Instruction for coordinators of national, regional and interregional projects of the International Atomic Energy Agency from Vienna (IAEA) in which the institutions of the Republic of Serbia participate
Each activity within the national project of the Technical Cooperation Program of Serbia with the IAEA, for which the national coordinator is a designated institution (through its designated representative), is carried out according to the following procedure:
1. Each project activity is predefined in the project documentation (eg arrival of expert missions, participation in workshops, coordination meetings, training courses, study or scientific visits, procurement of equipment)
2. The project will only start realization after the institution in the IAEA has paid the amount of national contribution, that is, the amount of 5% of the total fund of the project
3. An official request for the implementation of a specific project activity within a specified period shall be submitted to the IAEA by e-mail. The official request can be submitted by: Sladjan Velinov, acting as National IAEA Liaison Coordinator or Milijana Steljic, National IAEA Liaison Assistant.
The National Project Coordinator pre-formulates and submits the request to the indicated persons. The request is sent to the Program Manager for the Republic of Serbia (Program Management Officer – PMO), who further processes it in cooperation with the IAEA Technical Officers or the IAEA Procurement of Equipment, etc. 4. If the activity to be implemented involves the departure of an employee of an institution to a professional meeting (workshop, training course, coordination meeting, study or scientific visit), the further procedure shall be carried out as in the case of regional projects, starting from point 3.
Each activity within the framework of a regional or interregional project of the IAEA Technical Cooperation Program (participation in workshops, coordination meetings, training courses, study or scientific visits) in which the Republic of Serbia participates shall be implemented according to the following procedure:
1. The invitation for the meeting shall be sent from the IAEA by e-mail to the National Liaison Coordinator, Sladjana Velinov, and to the National Liaison Assistant, Milijana Steljic. In some cases, depending on the updating of the IAEA officers conducting (inter) regional projects, notifications are also provided directly to the national project coordinators.
2. The National Liaison Assistant (or his associate) shall forward the invitations to the National Project Coordinators, with detailed guidance on the application process of the candidates. National Project Coordinators are experts in the areas of project topics and have the following project responsibilities:
– Monitoring the implementation of a regional or interregional project
– Evaluation of the project once a year on the forms provided by the Directorate
– Annual report of the IAEA on the project (in English, following the procedure established by the IAEA and in communication with the lead coordinator of a given project from one of the IAEA member countries)
– Writing the final national report and / or preparing national presentations (in Serbian);
– Participation in technical meetings of the project (at which the project is planned or the periodic and final national reports are submitted);
– Participation in the nomination of candidates for all meetings during the implementation of the project, taking into account that the candidates have the appropriate qualifications and that all institutions in the field of the project in the Republic of Serbia are represented.
3. National project coordinators shall inform and nominate candidates for individual meetings. If the national project coordinator selects a candidate who is employed by an institution, then the candidate submits the required documentation for the set in question to the IAEA Liaison Assistant. The candidate’s complete documentation must include the following:
– statement of acceptance of the obligation to submit a report on participation, with the signature of the candidate, upon completion of the realization. The candidate is also obliged to briefly inform if his / her participation has not taken place.
– IAEA nomination form by completing the IAEA electronic nomination form for the appropriate type of meeting
– a signed letter from the director of the employee’s institution (on the memorandum), which contains clear indications that the employee is referred to the meeting in question within a given period, or that he is granted a business trip
– possibly, if specifically requested, other supporting documentation (eg language proficiency certificate, medical certificate, occupational radiation exposure history, etc.)
4. The National Liaison Assistant with the IAEA (or his associate) shall process all the applications received, in consultation with the national coordinator (checking that the submitted candidates have been approved by the coordinator, etc.) and with the candidates (checking the completeness of the data and documentation submitted), preparing documentation for submission to the IAEA and forwards to the national IAEA liaison coordinator for signature.
5. The national IAEA Liaison Assistant shall send the signed and scanned nomination documents to the applicant by e-mail to the IAEA and shall send the originals by regular mail.
6. The IAEA Selection Panel, consisting of IAEA Technical Officers and Program Managers, shall select all proposed candidates and the IAEA on the outcome of this selection, as well as on the travel, residence and financial arrangements of the meeting, inform the candidates directly.
7. Upon participation in the meeting, the nominated candidate is obliged to submit a written report to the Directorate in the form provided for it within 10 working days.
Note: In the application and nomination process, the IAEA National Liaison Coordinator and IAEA National Liaison Assistant:
– provide all necessary assistance to applicants and national project coordinators;
– ensure that the information and necessary forms on the Directorate’s website related to the implementation of the IAEA cooperation program are complete and up-to-date;
– intervening whenever the application of the IAEA rules is not complied with (eg a candidate proposed for a scientific visit must have a minimum of 5 years until retirement, the candidate proposed for a study / scientific visit must not have any study / scientific visit in the previous 2 years) , Candidates who did not submit reports by previous participation cannot re-apply, etc.).
Financial aspects of realization of activities within regional and interregional projects
The implementation of all project activities is financially fully covered by the IAEA funds, and they are allocated for each set of directly / personally nominated and selected state candidates. The funds cover the travel, accommodation and daily expenses of participants.
Important note:: The exception to this rule is participation in fellowships and scientific visits within regional or interregional projects, where the institution where the participants are employed pays 5% of the payment for the previous meeting. fiscal year.
Author: Steljić Milijana, 17.12.2018.