Kalimantan Forests and Climate Partnership (KFCP) Design ...

4.1 MANAGEMENT STRUCTURE AND COORDINATING MECHANISMS
The management structure for the KFCP is depicted in Figures 4a and 4b and the roles of the groups in
the structure are explained in Text Box 4.2. The KFCP Coordinator, who reports to the Facility
Manager, manages field demonstration activities with the support of a small technical staff (the Field
Management Team), the composition of which will be determined by the Managing Contractor in
consultation with the Partnership Office. This team must be able to perform the tasks and functions
listed in Text Box 4.1. The Coordinator supervises the work of the Implementing Partners and ensures
that their activities are coordinated. KFCP Coordinating Teams at the province and district levels will
ensure that field implementation is coordinated with government agencies and plans. Forests and
Climate Specialists in the IAFCP Partnership Office will provide technical oversight of activities, in
line with management arrangements established for the IAFCP. Further details of management
arrangements for the IAFCP are described in the IAFCP Design Document.
A provincial secretariat, and perhaps one at district level, will facilitate government interactions and
support specific aspects of implementation. The KFCP Coordinating Committee provides guidance
through the Partnership Office. The management structure should be elaborated by the KFCP
Coordinator to provide details of reporting relationships and communications procedures. Planning and
coordination procedures, such as the indicative list below, must be developed and elaborated through a
consultative process with Implementing Partners.
Coordination of Implementing Partner (IP) activities will be critically important to successful
implementation of field activities because IP activities must be carefully sequenced and mutually
supporting at the village/field level (see Figure 3 and Attachment 2 for the steps in this process). The
partners—CARE, Wetlands International-Indonesia (WII), and BOS—have distinct tasks, but must
work in close temporal, spatial, and technical coordination to complete the interventions needed to
reduce GHG emissions from peatlands and forests. The following steps and ground rules provide a
starting place for the KFCP Coordinator to build such coordination:
Hold a team building exercise at beginning of implementation phase;
Develop clear, mutually agreed TOR for implementing partners;
Ensure that the management role of the KFCP Coordinator and his/her staff is understood and
accepted by all;
All partners make commitment to coordination and agree on sanctions for failing to follow
coordination procedures;
Negotiate ground rules for the village engagement process, including timing of interventions,
especially those related to the musrenbang village planning process;
Develop a guidebook for field workers describing the village engagement process and related
coordination among implementing partners;
Hold regularly scheduled meetings among the coordinator and IPs;
Hold semi-annual planning workshops to develop integrated, six month rolling plans;
Agree on how to share use of office space, guest houses, and field camps;
Develop and observe communications protocols among field teams; and
Develop project intranet to expedite communication, scheduling, and information sharing. A
satellite connection may be needed for Mantangai.
Internal Communication among the KFCP field management team (i.e., MC staff) and the
implementing partners will be key to successful implementation on the ground. The Coordinator should
design this system to encourage free and open telephone and e-mail communication among the partners
supported by face-to-face meetings at key events, such as planning workshops, coordination meetings,
and government presentations. Maintaining good communication also has a technical dimension in this
remote area, requiring protocols for telephone and e-mail communication to ensure that everyone can
communicate important information. There is mobile telephone reception over parts of the area. The
Coordinator may wish to set up an intranet as a means to share work schedules, reports, and news from
the field. A satellite link may be required in Mantangai and/or Timpah to allow regular e-mail and voice
communication.
42 KALIMANTAN FORESTS AND CLIMATE PARTNERSHIP (KFCP) DESIGN DOCUMENT