Evaluation and monitoring of AFRA activities are part of the duties and responsibilities of all concerned; i.e. AFRA Field Management, Project Scientific Consultants (PSCs), AFRA National Coordinators and the IAEA. In this particular context, however, the evaluation activities should be the primary concern and responsibility of AFRA Field Management.
At the project level, the representative of AFRA Field Management is the PSC who should feel free to call upon the IAEA for assistance in evaluation and could have recourse to outside specialists for evaluation if necessary. The objective, scope and modalities of the evaluation exercise should, however, be endorsed by AFRA Field Management before submission to the IAEA for assistance. Distinction should be made between regular evaluation exercises and urgent ad hoc evaluations when major constraints or slippages occur during implementation which require corrective measures.
Presently, regular evaluation of AFRA projects is performed during the project coordination meetings which are held bi-annually. An evaluation at the national level is normally performed on a yearly basis by the National Coordinator. The project is finally assessed by the IAEA before completion. In order to further improve the existing procedures and to ensure sustainability of AFRA achievements, the following mechanism has been approved by AFRA Member States:
The PSC is expected to perform the following tasks in addition to other duties and responsibilities:
- Submit to the AFRA-FMC an Annual Project Evaluation Report (APER) before 31 January of the year following the year under review. The report should describe the activities foreseen and implemented during the year under review, highlight the results achieved, the constraints encountered and the risks that might hamper the project objectives, with particular emphasis on the individual performance of Project Coordinators from both the scientific and managerial viewpoint;
- Undertake short missions to participating countries to help solve serious managerial, administrative or scientific problems that might hamper the project’s objectives. During these missions, the PSC should collect all necessary information about the country’s degree of commitment in terms of logistics, financial contributions and staff accountability and assess any progress made;
- Report to the AFRA-FMC on ad hoc basis any shortfalls or constraints that may represent a threat to the project and propose appropriate solutions;
- Plan and arrange for special evaluations, when needed and justified, and participate in the evaluation exercises, if required; and
- Monitor the implementation of recommendations made in evaluation reports and report to the AFRA-FMC.
AFRA Field Management is expected to discharge the following tasks with respect to evaluation and monitoring of AFRA activities:
- Decide on ad hoc evaluation of AFRA projects and request IAEA assistance if necessary;
- Submit to the AFRA governments the findings and recommendations of the evaluation and draw their attention to corrective measures;
- Take appropriate decisions regarding poor performance of individual Project Coordinators or their staff;
- Monitor the implementation of recommendations and, where necessary, make use of regional organisations (African Union, Economic Commission for Africa) to urge AFRA countries to implement these recommendations; and
- Liaise with the IAEA's Evaluation Section regarding evaluation of AFRA projects and of the programme as a whole.
The IAEA is expected to discharge the following tasks in this respect:
- To arrange, as required, special evaluations at the request of AFRA Field Management;
- To follow-up on actions by AFRA Member States and report to AFRA Field Management;
- To assist AFRA Field Management with draft letters to governments of AFRA countries regarding the findings of the evaluation and problems encountered; and
- To consider providing incidentals (five DSAs in the country of origin) to the PSC for timely preparation and submission of the APER.
Projects that are funded entirely or partially by donors should involve experts designated by the donors in the evaluation exercise.