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
IBP Secretariat - Roles and Responsibilities
The World Health Organization, through the Department of Reproductive Health and Research (WHO/RHR), will provide the IBP Initiative with Secretariat services. WHO/RHR will support the IBP Initiative through the assignment of a full-time senior professional officer and administrative support staff. USAID through the Population Leadership Programme, Public Health Institute will provide a senior fellow to work with the WHO/RHR Secretariat.
Role of the IBP Secretariat:
- Act as representative for the IBP Initiative at the international and governmental level, with bilateral and multilateral donors, aid agencies and the media, as appropriate
- Act as a clearinghouse for inquiries about the IBP Initiative/Initiative and requests for assistance from IBP Initiative members, regions and countries, as appropriate
- Identify, negotiate and support the introduction of new members to the IBP Initiative in collaboration with the IBP Chair
- Coordinate the development of the IBP Program of Work in collaboration with the IBP Chair and members of the IBP Steering Committee and IBP Initiative
- Follow up on decisions taken during IBP Initiative meetings, with assistance from the IBP Chair and members of the IBP Steering Committee and IBP Initiative
- Identify prospective sources of funding, prepare fundraising proposals, and establish transparent systems of financial management for IBP Initiative activities in collaboration with the IBP Chair
- Support the establishment of Task Teams and assist in formulating their scope of work and defining their specified outcome
- Follow up requests for support from regions and countries and present these requests to the IBP Initiative Committee when relevant to IBP goals and activities
- Investigate avenues where the IBP Initiative could expand to reach new audiences
- Together with the IBP Chair address IBP Initiative membership issues
- Function as ombudsman for concerns raised on the part of any individual or organization in the Initiative and assist in the resolution of any disagreements among Initiative members
- Work proactively to identify important challenges and opportunities for the IBP Initiative and facilitate efforts to move the Initiative towards its vision and goals
- Monitor the implementation of the IBP Strategy and, in cooperation with the IBP Initiative members, review progress on strategy and program of work on a regular basis
- Identify opportunities for providing technical leadership through IBP Initiative members on issues of high priority and emerging issues in reproductive health, particularly family planning, maternal and neonatal health, adolescent reproductive health, increased gender equity and the integration of STI/HIV prevention and care
- Work in collaboration with partners to undertake specific time-bound activities identified in the programme of work and monitor and follow-up the timely performance of IBP-related assignments undertaken by member organizations
- Assist partners and member organizations with the identification of evidence-based and proven effective practices, materials and tools for dissemination
- Support the development and implementation of a programme of work that enhances the use and further development of the IBP Knowledge Gateway
- Support the development and implementation of knowledge management and knowledge-sharing activities within the partnership and their country projects and programmes
- At the country level, encourage IBP Initiative partners and affiliated partners to support the ministry of health, promote the sharing of information and tools and facilitate collaboration with each other and other in-country organizations and agencies working on reproductive health issues
- Facilitate communication among IBP Initiative members, partners and country teams and assist with the dissemination and exchange of information
- Support the further development and expanded use of the IBP/ECS Knowledge Gateway, Communities of Practice and other knowledge management strategies
- Work with the IBP Chair to organize and prepare the agenda and associated documentation for the IBP Initiative Committee and IBP Steering Committee meetings, and assist with the preparation and distribution of meeting minutes
- Serve as central coordinator for IBP regional and country meetings and activities
- Prepare in collaboration with the IBP Chair an annual report summarizing the activities of the IBP Initiative and publish for distribution to IBP Heads of Agencies and other relevant bodies
IBP Steering Committee - Roles and Responsibilities
The IBP Steering Committee currently consists of all founding members of the IBP Initiative. Each founding member will nominate one senior staff member to this committee, with a designated alternate. This person may be the same person who is appointed as representative on the IBP Initiative Committee.
Each year up to three additional members can either volunteer or be nominated by IBP Partners to become members of the IBP Steering Committee for a maximum of two years.
At the end of that time, they will either rotate off the Steering Committee or be re-nominated to serve. The Chair will request IBP Partners to nominate themselves and/or other partners to become members of the IBP Steering Committee. The Chair will ask partners to select new members through a ballot, if more than three members are nominated.
Role of the IBP Steering Committee:
- Proactively provide strategic direction and counsel to the IBP Chair and Secretariat
- Work electronically as a team and meet as necessary to discuss progress with implementing the IBP strategy and program of work
- Act as advocates for the IBP Initiative in the international arena, both at the global and country level
- Review and approve the annual program of work to ensure that activities are in line with the IBP vision and goals
- Review and approve issues of governance and operating guidelines
- Take a leadership role in activities identified from the IBP annual programme of work
- Serve as the decision-making body for IBP membership applications
- Review, discuss and provide input on funding proposals
IBP Task Team - Roles and Responsibilities
A Task Team is formed to undertake a specific, often time-bound activity that will contribute to achieving the IBP program of work, to act as a "think tank," and/or to undertake country-based activities.
Any IBP Partner or Affiliated Partner who is interested and has experience and expertise in a specific area of work can choose to lead and/or participate in a Task Team.
Task Teams are expected to formulate their own scope of work, function on a cost-sharing basis and complete their assignment within a specified time-frame.
Role of the IBP Task Teams:
- Nominate a team leader who will communicate with members of the Task Team on a regular basis either electronically or through telecommunication. If necessary and feasible, a Task Team will organize a face-to-face meeting and/or video conference
- Undertake specific time-bound assignments that contribute to achieving the activities detailed in the IBP program of work and commit to completing the assignments within a specified time-frame
- Formulate in collaboration with team members and IBP Secretariat a scope of work that specifies the activities the team will undertake, expected outcome and estimate the resources (human, time and financial) required to complete the task
- Report on the progress of projects and activities to the IBP Secretariat and the IBP Chair on a regular basis, through their team leader
- Commit time within their own program of work for Task Team activities
Leaving the Initiative and consensus building and resolution of disputes
IBP Partners that fail to participate in IBP Initiative Committee meetings and/or country-specific activities on at least four occasions will be contacted by the IBP Secretariat to determine if the member has a specific constraint that limits their participation.
Depending on the outcome of these discussions, the agency will be asked either to re-energize its commitment or reconsider whether continued membership as a Partner is appropriate. The IBP Partner will be asked if they wish to either become an Affiliated Partner or withdraw from the partnership.
Leaving the IBP Initative
If a member of the IBP Initiative chooses not to continue their membership, they may leave the partnership and terminate their membership under the following procedures:
- If a member of the IBP Initiative chooses not to continue their membership, they are requested to provide the IBP Secretariat with a letter stating why they wish to leave the IBP Initiative.
- The IBP Secretariat will inform members of the IBP Initiative Committee about the member’s desire to leave the partnership.
- Members leaving the IBP Initiative are requested to provide at least three months notice in writing to the IBP Secretariat and complete the commitments they have made to the IBP Initiative.
Consensus-building and resolution of disputes
- Whenever possible, the IBP Initiative Committee, IBP Steering Committee, Task Teams and Country Teams will work on the principle of consensus-building, compromise and conflict resolution. When necessary the IBP Partner providing IBP Secretariat services will act as arbitrator in all disputes.
- If this fails to resolve the dispute, the matter will be referred to the IBP Chair and the Steering Committee. The IBP Secretariat will present the facts and all parties will attempt to resolve the dispute.
- If this fails to resolve the dispute the matter will be dealt with as detailed in the MOU.