MOU USAID EE Bureau USAID

MEMORANDUM OF UNDERSTANDING

between

The United States Agency for International Development

Europe and Eurasia Bureau

and

The USAID Alumni Association

I.  The Parties and their Joint Objective

This Memorandum of Understanding (MOU) is entered into by and between the Europe and Eurasia (E&E) Bureau of USAID and the USAID Alumni Association (UAA) (together, the Parties). The Parties desire to enter into this MOU to work together on a Pilot Program to accelerate development of Foreign Service Officers (FSOs) with on-the-job mentoring.

I.A. Background

A top-line indicator under USAID Forward’s “Talent Management” is for 200 FSOs to participate in mentoring programs by the end of FY 2014. This Pilot Program intends to address the Agency’s need by matching junior officers with USAID alumni. These USAID alumni will provide coaching and feedback to FSOs on defined projects and tasks.  This Pilot Program will be evaluated to draw out lessons learned that are applicable to USAID career development programs beyond the E&E Bureau.

See the Program Description in Attachment A.

I.B.  Description of the Parties

The USAID Europe and Eurasia Bureau currently operates programs in 15 countries through 11 Missions and a Regional Services Center based in Budapest.  While the countries of Europe and Eurasia are progressing in their transitions, development challenges remain to achieving a region that is whole, free and at peace. USAID continues to tackle the region’s fundamental transition challenges of pervasive corruption, authoritarian rule, weak policy and regulatory environments, significant poverty and unemployment, and inadequate health and social protection systems.

The USAID Alumni Association fosters collegial networks of former USAID employees while promoting exchange of knowledge among alumni who wish to use their public service experience to advance global development. UAA facilitates access to alumni expertise for professional counsel and public education in support of sound and successful U.S. foreign assistance.  UAA is a 501(c)3 non-profit registered in Washington, D.C.  For additional information, see www.usaidalumni.org.

II.   Responsibilities of the Parties

II.A.  The E&E Bureau intends to: 

• Oversee and approve the selection of Mentees who are or will be in E&E field missions for the duration of the Pilot (an initial pool of 10-15 Mentees is envisioned).
• Make final selection of mentors proposed by UAA.
• Provide information to mentors on selected mentees’ country programs and strategies.
• Design and deliver briefing modules for selected mentors on optimally preparing them for mentoring USAID employees.
• Develop and deliver a training module for selected mentees on optimally preparing for them for receiving mentoring.
• Assign responsibility for ongoing evaluation and processing of feedback from the Pilot.
• Ensure that the Mentor candidates are able and willing to sign individual agreements to carry out their responsibilities.  See Attachment B for a sample Mentor/Mentee Agreement.
• Provide funding for operational aspects of Pilot start-up such as mentor-mentee communication  and essential travel associated with the pilot program (such funding to be provided under a separate mechanism.
• Work with USAID/HR on transforming the Pilot into an Agency-wide Program.

II. B. The UAA intends to:

• Identify and propose to the E&E Bureau as potential mentors alumni who are available, match selected mentee needs, and will commit an average of 3-6 hours per week over the four-month operational period of the Pilot Program.
• Identify alumni with training experience who will co-deliver the Mentor Briefing modules with the Bureau colleague.
• Support E&E evaluation activities as may be requested by the Bureau.

II. C.  The E&E Bureau and the UAA Jointly Intend to:

• Define criteria for selecting UAA mentors.
• Co-deliver the two-day Mentor Briefing modules.
• Cooperate to minimize risks of conflicts of interest (COI) or appearances of COI in the selection and/or performance of Mentors.;
• Design evaluation and feedback forms for the Pilot Program.
• Participate in reviewing the evaluation and feedback, including identification of areas for adjustment and improvement.

III.   Framework for the Pilot Program

See a Notional Action Plan for establishing, implementing and evaluating the program in Attachment C.

Following signature of this MOU, the Parties will define, in a subsequent Work Plan, details of the pilot program, including:

• Administration of Mentor Project

o     Duration of the Pilot Program

o     Methods for communication between Parties on administrative matters

• Mentor/Mentee Relationship

o     Methods for Mentoring

o     Length of time for mentor/mentee relationship

o     Methods for communication between mentors and mentees

o     How mentee progress will be measured

• Selection and Performance of mentors

o     Criteria for selection of mentors

o     How performance of mentor will be evaluated and opportunities for changing mentors/mentees

• Avoiding Conflicts of Interest
• Budget — Potential Pilot Program costs and mechanisms for covering costs.

IV.  General Provisions

IV. A.  Coordination and Consultation

The Parties shall provide each other with such information as may be needed to facilitate the implementation of the Pilot Program and to evaluate the effectiveness of the assistance.  Any issues concerning the interpretation, administration or implementation of this MOU shall be resolved by consultation between the Parties.

IV. B.  Effect of MOU

This MOU does not constitute a legal obligation or binding agreement or effect an obligation of funds by USAID or the U.S. Government, and it does not contemplate a transfer of funds from USAID to the UAA or assumption of liability by USAID or UAA. USAID will obligate, commit and expend funds and carry out operations pursuant to this MOU in accordance with the applicable laws and regulations of the United States.

IV. C.  Third Party Instruments and the Availability of Funds

In order to implement the Pilot Program described in this MOU, USAID may enter into such contracts, purchase orders and/or other instruments with public and private parties, including the UAA, as USAID deems appropriate.  It is these instruments, once fully executed, that will constitute legal obligations of USAID.  All assistance and undertakings of USAID pursuant to this MOU are subject to the availability of funds and to further agreement between USAID and such public and private parties regarding the provision of such assistance.  Because USAID’s assistance and undertakings herein may be subject to other such binding instruments, in the event of any conflict between the terms of such instruments and the terms of this MOU, the terms of the other instruments shall prevail.  No third party may claim rights under any such instrument as a third party beneficiary even though they may benefit from the assistance provided under such instruments.

IV. D.  Amendments and Termination

This MOU may be amended or modified in writing by the Parties.  Any Party may terminate its participation in this MOU by giving the other Parties thirty (30) days’ written notice.

IV. E. Effective Date and Term

This MOU shall be effective as of the date signed and shall remain in effect until December 31,2014 or until terminated, whichever is earlier, unless extended in writing by all Parties.

IV. F.  Representatives

The Parties shall be represented by those holding or acting in the offices held by the signatories to this MOU.  Each Party may, by written notice to the others, identify additional representatives authorized to represent that Party for all purposes other than executing formal amendments to this MOU.  Each Party shall notify the other in writing of changes in the authorized representatives.

IN WITNESS WHEREOF, the Parties, each acting through its duly authorized representative, have caused this Memorandum of Understanding to be signed in their names and delivered as of the date above.