The Membership and Operating Guidelines describe how IBP is structured and specifies the roles and responsibilities of the:
- IBP Partners
- IBP Initiative Member Organizations
- IBP Secretariat, the Chair
- IBP Steering Committee
- IBP Task Teams
Roles and responsibilities are defined in order to facilitate good governance, promote accountability and clarify the contribution of IBP partners to the Initiative.
Partners will collaboratively seek funding to support specific activities that enhance their capacity to support countries to document, identify, implement and scale up effective practices in reproductive health/family planning.
It must be noted that IBP does not provide funding to its partners. IBP Partners function on a cost-sharing basis to support activities. Because all partners are working towards similar goals and objectives, IBP Partners are expected to identify activities in their annual program that work synergistically with those of the IBP Program of Work. Partners then work collaboratively in these activities to reduce duplication, harmonize approaches and accelerate achieving common goals.
The following criteria must be fulfilled to become either an IBP Partner or IBP Affiliated Partner of the IBP Initiative.
- Have a direct affiliation with knowledge management and/or reproductive health issues, particularly family planning, maternal and neonatal health care, adolescent reproductive health and the integration of STI/HIV prevention and care
- Be engaged in activities that support the vision, goals and objectives of the IBP Initiative
- Be able to abide by the principles and guidelines laid out in the IBP Initiative MOU and Operating Guidelines
- Ensure commitment and support (either financial and/or in kind) to the IBP Initiative within their own organizations and country-specific programs by incorporating the vision, goals and activities of the IBP Initiative into their strategies and workplans
- Identify synergies and work collaboratively with IBP partner agencies and representatives from the ministry of health at global, regional and country levels
- Allocate resources to lead and/or support the work of Task Teams focused on achieving activities detailed in their own and the IBP's Program of Work
Role of IBP Partners
IBP partners are those organizations and institutions that have signed either the IBP Memorandum of Understanding (MOU) or IBP/MOU Extension Document thereby agreeing to support the principles and operating guidelines of the IBP Initiative as a partner of the IBP Initiative.
A partner of IBP will be any agency, organization or research institute at the global, regional or country level prepared to:
- Contribute to the implementation of the IBP Strategy and Annual Program of Work
- Ensure commitment, funding and support to IBP within their own organization and country-specific program by incorporating the vision, goals and activities of IBP into their strategies and workplans
- Designate technical staff as needed to participate in global, regional or country activities undertaken to promote, support or launch IBP activities
- Provide support, mentorship and follow-up for activities in countries where members have an existing infrastructure
- Be accountable for participating in and/or leading IBP Task Teams according to their expertise and comparative advantage
- Support the use of the IBP Knowledge Gateway, by establishing and supporting virtual knowledge networks within their own organization and projects, and contributing to an agreed program of work that focuses on the development and implementation of knowledge management strategies
- Participate as a member of the IBP Knowledge Gateway Task Team and support the further development, management and use of a system designed to enhance the exchange, communication and sharing of knowledge
- Agree to share both the credit and responsibility for the joint production of materials and publications
- Agree to acknowledge each other for their contribution of work to any task, advertising, publicity or publication
- Each IBP partner must designate one primary and one alternate senior technical staff member to serve as their representative to IBP. All representatives must be a member of the IBP Initiative Community of Practice. This person will serve as a contact for the IBP Initiative within their own organization, be expected to represent the views of the organization, support and provide feedback on IBP activities
- One representative and one alternate representative from each IBP Partner organization are appointed to consistently attend IBP Initiative Meetings in order to facilitate greater continuity, productivity and progress. This person will serve as the point of contact for the IBP Initiative within their own organization, be expected to represent the views of their organization and provide feedback on all IBP-related activities
- All IBP Partner organizations have one vote for any issue that the Chair of the IBP Initiative suggests requires a ballot
IBP Initiative Members Roles and Responsibilities
The IBP Initiative community of practice consists of representatives from all IBP Partners and IBP Affiliated Partners. We communicate with our partners and share information and resources through this virtual network.
At least one representative and one alternate representative from each IBP Partners and IBP Affiliated Partner should be designated to represent their organization as members of the IBP Initiative Community of Practice. This person will serve as the point of contact for the IBP Initiative within their own organization, be expected to represent the views of their organization and provide feedback on all IBP-related activities.
All IBP Partners should be consistently represented at IBP Initiative Meetings in order to facilitate continuity, productivity and progress.
IBP Affiliated Partners are not expected to attend IBP Initiative Meetings but are welcome to contribute to the discussions and/or to attend the meeting if they have sufficient resources.
All IBP representatives will be members of a virtual IBP Partners Community of Practice on the IBP Knowledge Gateway and expected to use this virtual community to communicate with each other.
IBP Affiliated Partners and IBP Partners unable to attend IBP Initiative Committee meetings, may submit comments and input to the IBP Secretariat prior to the meeting to ensure that their views are represented.
If the representative of an IBP Partner or IBP Affiliated Partner changes, then the name of the new representative must be communicated to the IBP Secretariat. The partner must take the responsibility for informing all partners through the IBP Initiative Community of Practice.
Representatives of IBP Partners and IBP Affiliated Partners Will:
- Work electronically as a team and meet, if funding permits semi-annually to review progress to discuss issues and opportunities and to prepare/approve/review the annual Program of Work
- Lead or support the development, implementation, follow-up, and monitoring and evaluation of IBP activities at regional and country levels
- Serve as champions for the IBP Initiative within their own organizations and at the international, regional and country levels
- Facilitate the incorporation of IBP concepts and strategies into all relevant projects, activities and work plans of member organizations
- Reduce duplication of effort by identifying global and in-country activities within their own work plan that could be undertaken in partnership with IBP Partners and Affiliated Partners.
- Support the development of systems for sharing information and of tools to work collaboratively with other partners and the Ministry of Health in all country-based activities
- Lead or support IBP Task Teams to undertake specific time-bound activities agreed to in the annual program of work
- Promote the use of each other's published materials and tools
- Proactively support the use of the IBP Knowledge Gateway within member organizations and in the countries in which they work
- Assist with the development of funding proposals to support the IBP Program of Work and regional- and country-specific activities
- Incorporate IBP activities into their own program of work and identify technical support, funds and cost-sharing opportunities within their own organizations to support IBP-related activities
IBP Chair - Selection, Roles, and Responsibilities
The Chair of the IBP Initiative will be chosen from the founding member of the IBP Initiative and rotate in alphabetical order annually, unless otherwise agreed to by the IBP Initiative partners.
If the Chair is willing to remain in office for another year, the IBP Partners can vote for the Chair to remain in office for an additional year. This ballot will be undertaken, at the request of the Chair, by the IBP Secretariat three months prior to the September hand over date.
The hand over of the Chair will be undertaken during September, and the new Chair will assume responsibilities from October 1st. If a founding member elects not to participate as Chair, they must give at least three months notice to the IBP Secretariat that they wish to decline the Chair. The next member on the list will be approached to accept the Chair.
Role of the IBP Chair:
- Work proactively to provide strategic direction and active leadership to IBP programs and activities and facilitate efforts to move the Initiative towards its vision and goals
- Support Member Organizations in their commitment to and integration of the IBP Strategy and vision into their organization’s philosophy and work plans
- Act as a model Initiative member in the level of participation and involvement in IBP Initiative activities
- Take a leadership role in activities identified from the annual program of work
- Serve as an IBP Initiative advocate and champion to USAID, UNFPA and other donors in order to ensure that the Initiative will continue to have priority and funding at the international and country levels
- Allocate funds for the purpose of fulfilling Chair duties including organizing and running IBP Initiative Committee and IBP Steering Committee meetings, writing meeting minutes and reports, in close cooperation with the IBP Secretariat
- Support and facilitate the preparation of the IBP strategy and annual program of work
- Work towards ongoing clarification of IBP Initiative Operating Guidelines to facilitate efficient and effective conduct of IBP business
- Compile and post notices of relevant events to the IBP Calendar of Events and identify opportunities to link with and/or expand the regional and country “knowledge to practice” activities of the IBP Initiative
- Encourage active collaboration among all partner agencies on IBP-related activities at the global, regional and local levels
- Facilitate communication among members between meetings and events
- Convene and chair meetings of the IBP Initiative Committee and IBP Steering Committee in collaboration with the IBP Secretariat
- Collaborate with the IBP Secretariat to prepare the agenda and associated documentation for IBP Initiative Committee and IBP Steering Committee meetings and provide meeting minutes to all Initiative members following these meetings
- Arrange a transition meeting with the incoming Chair at the end of the term, to pass on advice and lessons learnt and to apprise the incoming Chair of impending responsibilities and upcoming activities
- Prepare in collaboration with the IBP Secretariat an annual report summarizing the activities of the IBP Initiative and distribute to IBP Heads of Agencies and other relevant bodies
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