1.2. institutional framework of twinning operations in armenia - PAO

The European Union’s TACIS programme for Armenia 

GUIDELINES 

On Twinning Instrument 

For Program Administration Agency 

This project is funded 

the European Union 

by 

"Support to Armenian PAO 

for Twinning and TAIEX operations" Project 

EuropeAid/126857C/SER/AM 

Implemented by ECO 

in Consortium with ADETEF and RaL 

The views expressed in this publication do not necessarily reflect the views of the European Commission

"Support To Armenian PAO for 

Twinning and Taiex Operations" 

project 

Address: 5, M. Mkrtchyan Street, 

Ministry of Economy, 8th floor 

Yerevan 0010, Republic of Armenia 

Tel.: +374 10 582 955 

E-mail: twinning@cornet.am 

These guidelines were elaborated by the Armenian PAO 

with the support of the EU-funded SATTO project 

Programme Administration Agency (PAO) 

of the Ministry of Economy 

of the Republic of Armenia 

Address: 5, M. Mkrtchyan Street, 

Ministry of Economy, 7th floor 

Yerevan, Armenia 

Tel.: +374 10 54 39 81 

Fax: +374 10 54 39 83 

E-mail: info@pao-armenia.am 

Web site: www.pao-armenia.am

GUIDELINES ON TWINNING INSTRUMENT FOR PROGRAMME ADMINISTRATION AGENCY 

CONTENTS 

ABBREVIATIONS............................................................................................................................................. 3 

PREAMBLE (INTRODUCTION) ....................................................................................................................... 4 

1. GENERAL INFORMATION ABOUT TWINNING ......................................................................................... 5 

1.1. TWINNING BACKGROUND .................................................................................................................... 5 

1.2. INSTITUTIONAL FRAMEWORK OF TWINNING OPERATIONS IN ARMENIA.................................................... 8 

1.3. GENERAL FUNCTIONS AND RESPONSIBILITIES OF PAO IN TWINNING OPERATIONS IN ARMENIA............... 9 

2. SPECIFIC FUNCTIONS/ROLE OF PAO IN TWINNING PROJECT CYCLE MANAGEMENT ................. 10 

2.1. TWINNING PROJECT PREPARATION STAGE ........................................................................................ 10 

2.1.1. Identification of Twinning Requests ........................................................................................... 10 

2.1.2. Selection of Twinning Requests, Submission to Twinning Board and ECD for Approval ......... 12 

2.1.3. Preparation of the Terms of Reference for Framework Contractors to write a Twinning Fiche 16 

2.1.4. Preparation of the Twinning Fiche ............................................................................................. 17 

2.1.5. Submission, evaluation and selection of Twinning Proposals................................................... 18 

2.1.6. Preparation of Twinning Contract .............................................................................................. 20 

2.2. TWINNING IMPLEMENTATION STAGE................................................................................................... 21 

2.2.1. Official Launch of the Twinning Project ..................................................................................... 21 

2.2.2. Implementation of the events/components under a Twinning project ....................................... 21 

2.2.3. Monitoring and Evaluation of a Twinning Project ...................................................................... 23 

2.2.4. Amendments of Twinning Contract............................................................................................ 24 

2.2.5. Sustainability of achieved results............................................................................................... 25 

3. PRINCIPLES OF AWARENESS RAISING ACTIVITY OF PAO ................................................................ 27 

4. GLOSSARY................................................................................................................................................. 28 

ANNEXES ....................................................................................................................................................... 30 

ANNEX 1. RECOMMENDATIONS FOR THE ELABORATION OF PROPOSALS FOR THE TWINNING 

PROJECTS ..................................................................................................................................................... 31 

ANNEX 2. HOW TO FILL THE TWINNING REQUEST FORM...................................................................... 32 

ANNEX 3. SELECTION CRITERIA FOR TWINNING REQUESTS................................................................ 34 

ANNEX 4. EUROPEAID/ XXXXXX/C/SV/MULTI............................................................................................ 36 

ANNEX 5. TWINNING PROGRESS FICHE.................................................................................................... 50 

2

BA: Beneficiary Administration 

BC: Beneficiary Country 

EC: European Commission 


ECD: European Commission Delegation 

ENP: European Neighborhood Policy 

ABBREVIATIONS 

ENPI: European Neighborhood and Partnership Instrument 

EU: European Union 

EU MS: European Union Member States 

FP: Focal Points 

FWC: Framework Contractor/or Contract 

NCP: National Contact Point 

PAO: Programme Administration Office, in Armenia Programme Administration Agency 

PCA: Partnership and Cooperation Agreement 

RA: Republic of Armenia 

RTA: Resident Twinning Advisor 

TAIEX: Technical Assistance and Information Exchange 

ToR: Terms of Reference 

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PREAMBLE (INTRODUCTION) 

Twinning is a cooperation tool of the European Commission. It assumes cooperation in a particular 

field between the public administrations of Member States of the European Union 

(EU) and the equivalent institutions in the Republic of Armenia, and should provide mandatory 

results. The purpose of Twinning projects is to support the Beneficiary Country in establishing and 

developing modern and efficient administrations, with the structures, human resources, and 

management skills needed to implement the EU legislation according to the same criteria as in EU 

MS. 

The purpose of these Guidelines is to describe in detail the role of the Programme Administration 

Agency in the management of Twinning operations, from the identification phase over the 

implementation and monitoring phase and up to the sustainability of achieved results. The aim is 

also to support the PAO so that the PAO may optimally fulfill its coordination role between all 

stakeholders in relation to Twinning operations and projects. 

In the annexes of this Guideline the templates of several documents are presented, which can be 

used in the management of Twinning operations. Some of the needed documents and templates 

such as the Standard Twinning Fiche, the Evaluation templates of the received EU MS proposals, 

and the Standard Twinning Contract are not presented in annexes, as they can easily be found in 

the EC Common Twinning Manual with the following link: 

http://ec.europa.eu/enlargement/twinning/index_en.htm 

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1. GENERAL INFORMATION ABOUT TWINNING 

1.1. TWINNING BACKGROUND 

Twinning is an institutional building tool which provides direct exchange of specific national 

experience in a specific field in EU legislation implementation between a Public Administration in a 

BC and the equivalent institution in an EU Member State. 

The Twinning programme was established in 1998 to assist candidate countries in their efforts to 

strengthen their administrative and institutional capacity in preparation for membership in the EU. It 

was conceived as an instrument for targeted administrative cooperation assisting the candidate 

countries in strengthening their administrative and legal capacity to implement Community 

legislation. The Twinning programme gained new impetus when it was extended to countries 

neighbouring the EU. 

After the EU adopted the European Neighborhood Policy (ENP) in 2005, in the aftermath of the 

enlargement of the EU to 10 new Member States, this new policy gave new opportunities of 

cooperation for EU neighboring countries, including Armenia. In November 2006, the EC and 

Armenia adopted and signed the EU-Armenia ENP Action Plan, which is a political document 

laying out the strategic objectives of the cooperation between Armenia and the EU. This Action 

Plan was designed to help fulfill the provisions in the Partnership and Cooperation Agreement 

(PCA), signed in 1999, and to build ties in new areas, in order to encourage and support Armenia’s 

objective of further integration into European economic and social structures. Since the beginning 

of 2007, the European Commission decided to keep only one instrument to finance cooperation, 

which is the ENPI. Implementation of the Action Plan has the objective of significantly advancing 

the approximation of Armenia’s legislation, norms and standards to those of the EU, and 

furthermore to help to devise and implement policies and measures to promote economic growth 

and social cohesion, to reduce poverty, and to protect the environment, thereby contributing to 

reaching the long-term objective of sustainable development. In 2007, European Neighbourhood 

and Partnership Instruments – Budget Support, Twinning, TAIEX, SIGMA etc. - became available 

for Armenia. These instruments are targeted at legal framework reforms and capacity building of 

Armenia’s public administration system. 

The aim of Twinning is to upgrade/modernize the institutions of the BC at central, regional and 

local levels, through training and reorganization as well as drafting of laws and regulations 

modeled after the EU “Acquis communautaire”. The fundamental principle of the Twinning project1 

is that it must yield mandatory results. 

Twinning projects are built around jointly agreed EU policy objectives and are based on a small 

number of basic principles: 

� BC – in liaison with the EC- chooses its EU MS partner 2 (s), after a competitive procedure 

based only on the quality of the proposal; 

� Twinning projects must yield a concrete operational result in terms of the BA 3 meeting a 

requirement in connection with the EU Acquis or other EU policies open for co-operation; 

1 Please see the explanation of the relevant numbered term used in the text in Glossary. 

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� The Twinning partners commit themselves to achieve the mandatory result and not only to 

assure the means to achieve it. Twinning projects involve the sharing of hands-on public 

sector experience and expertise and are built upon the true nature of partnership; 

� A Twinning project does NOT aim at replicating a particular MS administrative system but 

rather strives to help introduce EU-wide best practices in connection with Community 

legislation. 

� Twinning is a joint project of a grant nature. It is not a one-way delivery of technical 

assistance from an EU MS to a BC. It is a joint project covering a process, in which each 

partner takes on responsibilities. The BC commits itself to undertaking and funding reforms, 

and the MS to accompanying the process for the duration of the project. 

� To underpin the credibility of their commitment, the Twinning partners draft a detailed 

Twinning work plan, before starting work. It may be adapted in the course of its 

implementation, but it must fix clear benchmarks to allow for close monitoring of progress 

towards the final result; 

� At the end of the project a new or updated system must function under the sole 

responsibility and means of the BC. 

� The final and sole ownership of the mandatory result lies with the BC 

The average duration of a Twinning Project is between 12 and 24 months. At the completion of the 

Twinning project the BC should have a significantly improved organization, enabling to properly 

fulfill its objectives in relation to the EU Acquis or in relation to the relevant area of co-operation 

with the EU. 

Twinning is implemented in common by Twinning Partners, namely one or two EU MS and one 

Armenian public institution. The EU MS Team Leader 4 and the BA Team Leader 5 bear together the 

responsibility of the good implementation of the Twinning project and of the fulfillment of the 

Mandatory results and the activities agreed upon in the Twinning contract. The Twinning project 

involves a Resident Twinning Adviser 6 (RTA) who has the task of facilitating the effective 

implementation of the Twinning contract 7 and of all its activities. The RTA has a counterpart 8 

person in the Armenian BA, in order to facilitate day-to-day work in common. 

A Twinning contract may envisage such activities as provision of short or mid-term expertise, 

workshops and seminars, conferences, and study tours, in order to implement the commonly 

agreed upon activities and therefore achieve the mandatory results, designed to fulfill the 

objectives described in the Twinning Fiche 9 . 

As mentioned above, Twining is a jointly implemented tool, which means both EC and BA have the 

following obligations/commitments (financial and other). 

The EC finances: 

� Work of FWC experts on preparing the Twinning fiche; 

� Preparation of Twinning contract; 

� Compensation Cost for the Project Leader from a partner State (traveling, accommodation 

per diem); 

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� Work of an EU MS administration related to project implementation (Project Management 

Cost Compensation); 

� Work and stay of the RTA in the beneficiary country; 

� Work of project experts; 

� Workshops, round tables, conferences (partially) within a Twinning project; 

� In certain cases – special equipment up to € 5000.00 and provision of services 

(transportation, translation and interpretation, software, study materials, engagement of 

private experts for studies) up to € 10000.00; 

� Study visits of Armenian civil servants to EU member States within the framework of 

Twinning project implementation. 

Beneficiary of the Twinning project is responsible for financing and provision of: 

� Human resources for successful project implementation; 

� Office with furniture, computers with internet access, means of international telephone 

(facsimile) and electronic communication, copying devices to the RTA for the whole period 

of Twinning project implementation; 

� Premises for training, workshops, conferences and other Twinning project events with 

special equipment for presentations and simultaneous interpretation. 

Managing and Coordination of Twinning Projects 

General functions of managing and coordination of programmes implemented under ENPI are 

usually designated to a special body established within the Public Administration System of the 

BC. However, the actual scope of its responsibilities varies depending upon the applicable ENP 

Instruments management and coordination system: decentralized or centralized. 

Under the Decentralized system such body has the role to sign Twinning contracts directly after 

consultations with the EC Headquarter (Brussels) and the ex-ante approval by the Delegation, and 

acts as the contracting authority for EU contribution to Twinning Projects. The classical example of 

the decentralized system is the performance of CFCUs or CFCAs in candidate and potential 

candidate countries. 

Under the Centralized management system, ECD remains the legal entity, which signs the 

Twinning Contracts on behalf of the EC, acting at the same time as the financing authority. 

The above-mentioned body is also the central point of communication between the EC and the 

BAs and between the MS administrations and the BAs. 

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1.2. INSTITUTIONAL FRAMEWORK OF TWINNING OPERATIONS IN 

ARMENIA 

In Armenia, Twinning implementation is placed under a centralized system (see the above 

paragraph). The main parties involved in the coordination and implementation of the Twinning 

instrument in Armenia are: 

- The European Commission Delegation to Armenia; 

The ECD to Armenia, on behalf of the EC, finances Twinning projects out of the budget of the 

ENPI, controls in the last resort the Twinning draft projects, decides to launch tenders to appoint 

Framework Contractors to write the Twinning project Fiche, sends the approved Twinning Fiche to 

EU MS over the network of NCP 10 , signs the contract, notifies the Twinning contract to the EU 

Partner State(s) and to the Armenian beneficiary institution, and oversees the correct 

implementation of the Twinning projects. 

- The BAs 

Together with their EU MS Partners, they are responsible for good implementation of a Twinning 

Project; they apply for Twinning Projects to the PAO according to rules decided by the Government 

of Armenia (RA Government Decision No. 605-N dated May 29, 2009, hereafter Decision on 

Twinning Procedures). 

- The Twinning Projects Implementation Board (hereafter the Board), 

Responsible for coordination of the Twinning project implementation in line with the EU technical 

assistance programme as well as the fair and transparent selection of Twinning project proposals 

submitted by stakeholders 11 ; 

- The Programme Administration Agency ( PAO), 

According to the Decision of RA Government N1096-N dated on September 25, 2008 (hereafter 

Decision on PAO functions), the PAO is responsible for the coordination of the implementation of 

Twinning, TAIEX, Sigma and other ENP instruments in Armenia. Particularly, the PAO coordinates 

identification of new Twinning projects, selection, and prioritization of submitted Twinning requests. 

The PAO is also acting as “mediator” between the ECD to Armenia and Armenian Public 

Authorities. 

- The Coordinating Units, (Focal Points) 12 

According to the Decision on Twinning procedures, units designated by the management of RA 

ministries, agencies, or other public administration bodies, during preparation and implementation 

of Twinning projects, shall provide technical and methodological assistance to relevant divisions of 

the institution, communicate with the main participants of the Twinning project, coordinate 

preparation and implementation activities of Twinning projects, and attend trainings on Twinning 

instrument organized by PAO and convey the gained knowledge to relevant divisions. 

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1.3. GENERAL FUNCTIONS AND RESPONSIBILITIES OF PAO IN 

TWINNING OPERATIONS IN ARMENIA 

In a centralized context the role of PAO in Twinning can be described as follows: 

� The PAO has an essential role in the whole twinning cycle of the project: for example, the 

drafting of the ToR of the FWC and the quality control of twinning fiches and contracts, 

� The PAO is the central point of communication between the EC and the BAs and between 

the MS Administrations and the BA, 

� The PAO assists the ECD in the organization and management of selection meetings, 

� The PAO assists both BA and ECD in the evaluation of Twinning requests submitted by EU 

Member States Public Authorities as well as in selection of Twinning Partners, 

� The PAO checks that the financial management of the Twinning project is in compliance 

with EC rules, 

� The PAO receives and examines all twinning project reports. 

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2. SPECIFIC FUNCTIONS/ROLE OF PAO IN 

TWINNING PROJECT CYCLE MANAGEMENT 

2.1. TWINNING PROJECT PREPARATION STAGE 

2.1.1. Identification of Twinning Requests 

Ideas for new Twinning projects usually come from problem or gap analysis, as well as from 

studying other countries’ experiences. Many gaps, i.e. the areas to be improved, are identified 

through analysis of key reference documents (international treaties, action plans, state 

programmes, laws and regulations, studies and reports). 

Example of key reference documents: 

� EU-Armenia Partnership and Cooperation Agreement (PCA); 

� EU-Armenia ENP Action Plan; 

� National Indicative Programme (NIP); 

� Minutes of Technical Sub-Committees meetings (discussions and conclusions); 

� EC Progress report on Armenia; 

� Sector plans, studies and reports; 

� Reports and recommendations from previous projects (final reports of previous twinning 

projects for example); 

� Conclusions of TAIEX events; 

� Gap analysis documents, etc. 

Another source of project ideas for Twinning is given by the examples from other countries (New 

Member States, IPA and other ENPI beneficiary countries) contained in the Twinning Thesaurus, a 

document (CD) that should be disseminated among the Focal Points. 

The identification phase is a pivotal exercise. Further good implementation of Twinning projects 

depends on this initial phase. Therefore the following criteria should be taken into account to 

identify “Twinnable” Projects: 

� The ultimate objective should be addressed to achieve qualitative but not quantitative 

results, 

� Project Request should not be duplicated with other projects financed by the EU or other 

Donor/Aid Organizations. On the other hand, a Project idea should ensure a useful 

coordination with other existing or potential donors (UNDP, OSCE, World Bank, 

Development Agencies of EU MS present in Armenia, etc) 

� The Twinning ideas must be in line with priorities mentioned in the ENP Armenia Action 

Plan, 

� The first ideas must tackle well identified issues (examples: legislative approximation, 

capacity building, awareness campaigns, institutional or structural reforms) in compliance 

with the reform strategy of the given institution and of the Government. 

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Role of PAO during Requests identification phase 

During the Twinning Requests Identification stage PAO support should concentrate on the 

raising of awareness of Beneficiary Institutions staff and especially designated Focal Points on 

principles of identification of appropriate Twinning Requests. The awareness raising may have 

the format of seminars/round tables as well as may be undertaken meetings with 

representatives of BAs (participation of Focal points in such meetings is strongly desirable). 

Special attention should be given to the issues of the correct ENP Instrument (Twinning, TAIEX, 

Sigma or others) depending on identified needs. 

PAO should also work with Beneficiary Institutions to help them to formulate eligible Twinning 

Requests as well as to make classification of “Technical Assistance” requests/ of Beneficiary by 

types of ENP Instruments. In other words PAO should not only help to elaborate relevant 

Twinning Requests, but also should advise how to use other ENP Instruments (TAIEX, Sigma, 

etc) to address the identified needs of institution building of a given Administration. 

Before the official application process begins, i.e. before the official call for proposals sent by the 

PAO to the BAs over their Focal Point, PAO should organize regular meetings with the 

potentially interested public institutions. These regular meetings may be scheduled according to 

the different fields of economic, social and environmental issues. 

These regular meetings have the aim of discussing the institution and capacity building needs of 

the Armenian administrations, in order for the PAO to be fully aware of the state of reforms in 

each administration or public institution, and to identify the best ways and means to address 

these needs under the available EU-instruments (Twinning, but also TAIEX, classical Technical 

Assistance, budgetary support or other donor activities). The question of coordination of 

activities of different donor organizations in a given public institution should be tackled, with a 

view to avoid overlapping but to foster complementarities between donors. 

These regular meeting sessions enable the PAO to be fully aware of the history of assistance to 

a given public institution, thus being in a position, together with the Focal Point of that institution, 

of finding the best institution building tool to address the identified needs (legal expertise for 

approximation with EU rules and standards, structural reform plans, needed advice for 

implementation of already passed laws or envisaged law changes, issues of coordination 

between various ministries and public institutions on a given cross-cutting issue, etc). 

As a result of these regular meeting sessions, PAO will receive much better designed Twinning 

requests coming from potential beneficiary institutions, and this will facilitate the whole process 

of prioritization and programming of Twinning projects. 

Administrative steps followed by the PAO according to the Decision on Twinning 

Procedures: 

11


- PAO sends a letter to potential beneficiary institutions (over their Focal Points) indicating 

deadlines for preparation and submission of a letter of interest on participation in the Twinning 

programme and the project Request; 

- PAO provides advisory and methodological support on issues related to the use of the Twinning 

Instrument; 

- PAO provides assistance in the identification and formulation of the topic of Twinning projects and 

preparation of the project Request. 

2.1.2. Selection of Twinning Requests, Submission to Twinning Board and ECD for 

Approval 

According to the Decision on Twinning Procedures, PAO initiates a call for submission of Twinning 

proposals twice a year. Proposals should be submitted to PAO within 60 days from the date of 

announcing the call for proposals. The procedure of selection of eligible Twinning Requests begins 

with the evaluation of all proposals by the relevant Focal Points of Armenian Public 

Bodies/Institutions. As a result, most eligible proposals (maximum 3 proposals) should be sent to 

PAO, accompanied by an official letter from the Head of the relevant Body/Institution and 

addressed to the Minister of Economy. 

Since Focal Points are responsible for the initial selection of Twinning Requests, it is very 

important to assure their capabilities and skills to identify priorities for their Institution, as well as to 

be able to evaluate the eligibility of submitted Twinning proposals. That is why trainings for Focal 

points, which include case studies on the evaluation of Twinning Requests, papers are required to 

be undertaken by PAO. It is also recommended at the initial stages of collaboration with Focal 

Points to encourage them to send drafts of Twinning Requests (not officially) for evaluation or to 

initiate non-official discussion of draft requests. Based on the results of evaluation and discussions 

with the applicant Institution (if required), Twinning Request papers can be revised and officially 

submitted to PAO. 

PAO, within 20 business days, shall evaluate the correspondence of the received project requests 

with the quality criteria defined by the European Commission. 

Requests failing to meet the EC quality criteria shall be returned to the applicant with an official 

feed-back letter explaining the reasons why the submitted proposal cannot be accepted. 

In order for the PAO to assess in a fair and equal manner the received Twinning project 

applications, the following rules shall be followed: 

� The PAO shall at first evaluate the Twinning project proposals against a standard 

Assessment check-list for the eligibility of Twinning proposals (see Annex 5) 

Eligibility of project Request/idea 

The request eligibility is to be assessed by the PAO against, at first, four main compulsory criteria: 

- First of all, the applicant institution has to be eligible by its status: this means that the 

applicant should be a governmental body, either a Ministry or a public institution, which can 

be considered as created by the Government (such as a PAO set up by the Government). 

12


This excludes in practical terms the non-governmental organizations and also the local 

governmental institutions, but these may be associated in a Twinning project placed under 

the auspices of the Ministry of Territorial Administration. 

- There must be a clear reference to the Partnership and Cooperation Agreement and the 

European Neighborhood Policy Action Plan in the request, under point 3. Reference to the 

Armenian-EU strategic documents: this means in practical terms that in the presentation of 

the background of the Twinning application the quotation of the precise chapters and 

articles of the above-mentioned agreements must be quoted. For example, in the Twinning 

project Fiche on “Strengthening of food and feed safety control in Armenia”, there is a clear 

reference to the sub-component 4.4.1 “Sanitary and Phytosanitary Issues”, which is a subcomponent 

of the EU-Armenian Plan of Actions in the framework of the European 

Neighborhood Policy, and more specifically, it is quoted that it is envisaged “to improve 

food safety for the consumers and to facilitate commerce through reforms and 

modernization of sanitary and phytosanitary spheres”. 

- There must be a clear reference to the correspondence with the EU standards, rules and 

best practices (called “Acquis communautaire”). In practical terms, this means that under 

the section 4. “Background information” there must be a detailed explanation of where the 

Armenian legislation stands, compared against the EU standards, rules and best practices 

in the concerned field. For example, in the Twinning project Fiche on “Strengthening of food 

and feed safety control in Armenia”, there are eight detailed points given under section 4 

(Background information) the degree of harmonization of Armenian laws with the “Acquis 

communautaire” in this sector, for example as concerns general food safety law, animal 

feed law, and some points in the EU legislation that are missing in Armenian law are clearly 

identified (for example, regulations concerning microbiological criteria for animal feed, 

dioxins and PCBs substances) and points where there is a need for the Armenian 

legislation to be harmonized with the EU legislation. 

- The last compulsory criterion of eligibility addresses institutional or structural reforms 

planned by the applicant institution. In practice, this means that at least some elements of 

institutional or structural planned reforms have to be quoted by the applicant institution, in 

connection with the area addressed in the project application. For example, in the Twinning 

project application on Food Safety, it is quoted that the objectives of the project would be 

not only to achieve the harmonization of the Armenian legislation on food and feed safety 

with the relevant EU legislative framework, but that the project also would have the aim of 

strengthening the capacity of the Ministry of Agriculture to implement the EU standards and 

best practices in that field, and that all objectives will be targeted at institutional 

strengthening and will be accompanied by newly, to be established systems, and new 

institutional and organizational structures to be put in place, with the general aim of 

institutionalizing all outcomes and outputs of the project. 

The second set of criteria established by the PAO to assess the degree of quality of Twinning 

project requests has to do with substantial conformity elements, assessing the global quality of the 

request. The quotation has to be established from 1 (very weak) to 5 (excellent). A detailed 

explanation of each criterion is given hereafter: 

13

Quality of Twinning Requests 


- The degree of clarity and coherence of the objectives and results: a key feature in a 

Twinning application is linked to the way the concrete needs of a given applicant institution 

are explained and worded, and to the degree of internal logic which is contained in the 

objectives listed in the application form. Classically, the objectives should be grouped in 

three points: the first objective has to be linked to the approximation of the Armenian legal 

system with EU rules and standards, and relevant legislative framework. The second 

objective should be addressing issues of capacity building of the Armenian applicant 

institution, and more specifically with the institutional capacities of the institution to 

implement the EU standards and best practices in the concerned field. The third objective 

may be tackling issues of information dissemination, of awareness raising issues, and/or 

issues linked to sustainability of the envisaged reforms. 

- The second criterion has to do with the degree of inclusion of elements of institutional and 

structural reform in the Twinning project application Fiche. This does refer to the same 

criterion as the above-listed in the eligibility list of criteria, but with an idea to assess to what 

degree the applicant institution is incorporating ideas of institutional changes and/or 

structural changes which will inevitably link with the approximation of the Armenian 

applicant institution to the EU rules and standards in the given field of interest. This criterion 

is linked to the degree of consciousness of institutional and structural changes needed by 

the approximation work, not only on the strictly legal side, but also on the implementation 

side of the new legislation. 

- The next criterion addresses the degree of maturity of the request and the field situation. If 

it is clearly stated in the application that the institution developed strategy/Request papers, 

development programmes or action plans, and that the institution shows clearly in the 

application that it has developed a clear vision of its objectives and has a clear 

understanding of the necessary steps to be taken to that effect, then the application may be 

considered as showing a certain degree of maturity of the institution, all the more if the 

institution demonstrates in detail under the section “expected results and outputs” a clear 

understanding of the necessary ways and means to achieve the envisaged results. This 

means in practice that, for example, the Ministry of Agriculture writes in its application that it 

is fully aware that not only legal approximation is needed, but also an awareness campaign 

of all stakeholders in Food safety issues (Government officials, inspectors, producers, 

consumers). The degree of maturity of a Twinning project application is also linked to the 

degree of awareness of the applicant institution itself of the types of measures to be taken 

in order to institutionalize the progress that will derive from implementation of the Twinning 

project, and therefore that will enable a long-lasting sustainability of the envisaged reforms. 

For example, in the Ministry of Agriculture’s Twinning application on Food Safety, it is said 

that in order to achieve the institutionalization of the project, a decree would be needed to 

set up a Market Surveillance System for Food and Feed safety using the results of the 

three objectives of the Twinning project. 

- Another criterion has the aim of assessing the degree of absorption capacity of the 

applicant institution. This has to do with the necessity, for a given applicant institution, to be 

conscious of the high degree of involvement of the institution during the implementation of 

the Twinning project, and of its capacity to stand the workload linked to the project, already 

14


taking into consideration other projects either planned or under implementation, for 

example projects funded by other donors. 

- A last criterion used to assess the quality of the Twinning application gives an indication 

about the degree of compliance with the reform strategy of the institution and/or Government. 

The Twinning application has to be linked to the Implementation Plan of the Government of 

Armenia of the ENP-Action Plan and to the reform strategy of the applicant institution. 

For the requests meeting at least the eligibility criteria, the PAO will request the applicant institution 

representatives to participate in a meeting at the PAO, in order to assess the degree of substantial 

conformity of the proposal. The application should be revised according to the outcome of the 

discussion and resubmitted to PAO. 

To institutionalize the Twinning requests selection procedure PAO should use Twinning Selection 

Criteria (see Annex 1). The PAO has to indicate its general appraisal of the application, before 

deciding to send the request to the Twinning Project Implementation Board. 

Provided that the Twinning request transmitted to the PAO is deemed satisfactory, corresponds to 

the quality criteria defined by the European Commission and to the selection criteria defined here 

above, the PAO, after the evaluation of requests, shall send a letter informing the applicant 

institution of the inclusion of the submitted request into the preliminary list to be transmitted to the 

Twinning Implementation Board. According to the Decision on PAO Functions, the PAO has to 

establish an initial prioritized list of Twinning project requests to the Twinning Board. 

As described in the Annex 2 of the Decision on Twinning Procedures, the Board, chaired by the 

Minister of Economy, has the main goal to select and prioritize, through transparent and unbiased 

discussions, the Twinning proposals to be implemented under the European Neighborhood and 

Partnership Instrument. 

The Board reviews and approves the prioritized list of Twinning project proposals and identifies up 

to three priority project proposals to be sent to the ECD to Armenia for approval. 

Role of PAO in preparatory and implementation phases of Twinning Board Session 

During the preparatory and implementation phases of the Twinning Board PAO should act as a 

“mediator” between BAs, in which Twinning requests will be presented at the Twinning Board 

and Twinning Board members. In practical terms it means that: 

� PAO provides support to BAs in preparation of presentation of relevant Twinning 

Request. Special attention should be paid to the issues of eligibility of the submitted 

request, commitment of the Beneficiary to implement the relevant Twinning Project, and 

absorption capacity. PAO should assure that objectives and mandatory results are 

clearly defined in a presentation to be done by a BA representative. This kind of support 

may be provided by means of consultations with a BA representative. 

� Head of PAO may have a short speech presenting the key findings of evaluation of the 

Twinning request submitted by BA before/after the presentation of the request by a BA 

representative. 

15


According to the Decision on Twinning Procedures PAO shall be the Secretary of the Twinning 

Board session, which in practical terms means that: 

� PAO shall prepare the “package” of documentation to be submitted to Twinning 

Board members, including: 

� Agenda of Twinning Board Session; 

� List of Twinning requests submitted to PAO (BA, Project Title, Compliance 

with Twinning as well as supporting comments to be filled); 

� List of Twinning requests submitted for consideration of Twinning Board 

(BA, Project Title, Overall and specific objectives, expected outcomes as 

well as project implementation risks/assumptions to be filled). 

� PAO shall manage the organizational issues of the Twinning Board Session 

including dissemination of invitation letters to participants, provision of the venue 

of the Twinning Board Session, as well as provision of other required support; 

� PAO shall draw up the protocol of the Twinning Board Session. 

Role of PAO in Follow-up of the decisions of the Board: 

The PAO provides technical support to BA to revise a selected Twinning request based on 

comments of Twinning Board members. The revised version/s of the Twinning request may be 

distributed to Twinning Board members for final approval, also between the Twinning Board 

sessions. 

The PAO, within seven business days after the reception of a prioritized list of Twinning projects 

proposals approved by the Twinning Board, shall submit the list to the EC Delegation to Armenia 

for the approval of up to three priority projects proposals. 

The PAO, within one week after the reception of notice by the ECD to Armenia on approval of 

prioritized list of Twinning project requests, shall start preparing the ToR for the purpose of 

involving consultants to draft a Twinning Fiche. 

2.1.3. Preparation of the Terms of Reference for Framework Contractors to write a 

Twinning Fiche 

ToR for the FWC experts are developed by PAO jointly with the public authority — beneficiary of 

Twinning projects. Involvement of the FWC experts is justified by the highly complicated nature of 

the Twinning fiche and the need for in-depth understanding of EU legislation in the area of 

16


implementation of the Twinning project. The BA takes an active part in developing the document by 

providing necessary reference materials, comments and recommendations to the draft ToR. 

ToR for the FWC experts should state the goal and objective of the Twinning project, expected 

results and overall situation in the relevant area — set-up of BAs, legislative background, existing 

obstacles, etc — as well as qualification requirements for the FWC experts. This document should 

also contain detailed information about technical assistance projects that were implemented in the 

BA or in which the BA participated. 

After it is drafted, ToR should be officially endorsed by the BA and the ECD to Armenia. 

The duration of the preparation stage of the ToR for FWC experts is around 1-3 months. 

Role of PAO during this phase: 

Functions of PAO at this stage of Twinning cycle are the following: 

• PAO sends the draft ToRs to the beneficiary institution for inputs 2 and comments; 

• PAO meets beneficiary institution representatives in order to finalize the ToR for the 

Framework Contractors; 

• PAO sends the agreed version to ECD and, if necessary, makes 

corrections/amendments after consultations with the Beneficiary; 

• PAO sends to the beneficiary institution the final version of the ToR approved by the 

ECD; 

• PAO informs the beneficiary on the results of the selection of FWC experts and the date 

of their first visit to start working on the Twinning fiche at the BA. 

2.1.4. Preparation of the Twinning Fiche 

The Twinning fiche is to be developed by a Beneficiary Institution with the support of FWC experts 

who are selected on a competitive basis and hired by the ECD to Armenia. 

The key task of FWC experts is to facilitate the task of the Armenian BA to formulate its project 

idea into the Twinning Fiche. Practically, that means defining a clear Twinning project purpose, the 

mandatory results, specify activities to achieve the results, identify a set of indicators and 

benchmarks on the basis of which the progress of the project will be assessed, and list qualification 

requirements for RTA and other experts to be engaged in Twinning implementation. 

At the same time, the detailed project description should not be too ambitious and cumbersome, 

since it can give rise to significant problems during project implementation. It would be more 

preferable to focus on specific needs and priorities. 

2 Information needed, including provision of the EU-Armenia Action Plan, the implementation of which is to be ensured 

through the Twinning project, list of normative legal documents for Armenia that regulate the area, and a brief description 

of the organization of the beneficiary institution, with functions and structures 

17


The framework experts will visit Armenia with several missions (two or three) to become 

acquainted with the set-up of the BA, the problem that the Twinning project addresses, and the 

overall situation in the area. Experts will meet with all stakeholders and prepare a draft Twinning 

Fiche based on the received information. 

The Twinning fiche is to be officially approved by the BA, the PAO, the ECD to Armenia, and the 

EC. 

Role of the PAO during the phase of preparation of twinning fiche: 

The Twinning Fiche is prepared by FWC experts mandated by the EC after a tender procedure 

organized by the ECD to Armenia. 

PAO is involved in the preparation process in a consultative form: during the first and the second 

visit of the experts to Armenia, they meet PAO on their arrival (after having met the ECD to 

Armenia) and at the end of each of their two missions. This enables PAO to be well aware of the 

proposed objectives and mandatory results of the envisaged Twinning project, and to be 

informed during this very pivotal phase of setting up the Framework Matrix of the envisaged 

project. PAO representatives may participate in all meetings of FWC experts and other 

stakeholders. 

Acceptance of the final version of Twinning Fiche: 

When a draft of Twinning Fiche is ready in its Armenian and English versions, it is circulated to the 

ECD to Armenia, the PAO and over the Focal Point, to the BA for comments and approval. The BA 

sends its comments and suggestions within two weeks after its official receipt. The BA approves 

the final Twinning fiche within two weeks after official receipt, and sends this official approval to the 

PAO over the Focal Point. 

2.1.5. Submission, evaluation and selection of Twinning Proposals 

This stage is bound with formal procedural aspects defined in the Twinning Manual 2009. 

Practically, it is the stage when the Twinning partners (the Member State and the Beneficiary) 

establish their first contacts and start their joint work. 

Call for proposals: The European Commission circulates the Twinning Fiche to NCP for Twinning 

in 27 EU MS. Consequently, the NCPs forward it to relevant institutions in their countries. 

Submission of Twinning proposals: EU MS administrations have at least 8 weeks for 

preparation and submission of their proposals by the given deadline to the BC. The proposals are 

submitted through NCPs. The Member States may submit proposals alone or in a consortium with 

other MS. But it must be only one proposal per MS. 

18


Registration and initial screening of the Twinning proposals: Interested EU member states 

within the period specified in the Call for Proposals submit their proposals to the ECD to Armenia. 

The ECD distributes the requests to the PAO and the BA. 

Role of PAO during this phase: 

As all other stakeholders (ECD and BA) the PAO makes an administrative compliance and 

eligibility check of the proposals following the adopted form (see Annex 4). This check is to verify 

whether the proposals comply with administrative formal requirements, i.e. all necessary 

documents are submitted, and in correct format, and that Project Leader and RTA are eligible. 

Evaluation and selection of proposals: 

The representatives of MSs which have submitted eligible proposals are invited to make oral 

presentations at the Twinning selection meeting in Yerevan. On the basis of the written proposals 

and oral presentations, a special selection Committee composed of representatives from the ECD 

and the BA makes a decision on a Twinning partner. The assessment of proposals submitted by 

EU MS is made in accordance with a standard evaluation grid (cf. Annex 7, and Annex C8 of 

Twinning Manual). 

The selection Committee is composed of a non-voting Chairman and Secretary, and at least 3 

voting members. The Chairman and the Secretary, as well as at least 2 voting members (out of 3) 

are Representatives of ECD to Armenia. At least one voting member represents the beneficiary 

institution, and this person should preferably be the Project Leader. 

Additionally, the RTA Counterpart, PAO representatives and/or other EC officers may attend the 

meetings as observers without voting right. 

Generally this stage takes 3-5 months – from the moment of the Call for Proposals to notification of 

the Evaluation Committee. 

Role of PAO: 

The PAO director should attend the meetings with observer status without voting right. At the 

same time the PAO may provide methodological support and consultation before conducting the 

evaluation and selection. 

19


Practical advice on how to prepare the selection meeting and the role of PAO: 

The Beneficiary institution has to assess received written proposals before the selection 

meeting takes place (also with the methodological support of the PAO); while examining 

the written proposal, assess institutional experience of potential Twinning partners, quality of the 

proposed Team (Project Leader, RTA and short-term experts), assess to what extent the 

proposed methodology addresses requirements of Twinning fiche, and identify any additional 

qualities of proposal. It is recommended that the Beneficiary institution, and particularly the 

Project Leader, prepares a list of 3 to 5 to-be-asked questions in advance: 1 or 2 questions of 

general nature to be addressed to all Members States that submitted Twinning proposals; and 2- 

3 questions of substance related to the methodology chosen by each Member State and about 

the way the MS Project Leader and RTA envisage their implementation in partnership with the 

beneficiary institution in order to achieve the mandatory results. 

2.1.6. Preparation of Twinning Contract 

A Twinning contract is the fundamental document guiding the BA and the partner administration 

during implementation of the Twinning project. The contract is signed by the MS Partner and ECD 

to Armenia. The BA initials (signs) the most important parts of the contract - the work plan and 

project budget. 

The MS partner and the BA are responsible for preparing the contract. Based on the Twinning 

Fiche and submitted proposals, the MS partner prepares a contract containing a detailed work plan 

of events and budget of the Twinning project. The BA submits its proposals and comments to the 

draft contract developed by the partner state. 

Duration of the contract preparation period lasts up to six months, starting from the day of the 

notification 13 by the ECD of the choice of the EU MS Partner(s) by the Armenian BA. This is 

explained by the complex nature of a Twinning contract, high level of complexity, and the need for 

joint work of the MS partner administration and BA. A draft of the contract is submitted to the ECD 

to Armenia no later than three months after official notification on the results of the selection of 

proposals. 

Role of PAO during the Twinning contract preparation phase: 

PAO does not have any direct role during the Twinning contract preparation phase: this is matter 

of the Twinning Partners, i.e. the EU MS and the Armenian beneficiary institution. Nevertheless, 

PAO is kept informed by the ECD and the Partners of the state of advancement of the draft 

Twinning contract, and the possible difficulties that may postpone the final acceptance by the EC 

and thus the contract signature and actual start of the project. Please note that PAO should be 

provided by one original copy of the contract. 

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2.2. TWINNING IMPLEMENTATION STAGE 

Project implementation starts on the day of receipt of a notification letter from the ECD to Armenia. 

The RTA is supposed to arrive in the BC within three months from the day of notification 11 on 

signature of the Twinning Contract. 

Duration of a Twinning project may be from 12 to 24 months. 

2.2.1. Official Launch of the Twinning Project 

After arrival of the RTA to the BA, the preparation process of the official launch of the Twinning 

project starts. The official launch of the project is organized to raise awareness among all Twinning 

project stakeholders. 

The official launch of the project is organized and financed jointly by the BA and the partner 

administration from the EU MS. 

Invitees to the official launch of the project are the stakeholders, including representatives of the 

Government, the Secretariat of the President of Armenia, the National Assembly of Armenia, the 

PAO, other governmental bodies, representatives of the partner state, the ECD to Armenia, Non 

Governmental Organizations, mass media, etc. 

Kick-off meeting: 

The Kick-off meeting is organized a few weeks after the arrival of the RTA. The scope of the 

meeting, which is convened by the Twinning partners, is to formally launch the project. At the same 

time, it is an opportunity to hold the first official gathering of the main project stakeholders, and to 

set “a baseline” – starting position of a project. 

Because PAO is the central point of communication between the EC and the BAs and between the 

MS Administrations and the BAs, it is of paramount importance that PAO is involved from the 

launching of the activities of a given Twinning project. In practical terms, this means that PAO has 

to participate actively in the preparation of the Kick-off meeting, together with the BA and with the 

chosen EU Partner MS(s) representatives who will represent the chosen EU MS Consortium which 

will be implementing the Twinning project. The Kick-off meeting also gives the PAO Director and 

staff members an occasion to make the acquaintance of the Twinned administrations, to know 

“who’s who”, because very often key experts from EU MS participate in the official Kick-off meeting 

in Armenia, and the list of officials is not limited to just the EU MS Team Leader and the RTA. Key 

experts in charge of some important parts of the implementation of the Twinning project may also 

participate in this very important event. 

2.2.2. Implementation of the events/components under a Twinning project 

For the purpose of monitoring the implementation of the Twinning project, making 

recommendations and finding solutions to the problems that have arisen during the 

implementation, a Steering Committee shall be established for each Twinning project. The 

Committee shall be comprised of Project Leaders, BC RTA, MS RTA, the PAO representative and 

21


the Project Manager from the ECD to Armenia. Other officers from BA and respective institutions of 

the partner MS may also participate in the meetings of the Steering Committee. 

Responsibilities and duties of ECD 

ECD to Armenia has the general role of making sure that the Twinning project remains on track, in 

conformity with the agreed mandatory results, and also that the financial management of the 

project is safe and sound. In order to perform this role, ECD participates in the quarterly Steering 

Committee meetings, intervenes in debates whenever it thinks it appropriate, and more generally 

relies on the capabilities of the PAO to signal to ECD any malfunctioning of the project before it is 

too late to correct the way the project is implemented. This depends of course to a large extent on 

the degree of preparedness of the PAO to correctly play its own surveillance and monitoring role. 

ECD has also a major role to play in case of proposed amendments or addenda to the initial 

twinning contract. 

Responsibilities and duties of BA 

- The BA and the EU MS Project Leaders, throughout the entire period of Twinning Contract 

implementation, starting with the day of notification of the approval of the Twinning project, 

once per quarter, during the month following the reporting quarter, shall submit Interim 

Quarterly Reports to the ECD to Armenia (the copy shall be sent to the PAO), pursuant to 

the form set by the EC. 

- The BA and the EU MS Project Leaders, no later than three months after the 

implementation period, shall submit the Project Final Report to the ECD to Armenia (the 

copy shall be sent to the PAO), pursuant to the Twinning Contract and the procedure and 

form defined by the EC. 

Role and functions of PAO during Twinning Project implementation phase 

The Twinning Manual stresses the fact that PAO has an important role in the whole twinning cycle 

of the project, and not only in the drafting of the TORs of the FWCs and the quality control of 

twinning Fiches and contracts. In more precise words, this means that PAO overlooks the good 

implementation of a given Twinning project throughout the duration of the project: at frequent 

intervals during the quarterly Steering Committee meetings, and more often if necessary. PAO 

keeps the right on convening a special meeting of RTA, RTA Counterpart, Armenian Project 

Leader, and a representative of the ECD to Armenia, if PAO thinks it appropriate in order, for 

example, to solve an urgent problem or difficulties that may arise during the implementation of a 

Twinning project, so as to keep the project on track, always keeping in mind the mandatory results 

to be achieved in each and every part of the signed Twinning contract. PAO also checks that the 

financial management of the Twinning project is in compliance with EC rules. Besides, PAO 

receives copies of all twinning project reports, and has to react if it deems it relevant or necessary, 

within 45 days of the reception of the given report. 

22


2.2.3. Monitoring and Evaluation of a Twinning Project 

The sole reason and justification for Twinning is the achievement of the mandatory result. In the 

case of ambitious, large-scale and lengthy projects, there is a real danger that this purpose may 

become obscured as time goes by, and that the rest of the exercise will achieve only piecemeal 

and limited advances in a few areas. Close monitoring of projects will therefore be needed in order 

to identify and rectify any problems that may arise. 

Twinning project internal monitoring 

• Monthly monitoring meeting is a short meeting to review the progress of the project in 

terms of: 

- Activities and results achieved in the previous month; 

- Foreseen activities in the next month; 

- Problems faced; 

- Solutions to be implemented in the following month. 

The meeting is usually convened by the PAO. The minutes of the monthly monitoring meeting can 

also take the form of a one-page monthly Technical Progress Report. The regular monitoring 

meeting procedure is recommended and is not a mandatory requirement of the Twinning Manual. 

The regularity and the scope of the meetings are determined by the Twinning Partners. In 

any case, the procedure must not lead to counter-productive effects (e.g. overloading the RTA with 

too much reporting). 

Quarterly Steering Committee meeting is organized jointly by the Twinning partners. It is 

dedicated to review the main issues and take strategic decisions (such as the request for an 

addendum through which the project objectives may be redefined). The Steering Committee is 

attended by the two Project Leaders, the RTA and RTA counterpart as well as a representative of 

the ECD and a representative of the PAO. Representatives of other stakeholders are invited. 

As said above under Paragraph 4.2.2 (role of PAO during implementation of twinning projects), 

PAO has the general role of making sure the project implementation remains on track, both in 

terms of activities, results and respect of benchmarks, and in terms of financial management of the 

project. This means in practical terms that PAO has to adopt internal procedures which enables it 

to fully perform these duties, and to therefore fully assume its monitoring role. 

PAO is therefore advised to adopt an organization in sectors or areas of interest, to be distributed 

among PAO staff members. Only that type of organization mode will enable PAO to follow up and 

correctly monitor about 10 or 12 Twinning projects that are up and running simultaneously. 

The monitoring instruments, for PAO staff in charge of a given twinning project, may be composed 

of (but not limited to) the following items: 

- The Twinning contract, 

- The Follow-up Fiche, 

- One general Log Frame Matrix of the project, 

23


- Files on the Benchmarks to be respected during implementation of the project: these files 

will be regularly updated, in accordance with the Benchmarks Annex to be attached to each 

and every Quarterly report of the Twinning project, 

- A file on the financial management of the project, with the amount of the budget, 

breakdown under the components of the project. This regularly updated file will enable PAO 

to check if the twinning project implementation, in terms of financial management, is in 

compliance with EC rules. 

Each and every person in charge of a portfolio of Twinning projects shall participate in quarterly 

Steering Committee meetings in the name of the PAO Director, and shall report to the PAO 

Director. 

PAO is also responsible for making sure that the financial management of the Twinning Project is 

in compliance with EC rules, which means PAO should check conformity of all modifications to be 

introduced in the financial part of Twinning Contract. 

External monitoring 

External monitoring: As any other EU-funded cooperation initiative, individual Twinning projects 

and the Armenian Twinning programme as a whole may be subject to external monitoring and 

evaluation scheme. Under this EC-initiated scheme, external experts (monitors and evaluators) 

assess Twinning project against five key criteria: 

- Relevance/Quality of project design 

- Effectiveness to given date 

- Efficiency of implementation 

- Impact prospects 

- Potential sustainability 

The monitoring and evaluation is performed by external experts on basis of written project reports 

and interviews with all stakeholders of a Twinning project – The EC Task Manager, PAO 

representatives Beneficiary Country Project Leader and RTA Counterpart, Member State Project 

Leader, RTA, and possibly short-term experts. 

2.2.4. Amendments of Twinning Contract 

The list of mandatory results to be achieved is on the Work plan of the Twinning Contract, and 

cannot be changed unless strict justification on amendments/revision of mandatory results is 

provided by BA. 

However, the means used to achieve these mandatory results can vary from the beginning to the 

end of the Twinning implementation phase. Therefore, the Twinning partners have to show a high 

degree of flexibility in order to adapt the work plan to the circumstances so as to eventually achieve 

the mandatory results. 

24


Twinning contract modifications can only be made within the period of implementation of the 

contract. The modifications will apply only to subsequent implementation and cannot apply 

retroactively. There should not be a change to the mandatory results defined in the work plan. 

The amendments to a Twinning contract may be introduced in two ways: preparation of an 

addendum or a side-letter, to be sent by the Twinning Partners to the ECD, with a copy to 

the PAO. 

Addenda are required for substantial changes to a Twinning contract to be formalized. The 

following changes to a Twinning Contract thus require a formal addendum: 

� The relevant field of co-operation with the EU and the Acquis Communautaire related to the 

project. (Article 2 of the Work plan) 

� Mandatory results (Article 3 of the Work plan) 

� MS administration involved in the Twinning project as mentioned in Article 5 of the Twinning 

Contract 

� Implementation period of the Action. (Article 2 of the Twinning Contract) 

� Definition of the mandatory results and the benchmarks to be achieved (Articles 3 and 4 of 

the Work plan). (Please note that for changes concerning the means used for 

implementation, the time schedule and dates, and the identity of non-key MS’ short term 

experts an addendum is not needed) 

� Identity of the MS and BC Project Leaders, the RTA and the main MS short-term experts 

(Article 6 of the Work plan) 

� �Interruption or termination of the Twinning contract before completion 

� �Suspending the funding or lifting the suspension of funding for a twinning project 

� Major reallocations beyond 15% of the total Twinning Budget (The overall budget for a 

Twinning project cannot be increased) 

Side-Letters that the two Project Leaders can autonomously and jointly decide upon suffice for 

amendments which do not affect the basic purpose of the Twinning project and reallocations below 

15% of the total Twinning budget. 

In this case, a side-letter in the form of an administrative order lays down the details of the change. 

Both Project Leaders (of Armenian beneficiary institution and of its counterpart in the 

Member State) sign and send it to the ECD, with a copy to the PAO. 

It is always recommended to hold short informal consultations with relevant task managers 

at the ECD and at the PAO before a side-letter is issued. 

2.2.5. Sustainability of achieved results 

After completion of a Twinning project, the results achieved during its implementation should be 

sustainable. At the end of a project, a new or modified system should be self-sufficient – it should 

function independently and individually and be financed from resources of the beneficiary country. 

The beneficiary institution bears complete responsibility for the sustainability of results achieved 

during implementation of the Twinning project. More specifically, the beneficiary institution has to 

25


facilitate retention of personnel that was involved in the implementation of the Twinning project. 

The beneficiary institution should also facilitate adoption of needed draft legal acts developed 

within the framework of implementation of the Twinning project, and adapt solutions developed by 

the mid- and short-term. The beneficiary institution has the right to submit a request for a Twinning 

project that would build upon the previous project. 

Role of the PAO: 

The PAO has no direct role of analysis of the sustainability of the achieved results, but an 

indirect role, because of its general coordination role with the Beneficiary institutions. 

To support key stakeholders to assure sustainability of results, PAO should have a “bridging” 

role between ECD, EU MS Administrations and also Armenian twinned institution. PAO has to 

keep itself informed and aware about the general absorption capacity of the given twinned 

institution and about the future possible projects after the Twinning project is completed: this is 

only part of the general duty of PAO to keep informed and follow-up other further possible 

twinning projects, or assistance taking other forms (TAIEX specific expert missions, or Twinning 

light, when and if that instrument is available to Armenia). 

26


3. PRINCIPLES OF AWARENESS RAISING ACTIVITY 

OF PAO 

One of the main functions of PAO is to promote the application of the Twinning Instrument in 

Armenian Public Institutions (Bodies). Therefore the awareness raising and promoting campaign 

should be designed to address the needs of potential beneficiaries of Twinning. Needs of 

Beneficiaries in the matter of receiving of skills on the Twinning Instrument may be divided into two 

main categories: 

� Twinning Procedures and Management, i.e. who does what within the Twinning Project 

Cycle; 

� How to identify “Twinnable” areas and how to elaborate Twinning Requests. 

For the first category, seminars/trainings on Twinning Procedures as well as on Principles of 

Twinning Project Management in Beneficiary Institutions should be conducted on a permanent 

basis. Trainings for “trainers” (Focal Points) are also effective tools to disseminate basic 

information on Twinning. 

For the second category, it is recommended to conduct a series of practical trainings (case 

studies) and on job trainings for Focal Points. 

PAO may organize training sessions on Twinning projects identification in two complementary 

ways: 

- To analyze former Twinning projects (by using CD “Thesaurus” on history of Twinning 

projects) and to use knowledge acquired by participating in Brussels’ Institution Building 

Days (using other PAOs’ experience in Twinning project management). 

- To take stock of the Armenian experience in Twinning projects definition and 

implementation: this could be done starting from the year 2012, after two or three Twinning 

projects will have been completed: ombudsman, standard cost model and a third one would 

be up and running (for example statistics and/or competition/state aid). 

High-level meetings are also quite useful, in order for PAO to keep in contact with high-ranking 

officials and deputy-ministers who will have a decisive word in the preparation and ownership of 

possible further Twinning projects by a given public institution. In other words, PAO should conduct 

regular meetings in each and every broad area potentially covered by Twinning projects in order to 

identify NEEDS and answer the question of how to best answer these expressed and verified 

needs of Armenian public institutions. 

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4. GLOSSARY 

1) Twinning Project – a cooperation tool of the European Commission, which assumes 

cooperation in a particular field between the public administration of the Member State of the 

European Union (hereinafter referred to as EU) and the equivalent institution in the Republic of 

Armenia that provides mandatory results. The purpose of the Twinning project is to support the 

Beneficiary Country in developing and establishing modern and efficient administrations, with the 

structures, human resources and management skills needed to implement the EU legislation 

according to the same criteria as in EU Member States. 

2) EU Member State Partner- This is an Administration of one of the EU Member States, either 

alone or in a consortium of two EU Member States (usually a leading Partner, and a junior 

Partner). 

3) Beneficiary Administration: This is an Administration or a public institution which participates 

to the Twinning on the Armenian side 

4) EU Member State Team Leader – a high-ranking official appointed by the EU Member State, 

who jointly with the BA Project Leader coordinates in the BA the preparation of the Twinning 

Contract and the Twinning project implementation and is responsible for the achievement of the 

Twinning project mandatory results. 

5) BA Team Leader– a high-ranking official of the BA, who is the counterpart of the EU Member 

State Project Leader and provides close cooperation in supervision and coordination of the given 

Twinning project and can act at the respective political level. 

6) EU Member State Resident Twinning Adviser – an adviser seconded by the EU Member 

State Administration, who works at the BA on a full-time basis for at least one year assisting the 

latter to implement the Twinning project and to achieve the predefined goals. 

7) Twinning Contract – an agreement between a RA ministry, PAO or other public administration 

body, the relevant institution of the EU Member State and the European Commission, drawn up in 

accordance with the model defined by the European Commission and endorsed by the BA. The 

Work Plan is an integral part of the Contract that sets forth expected results and actions necessary 

to achieve the results, the time frame, performance assessment indicators and duties of the project 

participants. 

8) EU MS RTA Counterpart in the Beneficiary Country (hereinafter BC RTA) – an official 

appointed by the BA, normally head of the unit/division, who directly and on a full-time basis works 

with and supports the MS RTA throughout the entire implementation period of the respective 

Twinning project. 

9) Twinning Fiche – detailed sequence of actions aimed at implementation of the Twinning project 

and the Terms of Reference defining the mandatory results. 

10) National Contact Point – a designated public official in each of the MS who has an important 

role in the promotion, development and co-ordination of Twinning activities. NCP has the role of 

the central point in communication between the Commission and the MS as well as is the central 

contact point for other BC and MS NCPs. 

28


11) Stakeholders – RA ministries, agencies or other public administration bodies which expressed 

a wish to make use of the Twinning instrument. 

12) Coordinating Unit (Focal Point) – a unit designated by the management of the RA ministries, 

agencies or other public administration bodies, which during preparation and implementation of 

Twinning projects shall: 

a. provide technical and methodical assistance to relevant divisions of the institution; 

b. communicate with main participants of the Twinning project; 

c. coordinate preparation and implementation activities of Twinning projects; and 

d. attend trainings on the Twinning instrument organised by the PAO of the RA Ministry of 

Economy and convey the gained knowledge to relevant divisions. 

13) Notification – an official note by European Commission Delegation to Armenia on the 

signature of the Contract. 

29

Annex 1. Twinning request form 


Annex 2. How to fill the twinning request form 

ANNEXES 

Annex 3. List of criteria to assess eligibility of new Twinning requests 

Annex 4. Standard Twinning FWC templates 

Annex 5. Twinning Progress Fiche 

30


ANNEX 1. RECOMMENDATIONS FOR THE 

ELABORATION OF PROPOSALS FOR THE 

TWINNING PROJECTS 

For preparation of the ideas for the proposal of the possible Twinning project (maximum 2 pages), 

please submit it in English and use the following structure: 

1. The title of the beneficiary administration 

Please, give the full name of your institution and department/division dealing with project related 

issues 

2. Project title 

Please, specify the title of the Twinning project proposal 

3. Reference to the Armenia-EU strategic documents 

Please, specify the relationship between the Twinning project proposal and the Armenia-EU 

National Indicative Programme 2007-2010 and/or Armenia-EU ENP Action Plan. 

4. Background information 

Please, describe the current situation, including the institutional and legal framework of the 

problem you want to solve. Please, specify the relevant EU legislation, if possible the exact EU 

directive. Explain why the Twinning project is important for your institution and what benefits you 

will get from this project in long-term development. 

5. Project Goal and Objectives 

Please, specify the Goal of the Twinning project and also objectives. 

6. Expected results and outputs 

Please, specify the expected mandatory result of the Twinning project and also specific results (at 

least 3) 

31


ANNEX 2. HOW TO FILL THE TWINNING 

1. Beneficiary administration: 

REQUEST FORM 

• Name of the requesting Armenian Ministry or Public institution 

• Name of the requesting Department or Division 

• Name of the person in charge of the Twinning request 

2. Project title: The project title must be clear in its wording and has to make clearly 

understood its overall objective 

3. Reference to the Armenian-EU strategic documents 

The Twinning request must contain a clear reference to the following documents: 

• The Partnership and Cooperation Agreement 

• The European Neighborhood Policy Action Plan 

It means in practical terms that in the presentation of the background of the Twinning 

application the quotation of the precise chapters and articles of the above mentioned 

agreements must be quoted. For instance, there must be a clear reference to relevant subcomponents 

of ENP Action Plan. 

4. Background information: 

• There must be a clear reference to the correspondence with the EU standards, rules and 

best practices (called “Acquis communautaire”). In practical terms, this means that under 

the section 4. “Background information”, there must be a detailed explanation of where the 

Armenian legislation stands, compared against the EU standards, rules and best practices 

in the concerned field. 

• There must be a clear picture of the legal and organizational state of play in Armenia in the 

related area. 

• At least some elements of institutional or structural planned reforms have to be quoted by 

the Applicant institution in connection with the area addressed in the Twinning request 

5. Project Objectives: 

The objectives should be preferably grouped in three points: 

32


• The first objective has to be linked to the approximation of the Armenian legal system with 

EU rules and standards, and relevant legislative framework. 

• The second objective should be addressing issues of capacity building of the Armenian 

applicant institution, and more specifically with the institutional capacities of the institution to 

implement the EU standards and best practices in the concerned field. 

• The third objective may be tackling issues of information dissemination, of awareness 

raising issues, and/or issues linked to sustainability of the envisaged reforms. 

6. Expected results and outputs 

• The mandatory results must be well defined, focused and achievable 

• The mandatory results must make a specific and direct contribution to Institution Building in 

Armenia 

• The mandatory results must be concrete, clearly measurable for control purposes, inter alia 

through adequate indicators 

• The achievement of the mandatory results must remain at the disposal of the BC 

administration as a sustainable asset. 

33


ANNEX 3. SELECTION CRITERIA FOR 

TWINNING REQUESTS 

Project Proposal Title:________________________________________________________ 

Beneficiary Institution:________________________________________________________ 

Received on:_________________________________________________________________ 

1. ELIGIBILITY 

1.1. Applicant is eligible to apply by its status 3 

Twinning Request eligibility in compulsory terms 

PCA and ENP-AP substantiated 

Correspondence with Acquis communautaire (or part of it) 

Directed to institutional/structural reforming 

Overlapping with other programmes/projects 

2. TWINNING REQUEST SUBSTANTIAL CONFORMITY 

Quotation: from 1(weak) to 5 (excellent) 

Clarity and coherence of the objectives and results 

Degree of inclusion of elements of structural/legislation reforming 

Maturity of institution and field situation (existence of strategy/concept paper, 

development programmes, Action Plan, etc) 

34 

Yes No 

Institution absorption capacity (to what extent does the beneficiary demonstrate 

ownership of the expected results? How capable (in term of human, organizational 

and technical resources) is the beneficiary institution to handle a Twinning project) 

Compliance with the reform strategy of the institution and/or Government 

First 

draft 

YES NO 

Final draft 

before 

sending to TIB 

PAO appraisal: 

______________________________________________________________________________________ 

______________________________________________________________________________________ 

______________________________________________________________________________________ 

3 Applicant should be a governmental body


Twinning Council Decision on the compliance between the Twinning Request and State priorities. 

______________________________________________________________________________________ 

______________________________________________________________________________________ 

______________________________________________________________________________________ 

35


ANNEX 4. EUROPEAID/ XXXXXX/C/SV/MULTI 

LOT N° [NUMBER OF THE LOT] 

REQUEST N° [NUMBER OF THE REQUEST] 

1. BACKGROUND 

1.1 Strategic Framework 

SPECIFIC TERMS OF REFERENCE 

Title: [TITLE OF THE TOR] 

As a response to the new geopolitical situation following its enlargement in May 2004, the 

European Union (EU) adopted a new framework for relations with its neighbours, the European 

Neighbourhood Policy (ENP). The ENP aims to go beyond the existing Partnership and Cooperation 

Agreements to offer neighbouring countries the prospect of an increasingly closer 

relationship with the EU with the overall goal of fostering the political and economic reform 

processes, promoting closer economic integration as well as legal and technical approximation 

and sustainable development. 

The central element of the ENP is a bilateral Action Plan (AP) which clearly sets out policy 

targets and benchmarks through which progress with an individual neighbouring country can be 

assessed over several years. AP defines a considerable number of priority areas for trade and 

market-related regulatory reforms, in particular trade facilitation issues including customs 

legislation and procedures, technical regulations, standards and conformity assessment, sanitary 

and phyto-sanitary (SPS) issues, consumer protection, right of establishment and company law, 

financial services and markets, taxation, competition policy, enterprise and SME policy, intellectual 

and industrial property rights, public procurement and statistics. 

With regard to [SECTOR SPECIFIC] services, the EU-Armenia ENP Action Plan sets out the 

following priorities to be pursued (Chapter [NUMBER OF CHAPTER] of the AP): 

- [SECTOR SPECIFIC PRIORITY FROM EN-AM ACTION PLAN] 

As also indicated in the EU-Armenia ENP Action Plan, new cooperation tools, like Twinning and 

TAIEX, play an essential role in the achievement of the Action Plan priorities. In particular, the 

Twinning instrument, which provides for direct co-operation between EU and Armenian public 

bodies to support institution building activities, has proved to be particularly efficient in policy areas 

where the expertise required by the beneficiary country exists mainly in the public sector. 

1.2 Overall context 

[DESCRIBE CURRENT SITUATION OF SECTOR (SUB-SECTOR)] 

[3-4 paragraphs] 

1.3 Scope of the envisaged support 

36

1.3.1. Beneficiary institution 


[INFORMATION ON BENEFICIARY INSTITUTION: 

• Legal base 

• How it was established 

• Objective 

• Main functions 

• Description of structure 

• What Beneficiary is doing with regard to specific sector (described in 1.2) 

• How Beneficiary will cope with project goals] 

Legal framework 

[INFORMATION ON 

- Main laws adopted to regulate the sector 

- Main laws should be reviewed by experts to work on project fiche] 

1.3.2. Main objective of the envisaged twinning project 

[GENERAL INFORMATION ON MAIN OBJECTIVE] 

The indicative overall objective of the twinning project is seen as: 

[OVERALL OBJECTIVE – PUT FROM EU-AM ACTION PLAN]. 

The indicative project purpose which constitutes the main focus of the project is: 

[PROJECT PURPOSE] 

The following indicative results are expected to be achieved by the end of the twinning project: 

• [EXPECTED RESULT 1]; [EXPECTED RESULT 2]; … 

The expert team shall assess the pertinence of the indicative project purpose of the proposed 

twinning project as well as the indicative expected results listed above and suggest if need be 

amendments. In any case, they shall consider them in a not restrictive way for further development 

into a twinning fiche. 

1.4. Related projects 

[SHORT INFORMATION ON OTHER PROJECTS INCLUDING INTERNATIONAL AND 

FINANCED BY DONORS] 

2. DESCRIPTION OF THE ASSIGNMENT 

2.1. Contracting Authority 

The European Commission on behalf of the Government of Armenia 

2.2. Beneficiary 

[NAME OF BENEFICIARY] 

37

2.3. Global objective 


General objective of this contract is to support [NAME OF BENEFICIARY] and the European 

Commission in the preparation of an institutional Twinning project within the framework of the 

EU's ENP with respect to Armenia. 

2.4. Specific objective 

The specific objective of this contract is to support the [NAME OF BENEFICIARY] in drafting of a 

clear and concise Twinning Fiche necessary for launching an institutional Twinning, the 

objectives of which are indicated at point 1.3.2 above. The Twinning Fiche shall be circulated 

simultaneously to the 27 EU Member States in an invitation to submit proposals for its joint 

implementation. 

2.5. Requested services, including suggested methodology 

Before the start of their mission in Armenia, the experts will analyse all the already existing 

background information and material on the development/reform of the given sector in Armenia. 

These documents will be made available by the Twinning Programme Administration Office 

(PAO)/Support to Armenian Programme administration Office for implementation of Twinning and 

TAIEX operations in Armenia project (SATTO) upon the start of the assignment. 

The Experts 1 and 2 will, under the final responsibility of the Expert 1, draft a Twinning Fiche on 

the basis of a given model. This Twinning Fiche will mention in particular the objectives of the 

twinning, the activities to be implemented and the results to be achieved. It will include all the 

annexes mentioned in the given model 4 (e.g. the compulsory logical framework). 

In order to avoid any duplication of activities, the experts will pay attention to taking into account 

all the recent, current or future projects of the beneficiary institution, financed from various 

sources. 

The experts shall determine the type and volume of expertise required from both short term 

experts and the Resident Twinning Adviser (RTA) who will be seconded to the beneficiary. To 

the cost of the expertise, they will add the other expenses such as transportation and 

accommodation. 

The experts will calculate as precisely as possible the cost of the actions to be undertaken within 

the Twinning project. Although only the total budget allocation should be mentioned in the project 

fiche, this information should be provided by the experts in a detailed breakdown of the budget, 

estimated according to the financial rules included in the Twinning Manual 5 . 

2.6. Required outputs 

a) The Twinning Fiche: it should be clear, detailed and well drafted so as to allow the Member 

States to understand the project easily and prepare their proposals without needing additional 

information. It will be in English and will include a detailed estimated budget & timetable for the 

different activities and a logical framework matrix, in accordance with the Twinning Manual. In 

order to identify and prioritise certain needs in more detail, the experts are suggested to 

perform a preliminary training needs analysis (TNA) and careful balancing of tasks vis-a-vis 

other donor interventions, so to provide a safe basis for further planning. 

4 Reference Manual on Twinning Projects: http://europa.eu.int/comm/enlargement/institution_building/twinning_en.htm 

5 Annex A3 of the Manual for Twinning Operations 

38


The fiche will be translated into Armenian. Translation should be made already from the first 

draft of the fiche. This will be adapted according to the changes until the final version is 

endorsed (suitable provisions should be foreseen in the budget to that effect, under 

reimbursable expenses). 

See also point 2.5. 

b) The budget estimate: it is elaborated for the information of the EC and the Twinning 

PAO/SATTO. Its scope is to check the consistency between the overall budget available and 

the foreseen activities to be undertaken. It is also helpful in taking into account the constraints 

on eligible expenses under twinning projects. This estimate is however not prescriptive and 

will not be communicated to other parties (i.e. the Beneficiary Administration and Member 

States). While making the budget estimate, the Contractor shall take note that the maximum 

budget available for the Twinning project is [PROJECT BUDGET] EUR. 

c) Two mission reports: the experts will draft two concise and operational mission reports in 

English: a brief inception report just after the first mission and a final report (draft to be 

submitted after the 2 nd mission to Armenia, as referred in the section 4.3, and finalised after 

the study trip). 

3. EXPERTS PROFILE 

3.1. Number of requested experts per category and number of man-days per expert 

2 experts are required in the framework of this mission. 

Expert No 1 – Team Leader, [SECTOR SPECIFIC] Expert (Category I) 

Man-days: 35 

Expert No 2 – Twinning Expert (Category I) 

Man-days: 30 

Local Expert (Logistics/interpretation/translation)/Category II 

Man-days: 25 

Note that the mission input (experts work) is expressed in working days. The total assignment 

duration is expressed in calendar days. Days of travel are considered as working days. Saturday 

spent in Armenia may be invoiced by consultants while on mission in Yerevan and in exceptional 

circumstances Sunday after approval of the Task Manager. 

The indicative allocation of the experts’ input is recommended in the following way. For Expert 1 

and Expert 2, the recommended duration of the first mission to Yerevan is 2 weeks (up to 11 

working days in Yerevan), the second mission to Yerevan – 1 week (up to 5 working days in 

Yerevan). 

Out of the time allocation for the experts 1 and 2, up to 2 days will be dedicated to the briefing with 

the European Commission services in Brussels, to take place before the first visit to Yerevan. 

Up to 30% of the time allocated to experts 1 and 2 can be used: 

a) for preparation of the missions; 

39


b) for the finalisation of the drafting of the Twinning Fiche during the period between the 2 

missions in Armenia; 

c) after their second visit, for the introduction of the amendments requested by EC, PAO/SATTO 

Project and [NAME OF BENEFICIARY]. 

3.2. Profile required 

Expert No 1 –Team Leader, [SECTOR SPECIFIC] Expert 

This expert will bear ultimate responsibility for supplying of the final version of the Twinning 

Fiche and the budget estimate. The expert should have: 

Qualifications and skills 

• University Degree in [SECTOR SPECIFIC] or equivalent experience relevant to the 

assignment 

• Working experience in a [SECTOR SPECIFIC] 

• Fluent English, oral and written; 

General professional experience 

• At least 15 years experience in the area relevant to the assignment. 

Specific professional experience 

• Sound knowledge of [SPECIFIC PROFESSIONAL EXPERIENCE]. 

• Sound knowledge of [SPECIFIC PROFESSIONAL EXPERIENCE]; 

• Experience in leading missions for project identification and/or drafting project design 

documents would be an asset. 

Expert No 2 – Twinning expert 

The expert should have: 

Qualifications and skills 

• Relevant University degree; 

• Working experience within the public service or assimilated body; 

• Fluent English, oral and written. 

General professional experience 

• At least 10 years working experience. 

Specific professional experience 

• Direct experience and knowledge of the Twinning instrument; 

• Proven familiarity with Twinning procedures; 

• Experience of working in third countries, ideally under PHARE, CARDS, or TACIS/ENPI 

would be an asset. 

3.3. Working language(s) 

40

The working language is English. 


4. LOCATION AND DURATION 

4.1. Starting period 

The assignment should start in [DATE] 

4.2. Foreseen finishing period or duration 

The maximum overall duration of the assignment is 6 months. 

The drafting of the Twinning project fiche has to be performed over a maximum period of three 

months from the signature of the contract. 

Within this contractual period of time, the assignment is deemed completed after approval by the 

Contracting Authority (EuropeAid A3) of the Final Report. 

4.3. Planning 

Each visit of the experts to Armenia will be planned in detail in advance and agreed with the EC 

Delegation to Armenia and PAO/SATTO. 

It is advisable that the experts acquaint themselves, prior to the mission, with the general 

principles and procedures contained the revised Reference Twinning Manual for Twinning 

operations 2009 6 as it will be the procedural guide to be followed when drafting the Twinning 

Fiche. 

The mission will be executed as follows: 

1st visit to Brussels 

The Experts 1 and 2 will start the mission with a briefing meeting in Brussels where he will receive 

information on the overall context of the assignment and will be given all the documents necessary 

for the fulfilment of project tasks (Twinning Manual, samples of Twinning Fiches, example of 

budget estimate, Thesaurus, etc…) as well as complementary technical advice. 

1st visit to Armenia 

Upon their arrival in Yerevan for the first part of their mission, the experts will participate in a 

briefing meeting with the Twinning Programme Administration Office (PAO)/Implementation of 

Twinning and TAIEX Operations (SATTO) support project. This will allow them to meet the 

stakeholders and to understand more precisely the specific context of their mission. 

At least 3 working days before the end of their first visit in Yerevan, the experts will meet the 

PAO/SATTO to report on the progress of their work and mention the possible difficulties 

encountered. 

Period between the 1st and the 2nd visit 

Under the responsibility of the Expert I, the experts shall send to the European Commission in 

Brussels and the Programme Administration Office/SATTO: 

• within 3 working days after the end of their first visit to Armenia, a brief inception report; 

6 http://europa.eu.int/comm/enlargement/institution_building/twinning_en.htm 

41


• within 2 weeks after the end of their first visit to Armenia, and at latest 40 days after the 

signature of the contract, a first draft of the Twinning Fiche. This draft will be sent to the 

[NAME OF BENEFICIARY] by the PAO. 

2nd visit to Armenia 

On the basis of the comments raised by their first draft, the second visit of the experts will be 

dedicated to the completion and the finalisation of the Draft Twinning Fiche. 

At least 3 working days before the end of their last visit, they will present in a meeting the final draft 

Twinning Fiche to the Twinning Programme Administration Office/SATTO and the [NAME OF 

BENEFICIARY]. 

At least 2 last days of that mission will be dedicated to answering the questions raised in the above 

mentioned meeting and to amending the Twinning Fiche as requested jointly by the stakeholders. 

The Twinning Fiche should receive the agreement of the Beneficiary and the approval of the EC 

Delegation to Armenia Task Manager. This final draft will be forwarded to Brussels for Interservice 

consultation. 

2nd visit to Brussels 

The Experts 1 & 2 will go to Brussels within 1 week following the end of the last visit to Armenia in 

order to present the proposal of the Twinning Fiche. 

Before this visit, the Twinning Fiche will be amended according to the comments provided by the 

European Commission following the Inter-service consultation with the competent DGs. 

During this visit the adapted version shall be provided. 

4.4. Location(s) of assignment 

The location of performance of the assignment is mainly Yerevan, Armenia, where the experts will 

work within [NAME OF BENEFICIARY]. 

Specialised officers in the [NAME OF BENEFICIARY] will provide the experts with all necessary 

information and data concerning the state of play with regard to relevant sector in Armenia. 

A room will be put at the disposal of the experts by the [NAME OF BENEFICIARY]. In any case, 

the experts should be able to work in an autonomous way and come with their own laptop 

computer. 

5. REPORTING 

5.1. Content 

The Contractor should produce two clear and concise mission reports: 

• An Inception / Planning Report: this will be a very brief report summarising the existing 

situation, interlocutors and containing a planned schedule and concrete date of the first and 

final drafts of the fiche. This planned schedule should take into account the time for comments 

from the Beneficiary Administration, the PAO/SATTO and the EC Headquarters. 

42


• A project fiche for the Twinning project should be provided within 40 calendar days after the 

signature of the contract. Subsequent drafts will be prepared upon the guidance of the 

Commission services. 

• A Final Report: this will provide a detailed summary of activities implemented, problems 

encountered and solutions adopted, a detailed description of results achieved. The experts are 

invited to include in this report, as far as possible, proposals for activities to be developed in the 

sector, as a complement to the Twinning project 

5.2. Language 

The inception and final reports must be submitted in English. The drafts of the Twinning fiche must 

be in English and translated into Armenian within 5 working days maximum. 

5.3. Number of report(s) copies 

The experts will give a set of 3 paper copies and 1 electronic version of their reports to both the 

PAO/SATTO in Yerevan and the European Commission Delegation to Armenia as the Contracting 

Authority. 

6. ADMINISTRATIVE INFORMATION 

The Contractor must make available an appropriate logistical support for the experts, including 

their travel, visa and accommodation arrangements for each assignment. 

Eligibility: all nationalities are eligible. 

Equipment: No equipment is to be purchased on behalf of the Contracting Authority/beneficiary 

country within the context of this contract. 

Budget: The maximum budget available is 80,000 EUR. 

Secretarial/office-related costs which may include communications (fax, telecommunications, mail, 

courier etc.), report production and secretarial services both in the Contractor’s Headquarters 

and/or individual expert’s home office and for experts in the beneficiary country are considered to 

be included within the fee rates of the experts. No costs of this nature may be charged in addition. 

The fee rate and per diem amount which should be used are those in force on the date of the 

signature of the Request for services. No price revision is foreseen during the duration of this 

contract. 

Reimbursable costs: Appropriate budgetary allocations should be foreseen under "reimbursable 

costs" at least for: 

- Per diems 

- International Travel costs 

- Interpretation/Translation 

7. FOLLOW UP AND EVALUATION 

The project will have to be developed along the standard European Commission rules and 

procedures. 

43


The follow-up and the evaluation of the project will be done through the meetings planned above 

with the European Commission in Brussels and the PAO in Yerevan. 

8. ANNEXES 

1. Standard Twinning Project Fiche 

2. Basic instructions for drafting a twinning project fiche 

3. Organisational Structure of the [NAME OF BENEFICIARY] 

44

1. Basic Information 

1.1 Programme: 

1.2 Twinning Number: 

1.3 Title: 

1.4 Sector: 

1.5 Beneficiary country: 

2. Objectives 

2.1 Overall Objective(s): 

2.2 Project purpose: 


ANNEX C1 

STANDARD TWINNING PROJECT FICHE 

Normally, there should be only one overall objective. Exceptionally, more than one 

objective might be used if this adds clarity and enhances logic 

45 

ANNEX 1 

� REMEMBER The Overall Objective should explain why your project is important to 

society. It should do this by referring to the longer-term benefits anticipated for 

direct beneficiaries, and to the wider benefits foreseen for other groups. Your 

project alone is not expected to achieve the Overall Objective: this will require the 

impacts of other projects and programmes, and possibly actions by other donors as 

well. 

� Normally, there should only be one purpose for each project. Exceptionally, more 

than one purpose might be used if this adds clarity and enhances logic 

� REMEMBER Try to aim for one single purpose for each project. The Project Purpose 

is the single, central objective of the project. It should be described in terms of the 

sustainable benefits that will be delivered to the project's target beneficiaries 

2.3 Contribution to National Development Plan/Cooperation agreement/Association 

Agreement/Action Plan 

3. Description 

3.1 Background and justification: 

(briefly explain the origin of the project and outline why it is being undertaken) 

3.2 Linked activities (other international and national initiatives):


Briefly describe earlier EU activities and projects in this area, showing any connections with 

each other and this project. 

Briefly describe any relevant current activities being undertaken by other parties, such as your 

national government, the private sector, donor governments, or international financial 

institutions (IFIs) 

3.3 Results: 

The results described here must be related to output improvements in the beneficiary 

institution(s) and they must correspond to the results recoded in the logframe, describe what 

will be achieved by the end of the project or each phase of the project and how this will 

contribute to attaining the project purpose. The indicators of achievement should be quantified, 

verifiable and time-bound. 

3.4 Activities: 

The activities described here must correspond to the activities recoded in the logframe 

3.5 Means/ Input from the MS Partner Administration: 

3.5.1 Profile and tasks of the Project Leader 

3.5.2 Profile and tasks of the RTA 

Describe the profile of the required RTA (experience, skills etc.) and duration of the RTA 

secondment (min. 12 months). 

3.5.3 Profile and tasks of the short-term experts 

4. Institutional Framework 

Indicate the beneficiary institution(s) and, if applicable, specify Department/Directorate within 

the beneficiary institution. 

If several, specify their relationship and organisation for the implementation of the project, as 

well as the coordination mechanism. 

Indicate whether the results of the project will lead to a change of the institutional framework as 

described, including the outputs, outcomes and impact. 

5. Budget 

6. Implementation Arrangements 

6.1 Implementing Agency responsible for tendering, contracting and accounting (AO/CFCU/PAO/ 

Commission/EAR), including contact person and full contact details. 

6.2 Main counterpart in the BC, including contact person and contact details. Also include RTA 

counterpart and the BC Project leader 

6.3 Contracts 

46


7. Implementation Schedule (indicative) 

7.1 Launching of the call for proposals (Date) 

7.2 Start of project activities (Date) 

7.3 Workplan duration 

8. Sustainability 

9. Crosscutting issues (equal opportunity, environment, etc…) 

10. Conditionality and sequencing 

47


ANNEXES TO PROJECT FICHE 

1. Logical framework matrix in standard format (compulsory) 

2. Detailed implementation chart (optional) 

3. Contracting and disbursement schedule by quarter for full duration of programme (including 

disbursement period) (optional) 

4. Reference to feasibility /pre-feasibility studies. For all investment projects, the executive 

summary of the economic and financial appraisals, and the environmental impact assessment 

should be attached (optional) 

5. List of relevant Laws and Regulations (optional) 

6. Reference to relevant Government Strategic plans and studies (may include Institution 

Development Plan, Business plans, Sector studies etc) (optional) 

48


� DRAFTING A TWINNING FICHE: Some indications 

1. Please use the attached Template (updated version from the one provided in the Manual). 

2. Consult the Common Reference Manual on Twinning Projects. 

49 

ANNEX 2 

3. Twinning Number: will be provided by AIDCO A6 upon receipt of the first draft of the Twinning 

Fiche. 

4. Logframe matrix: The Twinning Fiche should be necessarily accompanied by a clear and well- 

elaborated logical frame matrix (Annex A1 of the twinning contract, art.3), which is an essential 

part of the Fiche. 

The remaining mentioned annexes are not compulsory. 

5. The objective of the twinning should be concrete and clear. It should focus at the structural 

reform of a defined issue (and not aim, for instance, at the general reform of an administration). 

6. The Mandatory Results constitute a crucial element in the Twinning Project. This should also 

be the case both in the Twinning Fiche and the logframe matrix. 

7. Expected Minimum Results: for each activity there should always be an expected minimum 

result. 

8. Budget: A breakdown of the budget –see table in Annex A3- should be provided to AIDCO A6 

and EC Delegation for information, although it should not be attached to the fiche. Only the 

total budget allocation should be mentioned in the project fiche. 

9. Organisation of study visits: should be already preliminary planned with the Beneficiary 

Administration and included in the Twinning fiche. Explanations should be given regarding to 

what extent these study visits contribute to the achievement of the mandatory results. 

10. Make a reference to the Acquis Communautaire (Art. 2 of the twinning contract) 

11. Equipment: Identify if there is equipment to be purchased (although keeping in mind, and 

making very clear to the Beneficiary Administration, that this expenditure can not be covered by 

the Twinning project, which allows for a maximum of 5,000 € for equipment). 

12. Implementation schedule: A realistic implementation schedule should be included. 

* A general rer: Drafting should be clear and well structured.


ANNEX 5. TWINNING PROGRESS FICHE 

1. Basic Information � 

Reference number: [Reference number] Type: [Type] 

Project: [Project title] 

Sector: [sector]/[sub-sector] 

Budget: [budget] Duration: [project duration] 

2. Project Description � 

Overall Objective: 

[problem description] 

Special Objectives: 

[specific objectives] 

Results: 

[results] 

Current status: 

[stage]/[sub-stage] 

3. Beneficiary Administration and Contact Points: � 

• Beneficiary Institution: [Beneficiary Institution] 

Address: [Institution address] 

• Project Leader counterpart: [PL name], [position] 

• Resident Twinning Advisor Counterpart: [RTA name], position] 

• Contact Point: [Focal point] 

50 

Last Update: [today]


4. Twinning Partner (Member State) 

Lead Partner Organisation: [Lead MS Institution] 

[Address] 

Junior Partner Organisation (if applicable): [Lead MS Institution] 

[Address] 

Project Leader: [PL name] 

RTA: [RTA name] 

5. General Observations � 

6. Project Identification and Elaboration of FWC TORs � 

7. Twinning Project Fiche � 

8. Call for Proposals and Selection of Twinning Partner � 

9. Twinning Contract � 

10. Addenda/Side Letter � 

11. Quarterly Report/Steering Committee � 

51

12. Monitoring Results � 

13. Notes/Comments � 


52

The European Union is made up of 27 Member States who have decided to gradually link together their know-how, 

resources and destinies. Together, during a period of enlargement of 50 years, they have built a zone of stability, 

democracy and sustainable development whilst maintaining cultural diversity, tolerance and individual freedoms. 

The European Union is committed to sharing its achievements and its values with countries and people beyond its borders.

1.2. institutional framework of twinning operations in armenia - PAO

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