The document summarizes the results of an organizational review project conducted for the International Affairs Desk (IAD) within the Department of Transportation and Communication (DOTC) in the Philippines. Key findings include: 1. Stakeholders proposed expanding IAD's mandate to include developing trade policies, monitoring agreements, preparing reports on the Philippines' position, and representing DOTC in international negotiations. 2. IAD should be positioned permanently within DOTC to ensure continuity in handling the country's various international commitments. 3. Stakeholders see IAD playing an important role in coordinating positions among DOTC sectors, briefing delegates, and maintaining a database of trade information.

1. Project No. 02. 2476.6-000.18
Trade Policy and Trade Promotion Project
Organizational Review Project
International Affairs Desk (IAD)
Department of Transportation and Communication (DOTC)
June to September 2007

2. Conducted by
Ateneo Center for Organization Research
and Development (Ateneo CORD)
ateneocord@admu.edu.ph
http://cord.ateneo.edu
Published by
The Trade Policy and Trade Promotion Project
www.gtz.de/trade
10th Floor, German Development Center
PDCP Bank Center Building, V.A. Rufino cor. L.P. Leviste Streets
Salcedo Village, Makati City, Philippines
Ms. Anja Gomm, Project Manager
anja.gomm@gtz.de
Printed on
November 2007

3. Project No. 02. 2476.6-000.18
Trade Policy and Trade Promotion Project
Organizational Review Project
International Affairs Desk (IAD)
Department of Transportation and Communication (DOTC)
June to September 2007

4. Table of Contents
I. Project Rationale …………………………………………………………………………… 1
II. Objective ………………………………………………………………………………. 1
III. Methodology ……………………………………………………………………………….. 1
IV. Participants ……………………………………………………………………………….. 2
V. Results ………………………………………………………………………………… 3
A. IAD Mandate ………………………………………………………………………. 3
B. IAD Structure and Broad Description of IAD Staff’s Key Roles and
Responsibilities ………………………………………………………………………. 6
C. Broad Description of Relationship with Other DOTC Departments
and Partner Agencies ……………..…………………………………………... 8
D. Competencies of IAD Staff …………………………………………………… 11
E. Issues to be Resolved ………………………………………………………….. 12
VI. Analysis and Recommendations …………………………………………………….. 13
A. IAD Mandate ………………………………………………………………………. 13
B. IAD Structure and Broad Description of IAD Staff’s Key Roles and
Responsibilities ………………………………………………………………………. 13
C. Broad Description of Relationship with Other DOTC Departments
and Partner Agencies ……………..…………………………………………... 15
D. Broad Description of Competencies of IAD Staff …………………….. 16
E. Recommendations on Issues ………………………………………………… 17
Appendixes
A Summary of Responses …………………………………………………………….. 19
B Documentation of DOTC-IAD Focused Group Discussion ………………. 37

5. I. Project Rationale
Access to world markets is crucial to prosperity and growth in developing countries. The
globalization of trade has made the international arena doubly competitive. Thus, the
need for countries to strengthen their internal capabilities by establishing structures and
developing competencies that will allow them to compete or effectively manage
international and trade relations.
This was the context for the establishment of the Department of Transportation and
Communication’s (DOTC) International Affairs Desk. The unit was envisioned to pave
the way towards mainstreaming international affairs work in the entire Department.
Although the need was evident given the abovementioned developments, there was no
particular unit in the DOTC that studies international trends and advancements. It is true
that the DOTC had been sending representatives to international conferences, meetings
and activities, but there was no centralized and structured way by which these were
done. There is a need for a system in coming up with positions on trade negotiations and
an agreed process in formulating or adjusting policies to ensure efficient implementation
of trade agreements among others.
The current IAD has been envisioned as the clearing house and repository of all trade
documents, and as monitoring body on the implementation of trade agreements.
However, the demands of international work seem to require broader duties and
responsibilities. It likewise entails relating with various internal and external stakeholders
within defined structures and processes.
There is a need to clearly define IAD’s functions, structure, work processes and links
with other DOTC units and partner agencies. Through this, it may evolve into a unit that
can be instrumental in strengthening DOTC’s capability to adapt to global progressions
that affect the country’s transportation and telecommunications.
II. Objective
The objective of this project is to assist the DOTC in developing and clarifying the role of
the IAD vis-à-vis the other units in the organization and its partners. This report contains
recommendations on (1) IAD Mandate, (2) IAD Structure, (3) Broad description of
possible relations with other DOTC Units and Partner Agencies, (4) Broad key roles,
responsibilities, and competencies of IAD staff; and (5) Issues to be resolved.
III. Methodology
The methodologies used include analysis of existing documents, orientation meeting with
a technical person (Professor Henry Basilio of UA & P), interviews with DOTC leaders
and representatives of partner institutions identified by Undersecretary Anneli Lontoc and
a focus group discussion with the Secretariat and Technical Representatives of the
International Affairs Desk.
DOTC was able to provide documents such as the organization’s vision, mission and
structure. However documents pertaining to strategies, rationalization plan and job
descriptions of IAD personnel were not available.
GTZ likewise shared important documents such as the Department Order containing the
“Amendment to Department Order Nos. 2005-20 and 2006-26 Re: Creation of the
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6. International Affairs Desk (IAD)” and the documentation of the Trade Meeting of the
Transport Sector Group on Trade and Services. It was envisioned that benchmarking
studies would be provided on the structure and function of international desks of other
countries, however, only the data from the Ministry of Transport in Singapore proved to
be the most useful.
At the same time, because the CORD team needed more technical guidance in the area
of trade policies, a group of technical experts were requested to shed more light on the
matter, nevertheless, they only had the opportunity to meet with Prof. Henry Basilio of
UA & P. Despite this, the rich insights provided by Prof. Basilio were helpful in analyzing
the data gathered from the interviewees.
Most of the information used as basis for the subsequent recommendations came from
the interviews of leaders from the DOTC and partner agencies, as well as from the focus
group discussion conducted with the Secretariat and Technical Representatives of IAD.
Although not all representatives of the partner agencies were interviewed, the results
reflect the ideas, opinions and suggestions of majority of the key stakeholders of the
International Affairs Desk.
IV. Participants
A total of 16 people were interviewed for the study. Below is the list of people from
DOTC leaders and representatives from Partner Agencies who were interviewed:
DOTC LEADERS
1. Director for Administrative Services Ms. Rowena Quiogue
2. Director for Transportation Planning Service Mr. Idelfonso T. Patdu, Jr.
3. Assistant Secretary for Planning and Project
Development ASEC Elmer Soneja
4. Deputy Administrator for Planning,
Maritime Industry Authority Atty. Gloria Bañas
5. General Manager, Philippine Port Authority Atty. Oscar Sevilla
7. Air Transportation Office ASEC Nilo Jatico
8. Land Transportation Office, Operations Division Ms. Flor Creus
9. DOTC Legal and Administrative Affairs ASEC Cesar Sarmiento
10. Civil Aeronautics Board, Deputy Director Mr. Porvenir Porciuncula
11. Technical Representative, WTO (GATT/GATS) Ms. Dolores G. Pua
Representatives From Partner Agencies
12. Department of Foreign Affairs, North Asia Division Director Daniel Espiritu
13. Department of Foreign Affairs, ASEAN Division ASEC Luis Cruz
14. Department of Foreign Affairs, Office of Economic
Affairs Ms. Marlyn Alarilla
15. Department of Tourism,
Tourism Services and Regional Offices USEC Oscar Palabyab
16. Department of Tourism,
Office of Tourism Development Planning Director Rolando Cañizal
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7. V. Results
This section describes the perceptions and opinions of the interviewees on the following:
A. IAD’s Mandate
B. Its Structure, and Key Roles and Responsibilities of IAD Staff
C. Broad Description of Possible Relations With Other DOTC Units and Partner
Agencies
D. Competencies of IAD staff
E. Issues to be Resolved
A. IAD Mandate
There are seven proposed changes on the IAD Mandate with regard to its duties and
responsibilities. These are (1) to review existing policies and to develop new policies on
trade and international relations in coordination with stakeholders (DOTC sectors,
partner government agencies, business, non-government organizations and people’s
organizations); (2) to monitor, coordinate and provide feedback to stakeholders; (3) to
prepare status reports and position of the Department; (4) to represent DOTC in inter-
agency technical committees and participate in negotiations, meetings and conferences
for transport and telecommunications where the Philippines has entered into or proposed
to enter into; (5) to act as a focal group within DOTC on all matters pertaining to trade
and international relations; (6) to create and maintain an efficient and easily accessible
database of international/trade related data and lastly, (7) to organize and execute
human resource development programs for DOTC personnel involved in international
relations. Other recommendations regarding the changes on duties and responsibilities
of IAD are merely expansion of the formal mandate.
The IAD shall perform the following duties and responsibilities according to the mandate:
1. Oversee all activities related to the fulfillment of the Department’s commitment to
international organizations previously mentioned (ASEAN, APEC, WTO-
GATT/GATS, UN-ESCAP and BIMP-EAGA). As such, it shall facilitate the
operationalization and shall monitor the status of the implementation of Agreements
and Protocols signed by the Philippines;
2. Refer to concerned Undersecretaries all matters related to the International Maritime
Organization (IMO), International Civil Aeronautics Organization (ICAO), International
Telecommunications Union (ITU), and International Commitment relation to the Road
Transport Sector, and the Railways Sector;
3. Ensure the representation of the Department to the meetings and activities of the
former subject organizations, determine the level of delegates and consult with
Undersecretaries concerned on the attendees to said meeting. In cases when the
Department could not be represented, it shall request the Department of Foreign
Affairs (DFA)/concerned Philippine Embassy for representation in behalf of the
DOTC and provide the necessary documents;
4. Initiate pre-departure briefings among members of Philippine Delegation to meetings
of above organizations;
5. Cause the submission of status reports/position of the Philippine Government in
connection with the issues brought about by the previous said activities of said
organizations.
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8. The IAD shall undertake the following coordination in pursuance of its mandate:
1. With the Assistant Secretary for Administrative and Legal Affairs, DOTC for:
a. the complete processing of request for travel authorities based on its
recommendation and other instructions for individual attendees and for
Philippine Delegation; and
b. the interpretation of legal issues provided for in the agenda through the
Legal Service representative on other issues raised during the meeting
based on Philippine Constitution and laws that would be advantageous to
the Philippine Government.
2. With the National Government Agencies (NGAs) with representatives in the
delegation for their travel authorities, respective of their positions on issues and
pertinent documents and reports.
The seven proposed changes on the IAD Mandate with regard to duties and
responsibilities:
a.1. Review Existing Policies and Develop New Policies on Trade and International
Relations in Coordination with Stakeholders
There were four respondents who emphasized the role of IAD as a
formulator/developer, and reviewer of policies on transportation and
communications, in consultation with the stakeholders. This may encompass
executive orders, administrative orders, department orders, agency circulars, and
republic acts or laws.
a.2. Monitor, Coordinate and Provide Feedback to Stakeholders
IAD is seen as responsible for monitoring, coordinating and providing feedback to
stakeholders. An example given was coordinating work within DOTC in coming up
and implementing trade policies. It is also expected to network with other
government agencies regarding transportation and communication concerns. At
the same time, IAD’s role is seen as a facilitator of the operationalization of
Agreements, Protocols, Codes, Conventions, MOUs and other commitments made
by the Philippines, as well as to act as a monitoring body.
As such, the IAD should be knowledgeable on the international treaties the
Philippines is a member of, as well as our obligations. In the same manner, it
should be abreast with the developments and trends in traveling/tourism especially
with what is happening outside the country so that it can provide feedback and
propose development strategies to the stakeholders.
a.3. Prepare Status Reports and Position of the Department
One of the most frequently mentioned answer was the preparation of status
reports/position of the Philippine Government concerning transportation and
communication. This should be done in connection with various issues brought
about by the activities and functions of international organizations. In preparing the
position of the DOTC and therefore, the Philippine government, IAD will be the one
to spearhead consultations but the sectoral agencies will still be responsible for
identifying other stakeholders and making the agendas. At the same time, it is
4

9. IAD’s responsibility to integrate the comments, positions, inputs on transport and
telecom problems, issues and concerns, in close consultation with affected
stakeholders, as it relates to multilateral, regional, and bilateral negotiations or
agreements. This can be done through research, and most importantly, through
systematic and institutionalized consultation meetings.
There was also a suggestion that IAD should take care of documentation of
international events and status of implementation. Documentation of international
events may include information borne out of process observations (e.g. know who
are our allies are in our position). This may be used in effectively creating
negotiation strategies.
a.4. Represent DOTC in Interagency Technical Committees Pertaining to Trade
Negotiations and Participate in International Negotiations, Meetings, Conferences
for Transport and Telecommunications Where the Philippines has Entered Into or
Proposed to Enter Into
IAD is seen as provider of technical and administrative support to the Philippine
representatives/delegation on transport and telecommunications in negotiations,
meetings, conferences and fora. This can be done by scheduling, arranging and
undertaking national and local meetings or discussions for any issues or concerns
on transport and communications that needed to be resolved before the scheduled
international gathering. In addition, it must inform or notify DFA of all DOTC
activities with foreign governments and in return, DFA must make sure that there is
one fully coordinated and unified Philippine Government position and effort.
Still under this theme is IAD’s duty and responsibility to either represent the country
in international meetings or ensure that representatives are prepared when
attending international activities. Delegates should be briefed about pertinent
information like relevant agreements, results of past meetings, outcome of
consultations with stakeholders, the objectives in attending the activity, among
other things. This is especially important since delegates sent by the various
sectors to conferences and meetings may change from time to time, therefore there
is an emphasis to conduct such briefings to ensure continuity. There were likewise
suggestions that IAD should be a negotiating entity for trade negotiations.
a.5. Act as Focal Group for the Department on Trade and International Relations
IAD is seen as a focal group for trade and international relations that people and
organizations can communicate or coordinate with. It can represent DOTC in all
relevant networking functions with other government agencies. It can also
represent the Philippine government in international networks on transport and
telecommunications.
a.6. Create and Maintain an Efficient and Easily Accessible Database of
International/Trade Related Data
IAD is also expected to create and maintain an efficient and easily accessible
database of international/trade related data. This can be done by organizing and
updating an international cooperation data bank or portal. It should act as a
depository of all information and other pertinent documents relative to matters and
activities involving DOTC in international organizations.
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10. a.7. Organize and Execute Human Resource Development Programs
There were also suggestions that IAD should be responsible for organizing and
executing human resource development programs to ensure that the
representatives to international activities develop the competencies needed to
effectively perform their function. In this role, IAD will make sure that the country is
sending representatives that can negotiate and make decisions for the
transportation and telecommunications sector in a manner that generates respect
from the stakeholders and the international community.
B. IAD Structure and Broad Description of Key Roles and Responsibilities
The data on IAD’s structure can be divided into two parts. First is its position within the
DOTC structure and second is its own internal structure.
b.1. Position Within the DOTC Structure
Most of the respondents mentioned that IAD should be a permanent body within
the Department. According to them, there is a need for IAD because there are
many commitments in the international setting and it entails fulltime work. This is
important so that continuity is ensured.
b.1.1. Bureau/Service or Ad hoc headed by an Undersecretary
There were seven respondents who said that an Undersecretary should head
IAD. However, there were different views on how it should be positioned
within the DOTC hierarchy. One respondent mentioned that it should be a
bureau or service that has a distinct organic structure. Another mentioned that
it can be a unit undertaking staff functions for the Office of the Secretary. It
will be headed by an Undersecretary that takes the role of the Secretary for
international and trade concerns and activities. In this case, it will have
enough authority to monitor the implementation of trade agreements and
mobilize participation of various sectors for relevant endeavors.
b.1.2. Division Under Planning
On the other hand, there were six participants who said that it should be a
Division headed by a Director. One of the interviewees mentioned that the
head must not be a political appointee to ensure continuity. Most of the
participants who suggested that it should be a Division mentioned that it can
be under the Office of Assistant Secretary for Planning and Development
because this unit is responsible for policies.
b.1.3. Ad Hoc
Two respondents suggested that IAD could remain as an ad-hoc unit headed
by an Undersecretary. It will still have a Secretariat that undertakes the
coordination and leg work.
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11. b.2. IAD Internal Structure and Broad Description of Key Roles and Responsibilities
b.2.1. According to Sectoral Expertise
HEAD
(USEC/Director)
Secretariat
Water Air Land & Rail Telecom
(2-3 Technical (2-3 Technical (2-3 Technical (2-3 Technical
Experts) Experts) Experts) Experts)
There was a suggestion that it will be composed of sectoral experts. Two to three
technical experts from each of the 5 sectors (water, air, land and rail, telecom)
shall form the sub-units within IAD. It will have a Secretariat that will be in-charge
of administrative and logistical functions.
b.2.2. According to International Organization
Another suggestion that came up was to have a separate sub-unit for each of the
international organizations composed of around 4 people per sub-unit (roughly 20
people including the Secretariat). The volume of work borne out of our dealings
with ASEAN, WTO and APEC would require sub-units dedicated to each of these
organizations. Another sub-unit can be in-charge of other international
organizations. Expertise within each sub-unit can either be based on sectors or
functions:
a. Technical Expertise (Sectors)
HEAD
(USEC/Director
)
Secretariat
APEC ASEAN WTO Other International
(Technical Experts (Technical Experts (Technical Experts Organizations
on water, air, land on water, air, land on water, air, land (Technical Experts on
water, air, land and
and rail, telecom) and rail, telecom) and rail, telecom) rail, telecom)
Each sub-unit dedicated to an international organization, shall be composed of
technical representatives from each sector (water, air, land and rail, and telecom).
In this case, the technical experts can provide a multi-sectoral and holistic
approach to international work. Trade positions can be made in consideration of
the various sectors and strategies can be designed in ways that leverages gains
7

12. on some sectors while providing lee-way and flexibility for other countries in other
sectors.
b. Technical Expertise Based on Function
HEAD
(USEC/
Director)
Secretariat
APEC ASEAN WTO Other Int’l Org
(Experts on legal, (Experts on legal, (Experts on legal, such as IMO,
conference conference conference ICAO, ITU, etc.
management, management, management,
(Experts on legal,
policy formulation, policy formulation, policy formulation,
conference
research and research and research and
management, policy
management management management formulation, research
information information information and management
system) system) system) information system)
Sub-units may be composed of experts in legal, conference management, policy
formulation, research and management information system. Having people who
are experts on these areas of work will ensure that IAD can effectively and
efficiently perform its functions. Technical expertise can be tapped from the
various sectors as well as the Transportation Planning Service unit and its
equivalent in the Telecommunications sector.
It was also mentioned that there should be “foreign desks” in the attached
agencies that could serve as focal groups with whom IAD could coordinate and
work with. This would ensure accountability and sense of responsibility. However,
it must be made sure that there will be no duplication of tasks between IAD and
the “foreign desks”.
C. Broad Description of Relationships with Other DOTC Departments and Partner
Agencies
Since IAD’s duties and responsibilities, as stated in the Department Order are yet to be
implemented, the interviews and focus group discussion results show that IAD currently
functions mainly as a Secretariat. The broad descriptions below mostly demonstrate how
they foresee IAD should relate to other DOTC units and Partner Agencies in the future.
8

13. c.1. Relationships With Other DOTC Units
c.1.1. Air Transportation Office
ATO gave four important work processes in their office and IAD’s potential role.
First is the coordination with other agencies and other international bodies. With
the support of IAD, this undertaking would potentially be more efficient as it can
help eliminate duplication of tasks and unify the efforts towards common goals.
Second, IAD could help ATO in managing scarce resources by identifying
international sources of funds for activities/projects. Third, it could likewise
provide progress reports on international meetings. This would help promote
continuity and effective participation and representation of ATO personnel to
international gatherings. Lastly, IAD could help ATO by articulating its vision for
the future as well as its anticipated barriers to the Department Secretary. In doing
so, IAD could assist in speeding up the realization of this vision. It was also
mentioned that IAD could greatly contribute to the ATO’s plan to establish the
Civil Aviation Authority.
c.1.2. Civil Aeronautics Board
The interviewee from the Civil Aeronautics Board mentioned that IAD could train
their people on trade policies and trade negotiations as well as provide
international exposure. They could likewise help establish a more effective way of
conducting internal discussions regarding trade positions to lessen the number of
delegates from DOTC. In this case, people from the attached agencies, like the
CAB, would not be required to attend.
c.1.3. Land Transportation Office
IAD could help LTO’s work processes in various ways. It can provide
benchmarking information that describes the level of adherence of other
countries to internationally accepted standards, an example of which is ISO.
Aside from this, it can share some of the initiatives and programs of other
countries that we can adopt (ex. Driving Academy). IAD could help by sharing the
developments abroad so that these could be implemented in the Philippines.
IAD could likewise assist in training LTO personnel. Examples are programs that
focus on learning new technologies that may address our land transportation
problems. It could also provide trainings that will help us meet international
standards.
For the future plans of LTO, IAD may provide support in developing the motor
vehicle standards inspection and information technology projects. IAD could
likewise facilitate meetings with ASEAN as well as assist in liaising with LTO’s
counterpart abroad.
c.1.4. Philippine Port Authority
There were five important work processes within PPA where IAD can be of help.
First, IAD could be on top of the agenda of international meetings and help
prepare a position on each item in the agenda. In this role, it could ensure ample
preparation for international meetings by getting the schedule of meetings ahead
of time. This will help concerned agencies to effectively prepare their position on
various issues that will be discussed. Second, IAD can make sure that travel
9

14. authority papers are prepared ahead of time. IAD may likewise provide
information on actions in international bodies that the agency is not aware of.
Third, IAD may look into conventions where the Philippines is a participant and
monitor which results are supposed to be implemented in the country. It may
move for the ratification of such commitments especially since there are many
concerning ports.
As for the future plans of PPA that IAD may support or where it may be able to
contribute, two work processes were cited: The first is related to ensuring that
membership dues to international bodies are paid. Second, IAD could help
monitor that reports to international bodies are submitted.
c.1.5. Maritime Industry Authority
Similar with PPA, IAD could help ensure that the position paper submitted by
MARINA to any international organization is aligned with the roadmap of the
DOTC and our country’s goals. In addition, the MARINA has an existing agency
that is similar to IAD, and they see the role of IAD as possibly providing a model
for their agency, that is, they can learn from IAD’s experiences; IAD, at the same
time, could help in getting funding for this mini-IAD.
c.1.6 DOTC Main Organization
Economic needs analysis and impact analysis of all agreements entered into by
the Philippine government should be undertaken by the IAD. This would greatly
support their role of preparing DOTC personnel who are asked to attend
international meetings or participate in trade negotiations. IAD can likewise
initiate meetings/discussions and provide reading materials, to give avenues for
sharing ideas and information on international affairs with other units. It should
also be able to make available needed information since it would act as a
repository of materials and maintain a database of information on international
dealings.
c.2. Relationships With Partner Agencies
c.2.1. Department of Foreign Affairs
IAD should be more active in taking initiatives; it may initiate negotiations and
activities. IAD may support DFA by submitting work plans on the economic
diplomacy of DOTC. On bilateral activities, IAD may help in determining what
economic cooperation activities, bilateral trade, exchange of investments and
tourism activities may be good for the country. For instance, they can conduct
research on what investments areas would be good to do (e.g. railway
development). For economic cooperation, its role could be on the development
of infrastructures (highways, ports, railway projects, etc.). On trainings and
workshops, IAD would take care of groups involved in international relations
within DOTC (human development). IAD could contribute information, and
proposals on seminars, conferences and symposia (for transport and
communication sectors). It could also help DFA not only on harmonization of
regulations, which sometimes involves amendment of rules, but also on fairs,
exhibitions, and other promotion activities.
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15. IAD could likewise be of assistance for regular working meetings, seasonal
meetings and interagency consultation meetings of the APEC, ASEAN and UNIO.
For interagency consultation meetings, IAD could provide inputs to the head of
the delegation. Lastly, since BIMP-EAGA, deals with depressed areas in the
region and looks for ways on how to channel aid programs, IAD may provide
suggestions in consultation with the Department (e.g. development of ports,
airports, SMAs, and infrastructure set in place).
c.2.2. Department of Tourism
IAD can assist DOT by keeping itself abreast with the developments and trends in
traveling (especially in the international arena) and tourism targets. With these, it
can be at the forefront of resolving connectivity issues.
c.2.3 Department of Trade and Industry
There are two main sections of work processes in DTI that could involve IAD.
Under the first work process, the relationship between DTI and Board of
Investments (BOI) is considered. DTI is the chief negotiator on all trade-related
meetings, while Board of Investments (BOI) is in-charge of all investments.
Between DTI and BOI, there is a mutual understanding that if an investor will
provide services, it should be within the trade in services chapter (the other one
being the investment chapter). IAD’s role then would be to consider market
access when business is set-up especially if services are offered (e.g. put up a
bus company). Also, IAD could help ensure that the Department abides by the
Filipino Ownership Equity Law and Tariffs.
c.2.4. National Economic and Development Agency
NEDA acts as lead agency which coordinates all requests, offers and schedule of
commitments. It promotes a holistic approach to trade negotiations and takes
care of discussions on trade in services in international meetings. NEDA likewise
chairs the inter-agency committee on trade in services. IAD’s role might be in
relation to sending the Department’s requests, offers and positions to NEDA’s
Director for the Trade Industry and Utility Staff (TIUS).
D. Competencies of IAD Staff
The key roles, responsibilities and competencies of IAD staff are clustered based
on knowledge, skills and abilities/attitudes.
d.1 Knowledge
Most of the respondents said that an IAD staff should have technical expertise on
policies and on issues of the sector they are representing. They must have basic
background on economics and political economy, as well as understand regional
economic landscape. IAD staff should be marketing-oriented, preferably with a
background on international marketing in multinational companies or Philippine
company with international trade activities on import/export. Some legal
background on international laws and transportation laws are also expected of an
IAD staff. At the same time, they should be transport economists. Technical staff
should have real training on their sector or must have field experience. As for the
formal training, they must have at least a bachelors degree or if possible, a
masters degree.
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16. d.2. Skills
The most highlighted skill of an IAD staff is communication. They are expected to
be good in both written and oral communication. Knowledge of languages is a
plus. In line with this, they must be good in public relations since they are also
expected to generate support from other members of international bodies. The
staff should also have the ability to negotiate and initiate/establish networks.
Since preparing position papers and reports was envisioned to be part of IAD’s
duties and responsibilities, the staff are expected to be good in preparing these
documents. To accomplish these tasks, they should also possess research skills
and demonstrate critical thinking and analysis. Being analytical will greatly enable
an IAD staff to spot hidden conditionalities in trade positions. They should also
be strategic thinkers and good in organizing ideas, and be computer and internet
literate.
Organization skills are also expected of an IAD staff. They should be good in
coordinating, monitoring and networking, and skilled in managing international
conferences.
d.3. Attitudes/Abilities
Attitude towards work is important. As such, an IAD staff is expected to have
sense of responsibility and dedication to work. He/she must be willing to learn
and must be keen on developments with partner countries. In addition, they
should be resourceful, and have the ability to manage scarce resources. Being
nationalistic is also important because this will lead him/her to make decisions
that shall benefit the country. They should also be visionaries so that they may
be able to see future trends and determine the gap between these and the
country’s current capabilities. Lastly, these people should be able to work
beyond traditional institutions, especially when existing structures will not support
the needs and agreements we enter into.
E. Issues to be Resolved
Issues to be resolved as shared by the interviewees and the participants of the focus
group discussion are as follows:
e.1. The primary issue at the moment is whether the appropriate quantity and quality of
personnel can be assigned to IAD given the recent development that its creation was not
approved by the Department of Budget and Management (DBM). Although some of the
DOTC leaders mentioned that they can still assign personnel to perform IAD functions,
they must ensure that they will be focused on IAD tasks and not be assigned other
responsibilities. There is also a question on whether these will lead to eventually
establishing a permanent IAD structure.
e.2. An interviewee likewise mentioned that there should be recognition of designated
authorities. Clear delineation of responsibilities and authority should be established.
e.3. It must also be ensured that IAD will be given adequate logistical support. To start, it
should have a designated workplace, equipments and budget for operations.
e.4. Some interviewees likewise mentioned that IAD personnel might be envied for
having a number of opportunities to travel abroad, especially since, at present, there are
12

17. instances wherein concerned agencies were not even invited to be part of the
delegation attending international meetings.
VI. Analysis and Recommendations
a. IAD’s Mandate
IAD may only be effective in undertaking its international and trade relations functions if it
will be allowed to perform the seven proposed additional duties and responsibilities cited
by the participants. These are: (1) to review existing policies and to develop new policies
on trade and international relations in coordination with stakeholders (DOTC sectors,
partner government agencies, business, non-government organizations and people’s
organizations); (2) to monitor, coordinate and provide feedback to stakeholders; (3) to
prepare status reports and position of the Department; (4) to represent DOTC to
interagency technical committees and participate in negotiations, meetings and
conferences for transport and telecommunications where the Philippines has entered
into or proposed to enter into; (5) to act as a focal group within DOTC on all matters
pertaining to trade and international relations; (6) to create and maintain an efficient and
easily accessible database of international/trade related data; and lastly, (7) to organize
and execute human resource development programs for DOTC personnel involved in
international relations. On top of these, one of its duties may be to continuously conduct
research that will allow it to effectively create positions, suggest policies and develop
strategies for international relations and trade negotiations. Its databank may contain
pertinent and updated information regarding the various stakeholders in the Philippines
as well as data borne out of an analysis of trends in other countries and international
organizations.
b. IAD Structure and Broad Description of IAD Staff’s Roles and Responsibilities
Structure Advantages Disadvantages
1. Bureau or Permanent structure Х Deviate from structural
Service/ Staff Has clout dynamics within the
function under Can mobilize people department especially since
the Office of the Structure can accommodate enough all undersecretaries head a
Secretary- number of people to competently and sector, thus it may not be
headed by an comprehensively perform its proposed generally acceptable to the
Undersecretary functions organization
Х It will need more people,
thus magnifying the scarcity
of resources and the harder
for it to be approved by DBM
Х An Undersecretary is a
political appointee, continuity
may not be ensured
2. Division under Permanent structure Х May not have enough
Planning- More feasible given the constraint on authority to monitor
headed by a resources implementation of trade
Director Technical people are already under agreements nor mobilize
planning (Transportation Planning people from various sectors
Service), this can be tapped to lessen and attached agencies for
the manpower requirement international undertakings
Planning is responsible for making Х Too small, cannot effectively
policies perform all tasks given the
Director is a career person, this will demands
help ensure continuity
13

18. Structure Advantages Disadvantages
Planning Office usually coordinates
with all sectors (corresponding
USecs) and attached agencies. Being
under planning can promote a
balance in creating positions that
consider the needs of the country and
diplomacy/flexibility in trade relations
3. Ad Hoc No approval needed from DBM Х Not a permanent structure,
may not be able to resolve
current problems on focus
and lack of incentives
Х May not have enough
authority to monitor
implementation of trade
agreements nor mobilize
people from various sectors
and attached agencies for
international undertakings
Х Too small, cannot
effectively perform all tasks
given the demands
Given the abovementioned analyses, it is recommended that IAD be made a Division
under the Office of the Secretary. It shall perform staff functions and represent the
Secretary in all international and trade concerns within and outside of the Department.
Through this, it is hoped that it will be given enough authority to monitor implementation
of agreements and mobilize people and resources necessary to effectively perform its
functions. It will not deviate from the structural dynamics of the DOTC and will be headed
by a career person which could help ensure continuity. Below is an illustration of the
proposed structure:
ATTACHED AGENCIES
SECRETARY PMMA, MARINA, MCIAA, OTS,
TRS, MIAA, PNR, CPA, NTC,
OTC, PADC, CAB, LRTA, PPA
IAD
REGIONAL MGT.
COUNCIL (RMC)
PMOs DIR, ISLES
DOTC-
ACTION CENTER
DIR, FRS
USEC FOR MARITIME USEC FOR AIR TRANSPO & USEC FOR ROAD
TRANSPORT CIVIL AVIATION USEC FOR RAILWAYS TRANSPORT
IAD’s internal structure can be composed of sub-units based on international
organizations. It can have four distinct sub-units for ASEAN, WTO, APEC and other
organizations. Each sub-unit may be composed of experts in legal and policy
14

19. formulation, research and management information system. Technical expertise can be
tapped from the various sectors as well as the Transportation Planning Service unit and
its equivalent in the Telecommunications sector.
It is likewise recommended that there should be “international affairs desks” (this can be
used since IAD’s name will probably be changed) in the attached agencies that will serve
as focal groups with whom IAD could coordinate and work with. This would ensure
accountability and sense of responsibility for international work within the agency. It will
speed up the flow of communication and help promote over-all efficiency in international
work. However, it must be made sure that there will be no duplication of tasks.
Proposed internal structure:
HEAD
Director)
International
Affairs Desks in
Partner
Agencies
Secretariat
APEC ASEAN WTO Other Int’l Org
(Experts on legal, (Experts on legal, (Experts on legal, such as IMO, ICAO,
policy formulation, policy formulation, policy formulation, ITU, etc.
research and research and research and (Experts on legal,
management management management policy formulation,
information system) information system) information system) research and
management
information system)
c. Broad Description of Possible Relations with Other DOTC Units
and Partner Agencies.
Its proposed relationship with other DOTC units (sector, service and attached agencies)
must fall within the parameters of its identified mandate. As suggested by the
participants, IAD may:
a. Provide assistance in coordinating with partner agencies and international
organizations;
b. Craft and distribute progress reports on international meetings and activities;
c. Train DOTC personnel on trade policies and negotiations;
d. Provide research information relevant for analyzing positions and
agreements;
e. Initiate and facilitate discussions to come up with unified trade positions;
f. Help ensure implementation of trade agreements;
g. Provide avenues for sharing ideas and information on international affairs;
h. Provide benchmarking information on other countries’ adherence to
internationally accepted standards and best practices on transportation and
communication;
i. Take charge of processing travel authority;
j. Assist in paying dues and submitting reports to international organizations;
15

20. The proposed relationship with partner agencies reflects the need for IAD to be more
proactive in its role in international activities and trade negotiations. CORD believes that
this is important especially with the fast-changing and dynamic global environment. For
the Department of Foreign Affairs, IAD may:
a. Initiate negotiations and international activities;
b. Participate and assist as necessary in regular working meetings, seasonal
meetings and interagency consultation meetings of the APEC, ASEAN and
UNIO;
c. Provide important inputs on transportation and telecommunication to the
Head of the delegation during interagency consultation meetings;
d. Provide suggestions, in consultation with the Department, on potential
beneficiaries of BIMP-EAGA’s aid programs (e.g. development of ports,
airports, SMAs, and infrastructure set in place)
e. Take charge of submitting work plans on DOTC’s economic diplomacy;
f. Help determine economic cooperation activities, bilateral trade, exchange of
investments and tourism activities that may benefit the country;
g. Help ensure development of infrastructures (highways, ports, railway projects,
etc.) needed to enhance economic cooperation;
h. Develop the capabilities of DOTC personnel involve in international relations;
i. Provide information, and develop proposals on seminars, conferences and
symposia (for transport and communication sectors);
j. Assist DFA on harmonization of regulations, which sometimes involves
amendment of rules;
k. Participate and assist on fairs, exhibitions, and other promotional activities
organized by DFA
The Department of Tourism emphasized the need for IAD to be at the forefront in
resolving connectivity issues which is very important in the growth of the tourism
industry. The Department of Trade and Industry, on the other hand, mentioned IAD’s
role in considering market access for foreign investors who are willing to invest in the
country’s transportation and telecommunications industry.
Since NEDA acts as lead agency which coordinates all requests, offers and schedule of
commitments pertaining to trade relations, IAD’s role centers on its effectiveness in
upholding its mandate so that it will be able to submit well researched, consulted and
thoroughly discussed requests, offers and positions to NEDA.
It is expected that more work relationships involving IAD shall be identified once each of
the suggested duties and responsibilities are approved and systems/procedures are set
up for execution.
d. Broad Description of Competencies of IAD Staff
The competencies of IAD personnel will depend mainly on its final mandate and
structure. However, it would be good, considering also the scarcity of resources, to have
people who possess the following competencies:
a. Knowledge
1. Basic understanding of economics
2. Background on international relations
b. Skills
1. Good interpersonal skills
2. Good communication skills
16

21. 3. Networking skills – ability to establish and maintain networks
4. Report writing
5. Basic research
6. Using basic computer programs and internet
c. Abilities/ Attitudes
1. Values diversity
2. Strategic thinking
3. Strong sense of accountability
4. Resourcefulness
5. Creativity and innovativeness
Regardless of the approved structure, IAD personnel should be seasoned technical
experts with a global perspective. This may be sectoral or functional experts that are
respected in their field and are credible in the organization. In this case, it may not matter
if it cannot be headed by an Undersecretary. The pool of experts within IAD will allow it
to initiate and implement changes pertinent to the realization of its mandate.
e. Recommendations on Issues
It is evident that the primary issue is DBM’s disapproval of its creation as a permanent
unit within the Department. This will lessen the possibility of having adequate number of
competent personnel. However, the Department can have an internal arrangement of
assigning people to international work (similar to the present set-up) but these people
should be focused on their international/trade related functions.
Identifying specific source of funds and providing the needed logistical requirements to
effectively run an office should be an important component of setting it up as a
permanent unit. It will be strange to demand effective output from an office that is
deprived of logistical materials needed for even basic, day-to-day operations.
It is also true that clear delineation of responsibilities and authority should be established
not only with IAD and the other sectors and offices within DOTC but also with the Partner
Agencies. Although this report contains broad descriptions of work relationships and
processes, mapping-out each of these processes (identifying specific tasks and work
flow) in consultation with other stakeholders will level off expectations, promote clarity
and ensure common understanding.
Aside from this, IAD’s internal work processes and procedures should be crafted,
documented and communicated with its stakeholders. This will ensure efficiency and
resolve issues such as traveling privileges.
The rationale for creating a permanent and significant international affairs unit must be
communicated to the employees within the various sectors and attached agencies. Their
willingness to provide support to this unit will start from understanding its importance in
the attainment of organizational objectives.
17

22. 18

23. Appendix A
Summary of Responses
I. IAD Mandate
A. Duties and Responsibilities
1. The IAD’s mandate has been defined in Dept. Order 2006-26, what do you think are
necessary changes in IAD’s mandate. What are functions that should not have been
included? What are other duties and responsibilities that should be included in its
mandate?
Interviewee Response
Partner Agencies
1 • Include all mentioned in IAD memo
Other duties and responsibilities that should be included
• Networking function with other government agency regarding
transportation and communication concern
• Inform/notify DFA of all DOTC activities with foreign governments
(DFA makes sure there is one fully coordinated and unified
Philippine government position)
2 • Include all mentioned in IAD memo
• Noted that # 3 is very important (Ensure the representation of the
Department to the meetings and activities…)
• Conduct interagency coordination meetings which also consults the
NGOs concerned about their position on the issues
Other duties and responsibilities that should be included
• A representative from the IAD should be present in the international
meetings to ensure continuity
• Comment on report: Aside from submitting report, the group
dynamics of international meetings should be observed (e.g. who
are our allies in our position)
• Comment on travel: everyone should be given equal opportunity
(should make sure delegates doing their task)
3 • They should know where we are member of international treaties
• Function: Must be aware of international obligations so we can
commit
• Primary function is Policy Formulation and Coordination
4 and 5 • IAD should be abreast with the developments and trends in
traveling/tourism (specially what is happening outside the
Philippines), and with tourism targets
• IAD should be the at the forefront at resolving connectivity issues
DOTC Leaders
7 • IAD is an ad hoc office only. As such, it is not sufficient to perform
all the necessary task
19

24. Interviewee Response
8 • No comment on mandate
• There is no delineation of roles between the Secretariat and
Technical representative
Proposed functions/responsibilities of the International Cooperation
Division
• Formulate, develop and review policies on transportation and
telecommunications in consultation with stakeholders
• Monitor, coordinate and provide feedback to the stakeholders the
development on the implementation of the different provisions
• Prepare status reports/positions of the Philippine Government in
connection with various issues brought about by the activities and
functions of international organizations
• Oversee all activities related to the fulfillment of the Department’s
commitment to international organizations and facilitate the
operationalization and monitor status of implementation of
Agreements and Protocol signed by the Philippines
• Act as depository of all information and other pertinent documents
relative to matters and activities involving DOTC in international
organizations
• Represent the Department in various Inter Agency Technical
Committee relating to international/regional and domestic
agreements or transportation and communications
9 • All functions are necessary but are not being done yet.
• International Organizations covered is limited only to certain groups.
• Must Oversee all international agreements, protocols, codes,
conventions, MOUs and other commitments of the department:
monitor, coordinate and follow-up
10 • All functions are necessary.
• Must prepare well when representing the country (must have
knowledge of the subject matter taken, must know the directives of
the DOTC and the national government on issues)
• Agencies concern can prepare materials needed
11 • Could still be trimmed down or remain the same depending on the
challenges
• Look at the structure and ask if it will meet the objective: optimize
human resources, fiscal management, eliminate passing the buck
• Respond to international commitments
• Attached agencies have no command on policy direction at this time
• Take care of complete documentation of international events (for
future reference and performance, timely information)
• Important to pick the right person to represent the country
12 • All are necessary
• A coordinating and monitoring body is important
• IAD collates reports
• IAD can coordinate with different government agencies in coming up
with a position, it can pinpoint the person in each agency
20

25. Interviewee Response
13 • Was recently assigned as Action Leader for Communications by the
secretary (he has to read up well on his field)
• All the functions are needed
Other duties and responsibilities that should be included in its
mandate
• Depository of information (reports, documents on commitments,
MOUs, other related matters)
• Come up with desired position paper which incorporates the stand
of the national government with respect to the issue
• Have a think-tank (pool of technical representative and writers) who
can do the substantial part of preparation for various international
meetings)
• Right now, the USEC concerned have their respective pool of
talents that will accomplish the work
14 • Coordinate work within DOTC about trade policies
• Coordinate all issues not under Civil Aeronautic Board
• Do strategic coordination and negotiation
15 • Present duties and responsibilities seem too general. ASEC Soneja
who is in charge of policies at Planning Division should be included
in the list of people
• Technical representatives assigned based on sectoral
representation but in international meetings, all modes of
transportations are covered
Functions that should have not been included:
• Materials obtained from the meetings must be accessible to
technical representatives who were not part of the delegation
• For trade in services, there should be at least two people who work
with a technical representative
• Administrative matters can be handled by a secretariat
• Technical information and other international meeting documents
should be provided to a head of technical representatives
• Inculcate in the minds of heads of agencies what trade services are
Other duties and responsibilities that should be included in the
mandate
*submitted to DOTC duties and responsibilities of international
cooperation division
1. Prepare and integrate the Philippine comments/positions/inputs on
transport and telecom problems/issues/concerns, in close
consultation with the affected stakeholders
2. Review, amend/revise, and formulate/develop policies on transport
and telecommunications, in close consultation with affected
stakeholders, as it relates to multilateral, regional, and bilateral
negotiations or agreements
3. Monitor and coordinate/provide feedback to different
concerned/affected stakeholders the development on the
implementation and proposed implementation of different provisions
of negotiations and agreements that the Philippines has enter into
4. Organize and update an international cooperation data bank or
portal on different negotiations and agreements that the Philippines
21

26. has entered into and proposed to enter into
5. Provide technical and administrative support/assistance to the
Philippine representatives/delegation
6. Participate in negotiations/meetings/conferences where the
Philippines has entered into and proposed to enter into
7. Act as the focal point and network of the Philippine government on
negotiations and agreements on transport and telecommunications
8. Act as the information depository of the Philippine government on
international cooperation on transport and telecommunications
9. Organize and execute a human resource development
program/trainings/cooperation for the development of Philippines
capability on international negotiations and agreement on transport
and telecommunications
10. Schedule/arrange/undertake national or local
meetings/discussions/for any issue/concern on transport and
telecommunications that need to be resolved before any
international negotiations take place
a. How can the IAD help in strengthening the negotiating position of the Philippine
government in trade negotiations pertaining to transport services/sectors.
Interviewee Response
Partner Agencies
1 • Coordinate with line agencies to address overlapping concerns
• Arrive at a unified view of position on an issue before going to DFA,
could be done by completing staff work
• IAD will inter-phase with primarily with the DFA’s Office of
International Economic Relations (OUIER) headed by USEC
Custodio because trade and economics experts could not be found
here
2 • Create an interdepartmental secretariat
• Review past meetings, not just meetings based on current agenda
specially with ASEAN (past meetings, decisions made)
• IAD should have records of all international partner meetings,
commitments and agreements
• IAD’s main function is to prepare briefing papers for DOTC official
attending meetings
• Note/report the dynamics between those attending the international
meetings
• Know the websites to visit for international materials
DOTC Leaders
8 • Assist the Planning and Policy Service Director in the formulation of
the programs and policies in pursuance of the international
commitments/agreements entered into by the Government
• Serve as a focal unit in negotiations and agreement on transport
and telecommunications with international organizations
9 • Must come prepared (have consulted concerned stakeholders, done
research, know the issue)
10 • DFA and IAD should coordinate to find out which countries the
Philippines has supported and ask these countries to support us in
turn
• IAD should ensure that a full report is made, with recommendations,
future activities, and future meetings
22

27. • Initiate own resolutions (marina) – IAD could come up with some
positions that could be supported by all delegations across sectors
• Must liaise the agenda of all international meetings ahead of time
11 • Coordination with different agencies to know whether these other
agencies should be involved (in international meeting’s agenda);
validation of documents and checking up on the national
government position on international issues
14 • Develop people for IAD that specializes on negotiation
• Can represent the country
15 • For ASEAN – should have more people assigned here because we
have many agreements and concerns with the group
• For WTO – has many needs (multilateral agreements, we need to
make many comments on things)
• For APEC – also has commitments but usually, the country is not
obliged to implement these (that is, does not necessarily follow that
the country implements these commitments)
• For WTO and ASEAN – commitments, once made, must be
implemented
• More research on transport sector
• In local meetings, transport agencies do with the DOTC technical
representatives to discuss trade in services
b. Comment on the International organizations identified as the main focus of IAD work,
does it encompass all relevant international linkages necessary for DOTC to achieve its
goals and support the government’s economic development plans?
Interviewee Response
Partner Agencies
1 • Yes, but include UNIO (United Nations International Organizations
Office)
2 • Yes, but include all the international organizations (ASEAN,
APRC, WTO-GATT/GATS, UN-ESCAP and BIM-EAGA)
3 • Matters related to international organizations should fall under IAD –
it should be an overarching body and has jurisdiction over all small
matters relating to international affairs
DOTC Leaders
8 • More international organizations can be included.
9 • Yes, but could also emphasize of ILO, IMO, and the ASEAN Port
Association
10 • Yes, but could include the ILO
11 • Could add, transfer, or delete as necessary
12 • Complete but a new group to add would be the UNEC (United
Nations Economic Commission for Europe)
13 • Yes.
15 • Yes. Technical representatives from IAD should be knowledgeable
about all sectors
23

28. *Do you have a similar unit within the Department? If yes, what is the unit’s identified
function/goals? Strategies and methods?
Interviewee Response
Partner Agencies
1 • All offices at DFA operate like an international affairs desk except
that they are organized according to major global regions
• All the positions pertaining to their region is brought to the USEC.
Inter-office meetings and meetings with the ASEC are held to thresh
out all differences, and different aspects of issues
• Communication technology is needed for the bulk of the
coordination work, only when it is very necessary to they meet face
to face
• Recommended that the IAD form a permanent network with partner
agencies
4 and 5 • Planning office is concerned with similar tasks since international
relations is integrated into their tasks.
24

29. II. IAD Structure
2. Given its current mandate and your proposed changes, how should the IAD be
positioned within the DOTC structure?
3. What can be its level within the organization hierarchy (bureau, division, unit under a
particular division)? Why?
Interviewee Response
Partner Agencies
1 • Could be a division headed by a director but ideally at least a USEC
• Could be a specific unit under USEC (who already has a functional
assignment) that will coordinate with international offices, agencies
and foreign governments
2 • Bureau level, must be headed by a USEC to be able to mobilize
people
3 • Ideally it should be a separate unit
• Depends on the need of the transport sector
• Can be in the Planning Unit
• Benchmark with other countries
• Head should have stature and can gain respect, may be ASEC
4 and 5 • Should be under the office of the secretary
• Undersecretary level is recommended
• Should be able to provide important information
DOTC Leaders
6 • Answered in previous questionnaire
• Telecommunication sector is big and needs two representatives
• One representative for each of the other sectors
• Administrative office is also necessary.
7 • IAD should be a bureau or service, equal with other departments.
Distinct organic structure.
• Should have a separate desk for each of the different international
organizations composed of around 4 people per desk (roughly 20
people including secretariat)
• Can benchmark against Malaysia
8 • Under Planning Service, under the office of the Assistant Secretary
for Planning and Development because Planning is responsible for
policies
• Not a service, just a division
• Total of 15 people, technical and secretariat combined
• Each of the five sectors represented by 2-3 people
9 • Retain a high official with the rank of USEC to head IAD
• Have representatives to attend for him (Secretary), do not have time
to attend to IAD matters
• IAD can be headed by a USEC (for administration?) ideally not
assigned, or attached to a particular sector
• ASEC could help with the IAD’s function as a core secretariat office
• There could be a focal person from the agencies to coordinate with
IAD. Technical and secretariat support is given.
• IAD is an ad hoc function of USEC Lontoc
• Secretariat support work does not need a USEC
• Administrator on top
• Breakdown coordination assignments according to people’s
experience and expertise
25

30. • Can tap IAD core secretariat office
• MIA cannot afford foreign desk
• There should be mini foreign desks in the attached agencies to
ensure accountability, to establish responsibility, and thus, no
duplication of tasks. Persons assigned here could be the point
persons to coordinate with IAD.
• In DFA they have desks, physical space
• IAD could be Ad Hoc
10 • It should be a permanent body given specific functions in relation to
all international bodies DOTC attend regularly
• A USEC could be its head
• Just emphasized that it should be a permanent body within the
department
11 • IAD could be the personal staff of the Secretary himself
• It is a must to have such office (IAD)
• A unit under the Office of the Secretary. Becomes a personal staff,
where a USEC takes the role of the Secretary in maters of
coordination with other agencies and international organizations
12 • Could add an HR unit to choose qualifications of people and to do
training of people if there is a need for capacity-building (but may
not be really necessary if DOTC takes care of this)
• IAD could remain an AD HOC unit which monitors and keeps
reports, with a secretariat that prepares travel papers, coordinates
with relevant government agencies (since it’s an ad hoc, people
would have other functions)
13 • Right now, IAD remains an ad hoc unit (DBM did not approve
International Cooperation Division)
• There is a need for IAD because there are many commitments in
the international setting, it should be a fulltime work not just
borrowed from another unit/agency (issue of continuity)
• A division with its own think-tank personnel (technical
representatives)
• A director level as its head, must report to too many people (a clear
mandate from the director and the USEC?)
14 • Should not be desk only. Not only admin secretariat but must be
doing the analysis, strategizing, negotiating
• At least Director Level, must be institutionalized (for continuity since
ASEC and up – political appointees can be changed)
• There should be someone in DOTC that will strategize what
services should be specialized in the aspect of work (e.g. in WTO,
ASEAN, etc.)
15 • Should not be an AD HOC unit only
• Should have dedicated staff to do the work because there are many
things to do
• ASEC/USEC to the unit
• A division
For Partner Agencies: If they have a similar unit within the department: How is the
(name of similar unit) positioned in your organizational structure?
4 and 5 • In DOT, the planning office has one person for each task force
project, wherever the USEC goes, the person goes with him/her
26

31. III. Broad Description of Relationships with Other DOTC units and Partner
4. What are important work processes within your office/department that involves
international relations? Which of this are coordinated/achieved with the help of IAD?
Please give a brief description of the work process and IADs role in each process.
Interviewee Response
Partner Agencies
3 • APEC-transport group is one of the most active…does not have
any problems
• If IAD should be in the picture, maybe be more active in the initiative
• Depends. IAD can benchmark and coordinate with other groups
(e.g. Agri and DTI should have similar desks)
4 • Planning office links different offices of DOT in terms of
implementing international agreements. DOT monitors the offices’
accomplishments and reports them to the international body. They
do not do everything, the just coordinate with concerned units and
offices
DOTC Leaders
8 • Duties of the IAD currently being done by the Planning Office are
secretariat functions
• Attendees in meetings are usually Director Patdu, Usec. Lontoc and
Asec. Soneja
9 • Must make sure that position paper submitted by Marina is aligned
with the roadmap of the DOTC and country goals
10 • Agenda about international meetings – (What will PPA mention?) –
IAD will prepare a position on each item in the agenda
• Security problems – What is the government position.
• Get schedule ahead of time so that concerned agencies can
prepare ahead – prepare position
• Travel papers – travel authority prepared ahead of time
• Related actions in international bodies that the agency is not aware
of agency representatives just reiterate – IAD coordinates, informs,
sign an agreement with a country; give instructions
• Look into conventions that the country has not been ratified yet –
could link up IAD to have these ratified
11 Work Process IAD Role
1. Coordination with other 1. Makes it easier, eliminates
agencies and other kanya-kanya
international bodies
2. Management of scarce 2. Can fast track where to find
resources needed resources
3. Progress report on meetings 3. Provides a conduit for
progress report undertaken
4. Visions for the future, point of 4. IAD can articulate this vision
struggle to the Secretary; objectively
can reach its higher position;
if vision is heard, it is
transformed into reality in just
a matter of time
12 Work Process IAD Role
1. Benchmarking in terms of 1. In ASEAN meetings, which
standards (ISO), countries are implementing
27

32. standardization of standards?
organizations
2. Things that could be adopted 2. IAD disseminates
in the country (e.g. Driving developments abroad that
Academy) could be implemented in the
Philippines
3. Training of people (e.g. 3. IAD could facilitate in the
learning new technologies provision of training to meet
that could be implemented in international standards
the Philippines could solve a
lot of problems)
13 Work Process IAD Role
1. Legal matters and papers 1. Centralize IAD
regarding international
concerns
2. As an Action Process Officer 2. Have IAD prepare these so
for Communications: that it could be sent to
Position papers, reports, requesting international
scenarios, situations organizations
regarding international issues
14 • Role right now is secretariat
• Lacks technical knowledge of the sector
• Ideal scenario: there should be someone to steer all things, directly
negotiate
15 Work Process IAD/DOTC Role
1. NEDA - In general, DOTC sends
- lead agency, coordinates all in its requests, offers
requests, offers, schedule of
commitments
- takes care of discussion of
trade in services in int’l mtgs.
- handles agreements
2. DTI - When a business is set-
- chief negotiator on all trade- up, market access is
related meetings considered especially if
- between DTI and BOI, there is services are offered, this
a mutual understanding that if is where the DOTC
an investor will provide comes in (e.g. put up a
services, it should be within the bus company)
trade in services chapter
- 60-40% Filipino ownership is - Justify why the existing
applied to our public utilities tariff 3% should be
retained
3. DOT
- more liberalized, allows 100%
equity of ownership (e.g. hotels,
restaurants, tourist, destinations
4. GATT - DOTC is a consumer
- DOTC is a member of technical (must protect its interest)
committee on tariff and related
matters
28

33. 5. DFA
- starts negotiations
Process of Coming Up With Trade Proposals
DOTC Role WTO Role
1. We have to know the services 1. Where do these services fall
provided by the agency under?
2. 60/40 Foreign equity ownership is always considered because
transport and communications are considered public utilities
3. Prepare the request list. What do you want to enter in particular
country? What do you want to loose or remove from the limitations
they impose?
4. Know what your stakeholders want.
5. Conduct consultation meetings with stakeholders.
6. Must bear in mind the policy decisions of the government and
limitations must be placed.
7. IAD role is to give recommendations/technical advice about
which trade services to commit, or to accept. Must conduct a
through research about trade services in other countries which can
help DOTC in making recommendations
5. What should be other work processes within your office that may be
coordinated/achieved with the help of IAD?
Interviewee Response
DOTC Leaders
8 • There’s a need for an office that will serve as a central depository or
database of all the international commitments, reports,
agreements/protocols made pertaining to transport and
communications
• Preparation and coordination of reports/recommendations and
offers to various bilateral, regional and multilateral negotiations
13 Work Process (with role as IAD Role
communication leader)
1. Preparation for international 1. Pre-departure briefings
meetings
2. Regular meetings; discuss all 2. Provide readings, other
relevant topics materials; discuss/share
ideas with group
6. What are the future plans of your office that IAD may support or where it may be
able to contribute? Please give a brief description of the work process and their role in
each process.
Interviewee Response
Partner Agencies
1 Work Process IAD Role
1. Economic Diplomacy 1. IAD to submit work plans on
economic diplomacy of
DOTC
2. Bilateral Activities 2. Economic cooperation
activities, bilateral trade,
29

34. exchange of investments,
tourism activities
3. Economic Cooperation 3. Infrastructure (highways,
ports, railway projects, etc.)
4. Trainings and workshop 4. Groups (human
development)
5. Seminars, conferences, 4. In DFA, 30+ working groups
symposia
6. Harmonization of regulations
which sometimes involves
amendment of rules
7. Fairs, exhibitions, and other
promotion activities
8. Regular working meetings 8. e.g. APEC – every year
have new plans; ASEAN
meets more to discuss new
issues
9. Seasonal meetings 9. 4 Senior Official meetings,
Ministerial Meetings, etc.
2 Work Process IAD Role
1. Interagency consultation 1. Give inputs to head of
meetings delegation
2. Bilaterals (between 2. What investment areas
countries) would be good to do (e.g.
railway development)
3. In BIMP-EAGA which deals 3. What projects could
with depressed areas in the DOTC suggest to help, e.g.
region and how to channel development of ports,
aid programs airports, SMAs,
infrastructure set in place
DOTC Leaders
6 • Administrative services are not directly related to IAD.
• Processing of travel authorities done by the HRD.
• Director Quilogue initials all travel requests/authorities before they
are forwarded to Usec. Lontoc for final approval.
• Also, there is a need for a repository of
materials/agreements/issues gathered from the meetings for future
reference
7 • Economic needs test analysis is very important – we don’t really do
scientific studies
• Need to study the impact of all the agreements on the country,
which are currently outsourced to other offices
8 • Assume all the roles and responsibilities related to international
affairs currently being done ad hoc by some planning staff
• Will ensure that there is a division that will monitor economic or
trade facilitation agreements entered into
• Will ensure that representatives of the country are adequately
equipped with all required data/information regarding issues, what
was agreed upon and the position of the DOTC, pertaining to
specific issues
9 • A mini IAD in Marina – IAD role: what model would be for dept?
get funding for this
30

35. Interviewee Response
10 Work Process IAD Role
1. Membership dues to 1. Help agency because this is
international bodies an international commitment
2. Regular reports to 2. IAD must know what kind of
international bodies reporting is needed for int’l
org that we are part of and
must comply with these
3. Reports after attending int’l 3. Reporting should be
meetings. For continuity, mandatory, if the
submit recommendations to representatives do not submit
guide others reports, they cannot go
11 • Formation of Civil Aviation Authority
12 Work Process IAD Role
1. Motor vehicle standards 1. In relation to ASEAN, IAD
inspection of type approval of could take the initiative to
motor vehicles facilitate meeting
2. Information technology 2. IAD coordinates with
projects implemented offices/counterparts abroad,
Liaison with its counterparts in
other countries
14 • Training of people on trade policies, trade negotiations and
exposure
• IAD should train CAB people to do trade negotiations
• If the present structure should change, IAD should do the
necessary coordination and research from CAB. They must be
able to analyze then strategize, do the negotiation.
31

36. IV. Broad Key Roles, Responsibilities, and Competencies of IAD
7. If they have a similar unit in the Department, what is the unit’s internal structure? Are
there specific sub-units? What are specific functions of these sub-units?
Interviewee Response
Partner Agencies
1 • IAD could be a taskforce within the DOTC depending on the
magnitude of work and resources available
• USEC as head
• Functions: (1) administrative activities; (2) policy unit coordinating
the Secretary and other concerned heads; (3) internal coordination
within DOTC; (4) external coordination with other government
agencies and international groups; (5) additional functions depend
on resources available
Interviewee Response
2 • Could be “mini-DFAs” where there are: (1) legal which
reviews/makes documents, memos, treaties and declarations; (2)
protocol; (3) conference management; (4)policy formulations; (5)
research; (6) production of outcome documents which come in the
form of MOUs to advance Philippine interests; (7) MIS which holds
history of agreements, and build upon previous agreements (they
can outsource this)
• IAD must know priorities, strengths of bilateral partners
• Can research well
• IAD can train their own people (e.g. undertake training for DOTC
negotiators so that the mentality of meeting-goer is not just to
participate but to act as Philippine negotiators
8. Please suggest competencies (technical and/or organizational expertise) that IAD
personnel should have.
Interviewee Response
Partner Agencies
1 • Technical competencies in their line of work
• Training and experience in negotiation
• Know-how in crafting policy positions
• Background in international marketing ideally with multinational
companies or a Philippine company with international trade activities
on import/export
• Knowledge of language/s
• Being alert, has the ability to adapt to all changes, developments
with the partner country
2 • Negotiating techniques
• DAP could train people on protocol, process observations
• Must have research capabilities
• Must be analytical (read between the lines, spot hidden
conditionalities)
• Must know international conference management
3 • Technical competence in their field
4 and 5 • Broad perspective of the whole region not only locally
• Should be able to benchmark with other countries in the region
• Must be marketing oriented
• Must have an understanding of the sector he/she is handling
32

37. DOTC Leaders
6 • Background: knowledgeable about policies, issues of the sector
they are representing
• Good written and oral communication skills
• Public relations skills
7 • Should be transport economists
• Able to understand regional economic landscape
• Visionaries
• Someone who can work beyond traditional institutions
8 • Technical expertise in their particular sector: policies, issues, laws
• Knowledgeable
• Can do research well; resourceful
• Prepare position papers
• Nationalistic
• Good public relations skills; friendly
• Can communicate well
• Representatives should be higher up in position/rank to be able to
convey ideas and recommendations firmly and have the authority to
decide right away
9 • Technical staff with real training on sector; at least bachelors
degree, and a masteral (must have formal training)
• Writing/English proficiency
• Styles of Communication
• Field experience
• Ability to coordinate well
• Computer and internet literate
• Know the issues
• Critical thinker
• Ability to organize ideas
• Knowledge of the organization system
• Ability to see the total picture
10 • Knowledgeable in each and every agency under the Dept.
• Technical expertise can come from the agencies concerned
• Ability to make reports (and can strengthen their positions)
• Can ask for support from other members of international bodies
11 • Managing scarce resources
• Articulate in English language, has power of expression and
communication
• On selective basis, sent to school for statesmanship and foreign
affairs interests
12 • Technical competencies must be balanced in representation
• Provide training to update on developments
• Good in organizations: Coordinating, monitoring, networking,
dedication to work
• Has technical report writing skills
13 • Exposure and experience
• Technical expertise in different sectors of DOTC (i.e. land, air,
water, rail, communications and transport security)
• Organizational expertise: writing, analytical skills, ability to discuss
33

38. Interviewee Response
14 • Basic background of economics, political economy aside from the
technical aspect of the transport sector
• Some legal background, international law, transportation law
• Can do research
• Strategic thinker
• Posses negotiating skills
15 • Attitude toward work: Willingness to learn, sense of responsibility
• Ability to do research
• Ability to write well
• Knowledge/orientation about WTO and trade in services
• Know how to deal with other agencies, networking skills
• Resourceful
• Computer and internet literate
34

39. V. Issues to be Resolved
9. Given the various points you’ve raised in this interview, what could be possible issues
that may arise regarding the mandate, structure and your office’s linkages with the IAD?
Interviewee Response
Partner Agencies
1 • Inform the DFA all international activities
• During inter-agency consultations, consider work relations and
clarify at the start how would they like to handle things when
interacting with one another
2 • Agencies hosting international conferences should inform DFA
ahead of time regarding commitments to host meetings
• Must work closely with DFA in formulating programs and Philippine
positions
• Can be resourceful by tapping sponsors (for local hosting)
• Focus on commitment, develop network.
• Kaiingitan ang IAD when they travel and always accompany
delegation as advisers to the spoke persons
• There must be public awareness of meetings
• IAD must know the schedule of meetings so they could anticipate
the needs
• With regards to budget for attendance in international meetings, IAD
could coordinate where to get funds
4 and 5 • Primary concern is how fast can DOTC move given the targets and
requirements
DOTC Leaders
6 • None. Undersecretaries understand the need for the creation of
IAD.
• Usec. Len is pushing very strongly for technical people to help her
with the meetings
7 • Structure of IAD is missing
• No incentive to work for IAD (except the opportunity to travel)
8 • None
9 • Recognition of the designated authority (who is authorized, who
should be responsible for things)
• Seafarers/maritime issues should be addressed; Marina should not
be compared to the Coast Guard
• Be definitive as to the role of the agency
• Having timely and relevant information (so we can make substantive
participation in important international conferences)
• Send competent staff to give the exposure and experience
(knowledge is not based on one person only)
10 • Agencies concerned are not invited to be part of delegation
attending international meetings
• IAD could give regulations that specify which ranks could be sent as
delegates to international meetings
• IAD could post some rules of conduct and protocol to address the
issue (head of delegations insist on speaking up for the group all the
time even if their members are more knowledgeable on the issue at
hand)
35

40. Interviewee Response
11 • Need to monitor progress because there is delay and uncertainty in
the reaction of the country to international matters
• Public perception must be addressed; public information
dissemination
12 • Inggitan, envy on who gets to be sent abroad
• IAD could have a roster of those who already attended meetings to
ensure continuity of those who actually get to go abroad to
represent the country
13 • IAD is not manned by experts now.
• It is functioning more as a secretariat.
• Organize it.
14 • Define the function under the rationalization plan
• There will be issues with DBM and civil service commission if the
structure and mandate will be changed
15 • Reports, related documents of international meetings not forwarded
to people concerned
• Financial support for consultative meetings
• Willingness of persons to go to stakeholders
• Observed that Koreans and Japanese are very well prepared for
international meetings
36

41. Appendix B
Documentation of DOTC-IAD Focused Group Discussion
10 August 2007
I. Participants
There were five representatives from the International Affairs Desk (IAD) who
participated in the focused group discussion. These were the following:
No. Name Designation
1 Ms. Nonita S. Silva (Nonie) Secretariat, Head
2 Ms. Teresita V. Rosales (Tess) Secretariat, Member
3 Mr. Renato R. David (Rene) Technical Representative, Road Transport
4 Mr. Ferdinand I. Caberto (Ferdy) Technical Representative, Railways
5 Ms. Ma. Lourdes T. Pagtalunan Technical Representative, Maritime
Transport
II. FGD Proper and its Documentation
A. Work Process
Participants formed 2 groups according to technical expertise/represented unit. Each
group was asked to answer the following questions:
(1) What are important work processes that involve the IAD and your unit/the
partner agencies?
(2) What are future plans of your unit that IAD may support or where it may be
able to contribute?
The following template was shown as a guide in answering the two questions.
Template
1. Nature of Work Process
Role of IAD (data/information, expertise, Role of DOTC Unit/Partner Agency
logistics, others) (data/information, expertise, logistics,
others)
2. Future plans which may require IAD support
3. Required competencies (knowledge, skills, abilities and attitude) of IAD
personnel given the identified work processes and plans
37

42. Output:
Group 1 (Rail and Road)
1. Nature of Work Process
Role of IAD Technical Representative Role of DOTC Unit/Partner Agency
a. Information/Data Gathering a. Craft policies relative to agreements
b. Making reports/recommendations b. Implement sectoral policies
2. Future plans which may require IAD support (no answer)
3. Required competencies (knowledge, skills, abilities and attitude) of IAD
personnel given the identified work processes and plans
a. Technical knowledge of each sector
b. People skills to deal with different partner agency counterparts/international
delegates
(for coordination)
c. HRD-type persons – conduct seminars/orientations
d. MIS group – depository of information (software supported)
Group 2 (Secretariat and Maritime)
1. Nature of Work Process
Role of IAD Technical Representative Role of DOTC Unit/Partner Agency
a. Ensure attendance to international a. Nominate delegates and submit
fora travel
b. Process travel documents documents
c. Prepare meeting documents b. Prepare travel funds for their
d. Coordinate pre and post delegation delegates
meetings c. Prepare technical papers for
e. Write communications, reports and international meetings
documents d. Negotiates international agreements
2. Future plans which may require IAD support: Hosting of international meetings
3. Required competencies (knowledge, skills, abilities and attitude) of IAD
personnel given the identified work processes and plans
a. Ability to write reports and correspondences
b. Facility for the English language
c. Workaholic
d. Can manage stress
e. Preferably with technical expertise
f. Can work with minimum supervision
38

43. B. Duties and Responsibilities
After discussing work processes, duties and responsibilities of IAD were reviewed. The
following instructions were given.
1. Review duties and responsibilities of IAD
2. Using the previous activity and your experience of working in IAD, individually
formulate suggestions as to what functions should be:
• Stopped – use/write on pink metacards
• Started – use/write on green metacards
* reminders: (1) only one suggestion per metacard, (2) write in big, bold
letters
Output:
* answers were clustered into 6 groups
1. Data Management System on International Meetings/Management of
Conferences
• Develop a more sophisticated information management system
• Trade agreement
• Relevant research materials and communications relating international
relations
2. Documents Needed for Policy Direction
• Refer to concerned USEC
3. Oversee Activities (trade agreements)
• Facilitate operationalization/monitor
• Coordinate
4. Come Up With Pre-Requisite Information/Research
• Facilitate discussions to come up with official positions in trade
negotiations and agreements with concerned sectors (DOTC),
consultation with stakeholders
5. Ensure Representation/Screen Nominated Delegates (only within DOTC proper)
6. Create a Dedicated Group for IAD
* Participants did not use pink metacards which implies that there are no duties
and responsibilities of IAD that must be stopped.
C. IAD Structure
For IAD structure, these questions were asked: (1) How should IAD be positioned in the
DOTC structure; and for Internal Structure: (1) What is? and (2) What should be?
39

44. Output:
IAD Internal Structure
Chair
• Vice Chair
• Director
• Secretariat
• Technical
Director for
International
Relations
Division Chief for Division Chief for Division Chief for
ASEAN APEC Other International
Organizations
Section Chief on Water, Air, Land and Rail, Telecom Section Chief on Water, Air, Land and Rail, Telecom Section Chief on Water, Air, Land and Rail, Telecom
Technical People Technical People Technical People
D. Potential Issues and Concerns
Under issues and concerns, this was the instruction: Given the various points raised in
the discussion, what could be possible issues that may arise regarding the functions,
structure and your office’s linkages with IAD?
Output
1. Getting approval from DBM/funding
2. Getting the right people for IAD
3. Logistics/support
• Right people for IAD: Dedicated Group
Not an Ad Hoc
Dedicated people – willing to work odd hours
• Logistical Support
Vehicles to fetch delegations, for use to attend interagency
meetings
Standby cash advances for entertaining foreign delegates
Office/furniture/equipment
40

45. Contact Information
Manila Office
10/F German Development Center
PDCP Bank Centre Building
V.A. Rufino cor. L.P. Leviste Streets,
Salcedo Village, Makati City
Trade Project c/o
GTZ Office Manila, P.O. Box 2218 MCPO
Makati City, Philippines
Tel. No.: +63 2 8123165 local 47
E-mail: c/o zenaida.tejerero@gtz.de
Website: www.gtz.de/trade
Iloilo Office
c/o DTI, 2/F Trade & Industry Building
J.M. Basa Street, Peralta Avenue, Iloilo City
Tel.: +63 32 4122256
Telefax: +63 32 444494
E-mail: c/o victor.tumilba@gtz.de