Introduction

The overall objective of the PSU is to ensure the efficient implementation of the PP and all eight projects, in line with VLIR-UOS and MU rules and regulations.

PSU: Is a project that provides the programme with administrative, logistic, technical and financial assistance. The MU VLIR-IUC Programme GRE@T! consists of 4 projects plus the PSU project. The four projects will be implemented through partnership between South African and Flemish academics

The MU VLIR-IUC Programme GRE@T! consists of 4 projects plus the PSU project. The four projects will be implemented through partnership between South African and Flemish academics. The PSU project provides the programme with administrative, logistic, technical and financial assistance. The purpose of this unit is to ensure coherence between, support and assistance where needed to the different projects. 

Various administrative tools have been developed in order to reach the general objectives of the programme. The PSU’s administrative, financial, logistical and technical tools facilitate the implementation of the PP. The PSU also ensures communication, exchange of information and evaluation capabilities. 

PSU Overall Objective

Is to ensure the efficient implementation of the PP and all eight projects, in line with VLIR-UOS and MU rules and regulations.

PSU Purpose

Is to ensure coherence between, support and assistance where needed to the different projects.

PSU Specific Objective

Is to ensure and facilitate the implementation of the PP by providing administrative and financial management and organizational support.

Project Intermediate Results (IR’S)

IR:1 – Overall managerial coordination is ensured (support systems for coordination and decision making)

The PSU ensures the organisation of all events, meetings and other activities to facilitate the coordination of the programme. Local activities:

  1. Regularly report to Senate Committees from where VLIR-IUC Programme items are sent to Senate for notification/ratification/approval.
  2. Organise regular meetings of the LMC
  3. Organise regular meetings of the LSC (including agenda, minutes, project progress reports, evaluations,…)
  4. Provide all relevant information to facilitate timely decision making, interventions and reporting to relevant MU structures, Flemish Management Team and VLIR-UOS.
  5. Organise regular meetings of the LMC
  6. Organise regular meetings of the LSC (including agenda, minutes, project progress reports, evaluations,…)
  7. Provide all relevant information to facilitate timely decision making, interventions and reporting to relevant MU structures, Flemish Management Team and VLIR-UOS
  8. Draw up detailed minutes of all relevant meetings and circulate to key stakeholders. (including coordination, VC, DVC,…)
  9. Collaborate with MU’s administrative divisions to ensure smooth running of the VLIR-IUC programme (including Finance, Research Directorate, ICT, Library, Inventory Control,…)
  10. Organise JSC meetings
  11. Foster links with other parties/organisations supportive of MU’s VLIR-IUC Programme (e.g. Belgium Embassy in Dar, COSTECH, other TZ institutions of Higher Learning,…)
  12. Promote South-South linkages through linking up MU’s VLIR-IUC Programme with existing African networks and rurally focused research and community outreach initiatives (e.g. with other VLIR-IUS: University of the Western Cape).
  13. Organise the official launch of MU’s VLIR-IUC Programme (September 2013)

IR:4 – Efficient administrative and financial support systems are in place.

A very important and essential task of the PSU will be the correct administrative and financial management of the programme and its projects. 

Common activities:

  1. Policies and procedures for the management of the VLIR-IUC programme are in place.
  2. Train VLIR-IUC members in procedures and methods for the implementation of the VLIR-IUC programme.
  3. Training of staff on procedural and financial issues.
  4. Follow-up of policies and procedures with potential impact on the implementation of the VLIR-IUC programme.
  5. Coordination and preparation of APs and Budgets, and Reports to Steering Committees and VLIR-UOS.
  6. Budget checks and monitoring of expenses.

Activities South:

  1. Annual inventory report.
  2. Database of all relevant administrative and financial records.
  3. Coordinate and follow-up the internal and external audits.
  4. Carry out all administrative activities related to budgeting, procurement, payments and financial reporting of each project and the programme in general.
  5. Monitoring and adjusting administration management according to the needs of the projects.
  6. Reporting on progress to the Programme Coordination and Institutional leadership.
  7. Monitoring the use of the E2-budget.

Activities North:

  1. Database of all relevant administrative and financial records.
  2. Carry out all administrative activities related to budgeting, procurement, payments and financial reporting of each project and the programme in general.
  3. Reporting on progress to the Programme Coordination and Institutional leadership.
  4. Monitoring the use of the E2-budget.

IR:2 – A coherent programme is ensured.

The VLIR-IUC Programme should match MU’s strategies and policies. Links with other VLIR-IUC programmes in the region will also be developed. The PSU will ensure coherence in both cases. 

Activities: 

  1. Fostering links with VLIR-IUC programmes in Tanzania and the continent.
  2. Ensuring that MU’s VLIR-IUC Programme activities are in pace with the institutions strategies and developments

IR:3 – An efficient communication system is in place.

The PSU ensures (internal and external) communication (systems) between participants and other interested parties at all levels in North and South. Those include academics, University Management, administrators, financing authority (VLIR-UOS, DGDC), Embassy, other potential financing authorities, other South African Universities.

Activities South:

  1. Guarantee optimal communication facilities for internal communication needs (internet, intranet, telephonic, video conferencing, etc).
  2. Remain updated on relevant information circulated by VLIR-UOS and with timely communication to the key stakeholders.
  3. Collection and compilation, and circulation of all relevant documents to relevant/interested parties; including follow-up on information circulated.
  4. Ensure timely communication and reaction by all parties involved.
  5. Ensuring that MU’s VLIR-IUC Programme activities are in pace with the institutions strategies and developments.

Activities North:

  1. Guarantee optimal communication facilities for internal communication needs (internet, intranet, telephonic, video conferencing, etc).
  2. Guarantee optimal communication facilities for internal communication (internet, telephonic, video conferencing, etc).
  3. Remain updated on relevant information circulated by VLIR-UOS and timely communication to the key stakeholders.
  4. Collection and compilation and circulation of all relevant documents to relevant/interested parties; including follow-up on information circulated.
  5. Ensure timely communication and reaction by all parties involved.

IR:5 – All projects have the infrastructure, means of transport, equipment and supplies available, necessary for the successful functioning of the projects.

Whenever a project requires in terms of infrastructure, transport, equipment, supplies, for the implementation for the activities, the PSU plays a vital role in the process of acquiring and managing the acquired goods. This is to guarantee cost-effective maintenance and to avoid duplication. 

Activities South: 

  1. Ensure an efficient sharing of infrastructure.
  2. Inform PL’s on rules and opportunities concerning equipment and supplies; inform on existing infrastructure.
  3. Financial management in relation to transport .

IR:6 – All (international) travel, related to the PP is organized.

All international travel for Flemish participants will be arranged (booking tickets, insurance) through the ICOS and/or FPA. All international travel for South African participants will be arranged (booking tickets, insurance, visa) through the South African PM. This includes travel related to scholarships, coordinators, PL’s, Team Members, administrators,… In principle, groups of a minimum of four, travelling together should try to take the same flight. Arrangements concerning accommodation will be either made by the PM or by the ICOS/FPA in mutual agreement.

Common activities: 

  1. Follow-up and coordination of all travel planned by the project participants (organisation of missions, budget check,…).
  2. Logistic support to scholarship related travel (procedure, deadlines, housing, insurance, visa, etc).

Activities South:

Logistic support to project related travel by South African VLIR-IUC participants (purchase of tickets, obtaining visa, payment of allowance, booking hotels, any other arrangement).

Activities North:

Logistic support to project related travel by Flemish VLIR-IUC participants (purchase of tickets, payment of allowance, booking hotels, any other arrangement).

Project Team Members

North Team

North Project Leader :

Stroeken, Koenraad: Ghent University, Flemish coordinator.

North Project Team Member’s:

  1. Verheylezoon,Annick: Ghent University, ICOS.
  2. Verdoolaege, Annelies: Ghent University, IUC assistant

South Team

South Project Leader :

Dr. Albogast K. Musabila: Mzumbe University, Local Programme Coordinator

Dr. Albogast K. Musabila: Mzumbe University, Local Programme Coordinator

South Project Team Member’s :

  1. MaraSaada Mwinyigogo: Mzumbe University, Project Manager
  2. Rafikieli Tumbo: Mzumbe University, Project Accountant.

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