1. INTRODUCTION

Over the past few years, SADC has undergone a restructuring process aimed at realigning the regional integration Agenda and improve the efficiency and effectiveness of implementing SADC policies and programmes. The restructuring process has seen the development of the Regional Indicative Strategic Development Plan (RISDP) and the Strategic Plan for the Organ (SIPO), both of which outline the policies, strategies and priorities for achieving the long-term goals of SADC of deeper regional integration and poverty eradication. The development of the RISDP and SIPO has led to the formal adoption of programme- rather than project-based approaches in implementing the SADC Common Agenda. The areas of thematic coordination should be in line with the approved RISDP/SIPO implementation framework.

In order to effectively implement the SADC Common Agenda as outlined in the RISDP and SIPO, SADC and International Cooperating Partners (ICPs) have developed a New SADC/ICP Partnership for the implementation of the SADC Common Agenda. The New Partnership as outlined in the draft Windhoek Declaration provides a structure for effective dialogue between SADC and ICPs and will guide future cooperation between SADC and ICPs for the achievement of SADC's socio-economic development agenda.

Thematic coordination provides a platform to give attention to specific priority areas by SADC and ICPs interested in a particular area and gives an opportunity for pooling resources together and implementing specific programmes in areas of common interest. The New SADC/ICP Partnership recognizes the importance of thematic coordination which will evolve in a flexible manner within the context of the Joint SADC/ICP Task Force.

2. OBJECTIVES OF THEMATIC COORDINATION

The main objectives of the thematic coordination include creating;

• Platforms for SADC and representatives of the International Cooperating Partners (ICP) for networking/confidence-building.
• Fora for exchanging ideas and enhancing dialogue on strategic issues (consultation).
• Networks for exchanging and disseminating information (progress reports, SADC decisions, global developments etc)
• Fora for coordinating activities to avoid overlaps and achieve maximum synergies with other donors, other SADC activities, sub-regional and global initiatives/actions.
• Resource mobilization mechanisms on funding gaps. They also serve the purpose of coordinating the utilization of secured funding.
• Platforms for developing Joint Financing & Technical Cooperation Arrangements which could include basket funding mechanisms etc. in line with the New SADC/ICP Partnership and the Paris Declaration.

3. SADC LEADERSHIP

Among the main prerequisites from the SADC side would be to appoint, at the level of the directorate/unit, a Thematic Area Coordinator (TAC) to coordinate all activities necessary to develop an approved thematic matrix within a RISDP & SIPO focal intervention area, help define essential ICP contributions and implement the process. Moreover, this person would ensure transparency, inclusiveness, proper sequencing and timeliness of the planning and implementation processes and act as the contact person for ICPs at the technical level. The Thematic Area Coordinator (TAC) would closely liaise with the Policy & Strategic Planning Unit/Oversight Management Facility and thereby ensure that all RISDP (including ICP support) activities at the level of the directorate/unit are an integral part of the prioritised RISDP Implementation Framework and in line and supportive of the overall regional integration policies and goals of SADC.

Main benefits for SADC with regard to thematic coordination are:

• Efficient use of output-oriented RISDP Business Plans and related priority RISDP programmes as basis for targeted and gap-bridging resource mobilisation and coordination
• Use of better process-orientation of all activities and higher continuity of support independent of the lifespan of projects or programmes of individual ICPs;
• Improved management of ICP contributions through merging isolated projects to integrated programmes, initially below the threshold of programme-based and /or basket funding but potentially with a view to achieve that level of coordination at a later stage;
• higher ability to build institutional capacity through more comprehensive programmes instead of less sustainable, isolated capacity building activities geared towards the training of individuals;
• improved risk management through greater independence from strategic interests or particular approaches and constraints of individual ICPs; especially in the thematic area of market integration capacity building (including for negotiations) such independence seems to be essential; and
• more generally, an increase in outreach and coverage of all capacity building efforts at the regional level through regular involvement of a broad range of stakeholders from all Member States.

4. THEMATIC COORDINATION AMONG ICPs

In order to promote harmonization of efforts of various ICPs, there is a rationale for identifying a lead ICP (or a rotating chair) of a thematic group. This could lead to more coherent, effective and efficient mobilization and utilization resources for regional cooperation and integration in SADC.

The objectives of having a lead ICP of a thematic group is to assist SADC in facilitating coordination of ICPs involved or interested in a thematic area, and to strategically advise the Secretariat and other SADC structures on ICP comparative advantages, and individual ICP priorities of support.

The roles of the lead ICP in a sector or issue may include supporting SADC in:

• building partnerships for implementation of the RISDP and SIPO thematic areas;
• promoting and coordinating thematic areas or programmatic approaches to implementation of the RISDP and SIPO thematic areas. In this context, where relevant, assist SADC in validating and / or identifying pertinence of programmes, projects or other activities requiring intervention of ICPs;
• mobilizing knowledge, financial and / or other resources by identifying potential partners for thematic programmes and projects
• promoting and coordinating multi-source funding approaches and mechanisms for the implementation of the RISDP and SIPO in a thematic area;
• promoting the synchronization of ICPs' dialogue and assistance with SADC programming and funding of activities;
• Facilitating coordinated consultations among ICPs and assist SADC in its endeavours towards coordinated consultations with ICPs in a thematic area.

There are certain obligations associated with being a lead ICP in a thematic area, including the following:

• Ability and willingness of the lead ICP to commit adequate resources and having or providing capacity to play the coordination role to the expectation of SADC and ICPs.
• Organise, prepare and / or coordinate meetings with relevant ICPs; and other regional / national stakeholders in the thematic area.
• Maintain a constant dialogue and flow of information between SADC and ICPs on the particular thematic area;

5. LINKAGES AND OVERALL COORDINATION

The main linkages for coordinating thematic groups would ideally be between each group and the Joint SADC-ICP Task Force.

SADC-ICP COOPERATION & THEMATIC GROUPS

In order to achieve the full advantages and synergies of thematic coordination it would be useful to include coordination and information sharing with the Joint Task Force as well as between Thematic Groups.

The suggested new modus operandi would imply that the SADC Thematic Area Coordinator (TAC) and the supporting lead ICP for each thematic group would be responsible for including the SADC and ICP contact points in the JTF in their dissemination of information (including minutes of meetings, agendas, scheduled events, newsletters, etc.).

Likewise, the JTF focal points would be responsible for sharing relevant information with the Thematic Groups (including minutes of meetings, information from other thematic groups etc.) In addition, the increased flow of information would enable the JTF to inform and advise the Thematic Groups on potential synergies and best practices from other groups, and seek guidance from thematic groups on strategic issues.

The meetings of the JTF are open to participation from Thematic Group representatives and these would on occasion be welcome to give presentations.

6. PRIORITIES FOR THEMATIC COORDINATION

SADC has developed the Regional Indicative Strategic Plan (RISDP) and the Strategic Indicative Plan for the Organ (SIPO) which set the policies, strategies and priorities for achieving the long-term goals of SADC of deeper regional integration and poverty eradication. At the same time, implementation frameworks have been developed to operationalise the RISDP.

Based on the RISDP and SIPO, the region has identified the following critical priority areas:

• Peace, political stability and security in the region;
• Establishment of a Free Trade Area, Customs Union and Common Market;
• Infrastructure to support regional integration i.e transport, energy and communications;
• Food Security and HIV and Aids; and
• Human resources development.

In addition to the areas listed above, capacity building/institutional strengthening at both the regional and national levels is critical for effective implementation and monitoring of the RISDP and SIPO.

The thematic coordination groups will, therefore, be derived from the priority areas identified by SADC.

7. EXAMPLES OF EXISTING STRUCTURES

HIV&AIDS Coordination Group

A Steering Committee has been formed as part of the Joint Financing and Technical Cooperation Arrangement, JFTCA. The committee is composed of the SADC Secretariat and the ICPs that have signed the JFTCA and provide tangible support. The SADC Secretariat is the Chair and Sweden the lead ICP. The role of the committee is to facilitate planning and coordination, as well as to oversee the implementation of the SADC HIV and AIDS Business Plan.

The SADC Pharmaceutical Task Force

A recent forum for SADC-ICP interaction has been the SADC Pharmaceutical Task Force, tasked with exploring possibilities for joint procurement and production of essential medicines in the SADC region. As such, the Task Force is not actually a thematic group, but rather an ad-hoc forum where ICPs (mostly multilaterals, but also some NGOs) interact with the SADC Secretariat and provide technical support and strategic guidance.

Thematic Group on agriculture and food security in the SADC region

An initial step towards the establishment of an effective SADC-ICP coordination mechanism on agriculture and food security in the region was undertaken in June 2005 with the organization of the first informal regional coordination meeting chaired by the USAID Regional Office in Botswana.

In view of the positive outcome of the meeting and the need to further ensure exchange of information, it was agreed that periodic meetings (possibly every three months) should be organized and chaired on a rotational basis. The second meeting took place in November chaired by the EC Delegation in Botswana while the third will be at the UNDP Botswana offices. The wide participation and appreciation to the meetings held so far is a clear indication of the need to strengthen coordination, ensure complementarities and synergies in agriculture and food security related interventions.

Water Sector

The thematic coordination for the SADC Water Sector takes place mainly through the Water Strategy Reference Group (WSRG), consisting of the SADC Secretariat and all cooperating partners. The Lead ICP for the WSRG is Germany. The WSRG convenes in biannual meetings and typically consists of 3 elements:

• A Pre-donor meeting, where ICPs coordinate among themselves
• The main WSRG meeting, where the SADC Secretariat makes presentations and where roundtable discussions take place.
• Bilateral discussions between SADC and individual WSRG members.

The overall purpose of the WSRG gatherings is to provide a platform for SADC-ICP interaction on water, as well as to serve as a mechanism for coordinating inputs. A new initiative has been the establishment of the SADC Water Sector ICP Collaboration Portal, which provides ICPs and the public with an overview about all their support programmes, events and latest developments in the region.

8. GUIDELINES

See Annex 1. - Draft Guidelines for Terms of Reference for Thematic Groups

ANNEX 1.

DRAFT GUIDELINES FOR TERMS OF REFERENCE FOR THEMATIC COORDINATION GROUPS

1. Background

• overview of thematic area: e.g. number of projects; SADC business plan; importance/relevance of thematic area to SADC's development agenda.
• reasons for coordination e.g.: i) the need for a platform to facilitate interactions between various SADC stakeholders active in the thematic area; ii) avoid overlap of activities and ensure coordination for increased efficiency and successful implementation of the Business Plan;
• establishment of Thematic Group e.g. when decided, first meeting etc.

2. Composition of Thematic Group

• actors involved e.g. SADC, ICPs, Non State Actors (e.g. civil society and business community/private sector, implementing agencies) and reason for their involvement/role in the thematic area;
• membership criteria, e.g. open and flexible/ limited to certain actors/ rotating depending on theme to discuss?
• current /number of/ members;

3. Terms of Reference

Main tasks/role, e.g:

• serve as a platform for networking/confidence-building between SADC and different stakeholders to facilitate and speed up implementation of sector plan;
• serve as a forum for exchanging ideas and enhancing dialogue on strategic issues (consultation);
• serve as a network for exchanging and disseminating information (e.g. update on implementation sector plan, global developments etc);
• serve as a forum for coordinating activities to avoid overlaps and achieve maximum synergies;
• serve as resource mobilisation mechanism on funding gaps and coordinate utilisation of secured funding.

4. Mandate and Reporting Lines

• mandate of group (e.g. advisory, mandate to take certain decisions, and if so what kind of decisions etc);
• reporting through Joint SADC/ICP Task Force on establishment and progress of thematic group; and on request participate and make presentations at the Joint SADC/ICP Task Force meetings.

5. Meeting Frequency and Structure of Meetings

• meeting frequency e.g. twice a year/quarterly?;
• structure of meetings: plenary/smaller working groups etc;
• lead partners (e.g. SADC Secretariat and lead ICP);

6. Inputs/Outputs of the Thematic Group

• short regular progress reports/updates on work within Thematic Group (i.a. to be shared with the Joint SADC/ICP Task Force);
• input to specific strategic documents and processes;
• new/additional/complementary strategic documents and processes if deemed necessary.

7. Perspectives/Objectives/Challenges

• Thematic groups facilitate addressing institutional constraints and obtain necessary attention and support to thematic area;
• Need for clear/sufficient mandate of the group from various stakeholders to be able to effectively and efficiently address constraints and issues related to the thematic area;
• Need to establish linkages to other inter-related thematic areas (remark: SADC/ICP Task Force could be used as a mechanism to this end);

ANNEX 2.

SADC-ICP Cooperation & Thematic Groups

Level 1: Ministerial/Consultative Conference

Dialogue at Ministerial level for both SADC and ICPs to provide high level guidance to the decision making entities of SADC and the ICPs. The mandate of the Group would include:

1. Specifying the issues where, from time to time, political decisions about partnership may be required from SADC and the ICPs, and to transmit these issues, with the Group's guiding comments, through to the relevant fora (the Council of Ministers and/or Summit for SADC, and individual governments, the DAC, and other bodies of the ICPs);
2. Spelling out the implications of changing political ideas for the scope of partnership, and ensure that cooperation modalities remain in harmony with a shifting environment; and,
3. Informing both the political authorities and the policy/technical level groups in SADC/ICPs of new policy approaches, and their possible implications for the subject areas/themes of development cooperation, and the forms of support (financial and otherwise) which might be available and consistent with new approaches.

Documentation and backup support for the Group's work would come through inputs from SADC Secretariat, development cooperation Ministries (or their equivalents) in ICP countries, and international agencies concerned with development. The Group would therefore act as a powerful filter of political and policy information, shaped in relation to emerging changes in the SADC region.

Level 2: Joint SADC-ICP Task Force

The Joint SADC ICP Task Force (JTF) consists of a wider group of ICPs and SADC representatives. The JTF will provide a mechanism that operates as links between top-level political decision makers and the groups which work on the ground in key thematic areas, help to ensure effective utilization of resources, and address implementation bottlenecks. SADC's participation in this Group will include the Secretariat, SADC Double Troika at Senior Officials level, and open to further SADC participation by i.a. SADC Ambassadors as appropriate. The ICPs participation will include Ambassadors and/or Senior Officials.

The Core Group of the Joint SADC-ICP Task Force will continue to manage and coordinate the day-to-day operations of the JTF, follow-up on proposals made by the wider JTF, ensuring coordination, including meeting preparation, and efficient dissemination of information. The Core Group is composed of ICPs represented in Gaborone and representatives of the SADC Secretariat and open for participation for all members of the JTF. The monthly meetings are co-chaired by a representative of the EC-Delegation and the SADC Secretariat.

The focal points for the JTF are i) SADC Secretariat and ii) the EC-Delegation in Botswana on behalf of the ICPs.

Thematic Groups

Thematic groups can evolve in a flexible manner within the context of the JTF and are an efficient route towards partnership and dialogue at the technical level. The advantage of the thematic groups is that all parties have clear commitment and the issues are often ones that readily lend themselves to regional actions. In order to initiate them, the JTF could play a role by suggesting priority areas where delivery of Official Development Assistance (ODA) could come in a quicker and more targeted way.