Global, administrative and financial management of the PURSEA project
The project is co-coordinated, P1 - HANU will be in charge of the coordination of scientific and pedagogical aspects, while P2 - AUF-ASBL and P3 - AUF-DRAP (affiliated entity) coordinate the operational, administrative and financial aspects.
P2 and P3 are responsible for coordinating the entire project in close collaboration with P1, who ensures that the work plan is respected.
P1, P2 and P3 make up the Executive Board (EB) and meet regularly by videoconference and in person during the Committees.
The financial resources are paid to P1 HANU which redistributes to P2 AUF-ASBL and P3 AUF-DRAP.
P2 handles the disbursement and budget allocation for program country partners according to the schedule of planned activities.
P3 is responsible for the disbursement, disbursement and financial management of the grant for the Vietnam and Cambodia HEIs.
All the digitized accounting documents of the consortium partners are centralized by P3, and it is the local accountants of each partner HEI who archive the physical documents and the partners who complete the documents on time.
The HEIs in the partner countries manage the resources allocated to them (mainly personnel costs) and ensure that project-related activities/events take place in optimal conditions within their respective institutions, including clustering, evaluations (mid-term and final) of the co-design, and others.
P3 manages travel, accommodation, and equipment for Asian partners.
The 3 committees constituted in WP1 complete the organizational structure of the project: Steering Committee, Work packages Committee, Internal Project Committee (CoPil, CoWoP, CIP). Without losing sight of the project's objectives, they ensure that the schedule of activities and the budget are respected.
The Steering Committee (CoPil) will meet 4 times throughout the project. It is composed of one referent per partner HEI and is responsible for the overall management of the project, the definition of the strategy, the supervision of the activities, the budget and the teams within their HEI.
The WP Leaders Committee (CoWoP) is composed of all WP leaders. They coordinate their WP, report on the progress of the activities and draft, in collaboration with P1, the expected deliverables. Each WP leader coordinates his WP in close collaboration with a partner HEI, chosen according to its competences and specificities. The appropriation of the system on the Vietnamese and Cambodian side can only be done if all the partner HEIs are mobilized and involved.
The Internal Project Committee (IPC) is made up of one team leader per partner HEI who will be surrounded by an internal project team composed of administrative, technical and financial personnel to make the project operational and to carry out the daily monitoring. The steering will be done by the team leaders who will transfer all the information and the methodological tools for the realization of the PURSEA project.
P1, P2 and P3 work together to harmonize exchanges and to make the 3 committees operational from the beginning of the project.
Ensure the global scientific management (HANU)
- Establish the work plans in agreement with the WP leaders: personnel involved, coordination of scientific work, strategy;
- Streamline the mode of operation and meet deadlines, especially on the progress of scientific reports;
To ensure the overall administrative and financial management (AUF)
The coordination is done in Brussels and Hanoi through two coordinators who take care of all the administrative and financial aspects of the project:
- Ensure the coordination of project activities;
- Mobilize project partners;
- Coordinate the production of technical, administrative and financial reports including interim and final EU reports;
- Update and follow up on the project management tools
- Coordinate the events and set up the logistics (travel, meetings, etc.) in conjunction with the organizing universities;
- Reporting to the CoPil;
- Ensure that the budget allocation validated in WP1 is respected;
- Manage the resources allocated to the project and monitor the finances;
- Ensures the accounting of all budget expenditures, collects and keeps the accounting documents (scanned);
- Follow up with local accountants to ensure proper management of paper accounting records;
- Facilitate the external audit planned at the end of the project;
An administrative assistant based in Hanoi will reinforce the team for the operational aspects.
Ensure the administrative and financial management of the project (Partners)
- Strengthen the project implementation capacities of the partners in terms of administrative and financial management in line with the EU procedures in force.
- Partners are responsible and accountable for the resources allocated to them in the project and must use them in accordance with the approved budget.
- Administrative and financial referents ensure the management of resources and the implementation of activities within their respective institutions.
Build the capacity of the members of the three project governance committees
At the time of the launch, the roles and responsibilities of the members of the COPIL, COWOP and CIP will be co-defined. The capacities of the members will be strengthened as the project progresses, depending on the impacts and objectives targeted.
The CoPil meets 4 times during the major gatherings to evaluate and validate the work accomplished. To optimize travel, the committees (CoWoP, CoPil, CIP and CSE) will take place in the same week at the same location for a total work sequence of 15 days.
- 1st meeting: launch in Hanoi, February 2020
- 2nd meeting: Ho Chi Minh, November 2020
- 3rd meeting: Phnom Penh, October 2021
- 4th meeting: closing in Phnom Penh, January 2023
The CoWop meets regularly at a distance by videoconference and at the same time as the CoPil as well as on the occasion of the study tour in Nancy (March 2020).
The IPC meets 3 times a year in person, in Vietnam or Cambodia, to reduce travel costs, and once in France in Nancy. The team leaders ensure the smooth running of the project and are fully aware of the progress of activities.
The Executive Board is composed of the co-coordination and will meet remotely as much as possible and in person at the time of the major gatherings and intermediate meetings. The main task of this office will be to prepare the committees and to coordinate the consortium on a daily basis. It will also prepare and make payments to partners according to the planned activities.
All partners are involved