Module 5 Liaison and Managing Relationships with Stakeholders NPPO Operations Module 5 Liaison and Managing Relationships with Stakeholders

Module 5 What will I learn? The importance of liaison, stakeholder relations and information and communication technology in effectively managing phytosanitary programmes Actions that contribute to successful management Stakeholder groups Procedures for NPPO operations

Liaison and managing relationships with stakeholders Actions that contribute to successful management Designate an office with dedicated person or persons responsible for liaising with international and regional organizations. The IPPC requires that an official contact point be appointed by each contracting party. Such a person may perform additional functions e.g., as an SPS Enquiry point.

Liaison and managing relationships with stakeholders Actions that contribute to successful management Provide effective communications mechanisms so that the official contact point can receive information, requests and notifications and respond in a timely manner. Ensure that proper records are kept of all correspondence.

Liaison and managing relationships with stakeholders Actions that contribute to successful management Information received by the official contact point should be acted upon promptly by: Ensuring that it is passed on to the appropriate division, department or persons Following up with the concerned division, departments or persons to ensure a timely response

Liaison and managing relationships with stakeholders Stakeholder engagement with border agencies Examine the mandates or legal frameworks of border agencies to clearly understand their roles. Determine how they can assist the NPPO in its operations. Convene or participate in meetings with border agencies. Provide them with adequate information to them regarding the legal mandate, phytosanitary regulations and responsibilities of the NPPO.

Liaison and managing relationships with stakeholders Stakeholder engagement with border agencies Make available to them any updates on phytosanitary regulations, emergencies and imminent phytosanitary threats to facilitate collaborative action. Identify specific issues to be addressed (e.g., re: office space or location, information display boards, enforcement. Determine and develop, where necessary, protocols or procedures to be followed in specific circumstances.

Liaison and managing relationships with stakeholders Stakeholder engagement with relevant ministries and government agencies Request regular communications with counterparts in the concerned ministries or agencies. Request a formal contact person in the concerned ministry or agency.

Liaison and managing relationships with stakeholders Stakeholder engagement with relevant ministries and government agencies Establish instruments, procedures or protocols where necessary for effective cooperation between or among the concerned agencies. Provide periodic updates and reports to strengthen and sustain cooperation.

Liaison and managing relationships with stakeholders Stakeholder engagement with producers, importers, exporters and consumers Convene meetings or seminars to educate these groups about regulations, procedures or decisions that affect them. Identify the role of each group in promoting phytosanitary activities.

Liaison and managing relationships with stakeholders The role of producers Comply with phytosanitary regulations. Undertake pest surveillance, where appropriate. Record and promptly report the detection of new pests. Improve their knowledge of pests associated with crops or plants.

Liaison and managing relationships with stakeholders The role of exporters Cooperate with the NPPO in phytosanitary certification processes. Ensure the NPPO has all current phytosanitary import requirements. Maintain phytosanitary security of consignments.

Liaison and managing relationships with stakeholders The role of exporters Promptly report pests or problems associated with a consignment. Comply with phytosanitary import requirements. Improve their knowledge of pests associated with commodities.

Liaison and managing relationships with stakeholders The role of importers Cooperate with the NPPO during import verification. Comply with phytosanitary import requirements. Safely confine infested commodities and associated pests, even after release by the inspector. Promptly report infested commodities or regulated pests to the NPPO.

Liaison and managing relationships with stakeholders The role of institutions (e.g. universities or research centres) Provide access to subject specialists. Conduct research on phytosanitary issues. Include phytosanitary modules in degree programmes, where appropriate, with training and support from NPPO staff. Train NPPO staff in relevant university courses.

Liaison and managing relationships with stakeholders The role of institutions (e.g. universities or research centres) Conduct joint research programmes with NPPO with shared costs. Develop pest datasheets for surveillance and other purposes. Provide inputs to discussions on draft standards and guidelines.

Liaison and managing relationships with stakeholders The role of third party service providers The NPPO may wish or need to use additional service providers for inspection, phytosanitary certification, verification or treatment, among others. Such companies or agencies can be authorized to undertake phytosanitary actions on behalf of the NPPO. Third party providers should be legal entities.

Liaison and managing relationships with stakeholders Procedures for authorizing third party service providers Identify the services needed. Establish preliminary discussions on how the NPPO might access and use these services. Prepare appropriate agreements, contracts or memoranda of understanding, preferably formally, to ensure accountability and timely response.

Liaison and managing relationships with stakeholders Procedures for authorizing third party service providers Provide necessary training on related ISPMs, protocols, SOPs, manuals or guidelines as appropriate to ensure that the service provided complies with NPPO requirements. Establish agreed review procedures.

Liaison and managing relationships with stakeholders The role of committees and boards They may be established and used to play advisory, management or coordinating roles, depending on the needs of the NPPO. Autonomous/semi-autonomous NPPOs may have a management board, which serves to chart the direction and priorities of the NPPO over a specific period of time.

Exercise 5.1 How would you engage and enlist the support of consumers in NPPO operations? What third party service provider agreements does your NPPO use, if any? What are the steps involved in authorizing a third party service provider for your NPPO?