Report on the SADC Workshop on Regional Statistics Project Launch

23 – 24 April 2024

Maputo, Mozambique

SADC Secretariat

Gaborone, Botswana

April 2024
Table of Contents
1. BACKGROUND OF REGIONAL STATISTICS PROJECT .......................................... 3
2. WORKSHOP DESIGN ................................................................................................ 4
2.1 Time, Location, and Participants ............................................................................ 4
2.2. Adoption of Agenda and Confirmation of Quorum ................................................ 4
2.3. Workshop objectives, outcomes, and outputs ....................................................... 4
a) Objectives ............................................................................................................. 4
b) Expected Outcomes ............................................................................................. 5
c) Outputs ................................................................................................................. 5
d) Resource entities .................................................................................................. 5
3. PROJECT ACTIVITIES AND SCOPE OF SUPPORT TO MEMBER STATES ........... 6
3.1 Relationship Between SADC’s Strategic Elements and Strategic Project
Management as a background to Project Design. ....................................................... 6
4. STAKEHOLDERS’ ENGAGEMENT PLAN .................................................................. 8
5. ENVIRONMENT SOCIAL AND COMMITMENT PLAN (ESCP) .................................. 8
6. LABOR MANAGEMENT PLAN (LMP) ........................................................................ 9
6.1 Recruitment, Selection and Appointment Policy (2022) ......................................... 9
6.2 Disciplinary and Grievance Policy (2022)............................................................... 9
6.3 Occupational Safety, Health and Environment Policy (2019) ............................... 10
7.GRIEVANCE REDRESS MECHANISM ..................................................................... 11
7.1 Grievance Redress Mechanism for Regional Statistics Project ........................... 11
8. E-WASTE MANAGEMENT ...................................................................................... 13
9. RESULTS BASED MANAGEMENT (RBM) IN SADC SECRETARIAT ..................... 14
10.WORKSHOP EVALUATION .................................................................................... 15
11.WORKSHOP RECOMMENDATIONS ...................................................................... 15
12. NEXT STEPS. ......................................................................................................... 17
10. CONCLUSION ........................................................................................................ 17
ANNEX 1- WORKSHOP AGENDA ............................................................................... 18
Day 1 – 23 April 2024 ................................................................................................ 18
Project Documents and Policy Instruments for Regional Statistics ......................... 18
Day 2 – 24 April 2024 ................................................................................................ 18
The Context of Results Based Mechanism and linkages between NSDS and
RSDS/Protocol........................................................................................................ 18
ANNEX 2: GRIEVANCE FACT SHEET......................................................................... 19
Annex 3:Hazard/Incident/Accident Report Form ........................................................... 21

1. BACKGROUND OF REGIONAL STATISTICS PROJECT

The Southern African Development Community (SADC) region encompasses diverse

economies with varying levels of development and statistical infrastructure. Challenges
such as limited capacity in data collection, management, and dissemination, as well as
inconsistencies in statistical methodologies, have been identified as barriers to effective
regional cooperation and decision-making.
In response to these challenges, the SADC Secretariat, in collaboration with the World
Bank and strategic partners, initiated the SADC Regional Statistical Capacity Building
Project including 5 SADC Member States, the SADC secretariat and one non-Member
State. This project, approved by the Board of the World Bank in May 2023 with a budget
of $164.5 million, aims to bridge existing gaps in data quality, availability, and
comparability across participating countries, thereby facilitating evidence-based
policymaking and fostering regional integration.
The project preparation process involved close collaboration between the SADC
Secretariat, the World Bank, and other strategic partners. Key stakeholders, including
national governments, international organizations, civil society groups, and academia,
were consulted to ensure that the project's design reflects the needs and priorities of the
region.
The approval of the project stemmed from the recognized need to enhance regional
statistical capacity and harmonization to help the SADC region attain its overarching goal
of promoting sustainable economic development, social inclusion, and regional
cooperation. As part of the project the SADC Secretariat benefits from a $10 million grant
for Component 1 that will bolster its ability to strengthen statistical capacity and
harmonization among Member States.
To ensure effective project execution, a dedicated Project Implementation Unit (PIU) was
established at the SADC Secretariat, consisting of key personnel such as the Head of
Statistics, Project Coordinator, Procurement Officer, and Assistant Finance Officer.
Additionally, bilateral support was extended to five Member States for data collection,
further enhancing regional statistical capabilities.
Recognizing the importance of capacity building within National Statistical Systems
(NSSs), it was decided during the June 2023 SADC Statistics Committee meeting, that
the Secretariat would hold a Regional Project Activities Launch and Results-Based
Mechanism Training for NSDs in Maputo, Mozambique from 23-24 April 2024. This
workshop facilitated information exchange among Member States, laying the groundwork
for collaborative efforts in advancing regional statistical initiatives.
This document provides an accurate and thorough account of pre-workshop proceedings,
workshop activities, and presents recommendations and next steps for the Regional
Statistics Project.

2. WORKSHOP DESIGN

2.1 Time, Location, and Participants

The workshop took place at the Raddison Blu in Maputo, Mozambique, from April 23rd to
April 24th, 2024. Member States were encouraged to nominate two participants: a PIU
Coordinator and an NSDS/National Statistical System (NSS) representative. Additionally,
three representatives from the World Bank attended the event. The workshop was
attended by a total of 49 participants, comprising 19 women and 30 men.

2.2. Adoption of Agenda and Confirmation of Quorum

Working collaboratively with colleagues from The World Bank and the SADC Secretariat,
we formulated the agenda for the workshop, which underwent thorough review and was
subsequently adopted by the Secretariat. The meeting convened with a duly constituted
quorum, with 14 out of the 15 Member States represented. Regrettably, Seychelles was
unable to attend.

2.3. Workshop objectives, outcomes, and outputs

a) Objectives

1. Introduce the teams of country and SADC PIUs to each other and ensure their
smooth communication and collaboration going forward.
2. Set up a coordination mechanism to provide and receive information between the
SADC PIU and the participating countries’ PIUs and agree on required tasks and
timelines. The tasks include submission of information including M&E indicators
(results) and updates on ESCP implementation; coordinating technical assistance
and national training requests from the NSO to SADC and advising the Head of
NSOs and Project Steering Committees as applicable, on issues related to the
Project.
3. Provide capacity building on the SADC results-based framework to ensure
alignment of national policy frameworks to regional statistics.
4. Take stock of the status of the development of National Strategy for Development
of Statistics (NSDSs); and
5. Provide guidelines on capturing baseline information on the: articles of the SADC
Protocol on Statistics and the domains of the Needs Assessment study of national
statistical systems with the aim to develop an updated and live project M&E
system.
b) Expected Outcomes

1. Agreed timelines and tasks for PIUs regarding project implementation.

2. Trained PIUs and NSDS/NSS representatives for aligning national to regional
policies on statistics harmonization using results-based framework.
3. Knowledge on the SEP and ESCP to Member States
4. Agreed timelines for capturing baseline information on Protocol and needs-
assessment study.
c) Outputs

As a result of the workshop several outputs will be produced:

• This report – with details of key presentations, discussion points and

recommendations. This report will be distributed to all National Statistics Agencies
in the Member States as well as to The World Bank.
• Distribution of a training request form to all Member States. This form aims to
gather preliminary information on their specific training needs.
d) Resource entities

SADC Secretariat and The World Bank Group

3. PROJECT ACTIVITIES AND SCOPE OF SUPPORT TO MEMBER STATES

3.1 Relationship Between SADC’s Strategic Elements and Strategic Project

Management as a background to Project Design.

The meeting commenced with the SADC Secretariat providing a contextual overview of
how the Statistics project aligns with overarching SADC strategic elements and how the
project was designed. This included a succinct linkage between SADC strategic
objectives and the World Bank Regional Project, introducing the "Performance-Based
Project Management Approach." This approach, according to the Secretariat, is poised
to bolster the Project Implementation Units' (PIUs) capacity in resource management,
thus facilitating efficient project implementation and ultimately driving strategic outcomes
and impacts. The meeting had a dual focus:

• Updating participants on SADC Strategic elements; and

• Enhancing PIUs' proficiency in the "Performance-Based Project Management
Approach."
The presentation also summarized the objectives delineated in the SADC Vision 2050
and the Regional Indicative Strategic Development Plan (RISDP) 2020-30, endorsed by
the SADC Summit in August 2020. The Vision 2050 aspires to forge a prosperous,
inclusive, and industrialized SADC region, championing sustainable economic well-being
and social equity. Underpinning this vision, the RISDP 2020-30 serves as the operational
framework, emphasizing pillars such as Industrial Development, Infrastructure, and
Social Development, while concurrently addressing cross-cutting themes like Gender,
Youth, Environment, and Disaster Management.
The Regional Project's blueprint stemmed from a comprehensive needs-assessment
study of national statistical systems (NSSs) conducted in 2020. This study unearthed
deficiencies in data collection, openness, analysis, and indicators within NSSs.
Leveraging insights from this study, the project was informed by policy instruments such
as the SADC Protocol on Statistics and the SADC Regional Strategy for Development of
Statistics (RSDS) 2020-30, aligned with the African Charter of Statistics (ACS) and the
Strategy for Harmonization of Statistics (SHaSA). Additionally, consultations with end-
users of regional integration programs were instrumental in identifying priority areas for
capacity building, with a focus on evidence-based policy formulation and monitoring. The
project also endeavors to modernize SADC statistics through the adoption of innovative
technologies.
The mechanism for implementation of the project shall be using regional workshops,
national workshops and technical assistance based on individual needs. The scope of
support from the project on specific topics for Member States include but not necessarily
strictly limited to the following:

• Policy frameworks on statistics (legal, strategy)

• Administrative Data
• Big Data (R, Python and related)
• Survey methodology and specific software to facilitate collection and dissemination
from census and surveys.
• Sampling methodologies for household and business surveys
• 2030 Round of Housing and Population Census
• Statistical Business Register
• National Accounts (Supply – Use tables, rebasing, implementation of SNA 2025,
satellite accounts)
• Agriculture Statistics (census, surveys, master sampling frame, food balance
sheet)
• Industrial Statistics (manufacturing, energy statistics)
• Gender Statistics
• Labor Statistics
• Environment and Climate Change Statistics
• Tourism statistics
• Poverty Statistics
4. STAKEHOLDERS’ ENGAGEMENT PLAN

During the workshop, the stakeholders' engagement plan was presented as a pivotal
aspect for the successful implementation of the project. The session highlighted two main
categories of stakeholders: Project Affected Parties (PAPs) and Other Interested Parties
(OIPs). Both groups were actively consulted during the project design phase, ensuring
their perspectives and needs were integrated into the project framework. It was
underscored that stakeholder engagement is fundamental for achieving the project's
objective of harmonizing statistics in the region.
Furthermore, discussions during the workshop shed light on the governance structure
overseeing SADC regional statistics programs, with the Statistics Committee playing a
key role in monitoring project progress since 2020. Stakeholders recognized the
importance of effective communication and coordination mechanisms, emphasizing the
role of National Statistical Offices (NSOs) as central points for stakeholder engagement
and communication with the Secretariat.
This comprehensive approach to stakeholder engagement and governance underscores
our commitment to inclusive and transparent project management practices, essential for
the success and sustainability of the project.

5. ENVIRONMENT SOCIAL AND COMMITMENT PLAN (ESCP)

At the workshop, the SADC Secretariat presented on its ESCP for the project,
emphasizing its pivotal role in guiding project implementation for Participating countries.
The ESCP delineates essential tasks and actions for the Secretariat and PIUs,
encompassing aspects such as setting timelines, organizing staff, providing training,
monitoring progress, and managing grievances. Member States were briefed on the
specific details of the ESCP, underlining its significance for effective project execution,
particularly for Participating Countries in the project, including the PIU, consultants, and
those participating in capacity building activities. It was underscored that the Secretariat
bears the responsibility of regularly preparing and submitting reports to the Bank
concerning the ESCP.
To implement the SADC Regional Project effectively, participating countries must adhere
to the Environmental and Social Commitment Plan (ESCP). This entails:
(i) Identifying key risks and engaging relevant institutions for support in setting up
Environmental and Social Plans based on local legal frameworks.
(ii) Utilizing applicable laws, standards, and best practices, along with specific risk
identification instruments such as checklists or questionnaires.
(iii) Submitting regular monitoring reports on Environmental, Social, Health, and Safety
(ESHS) performance to the PIU.
(iv) Promptly informing the PIU of any incidents or accidents with significant
environmental or social impacts, including those jeopardizing project goals.
 (v) Reporting all fatalities, serious injuries, and workplace accidents, as well as
incidents involving local communities or others, caused by project workers or
accidents involving project vehicles or equipment.
(vi) Reporting violations of human rights, including sexual and gender-based violence
and instances of harmful child labour.
(vii) Minimizing paper usage in project activities and transitioning to electronic
devices, while implementing a policy for managing electronic waste (e-waste)

6. LABOR MANAGEMENT PLAN (LMP)

The Regional Workshop offered detailed insights into the Labor Management Procedure
(LMP) for hires under the project and Project Implementation Units. The session aimed
to deepen participants' comprehension of labor management issues pertinent to the
project, including but not limited to the intricacies of staff recruitment, essential standards
to adhere to, Human Resources and Administration Policies, and the requisite procedural
guidelines.
Additionally, the workshop facilitated an evaluation of potential risks inherent in project
implementation and proposed tailored compliance measures to mitigate such risks
effectively. The LMP further advocates for equitable treatment, nondiscrimination, and
equal opportunities for both project employees and consultants, provisions on working
conditions, management of workers relationships, occupational health, and safety and,
code of conduct thereby fostering a conducive and inclusive work environment.
Participants were appraised of the SADC Human Resources and Administration Policies
which govern SADC Secretariat employees, employees seconded to the Secretariat, and
employees under SADC projects, who are employed under SADC Conditions of Service.
A brief overview of the applicable SADC Human Resources and Administration Policies,
during the implementation of the project in strong compliance with the World Bank
requirements, was provided to the participants as follows:
6.1 Recruitment, Selection and Appointment Policy (2022)

The Recruitment, Selection, and Appointment Policy as amended in July 2022 provides
a framework to support the organisation to attract, select and appoint the best employees.
It is the main guide for labour management in the Secretariat.
6.2 Disciplinary and Grievance Policy (2022)
The Disciplinary and Grievance Policy as amended in March 2022 provides a framework
for the management of disciplinary and grievance matters and a guideline for professional
behaviour and responsibilities that support the SADC Secretariat’s core values and
management of all forms of misconduct including harassment and sexual harassment
through a formulated panel. The Policy also provides for fair, peaceful, and prompt
settlement of individual disputes and grievances.

6.3 Occupational Safety, Health, and Environment Policy (2019)

The Occupational Safety, Health, and Environment Policy (2019) provides a framework
to manage occupational injuries, ill-health as well as minimise the negative impact to the
Project employees, project affected parties and environment. Annex 3 provides a
template to be used by PIUs in the event there is an incident/hazard/ accident and must
be emailed to [email protected]. It was also agreed that SADC Secretariat PIU promptly notify
the World Bank (within 24hrs) of any incident or accident related to the Project (using the
form on Annex 3) which has, or is likely to have, a significant adverse effect on the
environment, the affected communities, the public or workers. The meeting noted that is
considered serious incident, an unplanned or uncontrolled event that has an adverse
effect on project personnel and workers, community members or on the environment
within the project’s area of influence, as well as events that have adverse effects on the
project or that give rise to liabilities or reputational risks that could jeopardize achievement
of the project’s objectives. A detailed report indicating the type of accident or incident,
severity, causes, and suggested measures to avoid reoccurrence will be submitted within
seven (7) days. This includes the following situations:
i. Fatalities, serious injuries, and accidents at work- This would cover any fatalities,
serious injuries and other occurrences affecting project workers. It would include
deaths and serious injuries occurring during work, kidnapping, murder, and other
forms of violence affecting project workers, accidents related to project transport
or equipment, and loss of life or serious injuries caused by natural or other
disasters.
ii. Fatalities, serious injuries, and accidents affecting local communities and others.
This would include serious injuries or deaths caused by project workers. It would
also cover major accidents involving project vehicles or other forms of transport
(boats, planes), equipment or materials provided by a project.
iii. Violations of human rights. It would also cover sexual and gender-based violence
attributed to project workers, including rape, sexual exploitation, abuse,
harassment, and physical violence against women. It would also cover the use of,
and public accusations of the use of harmful child labour by the project, community
workers and volunteers.

The SADC Secretariat, as the employer will ensure that the workplace is safe and healthy
for employees including project employees, visitors, and other stakeholders.
7.GRIEVANCE REDRESS MECHANISM

A grievance mechanism as per SADC Secretariat procedures and the Bank’s

requirements is already in place and is to be used to protect all Project Staff and Project
Affected Parties (PAP).
The Grievance Redress Mechanism for this project is outlined as follows:

7.1 Grievance Redress Mechanism for Regional Statistics Project

SADC REGIONAL STATISTICS PROJECT

GRIEVANCE REDRESS MECHANISM

A. First Stage of Grievance Handling Process: CONCILIATION (1st level)

1.1 PAP declares grievance with Project Coordinator through grievance email.
1.2 Project Coordinator receives grievance and acknowledges receipt by email within 24
hours.
1.3 Project Coordinator reports grievance to Human Resources Officer by email within
48 hours for noting and logging in database.
1.4 Project Coordinator reviews the grievance, holds informal discussions with
aggrieved party in view of trying to resolve the matter and provides a response to
the aggrieved party within 5 working days from submission of grievance by
Complainant.
1.5 If the Complainant is satisfied and accepts the response, the matter is considered
as resolved and closed. The Project Coordinator will inform the Human Resources
Officer by email about resolution of grievance for noting and record purposes.
1.6 If the Complainant is not satisfied with the response, the latter will advise the Project
Coordinator accordingly by email by providing all details and reasons of unresolved
grievance. The Project Coordinator will in turn inform the Human Resources Officer
about the unresolved grievance. The matter will be referred to the next level of
conciliation.

B. First Stage of Grievance Handling Process: CONCILIATION (2nd level)

2.1 Upon receipt of the unresolved grievance, the Director Human Resources and
Administration will conduct investigations and hold a meeting with the aggrieved
party to discuss and find a way to resolve the matter.
2.2 The Director Human Resources and Administration will provide a response to the
aggrieved party within 10 working days from the date of receipt of the unresolved
grievance copied to the Project Coordinator.
2.3 If the Complainant is satisfied and accepts the response, the matter is considered
as resolved and closed. The Project Coordinator will be informed, and the grievance
database will be updated accordingly.
2.4 If the Complainant is not satisfied with the response, the latter will advise the Director
Human Resources and Administration by email copied to the Project Coordinator
and the Human Resources Officer about the unresolved grievance. The case will
be referred to the 2nd stage of grievance handling process.

C. Second Stage of Grievance Handling Process: MEDIATION

3.1 Upon receipt of the unresolved grievance, the Director Human Resources and
Administration will appoint a Grievance Committee within 5 working days of receipt
of the unresolved grievance.
3.2 The Grievance Committee will hold all its meetings to try and resolve the grievance
within 10 working days from its first meeting and issue the recommendations to the
Director Human Resources and Administration.
3.3 The Director Human Resources and Administration will issue the ‘Notice of Outcome
of the Grievance Committee’ to the aggrieved party within 5 working days of the final
meeting of the Grievance Committee copied to the Project Coordinator.
3.4 If the Complainant is satisfied and accepts the response, the matter is considered
as resolved and closed. The Project Coordinator will be informed, and the grievance
database will be updated accordingly.
3.5 If the Complainant is not satisfied with the response, the latter will appeal to the
Director Human Resources and Administration by email copied to the Project
Coordinator and the Human Resources Officer within 10 working days of receipt of
the ‘Notice of Outcome of Grievance Committee’. The case will be referred to the
3rd stage of grievance handling process.

D. Third Stage of Grievance Handling Process: APPEAL

4.1 Upon receipt of the Appeal from the Complainant, the Director Human Resources
and Administration will inform the Executive Secretary about the unresolved
grievance.
4.2 The Executive Secretary will appoint an Appeal Committee within 5 working days of
receipt of the notification of unresolved grievance and appeal from the Complainant.
4.3 The Appeal Committee will hold all its meetings to try and resolve the grievance
within 10 working days from its first meeting and issue the recommendations to the
Executive Secretary.
4.4 The Executive Secretary will issue the ‘Notice of Outcome of Appeal Committee’ to
the aggrieved party within 5 working days of the final meeting of the Appeal
Committee copied to the Director Human Resources and Administration and the
Project Coordinator.
4.5 If the Complainant is satisfied and accepts the response, the matter is considered
as resolved and closed. The Project Coordinator will be informed, and the grievance
database will be updated accordingly.
4.6 If the Complainant is not satisfied with the response, the latter will inform the Director
Human Resources and Administration copied to the Project Coordinator and the
Human Resources Officer by email.
4.7 The Director Human Resources and Administration will inform the Executive
Secretary about the unresolved grievance.
4.8 The Director Human Resources and Administration will advise the Complainant by
email copied to the Project Coordinator, to seek recourse from SADC Administrative
Tribunal (SADCAT), given that all internal means of resolution of grievance have
been exhausted.

E. The ruling of SADCAT is final and binding.

8. E-WASTE MANAGEMENT

Reference was made to the Asset Disposal Policy of SADC which provides guidance to
handling e-waste considering it is one of the major environmental issues that affects the
Regional Project. This policy outlines procedures for disposing of obsolete computers and
related equipment due to rapid technological changes. It states that the ICT Unit will certify
equipment as obsolete and dispose of it in a cost-effective manner. The preferred method
is to sell to employees at a competitive price comparable to market value. The ICT Unit
is responsible for preparing equipment for disposal by removing data and programs.
Unsold equipment will be collected by the Human Resources and Administration
Directorate, which will then arrange for electronic waste disposers to collect and dispose
of it according to procurement guidelines. Revenue from disposal will be handled
according to the organization's financial regulations and relevant regulatory requirements.
9. RESULTS BASED MANAGEMENT (RBM) IN SADC SECRETARIAT

Secretariat presentation focused on Result-Based Management (RBM); an approach

implemented by the Secretariat since 2012. The objectives were to introduce participants
to RBM concepts, impart skills for NSDS formulation using RBM, and demonstrate NSDS
alignment with the SADC Regional Statistics Development Strategy (RSDS) for improved
statistical quality.
The participants were informed that the SADC Secretariat introduced the RBM approach
in March 2012, with a view to making “results” the centerpiece of the implementation of
the SADC Regional Integration Agenda. For the first time, the approach was incorporated
into the SADC Policy on Strategy Development, Planning, Monitoring and Evaluation
(SPME).
The literature provides several definitions of RBM. The UNDG RBM Handbook (2012)
defines RBM as a management approach by which all actors contributing directly or
indirectly to achieving a set of results ensure that their processes, products, and services
contribute to the achievement of desired results. The UNESCO (2008) definition
complements that of UNDG as it cites RBM as a participatory and team-based approach
to program planning, focusing on achieving defined and measurable results and impact.
Participants were also oriented on the formulation of the result chain with the focus on the
high-level results including outputs and outcomes The session guided the formulation of
Key Performance Indicators (KPIs) to effectively measure progress toward desired
outcomes and outputs. Demonstrations showcased examples of well-defined outcomes,
outputs, KPIs, and activities.
The Secretariat is implementing the SADC Regional Statistics Development Strategy
(2020-2030). However, the meeting noted that the Member States NSDSs are at different
levels of implementation. Some Member States have expired strategies and are in the
process of reviewing and developing new ones while others are implementing NSDSs
which are expected to expire at different times in the coming years. It was noted that
some of these strategies have not been aligned with the SADC RSDS because they were
developed at different times before its formulation.
The SADC RSDS 2020-2030 was developed based on the RBM approach with a view to
achieving strategic and impactful results on regional integration. The SADC RSDS is
aligned with the Regional Indicative Strategic Development Plan (RISDP 2020-2030). It
was also demonstrated that the RSDS is aligned with some external institutions such as
SHaSA2 and CTGAP. The necessity of ensuring that NSDSs are aligned and harmonized
with the RISDS was also emphasized. The importance of applying RBM principles
throughout the development of new strategies at the national level was underscored and
encouraged as gold-standard in aligning the NSDSs to the RSDP as the monitoring,
performance and reporting metrics would be aligned.
10.WORKSHOP EVALUATION

On the final day of the workshop, participants were encouraged to provide feedback on
various aspects of the event using a QR Code evaluation system. This allowed for
comprehensive assessments of logistics, course content, interpreter performance, areas
for improvement, and considerations from a gender perspective and Environmental and
Social Commitment Plan (ESCP) issues. Additionally, demographic information of
respondents was collected to ensure a diverse range of perspectives and to address any
disparities or specific needs based on gender. The response rate was slightly above 50%.
The feedback collected through this mechanism serves as valuable insight for future
planning and refinement of workshop activities, considering gender-related
considerations and ESCP issues. Specifically, it helps organizers identify strengths and
weaknesses, tailor content to better meet participants' needs, and enhance overall
satisfaction with the workshop experience.

11.WORKSHOP RECOMMENDATIONS

(i) Secretariat to coordinate and review specific requests for technical assistance
and national training as per 3.1 above related to the project activities from
institutions within the NSS through Official Letters. A working session shall then
be undertaken for assessing validity and developing logical framework for
ensuring roll out of the request.
(ii) Secretariat to coordinate collection and transmission of indicators (project
development indicators as per project document) for monitoring and evaluation
of the project from the PIUs and designated focal points of Member States.
(iii) Secretariat to coordinate the collection and transmission of baseline
information and progress regarding monitoring and evaluation of the SADC
Protocol on Statistics; and
(iv) Provide support for ensuring alignment of NSDS to RSDS through the results-
based mechanism during the exercise Secretariat shall conduct to map
activities of NSDSs to articles of the Protocol.
(v) The meeting recommended that the Secretariat should organise fully-fledged
hands-on training on RBM to capacitate participants and PIUs in planning,
monitoring, evaluation, and reporting, focusing on impactful results generated
by the statistics programmes/projects in Member States.
(vi) The meeting also recommended that alignment and harmonisation of the
NSDSs and the RSDS is critical, especially for those Member States who are
revising and developing new strategies. The hands-on training will also equip
Member States with the knowledge and skills to utilize RBM in the formulation,
revision and/or development of NSDSs and SADC Secretariat would have to
organize this training.
(vii) SADC Secretariat informed the participants that training on RBM basics and
formulation of NSDSs will be considered upon official written request from
NSOs/Member States.
12. NEXT STEPS.

The next steps for the Regional Statistics Project involve implementing the
recommendations discussed during the workshop. This includes:
▪ Finalizing and disseminating the workshop report to all stakeholders including the
Statistics Committee for review and feedback by May 2024.
▪ Initiating capacity-building activities within National Statistical Systems (NSSs) to
align with regional priorities and enhance statistical capabilities.
▪ Strengthening collaboration with strategic partners, including the World Bank and
other international organizations, to leverage expertise and resources and
avoiding duplication of statistics related activities.
▪ Regularly communicating updates and milestones to stakeholders to maintain
transparency and accountability.
▪ Evaluating and addressing any challenges or risks that may arise during project
implementation every quarter.

10. CONCLUSION

In conclusion, it's crucial for Member States to sync their National Sustainable
Development Strategies (NSDSs) with Regional Sustainable Development Strategies
(RSDS). This is especially important for those updating or creating new strategies.
Keeping a close eye on progress through monitoring and reporting is vital. Also, adopting
eco-friendly practices like cutting down on paper and managing e-waste supports the
project's long-term success and broader environmental goal. Through collaborative
efforts and ongoing commitment to these principles, the project can realize its objectives
while fostering regional integration and development.
ANNEX 1- WORKSHOP AGENDA

Day 1 – 23 April 2024

Project Documents and Policy Instruments for Regional Statistics

0845 – 0900hrs Registration

0900 – 0915hrs Introductions and administrative matters
0915 – 0930hrs Welcome Remarks and Objectives of the Workshop
0930 – 1000hrs Policy Instruments for regional integration
1000 – 1030hrs RSDS 2020-30
1030 – 1100hrs Tea Break
1100 – 1130hrs World Bank Policy on Statistics (D4P, others)
1130 – 1200hrs Regional Statistics Project – Regional Component
1200 – 1215hrs Regional Statistics Project - ESCP
1215 – 1230hrs Regional Statistics Project – SEP
1230 – 1245hrs Regional Statistics Project – LMP
1245 – 1400hrs Lunch Break
1400 – 1500hrs SADC Protocol on Statistics
1500 – 1530hrs Needs Assessment Study of NSS
1530 – 1545hrs Tea Break
Baseline Information for the Project, institutional arrangements
1545 – 1600hrs
and requests for technical assistance and national training

Day 2 – 24 April 2024

The Context of Results Based Mechanism and linkages between NSDS and
RSDS/Protocol

0900 – 0915hrs Recap of Day 1

0915 – 0930hrs Discussions
0930 – 1015hrs Fundamental role of Results- Based Mechanism in programmes
1015 – 1030hrs Discussions
1030 – 1045hrs Tea Break
1045 - 1230hrs Formulation of the RBM (Outcome and Output-based)
1230 – 1245hrs Discussions
1245 - 1400hrs Lunch Break
Country Presentations on NSDS and alignment with RSDS;
1400 – 1630hrs status of signing/ratification of Protocol and stakeholders’
institutions of NSS
1630 – 1645hrs Concluding Remarks
ANNEX 2: GRIEVANCE FACT SHEET

PART A: AGGRIEVED PARTY/COMPLAINANT INFORMATION

COMPLAINANT NAME

HOME ADDRESS

OCCUPATION

WORK LOCATION

MEMBER STATE

REPORT DATE

Project Affected Person (PAP)

SADC staff
COMPLAINANT? Representative of Complainant

Others
Please specify: …………………………………………………………………………………………………
……………………………………………………………………………………………………………………

PART B: DETAILS OF EVENT LEADING TO GRIEVANCE

SOURCE OF GRIEVANCE

WHO WAS INVOLVED?

Provide names and
titles. Include witnesses
wherever possible.

WHEN DID IT OCCUR?

Date and time

WHERE DID IT OCCUR?

Specific location/s
WHAT HAPPENED?
Describe the event in
detail. Also, describe
any incidents giving rise
to the grievance.

YES NO
HAVE YOU EVER FILED
THE SAME GRIEVANCE
BEFORE? If Yes, provide details of outcome:

………………………………………………………………………………………………………………………………………..

………………………………………………………………………………………………………………………………………..

ADDITIONAL
COMMENTS Attach
evidence where possible
or if required.
 Event Number
Annex 3:Hazard/Incident/Accident Report Form
Human Resources and Administration Directorate IN/

SADC Secretariat
PART A: INITIAL REPORT
1. Type Hazardous Property Damage/Loss Community Contact Fatality
(Tick box)
substance/situation

Injury Security/Robbery
Environment Other (Specify)

2. Person Involved in Surname First Name ID and Phone Number

Incident/ Accident
Directorate/ Unit Position

Employment Status: Gender

Citizenship/Country
Project Staff

SADC Staff

Project Implementing Unit

Others
 3. Location, Date and Location (be specific)
Time of Incident/
Accident Date (dd/mm/yyyy) Time

4. Brief Description Brief description of where the incident/accident occurred, what happened, injuries or damage sustained, and what the person was doing at the time of accident.

5. PPE In Use Incorrect Use Incorrect PPE Not In Use Not Applicable
6. Emergency No Involvement Yes – Involved Specify:
Response (e.g. first aid,
rescue team)
7. Immediate Action(s)
after the event

PART B: ENVIRONMENTAL IMPACT

8. Impact Details Impact to:

Water Air Flora Fauna Land

Sea Ground Surface (specify) Undisturbed Rehabilitated

Area / Volume Impacted Impact By

Chemical Agent Quantity

PART C: DAMAGE / PRODUCTION LOSS

9. Loss Details Description of damage/property loss:

Estimated Cost (US$ / BWP):

 PART D: FIRST AID TREATMENT (if more than one person injured/ill, complete Part D for each)
10. Injury / Illness Abrasions Crush Electric Shock Laceration Sprain

Type
Asphyxia Dislocation Fracture Loss of Consciousness Strain
(tick box/es)
Bruising Effects of Chemicals Illness (specify) Nausea Other (specify)

Burns Effects of Exposure Puncture Wound

11. Part of the Body Left Right Left Right

(tick box/es)
Skull/Head Shoulder… Hip… Chest

Face Left Right Upper Arm… Upper Leg… Abdomen

Ear… Lower Arm… Lower Leg… Groin

Eye… Wrist… Ankle… Other (specify)

Neck Hand… Foot…

Lower Upper Finger/Thumb Toes…

Back Finger No. Toe No.

12. First Aid Name of First Aider Record any observations and treatment provided, as well as any advice given to the patient.
Provider

13. Outcome Return to normal duties Returned to alternate duties

Referred for doctor/hospital/medical treatment Follow-up first aid treatment required

14. Investigation Incident Type Investigation Type Investigation Team involved

recommendation Low Risk Discretionary (e.g. Supervisor, IT Officer, employee)
Medium Risk Minor Investigation
High Risk Major Investigation

PART E: ADDITIONAL COMMENTS / CORRECTIVE ACTIONS

COMMENT

Full Name Position: Department:

SIGNATURE

This form shall be submitted to [email protected]