Please copy Khadija if the CD is involved and "MNCA1 HQ" on the email request to ensure the CMU colleagues in Washington are informed and can facilitate as needed. The invitees shall be informed of the VC arrangements in the invitation memo. Issuing invitations and assuring participation: The TTL is responsible for preparing the invitation memo for review meetings and ensuring that the distribution list is complete and includes the respective country teams (see MNA Guidelines). The invitation memo should be sent for review/clearance to the primary contact and operations support (see Table 1). It should also be copied to the CD's assistant, Khadija, who Will then ensure that the formal invitation is issued by the CD. We have the following distribution lists that should be used for review meetings as appropriate:
• "Maghreb Team" distribution list that includes all staff working on the Maghreb countries • "Morocco Extended Country Team", "Tunisia Extended Country Team", "Libya Core Country Team" and "Algeria Extended Country Team." • Other useful distribution lists include "MNCA1 HQ" which groups all those working in the CMU in DC. "MOROFF" for all staff in Rabat. "TUNOFF" for all staff in Tunis. • We kindly request that "MNCA1 HQ" and Khadija be copied on all correspondence so that they are informed. Circulating review meeting documentation: The review meeting invitation should include the relevant documents to be discussed at the meetings (concept notes, PADs, PIDs, ESWs, etc) and should be circulated at least 5 working days before the meeting. At least 24 hours prior to the meeting, the TTL should forward comments from peer reviewer and others, together with the proposed agenda, to the CD, Khadija and the respective persons responsible for the country program (as per Table 1). Again, please copy "MNCA1 HQ" to ensure the CPC, RM/Portfolio Analyst, Sr. EA and PA in Washington are informed. Minutes - drafting and clearance: The TTL should prepare the minutes within 3 working days and circulate them to all meeting partiCipants once cleared by the sector manager and chairperson of the meeting. The minutes should be concise and preferably not longer than 2 pages, and should clearly articulate all key issues and related decisions. The final minutes should also be copied to Simon, Joelle and Khadija, as well as to the persons responsible for the country program (Table 1) and MNCA1 HQ.
PRE- AND POST-MISSION PROCEDURES
Pre-mission procedures Obtaining mission clearances: The primary contact in Table 1 - Eavan, Eileen, Moukim, and Marouane - will provide clearances for proposed missions to the respective MNC01 countries. When the traveler's TR is approved in SAP by his/her manager, an e-mail is automatically sent to the CMU staff who will promptly approve the travel clearance in the system unless there are exceptional
circumstances that prevent a mission from proceeding. For more details, please click on the following link: Security - Travel Advisory . Mission announcement letters should be sent to Government 2 weeks ahead of the mission for all MNC01 countries except Tunisia which requires a 3 week advance notice. TrL should draft the mission announcement letter and send for clearance as per Table 1 to Eavan for Morocco (CD will sign); and for clearance and signing to the respective CM/Res Rep for the other MNC01 countries. Please copy the relevant Country Officer and Program Assistant(s). Missions should be closely coordinated with the respective Country Offices, and should include a briefing with Simon/Eavan in Morocco, Eileen in Tunisia, Moukim in Algeria and Maroune in Libya at the beginning and end of each mission. All meetings with ministers should include the participation of these staff members who should be informed of all such meetings in advance. It is critical that the respective country office PA/Team Assistant (Table 2) be kept informed about meetings and other mission plans. Staff may also want to consider copying all staff in the Morocco office ("MOROFF") and the Tunis office ("TUNOFF',) on their mission planning, as appropriate. Mission schedules are prepared and distributed to the country team by Micheline. A copy of the mission schedule is sent by the CMU to the appropriate contact ministry in the respective country. Post-mission procedures
LEN preparation and supervision: Mission teams should leave a draft aide-memoire with the government at the end of their missions. The transmittal letter and final aide-memoire should be issued to the government no later than four weeks after the mission. Once the package is cleared by the sector management, the TTL should send it for clearance and signing to the primary contact for Morocco and Tunisia (Table 1) and the respective Country Officer, with copy to the respective ACS (Table 2), as well as MNCA1 HQ. It is the Task Team's responsibility to file these documents in WBDocs. ISRs: Ideally, the ISR is included with the transmittal letter and aide-memoire when submitted for CMU clearance/comments. When preparing ISRs, Task teams should not enter the name of the Country Director to provide CMU comments/approval of ISRs. For Morocco, the Sr. Country Officer is designated and for the other MNC01 countries the Country Manager/Res Rep are designated to provide comments and approve the ISR on behalf of the CMU and should be identified as the approving CMU manager in the ISR. The MNC01 designation for submitting ISRs is as follows:
Table 3: CMU Clearance/Review Designation for ISRs CD designee Alternate designee CMU staff for cc-list
4. CORRESPONDENCES All correspondence for the signature of the CD must be cleared by the primary contact as per Table 1 and copied to Khadija. All correspondence for VP signature must be cleared by the CPC and copied to Saida and Micheline. Drafting and obtaining CMU signatures: Draft letters to be signed by the CD are first reviewed by the relevant CMU staff (CM/Res Rep, Country Officer and ACS). Any changes required after their review will need to be applied/accepted by the originating unit who finalizes the letters. Task team leaders are responsible for preparing all correspondences related to the operations/AAA for which they are responsible .
All correspondences addressed to Government ministers or above are signed by the in-country Bank representative, i.e., the CD for Morocco and the CM/Res Rep for the other MNCOl countries. This applies to letters communicating about regional initiatives. The exception is for correspondence that legally requires the Country Director's signature i.e., loan/credit amendments, reallocations, closing date extensions, etc. In addition, the CD will sign correspondences when the TTL and CM/Res Rep and Country Officer agree that it is important for him to intervene, particularly for policy based lending operations. Please remember to keep the CD, MNCAl HQ, Eavan/Eileen/Moukim/Marouane/Paola and Khadija copied on all correspondence related to lending before delivery to the client. All correspondences on RTAs are reviewed by the Operations Support and cleared/signed by the Resident Representative, except where the CD decides to intervene. For all letters to be signed by the CMU management (CD or CM/Res Rep), the final letter with any necessary clearances attached (e.g . legal and disbursement) should be submitted by the sector to the responsible ACS in the Country Office (Khadija in Rabat, Besma in Tunis or Houria in Algiers) to prepare/print it for management's signature. The sector/task team is responsible for ensuring that all letters are thoroughly proof-read and checked for spelling/punctuation and the correct distribution (addressee, cc and bcc) before submitting to the PA for manager's Signature. Letters need to be prepared using the correct letterhead and signature block for the CD or CM/Res Rep that will be signing. Formatting/presentation for correspondences: The guidelines given by the PIesident's Office on punctuation, capitalization and salutation when writing to heads of governments and other high ranking officials should be followed. All official correspondence related to projects and addressed to government officials must be copied to the respective Executive Director. Distribution. After the letter is signed, the PA/TA of the relevant Sector/Task Team is responsible for transmitting it to the recipients, including the cc and bcc list and filing into WBDocs. The Country Office Assistant will provide support as needed. Incoming correspondence: All incoming correspondence addressed to the CD are logged in MNCOl EnCorr by the CMU who assigns the relevant TTL/staff to draft a proposed response as needed. The turnaround time is 5 working days for standard responses. If necessary, this time may be amended as agreed with the CMU. Any response sent to a government official who is a Minister or above is signed by the CD or his delegate . Please make sure to include the Encorr reference number when transmitting the proposed response to the CMU and to copy Khadija and MI\lCAl HQ .
s. SIGNING OF LEGAL DOCUMENTS Signing ceremonies: This is an excellent opportunity to communicate important messages about the government's reform program and our efforts to support them. Accordingly, we place considerable emphasis on organizing these events to maximize the exposure, which normally suggests Signing in the country. Anwar Soulami, Sr. Communications Officer for Morocco; Donia Jemail, Public Information Assistant for Tunisia and Libya, and Houria for Algeria, should also be consulted in setting up these engagements. Procedures for signings are as follows: â€˘
Loan/TF Agreements will be signed by the CD when possible. Please coordinate all signings with the lawyer and his/her assistant, and the Country Office, allowing enough time to prepare for legal documents to be received by the CO. The CD may also choose to delegate authorization to sign to the CM/ResRep. MNCOl coordinates with LEGEM to delegate signing authorization.
Loan/TF Amendments: All requests for amendments to be signed by the CD should be routed through the respective Sector Managers and cleared by the primary contact (Table 1) after obtaining clearances from LEGEM/CTRFC.
NEGOTIATIONS AND BOARD/RVP PACKAGES
Once the appropriate clearances have been obtained (from the Sector Manager, LEGEM, erR and others as needed), the TIL should send the Negotiations and Board packages for clearance as per Table 1 to the primary contact and operations support. The CD will sign-off on all packages only after they have been cleared by the appropriate person. For ' negotiations packages, the task team is responsible for preparing the transmittal email that will go from the CD to the Chief Counsel and for ensuring that the distribution list is complete. Following completion of negotiations, the task team is responsible for submitting the Board package for CD approval and subsequently to the RVP/MD for approval. Once RVP/MD have cleared the Board package, the task team submits it to SECPO . Please copy "MNCA1 HQ" on requests for approvals to ensure the CPC and Sr. EA/PA in Washington are informed and can faCilitate/troubleshoot as needed. The Notification of Board Approval is signed by the CD for all Morocco operations and MNC01 DPLs, otherwise it is delegated to the CM/Res Rep or Cpc. For Trust Fund proposals, the TIL submits the proposal for review/clearance to the primary contact (Table 1) .
Please allow a minimum 3-day turn-around time for CMU review of these packages.
BOARD PRESENTATIONS FOR NON-STREAMUNED OPERATIONS
The Country Director presents policy-based lending operations to the Board and may at times delegate presentations. Investment operations are presented by the TIL unless there are country-specific issues that warrant presentation to be done at the management level.
Click on the following link to access the MNA Region's Guidelines & Development Effectiveness. The website provides information on institutional guidelines, regional guidelines and a MNA Reform survival toolkit . In addition, the page provides links to fiduciary services.
9. MNCOl ExTERNAL DIRECTORIES These directories consist of contact information for government agencies/officials and representatives of the private sector, civil society, international organizations and others operating in MNC01 client足 countries . The directories are currently being updated and colleagues will be informed as soon as they are available. The contact persons for each directory are as follows:
Morocco: Khadija Sebbata Tunisia : Narjes Jerbi Algeria: Houria Chemam Libya: Saida Doumbia Gall/A. Micheline Faucompre Please contact Khadija or MNCAl HQ if you have any questions or suggestions to improve these guidelines. Thank you!