1. Implementation and Management Support Office in Turkmenistan – Europa House – PLAN OF ACTVITIES
Implementation and Management Support Office
in Turkmenistan - Europa House
Plan of Activities
2008
Draft May 2008
This project is funded by A project implemented by ABG GmbH
the European Union

2. Implementation and Management Support Office in Turkmenistan – Europa House – PLAN OF ACTVITIES
1. PROJECT SYNOPSIS
Project title Implementation and Management Support
Office in Turkmenistan
Project N° EuropeAid/125521/C/SER/MULTI/Lot 1
Contract N° 2007/147-766
Overall objectives To increase knowledge and visibility of EC-EU
programmes and policies with the Turkmen
stakeholders
To increase the efficiency and effectiveness of
technical assistance funded by the Commission in
Turkmenistan
Purpose To open/set up an Europa House in Ashgabat
Expected results Opening an Europa House, and implement activities
as described below:
Increased visibility of EC assistance in Turkmenistan
Improved co-ordination between European
Commission and Member States co-operation
programmes
Updated information and precise policy inputs on the
country political, social and economic environment
provided to the EC
Improved implementation of the Tacis/DCI
programmes as well as tangible support provided to
different EC services and EC Task Managers in charge
of programme management
Planning and programming support provided to the
EC
Planned activities
(as per ToR)
Situation analysis
Support to the Commission in planning and
programming of EC funded assistance
Implementation of visibility activities and information
strategy for EC funded assistance and EU policies
Logistical support to EC Projects
Project starting date 01/01/2008
Start date of
activities
14/01/2008
Project duration 11 months (01/01/2008-30/11/2008)
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3. Implementation and Management Support Office in Turkmenistan – PLAN OF ACTVITIES
2. EUROPA HOUSE – ROLE, CLIENT, DIRECT
BENEFICIARIES AND LOCAL PARTNERS
Role
The Implementation and Management Support Office in Turkmenistan – “Europa House”- is
the focal point for all EC assistance and general EU initiatives in Turkmenistan.
Client and Direct Beneficiaries
The client of the “Europa House” services is the European Commission and specifically the
Europe Aid Co-operation Office.
The European Commission’s Directorate General for External Relations (RELEX) and other
Directorate Generals of the European Commission, including notably the Directorate General
for Transport and Energy (TREN) and the Directorate General for Education and Culture,
will benefit directly from the activities of the “Europa House”. Whenever appropriate, and
upon agreement of the European Commission, the “Europa House” will also provide support
to other EU institutions, and notably the General Secretariat of the Council of the European
Union and the European Parliament.
Local partners
The key partners of the “Europa House” in Turkmenistan are the resident EUMS diplomatic
missions (France, Germany, Poland, Romania, UK), the Ministry of Foreign Affairs, the
Technical Assistance to the National Co-ordinating Unit (TANCU) project, the National
Tempus Office (NTO).
3. EUROPA HOUSE – ACTIVITIES
Activity 1: Situation analysis
• To provide monthly background information regarding general project
implementation environment including the social – economic situation , structure
and staffing of the public administration of the country, important legal aspects
and changes in the legal framework, development of the civil society and the
human rights situation or other aspects of the situation as requested by the
Commission services.
• To provide, at request of Commission services, background surveys and studies of
specific topics.
• To provide background information about developments in the regions of the
country.
• To maintain a data base in English with appropriate background information
gathered from the media, including press, television and radio which is made
accessible by internet to the Commission.
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4. Implementation and Management Support Office in Turkmenistan – PLAN OF ACTVITIES
Activity 2: Support in planning and programming of EC funded assistance.
• To provide background investigation and analysis in preparation of Country
Strategy, Indicative Programmes, Action Programmes and Terms of References of
projects.
• To support in the preparation and planning of missions of EC Task Managers or
consultants.
• To participate in the mission, if so requested.
• To provide technical reviews of projects or programmes.
• To translate key Commission programme and project documents and
correspondence to the Russian and Turkmen languages.
Activity 3: Support to the implementation of projects
• To provide transitional accommodation and facilities, such as those for kick-off
meetings, for Tacis/DCI projects in the first stages of implementation. The
permanent facilities of Europa House (information, communication, offices) will
be available for project teams to use, on a temporary basis, prior to dedicated
project offices being established. Such transitional accommodation is expected to
support earlier and more efficient commencement of projects.
• To provide assistance, transitional accommodation and facilities to Tacis/DCI
project teams during the closure of a project, such as for closure events for
Tacis/DCI projects in the final stages of implementation. The permanent facilities
of Europa House (information, communication, offices) will be available for
project teams to use on a temporary basis after project offices have been closed.
• To provide, at request of the EC Task Managers, information regarding projects
under implementation.
• To maintain a filing system of the main project documents for institutional
memory.
• To prepare monthly overviews of the status of project implementation.
• To facilitate the resolution of problems occurring during project implementation.
• If appropriate, to provide a central support facility for some or all Small Project
Programmes (SPPs) of Tacis in the country or region concerned, and for other
Tacis-funded programmes such as Tempus. The Europa House office will enable a
single contact point to be established for such SPPs, and enhance both their co-
ordinated presentation and accessibility for present and prospective local partners.
Activity 4: Implementation of visibility activities and information strategy for
EC funded assistance
• To further develop and implement an information strategy to improve visibility of
EC assistance to Turkmenistan. This strategy should include improvement of
visibility for selected target groups such as beneficiaries, government
counterparts, the media and universities and schools as well as information aimed
at the general public.
• To produce tools for information dissemination, such as a newspaper publication
of an overview of all programmes and projects funded through the Commission , a
magazine, and exhibition, maintenance and updating of the websites, a brochure
and promotional materials.
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5. Implementation and Management Support Office in Turkmenistan – PLAN OF ACTVITIES
• To maintain a central point of reference/information point in the country for
information about the Tacis/DCI programme if requested by Commission
services. Information materials may be commissioned and produced locally, and
Europa House information point will act as a distribution point for material
produced by other Tacis/DCI information programmes.
4. EUROPA HOUSE – PUBLIC
INFORMATION/VISIBILITY ACTIVITIES
A crucial task of the project is to design and implement a public information strategy to
increase the visibility of EC assistance to Turkmenistan.
The target groups of the strategy are as follows:
• Central government institutions- seminars will be organised to familiarise partner
institutions of Tacis/DCI projects and the Ministry of Foreign Affairs with EC Project
Cycle Management. Slide presentations and round-table discussions will also be
organised for the international relations departments of key line ministries in the
priority areas of EC assistance (Ministry of Finance, Ministry of Economic
Development, Ministry of Education, Ministry of Foreign Affairs, Ministry of Justice,
Ministry of Oil & Gas) on the EU assistance strategy for Central Asia, DCI
regulations, centralised programmes, and regional programmes. A study tour for
officials of the Ministry of Foreign Affairs, National Institute for Democracy and
Human Rights, Ministry of Finance, and representatives of the mejilis to EU
institutions in Brussels and Strasbourg is also planned.
• Regional governments (Velayats)-agreements will be sought with regional
government authorities to open permanent information-points of the “Europa House”
in the five velayats administration buildings.
• Tacis/DCI projects/ other donor organisations/projects- the “Europa House” will
produce a Visibility Aide Memoire for Tacis/DCI projects and establish a database on
EC external assistance to Turkmenistan.
• Civil society institutions- though few and their presence scattered, joint activities will
be developed with in particular, the NGO Bosfor in Ashgabat, the Deaf and Blind
Society (DSB), the new Centre for the Supreme Professional-Attestation Committee,
the French Cultural Centre, the German Language Centre in Turkmenabad as well
exhibition and conference centres and theatres. Most of these activities will be of a
cultural nature (such as for example the concert and European food fair organised in
celebration of Europe Day in Ashgabat) but also round-table discussions such as the
one organised jointly with the French Cultural Centre on “Construction of the
European Union: History and Institutions” during May in Ashgabat.
• General public-a library will be established in the premises of the “Europa House”
with information materials on EC-funded programmes and factsheets on projects
being implemented in Turkmenistan. A web-site of the “Europa House” will also be
published.
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6. Implementation and Management Support Office in Turkmenistan – PLAN OF ACTVITIES
5. LIST OF PUBLIC INFORMATION/VISIBILITY ACTIVITIES
Europa House public information/visibility activities Description
Hosting opening ceremony of the Europa House in Turkmenistan
• Banner & badges
• Flags
• Interpreters
• Guests assistants
• Media coverage
• Decorations
• Invitation cards production/dissemination
• Tri-lingual information sheets on Europa House and
Turkmenistan
• Buffet
• Equipment
Supporting the EU Troika mission in Ashgabat
• Banner& flags
• Simultaneous interpreters
Participation in project steering committee meetings • Inform on EU visibility requirements
• Inform on monitoring of visibility actions
Participation in EUMS resident missions weekly meetings • Inform on EC assistance programme/projects
development
Elaborating and regularly updating a list of public venues and events • Disseminate the list to Tacis/DCI projects
Participation in donor co-ordination meeetings • Inform on EC assistance programme/projects
development
Supporting the planning and implementation of Europe Day
• Banner
• Trilingual Information sheets on Europe Day, Schuman
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7. Implementation and Management Support Office in Turkmenistan – PLAN OF ACTVITIES
celebration Declaration, Europa House
• Information stand with EU booklets
• Key speech delivered by Co-ordinator
Lecture on European Union: History and Institutions at the French
Cultural Centre
• Slide presentation prepared and delivered by the Co-
ordinator
• Print-outs of the presentation
• Photographic coverage of the event
Europa House public information/visibility activities Description
Supporting Commissioner Piebalgs mission in Ashgabat • Equipment
• Flags
• Transport
• Simultaneous interpreter
• Article for EU Review newsbulletin
EU Visibility Aide Memoire for Tacis/DCI projects • Writing
• Publishing
• Dissemination
Supporting EU-Turkmenistan 9th Joint Committee Meeting • Equipment
• Banner
• Flags
• Transport
• Interpretation
• Dissemination of press releases
• Media coverage
Official opening of the UNHCR/EU-Tacis Reception Centre in Farap • Speech by Co-ordinator
• Flags
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8. Implementation and Management Support Office in Turkmenistan – PLAN OF ACTVITIES
• Press release
Bi-monthly newsletter production • Writing
• Translation in three languages
• Publishing
Europa House Information Points • EC information materials
• Europa House information sheets and leaflet (tri-
lingual)
• Europa House newsletter (tri-lingual)
• EC/Europa House posters (bi-lingual)
• Factsheets on Tacis/DCI projects (tri-lingual)
• Photographs on Europa House public activities
• Flag
Europa House Library • Factsheets on Tacis/DCI projects (tri-lingual)
• Europa House newsletter (tri-lingual)
• Europa House information sheets and leaflet (tri-
lingual)
• Information corner for EUMS missions
• EC information materials
• EC projects technical reports
Participation in exhibition “Turkmenagro-2008” jointly with Tacis
project 2007/138034
• Information point jointly with Tacis project
Production of factsheets on on-going Tacis/DCI projects including
regional projects and PAPs
• Writing
• Translation in three languages
• Publishing
Publishing and updating of Europa House web-site • Concept
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9. Implementation and Management Support Office in Turkmenistan – PLAN OF ACTVITIES
• Information structure
• Design
• Programming Content Management System (CMS)
• Processing and publishing
Organization of European film festival in Ashgabat jointly with
EUMS
• Programming of three-days European films presentation
• Three-day European films show open to general public
Trainings on EC Project Cycle Management, centralized
programmes, DCI regulations, regional programmes
• Preparation of presentations (in Russian language)
• Selection of participants from central government
bodies
• Delivery of seminars in the premises of Europa House
Conducting a study tour to EU for MFA, National Parliament,
NIDHR, Ministry of Finance
• Planning and budgeting a 5 days study tour to
familiarize officials with the working of key EU
institutions in Strasbourg (Council of Europe,
Ombudsman, Parliament) and Brussels (Commission,
Secretariat of the Council of the European Union)
• Implementation of the study tour in Strasbourg and
Brussels
Round-tables on EU: History and Institutions and other related
thematics
• Round-table discussions open to the general public with
presentations by the Co-ordinator of the Europa House
Participation in DBS festival for social integration of disables • Europa House Information point
• Contribute to the production of videos on festival
• Contribute to the concert organisation
Participation in international exhibition and books fair “Publishing
Products in Golden Age” jointly with EUMS
• Europa House information point
• Display of valuable art books collected from EUMS
member countries
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10. Implementation and Management Support Office in Turkmenistan – PLAN OF ACTVITIES
6. Timetable
Elaborating and regularly updating a list of public venues and events
Participation in donor co-ordination meetings
Supporting the planning and implementation of Europe Day celebration
Lecture on European Union: History and Institutions at the French Cultural Centre
Supporting Commissioner Piebalgs mission in Ashgabat
EU Visibility Aide Memoire for Tacis/DCI projects
Supporting EU-Turkmenistan 9th Joint Committee Meeting in Ashgabat
Official opening of the UNHCR/EU-Tacis Reception Centre in Farap (Lebap region)
Bi-monthly newsletter production
Europa House Information Points
Europa House Library
Participation in exhibition “Turkmenagro-2008” jointly with Tacis Project 2007/138034
Production of factsheets on on-going Tacis/DCI projects including regional projects and PAPs
Publishing and updating of Europa House web-site
Organization of European film festival in Ashgabat jointly with EUMS
Trainings on EC Project Cycle Management, centralised programmes, DCI regulations, regional programmes
Conducting a study tour to EU for MFA, National Parliament, NIDHR, Ministry of Finance
Round-tables on EU: History and Institutions and other related thematics
Participation in DBS festival for social integration of disables
Participation in international exhibition and books fair “Publishing Products in Golden Age”
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